Acquisition Notice
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:
Brian Law
Procurement@AlgomaU.ca
Procurement Method:
Open acquisition whereby all interested Suppliers may submit a Proposal.
Description of Services:
The RFP is an invitation to submit a proposal for the provision of media buying services.
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, March 14, 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
Algoma University is seeking an agency partner who can manage the planning and execution of media buying services for the University. This will include media buying to support Algoma's media plans for 2023/2024 and beyond across all three Ontario campuses in Sault Ste. Marie, Timmins and Brampton, E-learning, continuing education programs and international recruitment initiatives. Media buys will include, but not limited to, digital, display, search, programmatic, social, radio and print.
The Successful Proponent will be responsible for developing campaign plans and strategies, conducting the media buying, and reporting on results.
AU currently runs two types of campaigns throughout the year: (1) Enrolment Campaigns and (2) General Awareness. While these campaigns target all three AU campuses, the focus of campaign efforts has primarily been: 70% Brampton, 25% Sault Ste. Marie, and 5% Timmins.
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, 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 II - 65 Points
1. Experience and Qualifications of the Company - 15
2. Expertise of Lead and Team Members - 10
3. Approach and Methodology - 30
4. Risk Assessment Plan - 2
5. Value Added Incentives/ Ideas - 5
6. Accessibility (AODA) and Sustainability - 3
Stage III - Presentation - 15
Stage IV - Pricing - 20
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 three (3) years, with an option for Algoma University to extend the Agreement on the same terms and conditions for an additional term of up to two (2) years, for a total Agreement term not to exceed five (5) years.
It is anticipated that the Agreement will be executed by May 1, 2023 and then the services will begin.
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.
