Suppliers can find the complete acquisition document(s) on MERX.com.
Procuring Entity:
Algoma University (AU)
Procurement Services
1520 Queen Street East
Sault Ste. Marie, Ontario P6A 2G4
Contact:
Maxine Smale
Procurement@AlgomaU.ca
Procurement Method:
Open acquisition whereby all interested Suppliers may submit a Proposal.
Description:
4.1 Description of Deliverable
The RFP is an invitation to submit a proposal for Consulting Services to assess network requirements and formulate strategic system-implementation plans for various information technology projects within Algoma University as further described herein.
The Successful Proponent will provide unlimited on-demand access to advisory team experts, provide solution deliverables that assist with assessing different technology strategies and methodologies, and align network strategies to AU’s Campus Master Plan. The solution will also provide access to IT insight databases, maturity and benchmarking tools as well as provide services for core research involving students, faculty and staff.
The Successful Proponent will be required to conduct meetings with various university stakeholders, Information Technology Leadership team, facility physical plant department, and staff/faculty departments; to review IT and research needs before developing the overall implementation plan.
The Proponent should be mindful of the cultural elements required with these project implementations. It is a preference that the Successful Proponent should have experience working with Indigenous groups and Communities and multiple diverse stakeholders.
4.1.1 Scope of Services
Algoma University is interested in expanding IT systems into the future as the university grows. AU is taking a phased approach to the planning and implementation of many new systems, many of which may run concurrently or consecutively. Although the phases have not yet been established, AU will be considering some of, but not limited to, the following:
- Student Information Systems implementations/negotiations
- Unified Communications Systems implementations/negotiations
- Scheduling Systems implementation/negotiations
- Contract reviews
- Strategy reviews
- Educational Digital Transformation strategies
- Cybersecurity Security and Risk Management
- Artificial Intelligence support
- Smart Campus support
- Predictive Analysis support
- CRM and LMS resources
- Emerging Education Trends resources
- ERP resources
- Innovation resources
- IT Metrics
- Education industry research
- Execution Scorecards
- Leadership/Coaching programs
- Digital transformation
- Executive leadership (IT)
- Benchmarking analytics
Estimated Quantities:
N/A
Submission Details:
All submissions must be emailed to AU Contact only.
Submission Deadline:
Monday, December 20, 2021 by 2:00:00 p.m. (ET)
Public Opening:
Not Applicable
Conditions for Participation:
Stage I will consist of a review to determine which Proposals comply with all of the Specific Requirements, if applicable. Proponent must answer ‘YES’ to all of these requirements in order to proceed to Stage II.
Specific Requirements -
- Proponent must have a minimum of 5 (five) years experience in consulting services for the planning and implementation of various information technology projects on behalf of its client(s).
- Proponent must have a cyber security system and plan currently in place for the safe and secure sharing and storage of information between itself and its clients.
Mandatory Submission Requirements:
6.1 Submission
Other than inserting the information requested on the mandatory submission forms set out in the RFP, a Proponent should not make any changes to any of the forms. Proponents submitting Proposals that do not meet the mandatory requirements will be provided an opportunity prior to the rectification date to rectify deficiencies identified in the Rectification Process.
6.1.2 Submission Form (Appendix 1)
Each Proposal should include a Submission Form completed and signed by an authorized representative of the Proponent.
6.1.3 Rate Bid Form (Appendix 2)
Each Proponent must include a completed Rate Bid Form according to the instructions contained in Appendix 2 and any related form(s).
6.1.4 Form of Agreement (Appendix 3)
Each Proponent should provide a copy of its standard contract for Algoma University's consideration as per Appendix 3 instructions.
6.1.5 Reference Form (Appendix 4)
Each Proponent should complete the Reference Form and include it with their Proposal.
6.1.6 General Requirements Questionnaire (Appendix 5)
Each Proponent must complete the General Requirements Questionnaire and include it with their Proposal. Questionnaires are evaluated comparatively based on the responses provided. Proponents should provide complete answers to questions within their questionnaire. Supporting documentation referenced by the Proponent in their questionnaire will not be evaluated. Submissions of the completed questionnaire file must be in Excel only.
6.1.7 Rectification Process
The rectification process will be limited to only allowing rectification of the following components of a Proponent’s Proposal:
a. Appendix 1 – Only to confirm Signature and Proponent Information provided;
b. Appendix 2 - Missing component of pricing;
c. Appendix 3 - Only to confirm Proponent Agreement comments included;
d. Appendix 4 - Only to confirm Reference Information provided.
Proposals satisfying the mandatory requirements before the rectification date will proceed to Stage I Specific Requirements. Proposals failing to satisfy the mandatory requirements will be excluded from further consideration.
Complete submission requirements are provided within the acquisition document(s).
Scored Submission Requirements:
Proponents that “Pass” Stage I - Specific Requirements will move on to Stage II. Proponents that do not “pass” (answer “yes” to all criteria) will not move on to Stage II. The following is an overview of the categories and weighting for the rated criteria to be used in Stages II and III of the RFP.
Rated Criteria Category Weighting (Points)
Stage II: General and Specific Requirements 75
- Experience and Qualifications 20
- Expertise of Lead and Team Members 20
- Approach and Methodology 30
- Risk Assessment Plan 2
- Value Added Incentives/ Ideas 1
- Accessibility (AODA) and Sustainability 2
Stage IV: Rate Bid Submission 25
Total Points 100
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement (CFTA).
Services Delivery Date:
It is anticipated that the Agreement will be executed by January 31, 2022 and then the services will begin.
Duration of Agreement:
The term of the Agreement is to be for a period of up to twelve (12) months, with an option for Algoma University to extend the Agreement on the same terms and conditions for an additional term of up to twelve (12) months, for a total Agreement term not to exceed 24 months.
Additional Options:
Not Applicable
Negotiation:
At the end of the evaluation process, AU may identify one or more Suppliers with whom it wishes to enter into negotiations, by written notification. See acquisition document(s) for further detail.
Responses must be submitted in English.
Suppliers should note that information contained within this Acquisition Notice is subject to change. Suppliers are encouraged to download the acquisition document(s) which contain the most current information.
If there is a conflict between the acquisition document(s) and this Acquisition Notice, the acquisition document(s) will take precedence.
