Notice of Intended Procurement
Name of Procuring Entity
Ryerson University (the “University”)
Contact Person and Contract Person Coordinates
Olga Payne, Purchasing Officer
email: bids@ryerson.ca
Phone: 416-979-5000 ext. 3496
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
This Request for Proposal is an invitation to prospective Proponents for submissions pertaining to the supply, delivery, installation and maintenance of a new phone system at Ryerson University, encompassing the campus located in downtown Toronto, Ontario in addition to remote locations in the Greater Toronto Area and any remote workers.
The current telephony infrastructure system in use at Ryerson is mainly comprised of Avaya/Nortel Unified Communications private branch exchange (PBX) equipment with a limited session initiation protocol (SIP) trunk in between these systems. The telephony environment at Ryerson, servicing more than 5,000 users, requires modernization to a multimedia communications platform, allowing the University to provide real-time communications in voice, messaging and/or other applications on SIP protocol.
Ryerson is looking for an on-premise solution with a mobile application, either client or browser based.
All current equipment will be removed and disposed of by the Successful Proponent.
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 http://ryerson.bonfirehub.ca on or before October 24, 2018 at 11:00:00 a.m. (Toronto, Ontario local time).
The submissions will not be opened publicly.
Conditions for Participation
The procurement is subject to the following conditions for participation:
Mandatory Requirement: Submission of Appendix D - Proposal Acknowledgement Form.
Technical Evaluation:
Company Information – 5 points
OEM Information – 5 points
Experience – 5 points
Project Team – 5 points
Proposed Solution – 5 points
Implementation/Migration Strategy and Schedule – 5 points
Support – 5 points
The Minimum Passing Score for the Technical Evaluation is 70% or 45.5 points. Proponents that have achieved a minimum of 45.4 points shall be shortlisted for Presentation.
Presentation Evaluation:
Presentation – 10 points
The Minimum Passing Score for the Presentation Evaluation is 70% or 7 points. Proponents that have achieved a minimum of 7 points shall be shortlisted for Interview.
Interview Evaluation:
Interview – 5 points
The Minimum Passing Score for the Interview Evaluation is 70% or 3.5 points. Proponents that have achieved a minimum of 3.5 points shall be shortlisted for Financial Evaluation.
Financial Evaluation:
Pricing Part I (Table 1: Base Fees) – 15 points
Pricing Part II (Table 2: Professional Services) – 5 points
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 Final Agreement is five (5) years, plus three optional renewal periods of five (5) years each, in the discretion of Ryerson.
Insurance Requirements:
The Successful Proponent shall carry at all times during the performance of the Services, including any warranty period at its own cost and expense, the following minimum insurance:
a. 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 Ryerson University, its governors, trustees, officers and employees as an Additional Insured;
b. Standard automobile insurance for all vehicles owned, licensed or leased by the Supplier and non-owned automobile insurance, where required, for an amount of not less than two million dollars ($2,000,000.00), per occurrence for each type of coverage. Where the non-owned automobile insurance coverage is provided within a general liability policy, a separate policy is not required;
c. Technology Errors & Omissions (E&O) Insurance for an amount of not less than one million dollars ($1,000,000.00) per occurrence, if applicable to the type of Services offered under this Agreement. Coverage to include Network Security Coverage, broad definition of “wrongful act” and Claims Made Coverage. 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
d. Such other types of insurance as would be carried by a prudent person or as Ryerson may from time to time require, having regard for the nature of the Services and its location.
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.
