UOT202316933 - Student Information System And Implementation

Notice of Intended Procurement

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

CONTACT PERSON AND CONTRACT PERSON COORDINATES

Harneer Batra
215 Huron Street, 3rd Floor
Toronto, ON  M5S 1A2
harneer.batra@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 is conducting an RFP for Student Information System And Implementation
The Student Information System (SIS) is the primary data source that feeds and tracks all systems for the School of Continuing Studies (SCS). The School of Continuing Studies is at a critical juncture in business and operational evolution and the existing SIS (based on current configuration) no longer meets the current and future needs of the division.
Current Process
SCS currently operates within a technologically intricate environment characterized by a multitude of core systems across various divisions. Regrettably, there is a paucity of seamless integrations among these systems, often necessitating the redundant entry of data into downstream systems. This has given rise to a plethora of manual workarounds and processes outside the system's purview, leading to inconsistencies in execution and an undue surge in manual labor.
The complexity of business workflows within SCS adds an additional layer of intricacy to the processes. The dispersion of data across multiple systems, some of which operate offline, has exacerbated the challenge of generating consolidated reports. Consequently, this has resulted in a fragmented depiction of the overall work environment.
Both learners and instructors grapple with limited self-service capabilities, further compounded by the intricate processes, placing an additional burden on staff members who provide support. The current SIS, while tailored to accommodate SCS's unique requirements, deviates from the path of standardization and best practices, leading to misalignment with the division's strategic direction.
In addition, the evolving needs of Continuing Education's operational processes are not congruent with the capabilities of the existing SIS, which lacks functional flexibility and scalability. Report generation from the SIS is a formidable challenge due to the complexity of accessing data across multiple systems, resulting in a heavy reliance on the IT team.
Moreover, a noticeable absence of comprehensive data governance has precipitated concerns regarding privacy and security. Data management practices vary across divisions due to the lack of a standardized governance framework, further exacerbating the issue.
In summation, SCS's current technological landscape is beset by challenges arising from disjointed systems, intricate processes, and a dearth of data governance. Addressing these issues is paramount to achieving efficiency, standardization, and alignment with the division's strategic goals.
Note – A MS excel sheet Appendix A is published on MERX along with this RFP. Proponents should address all the requirements stated in the excel sheet and upload it on MERX along with their Proposal. The below in-scope requirements are a high-level summary of the required features and does not contain the entirety of the technical functions.
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://utoronto.bonfirehub.ca/ on or before Friday, January 26, 2024 (2:00 PM local time). The submissions will not be opened publicly.

CONDITIONS FOR PARTICIPATION
The procurement is subject to the following conditions for participation:
N/A

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