Basic Information

Reference Number

0000241337

Issuing Organization

Toronto Police Service

Owner Organization

Toronto Police Services Board

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

1604632-23

Title

Supply and Implementation of a Board Management Software Solution

Source ID

PU.MU.ON.673461.C110513

Agreement Type

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Ontario, Toronto

Delivery Point

toronto

Purchase Type

Duration: 3 years
Option: 2, 1 year periods

Description

Request for Proposal (RFP) # 1604632-23
This Request for Proposal (RFP) is an invitation by the Toronto Police Services Board (TPSB) to prospective and qualified Proponents to submit proposals for a Board Management Software solution, as further described in this RFP.

Submission Requirements
Proposals must be submitted through the MERX Electronic Bid Submission (“EBS”) System (https://www.merx.com/).

For assistance in using MERX, please contact MERX directly at 1-800-964-MERX or visit the MERX website at www.merx.com/.

Proponents are to submit their proposal through the MERX EBS System prior to 1:00:00 P.M. local time on Monday March 13, 2023.

Objective
The TPSB is soliciting proposals from vendors to provide a turn-key, cloud-based solution that will be able to create and share board meeting related content and also have the ability to collaborate with Board members in an efficient and secure manner.

TPSB’s primary objective with this solution is to acquire an intuitive, secure board management platform that increases the effectiveness of the TPSB governance functions. The tool acquired should:

Facilitate a full electronic meeting solution that will maximize the TPSB and TPSB’ staff’s ability to host all of its meetings-related material in a secure environment;
Promote a simplified approach to meeting administration, including minimizing the processing steps required to produce meeting agendas, minutes, work tasks/streams arising from meetings, and other related meeting correspondence and documentation;
Maximize efficient and effective creation, organization and distribution of board materials;
Attach files and related material with ease for either public or confidential sharing;
Track attendance;
Facilitate improved collaboration between TPSB members, TPSB staff and Office of the Chief of Police staff;
Enable the TPSB staff to improve decision-making through the availability of analytics and related capabilities;
Allow for an intuitive user experience so that individuals with different skillsets will have the ease in using the tool;
Embed security features to ensure that confidentiality and protection of data/information can be easily maintained, and access to who sees and utilizes Board information can be easily managed.

Term of the Contract
The initial contract term shall be three (3) years, commencing after the successful completion of security background checks of assigned vendor personnel and TPSB approvals.

The TPSB reserves the right to an option to renew for two (2) additional one (1) year periods, all in accordance with the terms, conditions, and specifications contained in the RFP.

The decision to renew the Contract for any option term will be at the sole discretion of the TPSB. All terms and conditions of the Contract shall remain in effect and continue during the optional year(s).

Notwithstanding the above noted, the TPSB retains the right to terminate any contract without notice for cause.

The Vendor shall not assign or sub-contract any part of this contract to a third party without the prior written approval of TPSB.

Piggyback (if applicable)
The TPSB may, upon request, permit other public bodies and the Police Cooperative Purchasing Group (PCPG) to purchase against any part of the contract which may result from this RFP.

Proponents are requested to indicate on the Pricing Submission form if they will extend the pricing, terms and conditions of this proposal to other government agencies including PCPG, if the Proponent becomes the successful services provider.

If the successful Proponent agrees to this provision, participating agencies may enter into a contract with the successful Proponent for the purchase of services described herein based on the terms, conditions, prices, and percentages offered by the Proponent. Minor changes in terms and conditions may be negotiated by participating agencies.

Please note: copies of the Proponents submission may need to be provided to the interested agency (in confidence) in order to review prior to participating

Non-Exclusivity
The creation of this RFP shall not be a guarantee of exclusivity.

Negotiations
The TPSB reserves the right to enter into negotiations with any one or more Proponents regarding price, scope of services, or any other term of their applications, and such other agreement or contractual terms as the TPSB may require, at any time prior to execution of an agreement, whether or not a notice of intent to develop an agreement has been issued to any Proponent and without reissuing this RFP; and to enter into simultaneous, competitive negotiations with multiple Proponents or to negotiate with individual Proponents, either together or in sequence, and to permit or require, as a result of negotiations, the expansion or reduction of the scope of services or changes in any other terms of the submitted applications, without informing other Proponents of the changes or affording them the opportunity to revise their applications in light thereof, unless the TPSB, in its sole discretion, determine that doing so is in the TPSB’s best interest; and, to discontinue negotiations with any Proponent at any time prior to the execution of an agreement, whether or not a notice of intent to develop an agreement has been issued to the Proponent, and to enter into negotiations with any other proponent, if the TPSB, in its sole discretion, determine it is in the best interest of the TPSB to do so.

All in accordance with the requirements stated in the RFP document to be downloaded.

Dates

Publication

2023/02/15 09:28:10 AM EST

Bid Intent

Not Available

Question Acceptance Deadline

2023/02/24 01:00:00 PM EST

Questions are submitted online

Closing Date

2023/03/13 01:00:00 PM EDT

Contact Information

Gabe Sandhu

416-808-7996

Gabe.Sandhu@torontopolice.on.ca

Bid Submission Process

Bid Submission Type

Electronic Bid Submission

Envelope 1 - Identity & Proposal

Pricing

No pricing in this envelope

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

Envelope 2 - Pricing

Pricing

In attached document

Bid Documents List

Item Name	Description	Mandatory	Limited to 1 file
Bid Documents	Documents defining the proposal	Yes	No
No entries

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