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:
Rose Linklater
Procurement@AlgomaU.ca
Procurement Method:
Open acquisition whereby all interested Suppliers may submit a Proposal.
Description:
The RFP is an invitation to submit a proposal for the provision of Scheduling Services software, as further outlined herein.
Algoma University has decided to take a phased approach to the implementation of the scheduling services system.
The initial phase will involve implementing an exam scheduling system and an event management system that will provide services at Algoma University’s Sault Ste. Marie, ON, Timmins, ON and Brampton, ON campuses.
Once the exam scheduling and event management components are operational, Algoma University will promptly move to implementing a course scheduling system.
An assessment will be performed as the systems in the initial phase are implemented and the course scheduling phase will be planned accordingly with the Successful Proponent of this RFP. It is anticipated that Algoma University will plan to implement the above mentioned components to ensure consistency and cost containment.
It is important that the cost associated with all phases be identified in this RFP to ensure that the proper amounts can be budgeted for. These costs will be taken into consideration when evaluating proposals in order to properly identify the total cost.
The Successful Proponent will be required to conduct meetings with various university stakeholders to review scheduling needs before developing the overall implementation plan.
The Proponent should be mindful of the cultural elements required when designing this project. It is a preference that the Proponent should have experience working with Indigenous groups and communities and multiple diverse stakeholders.
Estimated Quantities:
N/A
Submission Details:
All submissions must be emailed to AU Contact.
Submission Deadline:
Wednesday, September 8, 2021 by 2:00:00 p.m. (ET)
Public Opening:
Not Applicable
Conditions for Participation:
Stage I will consist of a review to determine which Proposals comply with all of the Tech Specific Requirements, if applicable. The proponent must answer ‘YES’ to all of these requirements in order to “pass” and proceed to Stage II. This is a “pass” or “fail” stage.
Technology Rated Requirements -
Stage II will consist of scoring the Technology Rated Requirements by the Algoma University evaluation team of each qualified Proposal on the basis of the rated criteria.
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) in a separate file..
6.1.4 Form of Agreement (Appendix 3)
Each Proponent should provide a copy of its standard form of agreement as Appendix 3 - Form of Agreement. for Algoma University's consideration 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 Technology Specific and Tecnologyh Rated Requirement Questionnaires (Appendix 5)
Each Proponent must complete the Technology Specific and Technology Rated Requirement Questionnaires (separate tabs) 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 as provided in the RFP.
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.
Rated Criteria Category Weighting (1000 Points)
Stage II: Technology Rated Requirements 700
Features of Course Scheduling 190
Features for Scheduling in a Collaborative Environment 30
Features for Event Management 70
Features for Campus Scheduling 190
Features for Reporting 70
Features for Payments/Billing 30
Technical Requirements 15
Miscellaneous Requirements 95
Risk Assessment Plan 3
Value Added Incentives/ Ideas 3
Accessibility (AODA) and Sustainability 4
Stage III: Rate Bid Submission 300
Stage IV: Cumulative Total Score 1000
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement (CFTA).
Services Delivery Date:
Algoma University expects that this project/service will commence by November 1, 2021 (estimated) and services will begin.
Additional Options:
Not Applicable
Negotiation:
Algoma University intends to conclude negotiations within sixty (60) days commencing from the date Algoma University invites the top-ranked Proponent to enter negotiations. A Proponent invited to enter into contract negotiations should be prepared to provide requested information in a timely fashion and conduct negotiations expeditiously.
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.
