PART 1 – INTRODUCTION
1.1 Invitation to Proponents
This Request for Proposal (“RFP”) is an invitation by the University of Ottawa (the “University”) to prospective proponents to submit non-binding proposals for the provision of International Tuition Payment Solutions as further described in Part 2 – The Deliverables (the “Deliverables”).
The selection of the preferred proponents will be made in accordance with the evaluation process defined in this document.
Objectives and Goals
The University of Ottawa is seeking up to three (3) providers to manage our collection of student fees from International Students. Our goal is to provide a simple method of payment, offer a competitive rate of exchange for the international students, as well as minimize operating, processing and maintenance costs for the University. The University intends to have the platforms active by the end of December 2019. See section 1.3 Type of Contract for Deliverables for more information.
Added value for the students The University of Ottawa is seeking a web-based system to receive payments and to manage outgoing payments (refunds) from our foreign/international students. In 2018-2019, the University of Ottawa registered approximately 5,600 international students that generated 117 millions of dollars (CAD) in tuition fees. We are seeking to offer our international students a secured payment option that can be initiated anywhere in the world, expressed in the student’s chosen currency, which will then be credited to our institution’s bank account in Canadian funds. We are also seeking to avoid the foreign students’ high international fees levied by traditional bank transfers and seeking to improve student satisfaction by making the process easy for foreign students.
Added value for the organization The University of Ottawa is seeking to minimize time and effort reconciling payments, reducing processing costs, clearing payments quickly, improving accuracy, simplifying international refunds and tracking payments easily.
1.2 Target Schedule
The University is looking to deploy the International Tuition Payment Solutions with all deliverables completed by December 2019.
Based on experience, proponents should confirm or advise what realistic time frame such a project would need and provide a project plan with a schedule of activities/process steps and required resources from the proponent as well as from the University.
1.3 Type of Contract for Deliverables
The selected proponents will be requested to enter into negotiations for an agreement with the University for the provision of the Deliverables set out in Part 2 and in Appendix E of this RFP.
Term: The term of the agreement is to be for the full implementation of the project including installation, implementation and go-live of the International Tuition Payment Solutions, plus additional annual maintenance service and technical support, if applicable, for five (5) years, with an option in favour of the University to extend the agreement on the same terms and conditions for an additional term of up to five (5) additional terms of one (1) year each.
1.4 Conditions
Proponents who respond to this RFP agree to be bound by the terms and conditions stated herewith and accept the contract provisions listed within the document. All Proposals submitted shall remain irrevocable and open for acceptance by the University for a period of not less than one hundred and eighty (180) days from the closing date.
1.5 Collaborative Purchasing Groups
The University is a member of the Ontario University Procurement Management Association (OUPMA), a cooperative purchasing group. If at any time during the course of this contract other members become interested in participating in this contract (under same terms and conditions), that member may join the contract upon the mutual agreement of the member and the successful Proponents.
1.6 No Guarantee of Volume of Work or Exclusivity of Contract
The University makes no guarantee of the value or volume of work to be assigned to the successful proponents. The Agreement to be negotiated with the selected proponents will not be an exclusive contract for the provision of the described Deliverables. The University may contract with others for the same or similar Deliverables to those described in the RFP or may obtain the same or similar Deliverables internally.
1.7 Trade Agreement
Proponents should note that procurements falling subject to the Canadian Free Trade Agreement (CFTA), but that the rights and obligations of the parties shall be governed by the specific terms of each particular tender call. For further reference, please see the following website:
CFTA: https://www.cfta-alec.ca/
1.8 Accessibility for Ontarians with Disabilities Act
The University is committed to maintaining the dignity and independence of all members of its employees, its students and all members of the University community. The University is committed to complying with the objectives of the accessibility legislation and in doing so, seeks to ensure that persons living with a disability enjoy free and unhindered access to the University’s programs, goods, services, facilities, residences, communications, events and employment opportunities. See https://www.uottawa.ca/respect/en/understanding-the-law. This commitment involves anyone acting on behalf of the University to meet the University of Ottawa’s obligations under the accessibility legislation. The policy applies to all sectors of the University, including administration, services, teaching and research, and establishes specific standards on customer service, information and communications, employment, procurement as well as built environment.
1.9 Environmental Sustainability
As an academic and research leader in areas that contribute to environmental sustainability, the University recognizes the importance of reducing the size of the University’s ecological footprint and is committed to integrating environmentally responsible practices into our teaching, research, administration and operation.
All suppliers of the University are encouraged to provide their products/services in an environmentally responsible manner designed to (a) make efficient use of natural resources; (b) minimize waste; (c) minimize toxicity; (d) use renewable or recycled materials; (e) contain reusable parts or reusability; and/or (f) protect indoor and outdoor air quality.
In keeping with the University’s effort to reduce ecological footprints, University of Ottawa uses the Merx portal for accepting proposals digitally. For instructions on submitting proposals, please refer to the Submission of Proposals section in the RFP. For information on Merx, please refer to https://www.merx.com/
1.10 Policy Requirements
Please be aware of the following policies that the University expects proponents to adhere to. Please identify any areas where the below policies may possibly be compromised in the submission.
- Use and Security of Information Technology Assets Policy (Policy 116)
As part of its educational mission, the University acquires, develops, and maintains various information technology (IT) assets. These assets are intended for University-related purposes, including, but not limited to, direct and indirect support of the University’s academic, research and service missions; University administrative functions; student and campus life activities; and the free exchange of ideas within the University community and the wider local, national, and world communities.
The purpose of the University's Use and Security of Information Technology Assets policy (i.e. Policy 116) is to ensure the security and integrity of University IT assets. This Policy also promotes the efficient, ethical, and lawful use of University IT assets. It serves as the overarching policy that governs the interpretation and application of all other information technology use and security policies.
Related: https://www.uottawa.ca/administration-and-governance/policy-116-use-and-security-information-technology-assets
- Information Classification and Handling Policy (Policy 117)
The University’s Information Classification and Handling policy (i.e. Policy 117) outlines the classification of electronic information, security measures and responsibilities required for securing electronic information and preventing unauthorized destruction, modification, disclosure, access, use, and removal. It also serves as an information security classification reference for other University policies, procedures, standards, academic regulations, or other directives relating to the classification of information
Related: https://www.uottawa.ca/administration-and-governance/policy-117-information-classification-and-handling
- Privacy
The University of Ottawa is committed to protecting the privacy of those who work and study here and to operating in an open and accountable manner. The regulation of the collection, storage, utilization, and dissemination of personal information regarding its members is part of the University’s ongoing effort to ensure that decisions concerning individuals are based on accurate information, that information gathered for one purpose is not used inappropriately for another, and that the privacy of individuals is not compromised by the disclosure of sensitive information to third parties without the necessary approvals.
Related: https://www.uottawa.ca/administration-and-governance/policy-90-access-information-and-protection-privacy
- Accessibility for Ontarians with Disabilities Act (AODA)
The Province of Ontario has laws designed to improve accessibility for people with disabilities. As a public-sector organization with 50+ employees, the University must make websites meet WCAG (Web Content Accessibility Guidelines) 2.0 on an ongoing basis.
Under the Accessibility for Ontarians with Disabilities Act, 2005 (AODA), the government is moving to a fully accessible Ontario by 2025. The Act systemically addresses barriers to achieve accessibility that is widespread, commonplace and people with disabilities can count on, on a daily basis. At the University of Ottawa, this means our buildings, policies and learning environment must also move to be as accessible as possible in the near future.
Related:
http://www.uottawa.ca/respect/en/accessibility
https://www.ontario.ca/page/how-make-websites-accessible
[End of Part 1]
PART 2 – THE DELIVERABLES
2.1 Project Objective and Scope
The goal is to provide international students with a choice of service providers who offer simple methods of payments, offer a competitive rate of exchange, as well as minimize operating, processing and maintenance costs for the University. The University intends to have the platforms active in December 2019.
Successful proponents will be contracted to deliver the following:
- Student Payments
- Secured access to the Web application (portal) via the University’s web site, personalized to the University’s look and feel.
- Secured third party payments as guests are accepted for one or multiple students at a time i.e. for parents who whish to make a payment on behalf of their children.
- Mobile friendly.
- Student payments are made within the student’s own country and in the preferred currency.
- Instant currency conversion/equivalency in CAN
- Convenient, efficient and cost effective payment/refund (full or partial) options for international students. Aside from transaction fees, as provided in the Financial Offer, Appendix C, there should be no hidden fees, no setup costs.
- Ease of use and transparency
- The portal is to generate complete student information for transfer to the correct student account at the University of Ottawa.
- Should the intervention of a bank be necessary, allow the possibility to use a great range of financial institutions worldwide.
- No need for software download.
- Payment can be specified by type: tuition, housing (drop down to select).
- Access to all payment stages for students and the University’s staff (User).
- Reminder emails to student if payment was not initiated.
- Payment confirmation to student.
- The student platform, emails and other communications are available in French and in English (choice for students).
- Student client assistance available in French and in English 24/7.
- 24/7 accessibility of payment.
- Provide highest possible standards for accessibility according to Ontario Human Rights Code (OHRC), the Ontarians with Disabilities Act, 2001 (ODA) and Accessibility for Ontarians with Disabilities Act, 2005 (AODA).
- Platform/University of Ottawa Internal Process
- The User platform, emails and other communications are available in French and in English (choice for user).
- Secured Web-based platform, no need for software download.
- Reception of the funds at the University within 24 hours.
- Automatic conversion from a foreign currency to CAN: payments made in a local currency if desired and the University of Ottawa receives the payment in CAN currency.
- Easy tracking of payments by student numbers: the student numbers are included on the payment form when transferred to the University of Ottawa.
- Integrated reports and references for the University of Ottawa
- Ability to run various reports (i.e. payments by country and by data range) that require minimal manipulation (in a user-friendly format and adapted to the University’s needs).
- Historical data files for payments and refunds.
- Seamless integration with the University of Ottawa’s Student Information System (information downloaded to student account).
- Automated daily batch files for incoming batch processing.
- Scheduling (daily transfer of funds)
- Detailed reporting and uploading
- Automated alert
- Payment reconciliation ability (index, match and search payments).
- Refund options
- Refund confirmation to payer and payee.
- Total or partial refund.
- Two levels of approval for refund processing defined by parameters ex. Refunds over $6,000 require a second approver.
- Secured Transactions, Restricted Access, Protection of Information
- Measures to ensure the security, the reliability, the confidentiality and the integrity of data and personal information. These measures to include hardware and software applications and security procedures.
- Secured measures towards data and personal information flows and the handling practices of the bidder and its service providers (such as data encryption).
- Storing all data in Canada is an asset.
- Costs to the University of Ottawa
- There shall be no costs, at any time, to the University including but not limited to:
- No transaction or processing fees.
- No implementation costs including future patches or releases.
- No yearly costs.
- For tuition refund to international student, the University expects that transaction fees should be minimal or ideally none. Information to be disclosed in Financial Form, Appendix C.
2.2 Solution Requirements
The International Tuition Payment Solution is expected to meet the Mandatory Requirements in Appendix E and Non-Technical and Technical Criteria outlined also in Appendix E.
Proponents should provide technical information sufficient to demonstrate how the proposed solution can meet or exceed the above expectations.
Our expectation is that the proposal will highlight the functional and technical capabilities of the proposed solution based on experience with similar deployments and the requirements laid out in this RFP. Proponents should include information about additional functionality available that could benefit the University (pricing information should be included in the Rate Bid Form (Appendix C) – additional rows may be added, if needed). Proponents should highlight what makes them stand out amongst other competitors and what makes their solution the best value.
[End of Part 2]
PART 3 – EVALUATION OF PROPOSALS
3.1 Stages of Proposal Evaluation
The University will assemble an evaluation team comprised of University administrative staff and senior management for the sole purpose of evaluating each Proposal received in response to this RFP.
The University will conduct the evaluation of proposals in the following five (5) stages:
StagesEvaluationDeliverableMaximum Points% weight
Stage 1Review of Mandatory RequirementsAppendix EPass/Fail-
Stage 2Evaluation of Rated CriteriaAppendix E40040%
Stage 3Evaluation of Financial OfferAppendix C35035%
Stage 4Presentations
25025%
Stage 5Security Risk Assessment
Pass/Fail0%
Total Points Available
1,000100%
3.2 Stage 1 – Review of Mandatory Requirements
Stage 1 will consist of a review to determine which proposals comply with all of the mandatory requirements.
A Proposal must include the following completed mandatory forms:
AppendixForm
Appendix BSubmission Form
Appendix CFinancial Offer - Rate Bid Form (filed in another document from proposal)
Appendix DReference Form
Other than inserting the information requested on the mandatory submission forms set out in the RFP, a proponent may not make any changes to any of the forms.
Financial Offer information may only be presented in Rate Bid Form (Appendix C) and must not appear in any other documents of the proposal.
3.2.1 Submission Form (Appendix B)
Each proposal must include a Submission Form (Appendix B) completed and signed by a representative authorized to bind the proponent.
3.2.2 Rate Bid Form (Appendix C)
Each proponent must include the Rate Bid Form (Appendix C) completed according to the instructions contained in the form as well as those instructions set out below:
- There shall be no costs, at any time, to the University.
- It is important to note that the University follows the Ontario Broader Public Sector Procurement Directive which states: “In no circumstances can hospitality, incidental or food expenses be considered allowable expenses for consultants and contractors under the rules or in any contract between an organization and a consultant or contractor. Therefore, they cannot claim or be reimbursed for such expenses, including: meals, snacks and beverages; gratuities; laundry or dry cleaning; valet services; dependent care; home management and personal telephone calls.”
- Please also note that the following are not admissible disbursements: Parking fees while on Campus (user pay system is in effect); Travel charges (time and km) within the City of Ottawa; All costs associated with local telephone calls and local fax transmittals.
- Proponents should provide the financial proposals using costing structure set out in Rate Bid Form. If proponents would like to provide additional financial information or using alternative costing structure, proponents shall submit such information by attachments to Rate Bid Form (Appendix C). Proponents are cautioned that only the financial information provided in the Rate Bid Form (Appendix C) will be used for evaluation.
3.2.3 Reference Form (Appendix D)
Each Proponent must include the Reference Form (Appendix D) completed according to the instructions contained in the form.
3.2.4 Mandatory Requirements
Each proponent must provide responses to the four Mandatory Requirements as listed in Appendix E.
3.3 Stage 2 – Evaluation of Rated Criteria
Stage 2 will consist of a scoring of each qualified proposal on the basis of the rated criteria (Appendix E)
3.3.1 Rated Criteria
The following is an overview of the categories and weighting for the rated criteria of the RFP.
Rated Criteria CategoryWeighting (Points)
Proponent EvaluationExperience and Qualifications40
Implementation and Project Plan50
Ongoing support and other services40
Solution EvaluationNon-technical capabilities115
Technical capabilities90
Security Requirements65
Total Points400
For simplicity of analysis of the rated criteria, the Proponents are asked to provide their Proposals in the same order of Rated Criteria Category listed above. The Proponents are to insert their responses to each question within the category immediately following that question in that category.
The evaluation of Proposals will be scored out of 400 points. Proponents’ responses to the Rated Criteria will be evaluated and Proponents must achieve the minimum score of 280 points out of 400 (Threshold – 70%). Proposals failing to meet such minimum score requirement will not be considered for Stage 3, Evaluation of Financial Offer.
NOTE: Proponents should not include any pricing information within the body of their proposal main document, as that information should only be shown in Appendix C.
Proponents are encouraged to provide diagrams, charts, tables and other explanatory text to ensure a clear understanding of their response.
All pages of a Proposal should be numbered.
Any embedded links within a Proposal should be a direct link to the specific page of the Proposal rather than the Proponent’s website. Information on Proponent’s website will not be considered part of a Proposal and will not be evaluated.
3.4 Stage 3 – Evaluation of Financial Offer
Stage 3 will consist of a scoring of the pricing response submitted (Appendix C)
Pricing Criteria CategoryWeighting (Points)
Financial Offer Details Calculation350
Total Points350
The evaluation will be done based on scenarios of pricing for a tuition payment by an International Student (Transaction Fees) and refund of tuition fee to an International Student.
The information below illustrates how points will be calculated - using a relative formula (i.e. by dividing that Proponent’s Financial Offer into the lowest bid price for payment of tuition) for proposed pricing on the Rate Bid Form:
EXAMPLE – FINANCIALOFFER EVALUATION (columns A, B, D)
Proposed PricesCalculationResulting Points
If Proponent 1 proposes $100 on Appendix C and it is the lowest bid price, that Proponent will receive 100% of the possible points.($100 ÷ $100) x 350350
If Proponent 2 bids $150, it will receive 66% of the possible points.($100 ÷ $150) x 350233.3
If Proponent 3 bids $300, it will receive 33% of the possible points.($100 ÷ $300) x 350116.6
For the evaluation of the component specific to Tuition Refund to International Students by the University, points will be calculated as follows:
EXAMPLE – FINANCIALOFFER EVALUATION (column C)
Proposed PricesCalculationResulting Points
If Proponent 1 proposes $100 on Appendix C and it is the highest refund, that Proponent will receive 100% of the possible points.($100 ÷ $100) x 350350
If Proponent 2 bids $66, it will receive 66% of the possible points.($66 ÷ $100) x 350233.3
If Proponent 3 bids $33, it will receive 33% of the possible points.($33 ÷ $100) x 350116.6
The above evaluation will occur for all pricing components for each Eligible Proponent. Any additional information provided in Column E will be assigned points as applicable, whether it covers tuition payments or refunds.
3.5 Stage 4 – Presentation
Stage 4 will consist of a scoring of interviews and presentations (demo in French and English) by shortlisted proponents.
3.5.1 Shortlist Process
Based on the final scores of the proponents at the conclusion of Stage 3, the evaluation team will invite up to five (5) proponents for presentations (top scoring proponents). Proponents failing to reach the shortlist will be excluded from further evaluation.
3.5.2 Presentations
The shortlisted proponents will be asked to provide a scripted presentation and demonstration of their solutions presented in their Proposals in person to the evaluation team.
The purpose of the presentations includes:
- Address the major elements of the proponent’s solutions via presentation and demonstration of a working prototype
- Enable key personnel of the proponent’s team to interact directly with the evaluation team.
- Answer any questions the evaluation team may have and adapt the presentation to live requests from the team.
3.5.3 Attendees to Presentations
The presentations must be attended by the team and personnel who will directly work on this project as stated in the Proposals. Preferably those individuals will be knowledgeable and experienced with the proposed solution and can answer questions related to functionality, system usage and process. The Project Manager and Technical Team Lead who are directly responsible for the project must attend the interview and presentation.
Any discrepancies between the team and personnel who attend the presentations and who are presented in the Proposals must be approved in writing by the University prior to the interviews and presentations. If no advance approval is obtained, the University reserves the right to cancel the related interview and presentation and disqualify the proponent from the rest of the evaluation process.
3.5.4 Scoring Criteria for the Presentations
The interviews and Presentations will be scored on the basis of the following criteria:
Criteria Points
Professional Knowledge of the Team60
Communication Skills of the Team30
Time Management Skills of the Team10
Solution Meets Technical Requirements of the University100
Understanding of University Environment, Requirements & Expectations50
Total Points250
At the conclusion of Stage 4, the final scores from Stage 2, 3 and Stage 4 will be added to identify the ranking of the Proponents.
3.6 Stage 5 - Security Risk Assessment
Top-ranked Proponents may have to provide information for their Security Risk Assessment and satisfy the University’s requirements.
The University will then enter into negotiations with the highest ranked proponents in accordance with Part 4 - Terms and Conditions of the RFP Process.
3.7 Tie Score
In the event of a tie score, the highest scoring proponent will be determined by the scores in the Evaluation of Financial Offer.
3.8 Verify and Clarify
When evaluating responses, the University may request further information from the proponent or in order to verify and clarify the information provided in the proponent’s proposal. The University may revisit and re-evaluate the proponent’s response or ranking on the basis of any such information.
3.9 Rights of University
The University reserves the right, in its sole discretion:
- to waive minor non-compliance by any proponent with the requirements of this RFP;
- to request clarification and/or further information from one or more proponents after the Submission Date without becoming obligated to offer the same opportunity to all Proponents;
- to enter into negotiations with one or more proponents without being obligated to negotiate with, or, offer the same opportunity to all proponents.
[End of Part 3]
PART 4 – TERMS AND CONDITIONS OF THE RFP PROCESS
4.1 General Information and Instructions
4.1.1 Timetable
Proponents should submit their proposals according to the following timetable.
Issue Date of RFPJune 5, 2019
Deadline for QuestionsJune 12th , 2019
Deadline for Issuing AddendaJune 18th, 2019
Submission DateJune 26th, 2019 by 3:00 p.m. EDT
All the time in the timetable is the local time at Ottawa, Ontario, Canada.
The RFP timetable is tentative only, and may be changed by the University at any time.
4.1.2 Proponents to Follow Instructions
Proponents should structure their proposals in accordance with the instructions in the RFP. Where information is requested in the RFP, any response made in a proposal should reference the applicable section numbers of the RFP where that request was made. Responses to the evaluation criteria should be in the same order as presented in the RFP.
4.1.3 Proponents to Obtain RFP from University Public Purchasing Portal Only
This RFP document is available to all proponents only through the University’s public purchasing portal Merx http://www.merx.com/
The University will not send out this RFP document to any proponent by mail, email or any other means.
4.1.4 Language
Proponents may submit their Proposal and any other correspondence in connection with this RFP to the University in the official language of their choice, either French or English.
4.1.5 University’s Information in RFP Only an Estimate
The University and its advisers make no representation, warranty or guarantee as to the accuracy of the information contained in the RFP or issued by way of addenda. Any quantities shown or data contained in the RFP or provided by way of addenda are estimates only and are for the sole purpose of indicating to proponents the general size of the work. It is the proponent’s responsibility to avail itself of all the necessary information to prepare a proposal in response to the RFP.
4.1.6 Proponents Shall Bear Their Own Costs
The proponent shall bear all costs associated with or incurred in the preparation and presentation of its Proposal, including, if applicable, costs incurred for interviews or demonstrations, providing additional information or participating in negotiations.
4.1.7 No Use of University’s Identity
The University's logo, crest, etc. shall not be used without the prior written consent of the University.
