Notice of Intended Procurement
Name of Procuring Entity
Toronto Metropolitan University (the “University”)
Contact Person and Contract Person Coordinates
Amanda Wood, 1 Dundas St West, 16th Floor, Toronto, ON, M5B 2H1, 416-979-5000 ext. 556981
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 a Request for Proposals for provisioning a standardized Electronic Medical Records System for the University.
Separate systems of the standard EMR will be required for the following departments:
- TMU Integrated Health Centres (IHC) affiliated with the School of Medicine (SoM),
- Student Integrated Health and Wellbeing (SHaW); and
- TMU Athletics.
Each Electronic Medical Records System shall include, but not be limited to Installation, Technical Support, Maintenance and Training Services, as further described in Appendix B – DELIVERABLES.
The University intends to execute a Professional Services Agreement for these Services, provided in Appendix E.
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://tmu.bonfirehub.ca/opportunities/94185 on or before July 2, 2025, 11:00:00 AM EDT.
The submissions will not be opened publicly.
Conditions for Participation
The procurement is subject to the following conditions for participation:
Mandatory Submission Requirements
File #1 Proposal Acknowledgement Form - Pass/Fail
File #2 – Information Security Requirements - Pass/Fail
File #3 - Compliance and Privacy Requirements - Pass/Fail
File #4 - Accessibility and Usability Requirements - Pass/Fail
Minimum Passing Score
The Minimum Passing Score of Stage 2: Technical is 60% or 39 out of 65 Points.
The Minimum Passing Score of Stage 5: Demonstration is 60% or 15 out of 25 points.
Applicable Trade Agreements
This procurement is subject to the following trade agreement(s):
BPS Procurement Directive
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 four (4) years, plus two (2) optional renewal periods of three (3) years each, at the discretion of the University.
The University will base its selection of qualified suppliers on the following criteria:
Mandatory Evaluation Criteria
CRITERIA WEIGHTING (POINTS)
File #1 - Proposal Acknowledgement Form Pass/Fail
File #2 – Information Security Requirements Pass/Fail
File #3 – Compliance and Privacy Requirements Pass/Fail
File #4 – Accessibility and Usability Requirements Pass/Fail
Technical Evaluation Criteria
CRITERIA WEIGHTING (POINTS)
File #5 – Company Information 2.5
File #6 – Relevant Experience 5
File #7 – Proponent Team 2.5
File #8 – Functional & Non-Functional Requirements 50
File #9 – Social and Sustainable Practices 5
File #10 – Schedule N/A
Subtotal 65
Financial Evaluation Criteria
CRITERIA WEIGHTING (POINTS)
Total Evaluated Fee 35
Subtotal 35
Demonstration Evaluation Criteria
CRITERIA WEIGHTING (POINTS)
Total Evaluated Fee 25
Subtotal 25
Total Evaluated Score for Stages 1, 2, 3, 4 and 5 125
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.
