Academic Scheduling Solution

Notice of Intended Procurement
Name of Procuring Entity
Toronto Metropolitan University (the “University”)

Contact Person and Contract Person Coordinates
Tim Sage, 1 Dundas St West, 16th Floor, Toronto, ON, M5B 2H1, 416-979-5000 ext. 557243


Procurement Documents
The procurement documents are available at www.merx.com.
  
Note that obtaining access to the procurement documents will require prospective suppliers to register and pay a registration fee.  Pricing and Payment Terms are available on the MERX website.


Description of Procurement
The University is conducting a Request for Proposal (“RFP”) for an Academic Scheduling Solution.

The procurement is] anticipated to involve negotiation.  An electronic auction is not anticipated. 


Address and Final Date for Submissions
Submissions must be submitted electronically at https://tmu.bonfirehub.ca on or before September 2, 2026, at 11:00:00 am EDT.

The submissions will not be opened publicly.

Conditions for Participation
The procurement is subject to the following conditions for participation: [insert any requirements that are pass/fail or subject to a minimum score in the evaluation].

Insurance Requirements

1. 1. 1. Commercial General Liability Insurance against third party bodily injury (including death), personal injury and broad form property damage (including loss of use) and including products and completed operations liability and blanket contractual liability for an amount of not less than five million dollars ($5,000,000.00) per occurrence. Such insurance shall include a cross liability and severability of interests clause and an endorsement naming the University, its governors, trustees, officers, and employees as an Additional Insured;

 

2. Professional liability insurance for an amount of not less than five million dollars ($5,000,000.00) per occurrence, if applicable to the type of Services offered under this Agreement. This insurance policy is required to be maintained throughout the Term of the Agreement and for a period of twenty-four (24) months after the completion of the Services; and

 

3. Privacy Liability and Cyber Risk Insurance covering liabilities resulting or arising from data damage, destruction, or corruption, including, without limitation, failure to protect privacy, unauthorized access, unauthorized use, virus transmission, denial of service, and loss of income resulting from network security failures in connection with the Services provided under this Agreement. Coverage with a minimum limit of five million dollars ($5,000,000) each claim and annual aggregate. Such insurance will also include coverage for notification
   costs and credit monitoring services. Such insurance will be maintained on a continuous basis for two (2) years subsequent to termination of this Agreement.

Accessibility Assessment

The University requires that the Proponent provide a demo instance or test environment to test the accessibility of the proposed solution. The Proponent's Proposal must meet the Web Content Accessibility Guidelines (WCAG) 2.1 at Level AA.

Security assessment

Successful completion of a security risk assessment and compliance with the University's security recommendations.

Privacy assessment

Successful completion of a privacy impact assessment and compliance with the University's privacy recommendations

Minimum Passing Scores
The Minimum Passing Score is 70% or 56 out 80 points for Stage 2- Technical Evaluation.

The Minimum Passing Score is 70% or 70 out 100 points for Stage 4- Presentation.


Applicable Trade Agreements
This procurement is subject to the following trade agreement(s):

The Canadian Free Trade Agreement, Chapter Five
The Comprehensive Economic and Trade Agreement, Chapter 19
The Ontario-Quebec Trade and Cooperation Agreement, Chapter 9

Contract Details
The Term of the agreement is 3 years with 2 optional 1-year renewals.


The University will base its selection of qualified suppliers on the following criteria:

Stage 1 Mandatory Evaluation Criteria:

CRITERIA                                                                                                                               WEIGHTING (POINTS)
File #1 – Proposal Acknowledgement Form                                                                                          Pass/Fail
File #2 – Privacy, Security and Accessibility Requirements                                                                  Pass/Fail


Stage 2- Technical Evaluation Criteria

      CRITERIA                                                                                                                         WEIGHTING (POINTS
File #3 - Company Information                                                                                                                    5
File #4 - Relevant Experience                                                                                                                    10
File #5- Functional and Non-Functional Requirements                                                                              40
File #7 - Project Management Team                                                                                                           10
File #8 - Project Plan                                                                                                                                  10
File #9 - Social and Sustainable Practices                                                                                                   5
                                                                                                                                 Subtotal                    80
Minimum Passing Score- Stage 2                     56

Stage 3- Financial Evaluation Criteria:

CRITERIA                                                                                                                               WEIGHTING (POINTS)
Pricing Part I- Total Fixed Fee                                                                                                                   18
Pricing Part II- Hourly Resource Rates                                                                                                        2
                                                                                                                                  Subtotal                     20


Stage 4- Presentation Evaluation Criteria:

CRITERIA                                                                                                                               WEIGHTING (POINTS)
Presentation                                                                                                                                              100
                                                                                                                     Subtotal                                100
Minimum Passing Score- Stage 4                      70

  Refer to Appendix A- Section 5.1 (6) for additional details regarding the Presentation Stage  

                                                                                       Total Evaluated Score                                          200



Notes
Suppliers should note that information contained within this notice is subject to change. Suppliers are encouraged to obtain the procurement documents which contain the most current information.  If there is a conflict between the procurement documents and this notice, the procurement documents will take precedence.
 

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