Notice of Intended Procurement
Name of Procuring Entity
Toronto Metropolitan University (the “University”)
Contact Person and Contract Person Coordinates
Tim Sage, 1 Dundas St West, 16th Floor, Toronto, ON, M5B 2H1, 416-979-5000 ext. 557243
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 Proposal (“RFP”) for Website Design and Development for Athletics and Recreation.
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 on or before February 24, 2026, at 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:
Insurance
i. 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 the University, its governors, trustees, officers and employees as an Additional Insured;
ii. 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;
iii. Professional liability insurance for an amount of not less than two million dollars ($2,000,000.00) per occurrence, if applicable to the type of Services offered under this Agreement. 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;
iv. Privacy Liability and Cyber Risk Insurance covering liabilities resulting or arising from data damage/destruction/corruption, including without limitation, failure to protect privacy, unauthorized access, unauthorized use, virus transmission, denial of service and loss of income from network security failures in connection with the Services provided under this Agreement with a minimum limit of two million dollars ($2,000,000) each claim and annual aggregate. Such insurance will also include coverage for notification costs and credit monitoring services. Such insurance will be maintained on a continuous basis for two (2) years subsequent to termination of this Agreement.
WSIB
A valid WSIB Clearance Certificate or alternatively Private Employers Liability in the amount of $2MM.
RFP Accessibility, Privacy and Security Requirements- Pass/ Fail
Accessibility
The University requires that the Proponent provides a demo instance or test environment to test the accessibility of the proposed solution, specifically interfaces or pages where a TMU employee may access or interact with. The Proponent's system must meet the Web Content Accessibility Guidelines (WCAG) 2.1 at Level AA.
Security assessment
Successful completion of a security risk assessment and compliance with the University's security recommendations.
Privacy assessment
Successful completion of a security risk assessment and privacy impact assessment and compliance with the University's security and privacy recommendation.
Minimum Passing Scores
The Minimum Passing Score is 70% or 52.5 out of 75 points for Stage 2- Technical Evaluation.
The Minimum Passing Score is 70% or 7 out of 10 points for Stage 3- Presentation.
Applicable Trade Agreements
This procurement is subject to the following trade agreement(s):
The Canadian Free Trade Agreement, Chapter Five
The Ontario-Quebec Trade and Cooperation Agreement, Chapter 9
Contract Details
The contract term is three (3) years with two (2) optional one (1) year extensions.
The University will base its selection of qualified suppliers on the following criteria:
Stage 1- Mandatory Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
File #1 – Proposal Acknowledgement Form Pass/Fail
File # 2- Privacy, Security and Accessibility Requirements Pass/Fail
Stage 2- Technical Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
File #3 - Company Information 5
File #4 - Relevant Experience 10
File #5 – Functional & Non-Functional Requirements 35
File #7 - Project Management Team 10
File #8 - Project Plan 10
File #9 - Social and Sustainable Practices 5
Subtotal 75
Minimum Passing Score- Stage 2 52.5
Stage 3- Presentation
CRITERIA WEIGHTING (POINTS)
Presentation 10
Sub-Total 10
Minimum Passing Score- Stage 3 7
Stage 4- Financial Evaluation Criteria:
CRITERIA WEIGHTING (POINTS)
Pricing Part I- Total Fixed Fee 20
Pricing Part II- Hourly Resource Rates 5
Subtotal 25
Total Evaluated Score 110
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.
