Acquisition Notice
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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:
Melissa Stockton
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 for the provision of Managed Security Services at the Sault Ste. Marie, Brampton, and Timmins Campuses.
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:
Tuesday, January 10, 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 Mandatory Requirements, if applicable. Proponent must answer ‘YES’ to all of these requirements in order to proceed to Stage II.
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 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.
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 Mandatory 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 - Mandatory 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.
Stage III may consist of an online presentation to the evaluation team. Algoma University may invite a maximum of three (3) of the highest scoring Proponents. If the 4th place Proposal is within one (1) point of the 3rd place Proposal, then the 4th place Proposal will also move on to Stage III.
Proponents who do not meet a minimum total rated score of 60% in Stage III will not be considered to proceed to Stage IV of the evaluation process.
Stage IV may consist of a scoring of the Rate Bid Form pricing submitted for the top three (3) highest scoring Proposals from Stage III, aside from the 4th place Proposal consideration. The evaluation of price will be undertaken separately and after the evaluation of Stage I through Stage III have been completed.
Rated Criteria Weighting (Points)
Stage II: Rated Requirements - 50
- Experience and Qualifications of the Company - 5
- Approach and Methodology - 35
- Risk Assessment Plan - 10
Stage III: Presentation - 20
Stage IV: Rate Bid Submission - 30
Total Points - 100
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement (CFTA).
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 up to two additional terms of twelve (12) months each, for a total Agreement term not to exceed thirty-six (36) months.
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.
