Basic Information

Reference Number

0000256522

Issuing Organization

Toronto Police Service

Owner Organization

Toronto Police Services Board

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

1661309-23

Title

Digitization Services

Source ID

PU.MU.ON.673461.C108179

Agreement Types

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

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Ontario, Toronto

Purchase Type

Duration: 3 years
Option: 2-1yr optional terms

Description

Request for Proposal (RFP) No. 1661309-23
This Request for Proposal (RFP) is an invitation by the Toronto Police Service (TPS) to prospective and qualified Proponents to submit proposals for digitization of paper records and ancillary services, as further described in this RFP.

Submission Requirements
Proposals must be submitted through the MERX Electronic Bid Submission (“EBS”) System (https://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.

Proponents are to submit their proposal through the MERX EBS System prior to 1:00:00 P.M. (Toronto local time) on Monday, October 23, 2023.

Objectives
TPS is seeking a Vendor to provide the conversion service of paper documents to PDF format (digitization services) on a job-by-job basis as required by the various units and divisions within the Service.
File digitization and electronic access to these records will contribute -

To improved efficiency with desktop searchability and streamlined business processes
To improved controlled access, security, and backup
To streamlined management of records, including improved retention and disposition management
To free up physical storage space currently being occupied by these documents for other purposes

Mandatory Requirements
Proponents to refer to section 1.2 of the RFP addressing required forms for submission, and Appendix D for Mandatory Requirements

Only those firms satisfying the mandatory requirements will proceed to stages 2 and 3 of the evaluation process.

Term of the Contract
The initial contract term shall be three (3) years, commencing after the successful completion of security background checks of assigned Vendor personnel and TPS approvals.

TPS reserves the right to extend the contract for two (2) additional one (1) year periods, all in accordance with the terms, conditions, and specifications contained in the RFP.
The decision to renew the Contract for any option term will be at the sole discretion of the TPS. All terms and conditions of the Contract shall remain in effect and continue during the optional year(s).

Notwithstanding the above noted, the TPS retains the right to terminate any contract without notice for cause.

The Vendor 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 TPSB/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 successful proponent agrees to this provision, participating agencies may enter into a contract with the successful proponent for the purchase of good 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 creation of this RFP shall not be a guarantee of exclusivity.

All in accordance with the requirements stated in the RFP document to be downloaded.

Dates

Publication

2023/09/22 10:50:23 AM EDT

Bid Intent

Not Available

Question Acceptance DeadlineA - Previous Amendment

2023/10/18 01:00:00 PM EDT

Questions are submitted online

Closing DateA - Previous Amendment

2023/10/25 01:00:00 PM EDT

Onsite Visit

2023/10/04 09:00:00 AM EDT

Onsite Visit

2023/10/05 09:00:00 AM EDT

Contact Information

Sam Petralito

416-808-8154

Sam.Petralito@torontopolice.on.ca

Pre-Bidding Events

Event Type

Onsite Visit

Attendance

Mandatory

Event date

2023/10/04 09:00:00 AM EDT

Location

Toronto Police Service Headquarters -See details in Event Note for Mandatory Site Visit Requirements
Event Note
Mandatory Site Visit Requirements:
In order to provide a response, Proponents must attend a mandatory site visit at two TPS facilities to view and assess the volume and format of the paper records. Each Proponent will be scheduled for one session at each location.
Please email the “Designated Official” Sam Petralito at Sam.Petralito@torontopolice.on.ca for available dates and times. Dates and times as follows:
1. Toronto Police Service Headquarters
40 College Street, Toronto, Ontario M5G 2J3
Wednesday, October 4, 2023, 9:00 AM
Wednesday, October 4, 2023, 11:00 AM
Wednesday, October 4, 2023, 1:00 PM
1. Toronto Police College
70 Birmingham Street, Etobicoke, Ontario M8V 2Z5
Thursday, October 5, 2023, 9:00 AM
Thursday, October 5, 2023, 11:00 AM
Thursday, October 5, 2023, 1:00 PM
See more
Event Type

Onsite Visit

Attendance

Mandatory

Event date

2023/10/05 09:00:00 AM EDT

Location

Toronto Police College - See details in Event Note for Mandatory Site Visit Requirements
Event Note
Mandatory Site Visit Requirements:
In order to provide a response, Proponents must attend a mandatory site visit at two TPS facilities to view and assess the volume and format of the paper records. Each Proponent will be scheduled for one session at each location.
Please email the “Designated Official” Sam Petralito at Sam.Petralito@torontopolice.on.ca for available dates and times. Dates and times as follows:
1. Toronto Police Service Headquarters
40 College Street, Toronto, Ontario M5G 2J3
Wednesday, October 4, 2023, 9:00 AM
Wednesday, October 4, 2023, 11:00 AM
Wednesday, October 4, 2023, 1:00 PM
1. Toronto Police College
70 Birmingham Street, Etobicoke, Ontario M8V 2Z5
Thursday, October 5, 2023, 9:00 AM
Thursday, October 5, 2023, 11:00 AM
Thursday, October 5, 2023, 1:00 PM
See more

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Envelope 1 - Proposal Submission Requirements

Pricing

No pricing in this envelope

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

See Section 5 Proposal Evaluation for details on Evaluated Criteria (proposals evaluated based on categories A to D))

Envelope 2 - Pricing

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Additional Bidding Instructions

Part A: Total Solution Price
Provide an all-inclusive Total Standard Digitization Price (using the Pricing Submission form in Section 6 - Appendix A – Pricing Submission).
Part B: Provisional Pricing
The Proponent may provide a list of additional services as well as pricing for any optional value-added services and features that they wish to include (using the Pricing Submission form in Section 6 - Appendix A – Pricing Submission).

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