Basic Information

Reference Number

0000222218

Issuing Organization

Algoma University

Owner Organization

Algoma University

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

OUFB.49.2022

Title

Ontario University Fair Booth

Source ID

PU.AC.ON.807039.C109202

Agreement Type

Open Bidding (OB)

Details

Location

Canada, Ontario

Delivery Point

Sault Ste. Marie

Description

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 of Services:
This Request for Proposals (“RFP”) is an invitation by Algoma University to prospective Proponents to submit a Proposal for the design and construction of a portable booth for primary use at the Ontario Universities Fair (OUF).

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, May 20, 2022 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 -

Proponent must have a minimum of five (5) years experience in the design and construction of a portable trade show booth for primary use at the Ontario Universities Fair 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 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 Requirements60

Experience and Qualifications 15
Expertise of Lead and Team Members 8
Approach and Methodology 30
Alignment to AU’s Special Mission and EDI Charter 3
Risk Assessment Plan 1
Value Added Incentives/ Ideas 1
Accessibility (AODA) and Sustainability 2

Stage III: Presentation Stage 15
Stage IV: Rate Bid Submission 25
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 twenty four (24) months, with an option for Algoma University to extend the Agreement on the same terms and conditions for an additional term of up to twenty four (24) months plus an additional twenty four (24) months, for a total Agreement term not to exceed 72 months.
It is anticipated that the Agreement will be executed by June 30, 2022 and then the services will begin. Design and build of the booth to be completed and ready for use at the 2022 OUF taking place on October 1, 2022.

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.

Dates

Publication

2022/04/21 04:19:03 PM EDT

Bid Intent

Not Available

Question Acceptance Deadline

2022/04/28 02:00:00 PM EDT

Questions are submitted online

Closing Date

2022/05/20 02:00:00 PM EDT

Contact Information

Rachel Tatasciore

7059899270

rachel.tatasciore@algomau.ca

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

Note: Only online submissions via email will be accepted for this procurement.
Maxine Smale (she / her)
email: procurement@algomau.ca

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