Hybrid Conference for Black Excellence in Sci, Tech, Eng,Math,Med/Health (STEMM)

NAME OF PROCURING ENTITY
The Governing Council of the University of Toronto (the “University”)

CONTACT PERSON AND CONTRACT PERSON COORDINATES
Susan Dyson
Procurement Officer, Financial Services
University of Toronto Scarborough
susan.dyson@utoronto.ca

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 of Toronto at Scarborough seeks proposals from Proponents to provide comprehensive project management, logistics and implementation support for hybrid delivery of The Canadian Black Scientists Network (CBSN)  3rd Annual National Conference for Black Excellence in Science, Technology, Engineering, Mathematics and Medicine/Health (BE-STEMM) from May 8 to 11, 2024 at the University of Ottawa and online,
On-line components and conference management will be hosted at the University of Toronto Scarborough. In-person venue will be the University of Ottawa, in Ottawa, Ontario, Canada,  led by organizers from the University of Toronto Scarborough and supported by venue staff from the University of Ottawa.
An electronic auction is not anticipated.  

ADDRESS AND FINAL DATE FOR SUBMISSIONS
Submissions must be submitted electronically at
https://utoronto.bonfirehub.ca/opportunities/72424
before November 27, 2023 at 2:00 p.m. (local time).

The submissions will not be opened publicly.

CONDITIONS FOR PARTICIPATION
The procurement is subject to the following conditions for participation.

APPLICABLE TRADE AGREEMENTS
This procurement is subject to the following trade agreement(s):
The Canadian Free Trade Agreement, Chapter Five
The Ontario-Quebec Trade and Cooperation Agreement, Chapter 9
The Canada-European Union Comprehensive Economic and Trade Agreement (CETA)


CONTRACT DETAILS
Please refer to RFP for contract details.
One year term, with option to renew for one additional year.
EVALUATION CRITERIA
The University will base its selection of qualified suppliers on the following criteria:

Technical Submission
Company Profile Experience and Qualifications (15)
Quality of proposed approach and workplan for delivering a polished, professional, hybrid conference  (35)          
Product values, branding (compelling, visually appealing appearance of static and live elements, ease of
Navigation, and consistent with CBSN branding (5)
Plans for facilitating visits to sponsor/exhibitor areas (in person and online) and maintaining relationships with sponsors (10)
Inclusion of all elements requested or specification of reasonable alternatives with similar functionality (5)                    
Financial Submission         
Price / Financial proposal (20)
Interview (10)

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.

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