Notice of Intended Procurement
NAME OF PROCURING ENTITY
The Governing Council of the University of Toronto (the “University”)
CONTACT PERSON AND CONTRACT PERSON COORDINATES
Renee Cheng
150 College Street, 3rd Floor, Room 350,
Toronto ON M5S 1A2
reneeke.cheng@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 of Toronto operates multiple research facilities across diverse disciplines. While each of these facilities operates independently, they often manage specialized equipment and services that are shared across divisions and used by members of the broader research community. To improve efficiency and reduce administrative burden, the University seeks to implement an integrated equipment booking and management platform.
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, February 19, 2026 (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: Please see Schedule A to the RFP Data Sheet, Section 6.2.(2).
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 is three (3) years, with an option to extend for an additional two (2) year period.
EVALUATION CRITERIA
The University will base its selection of qualified suppliers on the following criteria:
Schedule D Part 1
Technical Submission Requirements Weight
B.1 Experience and Qualifications 5
B.2 Technical Requirements
B.2.1 Equipment Booking and Inventory Management 5
B.2.2 Workflow Customization 3
B.2.3 Billing and Quotation 3
B.2.4 User Management 3
B.2.5 Super-Admin Oversight 3
B.2.6 Additional Technical Features 3
B.3 Service Levels, Maintenance, and Support 9
B.4 Security, Privacy, and Accessibility 8
B.5 Integration and Security 6
B.6 Implementation and Data Migration 15
B.7 Training and Documentation 14
Schedule D Part 2 Financial Submission 23
Total weight, not including the optional Presentations/Interviews/Demonstrations 100
Presentations/Interviews/Demonstrations (Optional) 20
Total weight, including the optional Presentations/Interviews/Demonstrations 120
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.
