Basic Information

Reference Number

0000266751

Issuing Organization

University of Toronto – St. George Campus – Procurement Services

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

UOT202416871

Title

Document Management Solution for SAP

Source ID

PU.AC.ON.238761.C100976

Agreement Type

Open Bidding (OB)

Details

Location

Canada, Ontario, Toronto

Purchase Type

Duration: 3 years
Option: Three, one year extension option

DescriptionA - Previous Amendment

Notice of Intended Procurement

NAME OF PROCURING ENTITY
The Governing Council of the University of Toronto (the “University”)

CONTACT PERSON AND CONTRACT PERSON COORDINATES

Harneer Batra
215 Huron Street, 3rd Floor
Toronto, ON M5S 1A2
harneer.batra@utoronto.ca

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 an RFP for Document Management Solution for SAP.
The University of Toronto functions on three campuses and stands out as one of Canada's most decentralized universities. Access to the document attachments is regulated through SAP security roles, yet it is at the discretion of divisions and departments to determine individuals' access permissions. Each business object’s display, delete and attach document functionality is managed though SAP security roles.
As the electronic attachment of documents within our SAP system continues to expand, and our landscape evolves with integration of new SAP products, we are seeking to transition from the SAP content server to a modern content service platform. This transition is motivated by our desire to not only replace the current functionality but also to introduce additional features. These new capabilities encompass effective metadata management, improved search functionalities, powerful reporting tools, and advanced content collaboration capabilities.
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://utoronto.bonfirehub.ca/ on or before Thursday, April 25, 2024 (2:00 PM local time). The submissions will not be opened publicly.

CONDITIONS FOR PARTICIPATION
The procurement is subject to the following conditions for participation:
Only the Proponents who achieve a minimum score in the two evaluation criteria as stated above, will be considered for further evaluation in the RFP process

APPLICABLE TRADE AGREEMENTS
This procurement is subject to the following trade agreement(s):

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 Agreement is anticipated to be for 3 years with option to extend for three additional terms of 1 year each.

EVALUATION CRITERIA
The University will base its selection of qualified suppliers on the following criteria:
EVALUATION CRITERIA                                                Minimum Score Score
Experience and Qualifications                                                   N/A                       10
Technical Requirements                                                            15                         30
Methodology & Implementation Plan                                         10                         20
Knowledge Transfer & Post-Implementation Support               N/A                       10
Pricing                                                                                       N/A                       30
Demo/Presentation                                                                    N/A                       50
Total                                                                                                                      100 points w/o Presentation
                                                                                                                               150 w/ Presentation

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

2024/03/21 10:05:26 AM EDT

Bid Intent

Not Available

Question Acceptance Deadline

2024/04/05 02:00:00 PM EDT

Questions are submitted online

Closing DateA - Previous Amendment

2024/04/25 02:00:00 PM EDT

Other

2024/04/01 02:00:00 PM EDT

Contact Information

Harneer Batra

000-000-0000

harneer.batra@utoronto.ca

Pre-Bidding Events

Event Type

Proponents Meeting

Attendance

Recommended

Event date

2024/04/01 02:00:00 PM EDT

Location

Microsoft Teams

Event Note

The University will be conducting a Proponents Meeting.
Proponents are required for register for this meeting by sending an email to Harneer.batra@utoronto.ca by March 28, 2024 2:00 pm EST.
Only the registered Proponents will be distributed the Microsoft Teams meeting link.
See more

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

Each Proponent is required to submit its Proposal on Bonfire at the following link: https://utoronto.bonfirehub.ca/opportunities/77784

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