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:
Gurmeet Sachdev
Procurement@AlgomaU.ca
Procurement Method:
Open acquisition whereby all interested Suppliers may submit a Proposal.
Description of Services:
The Request for Proposals is an invitation by Algoma University to prospective Proponents to submit a Proposal for the design and development of a Registrar’s Office website. The Registrar’s Office website will provide a structured schedule for the academic year including a calendar of important dates, enabling students, faculty, and others to find, understand and apply information to support their academic goals and objectives, to remain informed on changes and updates to their programs and be aware of significant dates and responsibilities.
RFP Objectives:
The Successful Proponent shall meet the following RFP Objectives.
- Provide a central platform for academic information, schedules and key dates.
- Build an academic website that is fully AODA compliant, responsive, secure, and scalable.
Submission Details:
All submissions must be emailed to AU Contact by the Submission Date/Time listed in the RFP Timetable below.
Public Opening:
Not Applicable
Submission Deadline:
Friday, November 24, 2023 by 2:00:00 p.m. (ET)
All times noted are Eastern Time Zone (ET). The RFP timetable is tentative only and may be changed by Algoma University at any time. All times are according to the Contact Persons’ computer clock.
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 -
- Proponents must have a minimum of three (3) years experience in the design and development of websites.
- Proponents must have a secure file sharing system currently in place which protects the security of the data/information being shared between Algoma University and the proponent.
- Proponent must complete and submit all required documents of this RFP including: Appendix I - Submission Form; Appendix II - Rate Bid Form; Appendix II - Form of Agreement; Appendix IV - Reference Form; and Appendix V - Mandatory and Rated Requirements.
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 read a copy of Algoma University’s provided form of agreement as per Appendix 3 instructions, in a separate file.
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.
Proponents who do not meet a minimum total rated score of 60% in Stage II will not be considered to proceed to Stage III of the evaluation process.
A maximum of three (3) of the highest scoring Proposals from Stage II may advance to Stage III. If the 4th place Proposal (if applicable) is within one (1) point of the 3rd place Proposal, then the 4th place Proposal may also move on to Stage III.
All vendors that are considered for Stage III will move on to Stage IV.
Rated Criteria Category Weighting (Points)
Stage II: General and Specific Requirements 60
- Experience and Qualifications of the Company 15
- Expertise of Lead and Team Members 10
- Approach and Methodology 20
- Alignment to AU’s Special Mission and EDI Charter 10
- Risk Assessment Plan 2
- Value Added Incentives/ Ideas 1
- Accessibility (AODA) and Sustainability 2
Stage III: Presentation15
Stage IV: Rate Bid Submission 25
Total Points100
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement (CFTA).
Duration of Agreement:
Algoma University prefers that this service will commence on or before April 01, 2023 (estimated).
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.
