Procuring Entity:
Algoma University (AU)
Procurement Services
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 Quotation (“RFQ”) issued by Algoma University invites qualified Proponents to submit non-binding offers for the provision of snow removal, sanding/salting, and spring clean-up services at its Sault Ste. Marie campus, as further described herein. The scope of work includes all labour, equipment, materials, and services necessary to perform:
● Snow and ice monitoring
● Snow plowing and removal
● Sanding and salting for pedestrian and vehicular surfaces
● Spring sweeping and clean-up
All work must be performed in accordance with applicable legislation and best practices to ensure safe and accessible campus conditions, including full compliance with municipal bylaws, the Accessibility for Ontarians with Disabilities Act (AODA), and Algoma University policies.
Estimated Quantities: Please refer the RFP documents
Submission Details: All submissions must be emailed to AU Contact only.
Submission Deadline: Monday, August 18, 2025 by 2:00:00 p.m. (ET)
Public Opening: Not Applicable
Quick Link to RFP Documents: RFP#100.SRS.2025-Snow Removal Services
Conditions for Participation:
Stage I will consist of a review to determine which Proposals comply with all of the Specific Requirements, if applicable. The 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)
- Project Understanding (15 points)
- Expertise of Lead and Team Members (10 points)
- Similar Projects (15 points)
- Approach and Methodology (30 points)
Stage III: Rate Bid Submission (40 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 October 15, 2025 and Services will begin immediately.
Duration of Agreement: The initial term of the Agreement will be for twelve (12) months, with an option to extend for an additional twelve (12) months under the same terms and conditions, at the sole discretion of Algoma University. The total Agreement term shall not 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.
