Basic Information

Reference Number

0000250840

Issuing Organization

Algoma University

Owner Organization

Algoma University

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

RFP#CMS.26.2023

Title

Request for Proposals for a Collections Management System

Source ID

PU.AC.ON.807039.C111071

Details

Location

Canada, Ontario

Description

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:
Gurmeet Sachdev
Procurement@AlgomaU.ca

Procurement Method:
Open acquisition whereby all interested Suppliers may submit a Proposal.

Description of Services:
The RFP is an invitation to submit a proposal for a cloud-based Collections Management System for the Algoma University Archives and the Shingwauk Residential Schools Centre.

Submission Details:
All submissions must be emailed to AU Contact by the Submission Date/Time listed in the RFP Timetable below.

Public Opening:
Not Applicable

Submission Deadline:
Tuesday, July 18, 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.

Specific Requirements
The RFP is an invitation to submit a proposal for a cloud-based Collections Management System for the Algoma University Archives and the Shingwauk Residential Schools Centre.

RFP Objectives:
The Successful Proponent shall meet the following RFP Objectives.

Provide a complete cloud-based CMS, including back and front end customizable configuration
Support the decolonization of archival practice through configuration. This includes flexible hierarchy arrangements, Indigenous language compatibility, and the ability to restrict or make content accessible based on cultural protocols and community needs.
Provide an easy to navigate and search archival database that can be used by non-experts
Ability to migrate data from Algoma University’s existing Drupal archival database and create two distinct archival repositories from that data - one for the Shingwauk Residential Schools Centre and one for the Algoma University Archives

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 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.
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 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 - 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 II will move on to Stage III.

Rated Criteria Category Weighting (Points)
Stage II 65

Experience and Qualifications of the Company 15
Expertise of Lead and Team Members 10
Approach and Methodology 30
Risk Assessment Plan 2
Value Added Incentives/ Ideas 3
Accessibility (AODA) and Sustainability 5

Stage III - Presentation10
Stage IV - Pricing 15
Total Points100

This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement (CFTA).

Duration of Agreement:
The term of the Agreement will be three (3) years, with an option for Algoma University to extend the Agreement on the same terms and conditions for an additional term of one (1) year each for a total Agreement term not to exceed five (5) years.

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.

Dates

Publication

2023/06/28 10:06:32 AM EDT

Bid Intent

Not Available

Question Acceptance Deadline

2023/07/07 02:00:00 PM EDT

Questions are submitted online

Closing Date

2023/07/18 02:00:00 PM EDT

Contact Information

Gurmeet Singh Sachdev

705-949-2301

procurement@algomau.ca

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

Gurmeet Sachdev
email: procurement@algomau.ca

Note: ONLY online submission via email will be accepted for this procurement.

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