Basic Information

Reference Number

0000295192

Issuing Organization

Toronto Metropolitan University

Owner Organization

Toronto Metropolitan University & TMU Integrated Health Centres (IHC)

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

2025-005-AW

Title

Standardized Electronic Medical Records Systems

Source ID

PU.AC.ON.219949.C104400

Agreement Types

Broader Public Sector (BPS)

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

Canadian Free Trade Agreement (CFTA)

Quebec/Ontario

Details

Location

Canada, Ontario, Toronto

Delivery Point

Toronto & Brampton

Purchase Type

Duration: 4 years
Option: Two (2) optional renewal periods of three (3) years each

Description

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.

Dates

Publication

2025/06/04 12:42:50 PM EDT

Question Acceptance Deadline

2025/06/20 11:00:00 AM EDT

Questions are submitted online

Closing Date

2025/07/02 11:00:00 AM EDT

Contact Information

Amanda Wood

416-979-5000 ext. 556981

bids@torontomu.ca

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

Proponents shall submit all required documents on the Bonfire website available at:https://tmu.bonfirehub.ca/opportunities/94185

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