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:
Rachel Tatasciore
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 a Student Information System (SIS). The new system must be an out-of-the-box, internet based, software as a service (SaaS) solution. AU cannot consider an in-house solution due to time constraints. The Successful Proponent will be experienced with providing this solution to higher education institutions across Canada. All software licences must support at a minimum 5,000 registered students, 30,000 applicants, 1,000 staff users and 10,000 concurrent University users.
Estimated Quantities:
N/A
Submission Details:
All submissions must be emailed to AU Contact.
Submission Deadline:
Monday, November 15, 2021 by 2:00:00 p.m. (ET)
Public Opening:
Not Applicable
Conditions for Participation:
5.6 Stages of Proposal Evaluation
Algoma University will conduct the evaluation of Proposals in the following four (4) stages:
Stage I - Technology Specific Requirements
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. This is a “pass” or “fail” stage.
Stage II - 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. Algoma University reserves the right to short-list Proponents in this stage. A Proponent must score a minimum of 60% in this Stage in order to be considered for advancement to Stage III. A maximum of three (3) of the highest scoring Proposals from Stage II will 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.
Stage III - Pricing
Stage III will consist of a scoring of the Rate Bid Form pricing submitted for the top three (3) highest scoring Proposals from Stage II, aside from the 4th place Proposal consideration. The evaluation of price will be undertaken separately and after the evaluation of Stage I through Stage II have been completed.
Stage IV - Cumulative Total Score
At the conclusion of Stage III, all scores from Stage II and Stage III will be added to determine the Total Score for each Proponent. The highest Total Score Proponent will be selected as the Successful Proponent.
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 Technology Specific and Rated Requirements Questionnaire (Appendix 5)
Each Proponent must complete the Technology Specific and Rated 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.
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 (1000 Points)
Stage II: Technology Rated Requirements 700
A) Experience and Qualifications of Company 200
B) Expertise of Lead and Team Members 70
C) Technology Architecture 125
D) Technology Support Services 50
E) Methodology and Approach 150
F) Risk Assessment Plan 25
G) Value Added Incentives/Ideas 25
H) Accessibility (AODA) and Sustainability 25
I) Reporting Requirements 50
J) Miscellaneous 30
Stage III: Rate Bid Submission 300
Total Points 1000
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 December 3, 2021 and then the services will begin.
Duration of Agreement:
The term of the Agreement is to be for a period of up to eighteen (18) months, with an option for Algoma University to extend the Agreement on the same terms and conditions for an additional term of up to twelve (6) months, for a total Agreement term not to exceed twenty four (24) 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.
