(807) 343-8455 (807) 346-7711 gmatte@lakeheadu.ca REQUEST FOR PROPOSALS Management Services International Support, Recruiting PROJECT NUMBER: LU15-175 ISSUE DATE: July 22 nd, 2015 Last date for questions: August 6 th, @ 3:00 PM Last date for Addenda: August 11th CLOSE DATE & TIME: August 20 th, 2015 @ 3:00:00 PM Local Time
Instructions to Proponents 1.1 Introduction & Scope Lakehead University solicits proposals from qualified proponents to provide Management Services in support of International Recruiting efforts in three international locations: India, China, and Malaysia. Proponents will refer to section 13 below for specific deliverables. This RFP is being issued by Purchasing Services to engage one or more firms that: will deliver high quality services as outlined below with skill, integrity, confidentiality, accuracy, expertise, and purpose. are knowledgeable with post-secondary educational institutions and their administration, procedures and policies, especially as they relate to recruitment practices, administration, and corporate services functions, which will include, but not be limited to; finance, human resources, e xternal relations information and communication technology, ancillary services, capital projects, physical plant operations and management, have an established reputation for superior service, are experienced in supporting these kinds of services at the University Executive level, possess a comprehensive understanding of how postsecondary educational institutions are structured and function, and offer services on a competitive fee basis. Established in 1965, Lakehead University offers a diverse range of undergraduate and graduate programming in 10 faculties: Social Sciences and Humanities, Science and Environmental Studies, Business Administration, Education, Engineering, Medicine, Natural Resources Management, Health and Behavioural Sciences, and Graduate Studies. The Faculty of Law welcomed its charter class to the Thunder Bay campus in the fall of 2013. Lakehead is home to the west campus of the Northern Ontario School of Medicine (NOSM) a joint initiative of Lakehead and Laurentian Universities, which graduated its first cohort of 55 doctors in May 2009. Lakehead s Orillia campus offers an interdisciplinary undergraduate program in arts and sciences, as well as programs in business, education, social work, and media studies. Lakehead has deliberately developed as a comprehensive university with
two campuses in order to provide the necessary breadth, depth, and diversity of program offerings to address inequity in access to higher education in Northwestern Ontario, Simcoe County, and surrounding areas. Lakehead s sustained development in research intensity is central to the creation and translation of knowledge in a comprehensive university and will enhance the capacity of the University to serve the needs of its communities, while contributing to society at large. Lakehead is distinctive in the Ontario system with an emphasis on accessibility, commitment to First Nations, Métis, and Inuit, (Aboriginal), learners. The University has a proven history of responding to student demand and societal need and has flourished by transforming challenges into rich student experiences linking learners, programs, and communities. 2.0 Invitation RFP submissions will be signed and dated and will be received By; Geoffrey Matte Lakehead University Purchasing Services BB1002A, Braun Building 955 Oliver Road Thunder Bay, Ontario, Canada P7B 5E1 Submissions must be received BEFORE 3:00:00PM local time on the date shown on the cover page. A bid submission received at 3:00:00PM will be declared a late bid. A bid received after 3:00:00PM will be declared a late bid. Late bids will not be considered, and will be returned to proponents unopened. 3.0 Queries 3.1 Direct queries of a technical nature in writing (email) to: cridley@lakeheadu.ca Executive Assistant, Provost & Vice-President, Academic 3.2 Direct queries of an administrative nature, along with copies of all technical queries to: Geoffrey Matte Manager, Purchasing & Contracts 807-343-8455 gmatte@lakeheadu.ca
No other representative of the University is to be contacted regarding this Request for Proposal. The University accepts no responsibility for, and the bidder agrees not to rely upon, any verbal or written statements or representations from any other person, whether or not employed by the University. 4.0 Examination of Documents 4.1 Before submitting a proposal the proponent shall: Carefully examine the specifications outlined in this document. Fully inform itself of all conditions and limitations specified in all parts of this document Include in its bid sufficient information to cover all items required by the contract 5.0 Interpretation 5.1 Should the proponent find discrepancies in or omissions from the specifications or other terms and conditions, or be in doubt as to their meaning, it shall at once notify the Purchasing Department which will send written instructions or addenda to all proponents. The University will not be responsible for oral or telephone interpretations. Questioning received less than 48 hours before bid closing time cannot be answered. All addenda issued during the time of bidding shall be incorporated into the contract. 6.0 Addenda 6.1 Any addenda issued during the tender period will be posted in the same locations and in the same manner as the original solicitation. It is the sole responsibility of each potential bidder to check the Lakehead University Purchasing website on a regular basis for addendum. http://finance.lakeheadu.ca/current-tenders/ 7.0 Proposal Submission 7.1 Four (4) paper copies, plus One (1) electronic copy (datastick or CD), of the RFP submission are to be received at the above address in a sealed package & clearly marked with the Project name and RFP number on it,
before the date & time shown on the cover page of this RFP. Submission deadlines are strictly enforced. 7.2 Lakehead University reserves the right to accept in part or in whole any proposal. The lowest or any bid submission not necessarily accepted. 7.3 Bid submissions that are unsigned, improperly signed, conditional, illegible, obscure, contain errors, erasures, alterations or irregularities of a kind may, at the discretion of the University, be declared noncompliant. In the event the bidder cannot comply with any term, condition, or requirement of this Request for Proposal, such non-compliance must be clearly noted on the bidder s letterhead submitted with the proposal. Bidders are cautioned that such non-compliance may result in disqualification of the bidder s proposal, No allowance will be made for un-noted non-compliance of any kind by the bidder. Proposal documents must be completed in accordance with the requirements of the Request for Proposal documents and no amendment or change to proposals will be accepted after the closing date and time. Proposals shall be signed by an authorized signatory of the bidder. If the bidder is an incorporated company, the corporate seal of the bidder shall be affixed or a certified true copy of a resolution of the corporation naming the person(s) in question as authorized to sign agreements on behalf of the corporation shall be attached to the proposal. Bidders who are sole proprietorships or partners shall sign their bid in such a way as to irrevocably bind the bidder in an authorized manner. 7.4 No oral, telephone, faxed or emailed modifications will be considered once the deadline has passed. 7.5 Faxed or emailed bid submissions will be not be accepted. 7.6 Submissions are to include the following: 7.6.1.1. A cover letter, signed and dated, summarizing the qualifications of the Proponent s firm to engage in this project. 7.6.1.2. An outline of the range of services the Proponent s firm can provide. 7.6.1.3. An outline of the Proponent s approach to assisting Universities with management and recruiting services. 7.6.1.4. An outline of the Proponent s research capabilities
(databases, personal networks, published information, etc.) 7.6.1.5. A summary of recent contracted services on which the Proponent s firm has worked. 7.6.1.6. A profile of the individuals who would be assigned to achieve the deliverables outlined below and an identification of the key contact person for the engagement. 7.6.1.7. A complete CV of the individuals who would be assigned to complete the intended contract will be included as an appendix to the submission. 7.6.1.8. A listing of references (maximum 5), for use by the Committee, and will include the institution or business, an individual contact name, a daytime phone number, and an email address. 7.6.1.9. Evidence of success in attracting and delivering on international student registration and retention increases. 7.6.1.10. An indication of the availability of your firm to work with the Provost and Vice-President, Academic, and Vice President, External Relations. 7.6.1.11. An indication that your firm will not be engaged with other Canadian Universities during the term of the contract. 7.6.1.12. An outline of fees which will include detailed information on average expenses incurred in delivering on the requirements. 7.6.1.13. An outline of the Proponent s normal cancellation costs. 8.0 Pricing 8.1 Prices will be stated in Canadian Dollars. 8.2 GST and HST are not to be included in pricing. 9.0 Evaluation 9.1 Submissions will be evaluated based on the following criteria: 9.1.1.1. Composition, clarity, and structure of the bid. 9.1.1.2. Methodology used to achieve Lakehead s strategic goals in the area of International Recruitment. 9.1.1.3. Depth of experience, quality of services and expertise in the area of recruitment generally and in particular within the country locations noted above. 9.1.1.4. Qualifications and experience of the Proponent s firm relating
to the special needs and challenges of post-secondary educational institutions. 9.1.1.5. Qualifications and experience of the individual(s) assigned to the program. 9.1.1.6. Clarity, structure and competitiveness of fees. 9.2 The Vice President and the Evaluation Committee may, in evaluating the proposals, invite one or more of the proponents for an interview/ presentation to further discuss their proposals. Criteria 15% The proponent s, experience and qualifications in working with broader public sector projects of a similar scope or magnitude. Satisfactory client references from broader public sector clients for whom similar work has been performed. 25% The Proponent s understanding of the issue, the approach and methodology proposed to address the requirements of the project scope and deliverables. 35 % Proposed budget, & fees (monthly services fee, which will include the cost of all disbursements necessary to complete the project), and terms and conditions. 25% Relevant expertise, experience and qualifications of key personnel who will be involved in the service requirements. Demonstrated ability of assigned personnel to fulfill the requirements of the proposal; CV s included. 100% Should the University proceed with an award, the highest scored proponent will be invited to enter into contract negotiations. Should a tie score arise from the evaluations, then the proponent with the highest score on the price component will be deemed to be the winner. Should a tie score still result, then the proponent with the highest score in the area of approach and methodology will be selected. Should a tie score still result, then the winner shall be decided by a coin toss. Bidders are cautioned that proposals will be solely evaluated upon the disclosed evaluation criteria and no linkage of offers to donations, scholarships or similar arrangements will be considered.
10.0 Contract Documents 10.1 Should the University proceed with a contract award, the agreement form will be this RFP document, the proponent s response, and a Lakehead University purchase order form. 10.2 If, in the opinion of the University, the proponent cannot provide the services promised in the contract, the Owner reserves the right to terminate the contract at any time, in accordance with the contract documents. 10.3 The University assumes that the personnel named in the proposal will be the personnel working directly with the University, if awarded the work. If the proponent wishes to change personnel, a written request shall be submitted to the University for approval prior to implementing any changes. The University reserves the right to request additional information regarding the proposed personnel, and the right to deny said request. 10.4 Lakehead University s name, logo, crest, or other brand identifiers shall not be used without the prior written consent of the University. 11.0 Court of Jurisdiction The laws of the Province of Ontario shall apply to this Request for proposal and any contract formed as a result of this Request for Proposal and the Courts of Ontario shall have exclusive jurisdiction over any contract formed as a result of this Request for Proposal. 12.0 Conflict of Interest Disclosure Proponents warrant to the best of their knowledge, no potential Conflict of Interest exists with any Lakehead University staff, either in their RFP submission, or with the University s evaluation process. Proponents further warrant that no potential Conflict of Interest exists with any University staff, if awarded the contract under this RFP, as defined in the University's Conflict of Interest Policies and Procedures, as amended from time to time on the website: https://www.lakeheadu.ca/faculty-and-staff/policies/general/conflict-ofinterest Should a conflict of interest exist or arise, Lakehead University may disqualify the bid submission and/or terminate any negotiated contract as applicable.
13.0 Specific Deliverables & Support Requirements China: The University will require Two (2) Full Time staff, one for recruitment, and one for International Relations, plus office support and day to day supervision and support. The winning proponent s leadership team will provide ongoing supervision, support, and advice. India: The university will require One (1) full time staff member working as an Advisor on Student Recruitment, agent management, and international relations. Additional ongoing office support and day to day supervision and advice to the University s senior management team will be provided. Malaysia The University will require a minimum of one full time staff member providing recruitment and international relations support. Additional ongoing office support and day to day supervision and advice to the University s senior management team will be provided. With all three locations, a considerable amount of travel planning, logistics, direct support, and senior management advice will be provided by the awarded supplier from in-country locations as above. Lakehead University staff will travel frequently to the country locations, and so considerable expertise in facilitation and travel management is required. Expertise from the awarded bidder in the separation of activities related to specific Academic disciplines will be required so that the University can account for departmental specific expenditures and will be able to separate billings for internal disbursements. The University will conduct both individual and group visits to each location over the term of the intended agreement. Accounting records supplied by the contracted partner will be specific and transparent. All activities undertaken by the contracted service provider for the day to day operations involving recruitment, International activity, agent management, and visits to Lakehead University partners will be supported by documentation that complies with current Lakehead University financial policy.
14.0 Billing The University normally pays invoices on a rotating 30 day schedule, following receipt of invoice and signoff by the affected department. Accommodation can be made for a quarterly billings should proponents prefer this cycle. Proponent submissions will include the desired payment cycle, and their standard terms. The University does not pay late and will not accept charges for late payment. 15.0 Indemnification The successful proponent shall indemnify Lakehead University for all damage suffered by it as a result of the negligent actions or wrongful acts of the successful proponent, its employees, servants and/or agents. The successful proponent shall indemnify and hold harmless Lakehead University, its Board of Governors, students, employees, servants and/or agents from all claims, demands, losses, costs, damages, actions, suits, or proceedings initiated by third parties arising from the negligence of the successful proponent, its employees, servants, and/or agents. 16.0 General Liability Insurance: The successful proponent must carry general liability insurance with a limit of not less than $5,000,000 (Canadian funds) inclusive per occurrence for bodily injury (including death), and damage to property including the loss of the use thereof. Such insurance shall include coverage for broad form property damage, contractual liability, completed operations and product liability, and non-owned automobile liability and such other types of insurance, as would be carried by a prudent person and as Lakehead University may from time to time require. Lakehead University shall be named as an additional insured on the policy, but only with respect to the operations of the successful proponent. Proponents will complete, sign and seal the bid form on the following page, and will include it with their supporting bid submission. Bid form next page
LU15-175: FORM OF PROPOSAL: Delivery of Management Recruiting Services Company Name Contact Person ----------------------------------------- Street Address Title Mailing Address E-mail Address City Province Postal Code Phone No. Fax No. State Zip Code I/We hereby list below the price to supply the products and services as detailed in the RFP document for the following price, in Canadian funds. Monthly Cost, excluding taxes, by Country Location: China $ India $ Malaysia $ I / We have reviewed Addenda to Prices are valid for Sixty (60) days. I / We have listed all other costs (including) average expenses in our submission. The undersigned has reviewed all documents, including all addenda, terms and conditions, and has without limitation of the foregoing, agrees with and accepts the information contained in the RFP document and does indemnify and save harmless the University, its officers, employees, agents and representatives from any loss, damage, cost or expense arising from any failure by our company and/or our employees, agents, contractors and representatives to comply with any requirements set forth by this document as evidenced by the signature below. The undersigned has reviewed all documents including all relevant information regarding Conflict of Interest and all other terms and conditions and has verified this Bid. Applicant s Title Applicant s Signature Phone No. Date Affix Corporate Seal: End of RFP