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:
Maxine Smale
Procurement@AlgomaU.ca
Procurement Method:
Open acquisition whereby all interested Suppliers may submit a Proposal.
Description:
The RFQ is an invitation to submit a proposal for the provision of Snow Removal Services, salting and sanding and spring clean up services, as further described herein.
Where the term “sanding and salting” is used, it is meant to be taken as a generic term to represent examples of components suitable for the control of slippery conditions for both vehicles and pedestrians. Bids which propose alternate, more environmentally friendly, but equally effective products to meet the required objectives are acceptable.
This Request for Quotation (“the RFQ”) issued by Algoma University is an invitation to submit non-binding offers to Algoma University for snow removal, sanding & salting and spring clean up services.
Work under this Contract shall include the supply of all labour, materials, equipment and services necessary to complete the work described below.
Snow and Ice Monitoring, Snow Clearing, as well as Site Clean-up following snow season at all roadways and parking lots as indicated in Appendix 8 - Campus Snow Removal Map.
Sanding and Salting and Ice Removal at all roadways and parking lots.
Snow removal services shall include: snow plowing, removal of ice and ice build-up, sanding, and salting as needed to maintain bare pavement/concrete as weather will permit, and ensuring proper and safe access to the parking lots during normal hours of operation. Spring clean-up post winter season is to be included in the scope of the contractor’s proposal.
No additional work shall be performed without prior approval from the University.
The Successful Proponent must be able to provide twenty four (24) hours and seven (7) days of service and must guarantee a maximum one (1) hour response time when conditions require it and/or when called in by the University. Bidders are required to detail how they will meet these requirements within their bid.
Estimated Quantities:
N/A
Submission Details:
All submissions must be emailed to AU Contact only.
Submission Deadline:
Wednesday, June 21, 2023 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 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 service of snow removal, salting and sanding and spring clean up services on behalf of its client(s).;
- Proponent must support a maximum of one (1) hour response time when conditions require it and/or when called in by the Algoma University's point of contact.
- 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 RFQ, 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 provide a copy of its standard contract for Algoma University's consideration as per Appendix 3 instructions.
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 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.
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 RFQ. 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.
Rated Criteria CategoryWeighting (Points)
GENERAL REQUIREMENTS30
A. EXPERIENCE AND QUALIFICATIONS OF THE COMPANY3
B. EXPERTISE OF LEAD AND TEAM MEMBERS2
C. APPROACH AND METHODOLOGY20
D. RISK ASSESSMENT PLAN2
E. VALUE ADDED INCENTIVES/IDEAS1
F. ACCESSIBILITY (AODA) AND SUSTAINABILITY2
Pricing 70
Total Score100
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement (CFTA).
Services Delivery Date:
It is anticipated that the Agreement will be executed by October 17, 2023 and Services will begin.
Duration of Agreement:
The term of the Agreement will 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 (24) months, for a total Agreement term not to exceed forty eight (48) months.
Additional Options:
Not Applicable
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.
