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:
This Request for Proposals (“RFP”) is an invitation by Algoma University to prospective Proponents to submit a Proposal a fully branded (white label) cloud-based intranet and mobile app (Android and iPhone O/S) solution to facilitate seamless communication, collaboration, and information sharing among students, faculty and staff, ensuring secure access and real-time updates from any location with internet connectivity.
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:
Thursday, January 18, 2024 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
The objectives of this Request for Proposal (RFP) are to identify and select a Proponent capable of providing a fully branded (white label) cloud-based intranet and mobile app (Android and iPhone O/S) solution to facilitate seamless communication, collaboration, and information sharing among students, faculty and staff, ensuring secure access and real-time updates from any location with internet connectivity.
The Successful Proponent’s solution should enhance communication, collaboration, and productivity across the institution. Key goals include implementing robust document and task management features, seamless integrations with the Google Workspace, and an intuitive onboarding and training system. The solution should prioritise user experience, security, and accessibility while meeting our organisational requirements for scalability, customization, and ease of administration. Ultimately, this RFP aims to secure a technology partner that aligns with AU’s strategic vision, providing a modern and efficient digital environment that empowers our teams to engage and share information.
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 Financial Commitment 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 the proposed 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 Mandatory and Rated Requirements Questionnaire (Appendix 5)
Each Proponent must complete the Mandatory and Rated Requirements 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 for Stage I: Mandatory Requirements, and in Word/PDF for Stage II: Rated Requirements.
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 II will move on to Stage III.
Rated Criteria Category Weighting (Points)
Stage I: Mandatory RequirementsN/A
Stage II: Rated Requirements40
- Experience and Qualifications 13
- Expertise of Team Members 9
- Approach and Methodology 9
- Risk Assessment Plan 3
- Value Added Incentives 2
- Accessibility and Sustainability 4
Stage III: Proof of Solution 35
Stage IV: Pricing 25
Total Points100
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement (CFTA).
Duration of Agreement:
It is anticipated that the Agreement will be executed by February 2024 and then the services will begin immediately.
The term of the Agreement is to be for a period of up to twenty four (24) months, with an option for Algoma University to extend the Agreement on the same terms and conditions for three additional terms of up to twelve (12) months, for a total Agreement term not to exceed sixty (60) months.
Negotiation:
At the end of the evaluation process, AU may identify one or more Proponents 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.
