Procuring Entity:
Algoma University (AU)
Finance and Planning
1520 Queen Street East
Sault Ste. Marie, Ontario P6A 2G4
Contact:
Nandakumar R Nair
Procurement@AlgomaU.ca
Procurement Method: Open acquisition whereby all interested Suppliers may submit a Proposal.
Description:
This Request for Proposals (“RFP”) is an invitation by Algoma University to prospective Proponents to submit a Proposal for the Disability Management Adjudicator Services and an employee and family assistance program. Services shall be to support all AU employees and their immediate family members with delivery to all three of AU’s campuses.
Algoma University’s objective is to promote the well-being of all its valued employees and their immediate family members and encourage any employee afflicted with problems or concerns that affect their home, work or personal environment to seek the support they require leading to complete rehabilitation and wholeness. All Proposals will be to provide the comprehensive services which will allow AU to achieve this objective.
Estimated Quantities: Please refer the RFP documents
Submission Details: All submissions must be emailed to AU Contact only.
Submission Deadline: Friday , January 31, 2025 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 provision of services of an employee and family assistance program on behalf of its client(s).
- 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.
- Proponent must have the ability to provide the equivalent level of service to all three (3) campuses.
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 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 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 - Mandatory Criteria 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 evaluation of the RFP. Suppliers 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.
Evaluation Stages
Stage I: Mandatory Criteria
Stage II: Rated Criteria (60 points)
- Experience and Qualifications of the Company (10 points)
- Expertise of Lead and Team Members (13 points)
- Approach and Methodology (35 points)
- Risk Assessment Plan (2 points)
Stage III: Presentation (10 points)
Stage IV: Rate Bid Submission (30 points)
Total Points (100 points)
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 February 28, 2025 and then the services will begin.
Duration of Agreement:
The term of the Agreement is to 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 twelve (12) months, for a total Agreement term not to exceed thirty six (36) 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.
