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, and maintenance of a comprehensive niche commercial‑off‑the‑shelf Learning Management System (“LMS”) for the School of Medicine’s academic, clinical, and competency‑based education programs.
The LMS will serve as a unified digital ecosystem supporting the full continuum of medical education—including undergraduate medical education (UGME), postgraduate medical education (PGME), distributed and community‑based clinical learning, competency‑based assessment, curriculum mapping, accreditation reporting, clinical experience scheduling, and experiential learning tracking. The platform will enable the School of Medicine to deliver a high‑quality, data‑driven, learner‑centered educational experience while supporting faculty, clinical preceptors, program administrators, and academic leadership with robust tools for teaching, evaluation, analytics, and continuous quality improvement.
Additionally, the LMS must provide robust functionality to monitor and document teaching activities for clinical faculty across multiple locations. This capability will ensure precise workload reporting and streamline payment processing. Furthermore, the system should track postgraduate residents across various placements to support efficient onboarding to different health institutions, , competency-based residency education and other employment/payment workflows, and ensure compliance with applicable funding models.
The LMS must integrate seamlessly with the School’s complex educational and operational requirements, including longitudinal and block scheduling, clinical placement management, Entrustable Professional Activities (EPAs), workplace‑based assessments, curriculum alignment and mapping, and dashboards for learners, faculty, committees, and leadership (see Section 11 – Schedule C – Desirables Requirements for more details). It must also support accreditation‑aligned reporting for UGME (CACMS) and PGME (Royal College, CFPC) and provide strong interoperability with institutional systems and external partners (hospitals and community sites) where appropriate.
York University is open to both cloud-based (Cloud Application and Cloud Data) and hybrid (Cloud Application with On-premise data) solutions; however, a strong preference will be given to cloud-based solutions.
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 9, 2026 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 and 4.2)(File type: .pdf) – Required
- Methodology & Timetable/Work Plan (Sections 4.3.1 and 4.3.2)(File type: .pdf) – Required
- System Mandatory Requirements (Section 4.3.3 and 10.0 Schedule B)(File type: Excel) – Required
- System Desirable Requirements (Section 4.3.4 and 11.0 Schedule C)(File type: Excel(Bonfire Template)) – Required
- Proposed System License Agreement (Section 4.3.5) (File type: .pdf) – Required
- Financial Considerations (Sections 4.4)(File type: .pdf) – Required
- Price Schedule (Section 9.0 Schedule A)(File type: Excel (unlocked)) – Required
- Acknowledgement (Section 4.7 and Section 13.0) (File type: .pdf) - Required
- Alternative Proposals and Joint Proposals (Section 4.8 and 4.9)(File type: .pdf) – Optional
Complete submission requirements are provided within the RFP documents.
Scored Submission Requirements:
- Qualifications, Experience and References;
- Methodology;
- Timetable/Workplan;
- Mandatory System Requirements;
- Desirable System Requirements;
- Financial Evaluation; and
- Short-listed 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 January 1st, 2027.
Duration of Agreement:
The initial term of the Agreement shall be for sixty (60) months from the date of an award, with two (2) optional thirty-six (36) month extensions, at York’s sole discretion. All prices shall be net, firm and not negotiable for the term of one-hundred and thirty-two (132) 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 and price.
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.
