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:
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 Office Supplies.
Proponents can choose to submit a proposal for either the Northern Region (Sault Ste. Marie and Timmins campuses) or the Greater Toronto Area (GTA) campuses or both geographical locations.
Submission Details:
All submissions must be emailed to AU Contact by the Submission Date/Time listed in the RFP Timetable below.
Submission Deadline:
Thursday, October 26, 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.
Mandatory Submission Requirements:
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.
Submission Form (Appendix 1)
Each Proposal should include a Submission Form completed and signed by an authorized representative of the Proponent.
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).
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.
Reference Form (Appendix 4)
Each Proponent should complete the Reference Form and include it with their Proposal.
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.
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 - 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.
A maximum of three (3) of the highest scoring Proposals from Stage II may advance to Stage III. If the 4th place Proposal is within one (1) point of the 3rd place Proposal, then the 4th place Proposal may also move on to Stage III.
Rated Criteria Category Weighting (Points)
Stage I: Mandatory Requirements
Stage II: Rated Requirements 40 Points
Experience and Qualifications 14 Points
Expertise of Team Members 2 Points
Approach and Methodology 17 Points
Alignment to AU’s Special Mission and EDI Charter 5 Points
Risk Assessment Plan 2 Points
Stage III: Rate Bid Submission 60 Points
Total Points 100
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement (CFTA).
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.
