Exam Solution

Description
Request for Proposal (RFP) No. 100000601 -26
This Request for Proposal (RFP) is an invitation by the Toronto Police Service (TPS) to prospective and qualified Proponents to submit proposals for an exam Solution, as further described in this RFP.
The TPS will accept submissions for either a Solution with a delivery method of TPS hosted environments (TPS-hosted) or Software as a Service (Cloud). Proponents can submit either type of delivery method. If a Proponent submits to both types of delivery methods, two (2) separate complete submissions clearly labeled as Cloud or TPS-hosted will need to be submitted.

Proposal Submission
Proposals Must be submitted through the MERX Electronic Bid Submission (“EBS”) System (www.merx.com).

For assistance in using MERX, please contact MERX directly at 1-800-964-MERX or visit the MERX website at www.merx.com.

Your proposal submission shall be taken as your statement that you understand the requirements and agree to comply with the requirements and any supplementary terms and conditions, or addenda stated in the proposal documents.

Your proposal submission confirms that you have checked and confirmed your pricing and by signing the proposal submission forms, you agree that you have not omitted any items from your proposal and you will be bound by law to supply the services as specified at the prices proposed.

Proponents are to submit their proposal through the MERX EBS System prior to 1:00:00 P.M. local time on Tuesday June 16, 2026.

Uploading large documents may take significant time, depending on file size and internet connection speed. It is strongly recommended that Proponents review the MERX EBS instructions well in advance of the closing date and allow sufficient time before the closing date to upload documents and finalize their submissions. Proponents making submissions near the deadline do so at their own risk.

The determination of whether the proposal is delivered by the closing date shall be based on the electronic time and date stamp generated by the MERX EBS System server, whether or not accurate.

Proponents will receive an email confirmation receipt with a unique confirmation number upon finalizing their submissions.

Late submissions are not permitted and any proposals submitted after the closing date and time as per the clock of the MERX EBS System will be rejected.

Required Forms for Submission
The following completed forms Must be submitted with your proposal:

• Proposal Submission Requirements (See Section 5.1.1)
• Mandatory Requirements Form (Section 9 - Appendix D)
• Preferred Requirements Form (Section 10 - Appendix E)
• Pricing Submission (Section 6 - Appendix A)
  • To be submitted/uploaded as a separate document from technical (i.e. non-pricing) submission
  • Please do not include any pricing in your technical submission.

In addition, the following completed forms are also to be submitted with your proposal:

• Declaration Form (Section 7 - Appendix B)
• Engaging Former Members From the TPS form (Section 8 - Appendix C)
• References (Section 11 – Appendix F)
• Product Profile (Section 13 - Appendix H)

Term of the Contract
The initial Agreement (as attached in Appendix J) term shall be five (5) years, commencing after the successful completion of security background checks of assigned Vendor personnel and TPS approvals.

Notwithstanding the above noted, the TPS retains the right to terminate any agreement with immediate effect upon written notice.

The Vendor(s) shall not assign or sub-contract any part of this contract to a third party without the prior written approval of TPS.

Piggyback (if applicable)
The TPS may, upon request, permit other public bodies and the Police Cooperative Purchasing Group (PCPG) to purchase against any part of the contract which may result from this RFP.

Proponents are requested to indicate on the Pricing Submission form if they will extend the pricing, terms and conditions of this proposal to other government agencies including PCPG, if the Proponent is selected.

If the Vendor agrees to this provision, participating agencies may enter into a contract with the Vendor for the purchase of goods and services described herein based on the terms, conditions, prices, and percentages offered by the Proponent. Minor changes in terms and conditions may be negotiated by participating agencies.

Please note: copies of the Proponents submission may need to be provided to the interested agency (in confidence) in order to review prior to participating.

Non-Exclusivity
The awarding of an agreement to a Vendor shall not be a guarantee of exclusivity.

All materials provided herein are in accordance with the requirements stated in the RFP document to be downloaded.

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.