Procuring Entity:
Algoma University (AU)
Procurement Services
1520 Queen Street East
Sault Ste. Marie, Ontario P6A 2G4
Contact: Nandakumar R Nair
Email: Procurement@AlgomaU.ca
Procurement Method: Open acquisition whereby all interested Suppliers may submit a Proposal.
Description:
This Request for Proposal (“RFP”) is an invitation to submit a proposal for the provision of security and safety services for Algoma University Campuses at Sault Ste. Marie, Brampton and Mississauga, as further described herein.
It is the mutual interest of Algoma University and the Supplier that the Supplier’s Security Personnel report to work in a neat, clean and properly attired fashion presentable to the students, staff and visitors. Supplier’s Security Personnel will conduct themselves in a polite and courteous manner at all times when dealing with students, members of the public, and The University staff. In the event that this condition is violated by any of the Suppliers’ Security Personnel, the Supplier’s representative will be contacted by Algoma University representative and the individual will be removed from the work site immediately. The Supplier’s employees are considered persons in a position of trust and authority, therefore they will refrain from intimate personal relationships with students. If there are prior or present relationships, this must first be disclosed to the Manager, Safety and Security Services, or designate. Algoma University reserves the right to have any worker replaced whose conduct, attitude, driving habits or work ethic is unacceptable.
Estimated Quantities: Please refer the RFP documents
Submission Details: All submissions must be emailed to AU Contact only.
Submission Deadline: Monday, July 25, 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 -
- Proponents 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).
- Proponents 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.
- Proponents must have the ability to provide the equivalent level of service to the specified location.
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 (10 points)
- Approach and Methodology (30 points)
- Risk Assessment Plan (5 points)
- Value Added Incentives/Ideas (2 points)
- Accessibility (AODA) and Sustainability (3 points)
Stage III: Presentation (5 points)
Stage IV: Rate Bid Submission (35 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 August 1, 2025 and Services will begin immediately.
Duration of Agreement: The term of the Agreement is to be for a period of up to 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 12 months, for a total Agreement term not to exceed 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.
