Notice of Intended Procurement
NAME OF PROCURING ENTITY
The Governing Council of the University of Toronto (the “University”)
CONTACT PERSON AND CONTRACT PERSON COORDINATES
Raymond Siguenza
150 College Street, 3rd Floor
Toronto, ON, M5S 3E2
raymond.siguenza@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 Faculty Information Management System.
The University of Toronto is looking to purchase a centralized faculty information management system that would streamline the storage, maintenance, tracking, retrieval, and general curation of internal data, including confidential personnel data, related to faculty within the Department of Computer Science.
The solution should be a single, secure system that is customizable to meet the Department’s operational and user needs.
The system must store data in a Canadian server/cloud/data centre. The solution can be either “SaaS” (Software as a Service), or a software license and a server. If a server, the department would want the server to be deployed as a virtual server in the University of Toronto private cloud, and system administration of that virtual server would be provided by the department’s technical staff. There are no hardware requirements or components, hence, there is no physical server required.
The desired outcome would be a system that streamlines data maintenance, ensures data integrity, enables efficient querying, and supports timely reporting. The benefit of this solution would be to reduce administrative burden, improve data integrity and enable responsive, data-driven decision-making across the Department
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 Wednesday, October 29, 2025 (2:00 PM local time). The submissions will not be opened publicly.
CONDITIONS FOR PARTICIPATION
N/A
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 three (3) years with an option to extend to two (2) years at one-year intervals.
EVALUATION CRITERIA
The University will base its selection of qualified suppliers on the following criteria:
EVALUATION CRITERIA WEIGHT
Experience and Qualifications 5
Technical Requirements 45
Integration [ API and single sign-on] 5
Backup/Restoration & Storage, Privacy and Security 10
Data Management and Data Types 15
User Experience 15
Implementation: Project Management, Training, Data
Migration Strategy 15
Warranty and Service 10
Pricing 25
Total 100
Presentation (optional) 10
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.
