Basic Information

Reference Number

0000264178

Issuing Organization

York University

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

P24-070

Title

Board Management Software Solution

Source ID

PU.AC.ON.322261.C75367

Agreement Types

Broader Public Sector (BPS)

Canada-European Union Comprehensive Economic and Trade Agreement(CETA)

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Ontario, Toronto

Purchase Type

Duration: 4 years
Option: + two (2) optional twenty-four (24) month extensions

Description

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3

Description:
York is soliciting Proposals from experienced and qualified Proponents for the supply, delivery, implementation, support of a commercial-off-the-shelf software application solution to streamline governance processes.

York’s preference is to award one (1) qualified and experienced Proponent for the Work outlined in this RFP.

York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid. Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/

Pricing and Payment Terms are available on the MERX website, respectively.

Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.

Estimated Quantities:
Available within the RFP Documents.

Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca

Submission Deadline:
March 4, 2024 at 3:00:00pm EST.

Public Opening:
Not Applicable.

Conditions for Participation:
Available within the RFP document.
Mandatory Submission Requirements:

Executive Summary and Qualifications (Sections 4.1, 4.2.1 and 4.2.2)(File type: .pdf) – Required
References (Section 4.2.3) (File type: .pdf) – Required
Methodology & Timetable/Work Plan (Sections 4.3 and 4.4)(File type: .pdf) – Required
Proposed System’s License Agreement (Section 4.5)(File type: .pdf) - Required
Acknowledgement (Section 4.9 and Section 10.0) (File type: .pdf) - Required
Financial Considerations (Section 4.6) (File type: .pdf) – Required
Price Schedule (Section 9.0) (File type: .xlsx) – Required (unlocked)
Alternative Proposals and Joint Proposals (Section 4.10 and 4.11)(File type: .pdf) – Optional

Complete submission requirements are provided within the RFP documents.

Scored Submission Requirements:

Qualifications, Experience and References;
Mandatory Deliverables;
Deliverables and Methodology;
Timetable / Workplan;
Financial Evaluation; and
Short-listed System Demonstration.

Complete submission requirements are provided within the RFP documents.

This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.

Delivery Date:
The Selected Proponent should have a fully implemented System by September 1, 2024.

Duration of Agreement:
The initial term of the Agreement shall be for forty-eight (48) months from the date of an award, with two (2) optional twenty-four (24) month extensions, at York’s sole discretion. All prices shall be net, firm and not negotiable for the initial forty-eight (48) months. Should York choose to exercise its option to extend subsequent to the initial term, any extension to the Agreement shall be upon the same terms and conditions, except for price, which shall be agreed in writing by the parties and shall not exceed the Consumer Price Index – Canada, All-items.

Negotiation:
Following evaluation of all Proposals, it is York’s intention to enter into negotiations with the leading Proponents who offers the best overall value to York. York’s intention is to establish a roster of Proponent’s based respectively on the highest to lowest best overall value scores. York reserves the full and sole right to determine how many Proponent’s are included in the roster list.
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).

Supplier Prequalification (if applicable):

Not Applicable.

Responses must be submitted in English.

Proponents should note that information contained within this notice is subject to change. Proponents are encouraged to download the tender document which contain the most current information.

If there is a conflict between the RFP documents and this RFP Notice, the RFP documents will take precedence.

Dates

Publication

2024/02/07 05:45:20 PM EST

Question Acceptance Deadline

2024/02/15 12:00:00 AM EST

Questions are submitted online

Yes

Closing Date

2024/03/04 03:00:00 PM EST

Contact Information

Jason Chernecky

416-736-2100 ext. 22516

jchernec@yorku.ca

Buyer Preferences, Guidelines & Requirements

General Requirements

- Insurance Required

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

York will only consider Proposal submissions received from Proponents who have registered with MERX and have obtained the Bid Document directly from MERX (www.MERX.com) for this competitive bid. Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

All Proposals and accompanying documents must be uploaded electronically at the appropriate project on https://yorku.bonfirehub.ca. York will NOT accept hard copy Proposals.

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