Basic Information

Reference Number

0000286903

Issuing Organization

York University

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

P25-096

Title

Convocation Production Services

Source ID

PU.AC.ON.322261.C80817

Agreement Types

Broader Public Sector (BPS)

Canada-European Union Comprehensive Economic and Trade Agreement(CETA)

Canadian Free Trade Agreement (CFTA)

Details

Location

Canada, Ontario, Toronto

Purchase Type

Term: 2025/04/01 12:00:00 AM EDT - 2028/03/31 12:00:00 AM EDT
Option: + 2 + 2

Description

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3

Description:
Objectives
The objective of this RFP is to seek a qualified supplier to provide production services for York’s convocation ceremonies including installation, rehearsal, ceremonies and load out. The convocation ceremonies at the Keele campus are expected to take place in June and October for eight (8) and three (3) days respectively. Attendance for the ceremonies is estimated at 3,000 ceremonies at the Sobeys Stadium
Deliverables
The Selected Proponent will deliver, but not be limited to, the following goods and services:

Provide goods and related installation/removal service listed below:
House lighting system to theatre standards, including work lights,
Professional audio system, including technical operation,
Professional lighting system for stage and house to theatre standards, including technical operation,
Live video distribution, including technical operation,
Electrical distribution, including technical operation,
Ceremony production management; and
Stage management.

York will only consider Proposal submissions received from Proponents who have registered with MERX (www.MERX.com) for this competitive bid. Proposal submissions from Proponents who have not registered and obtained this Bid Document directly from MERX will be disqualified.

Tendering Website:
Proponents will find the complete RFP Documents at: https://www.merx.com/

Pricing and Payment Terms are available on the MERX website, respectively.

Procurement Method:
Open tender whereby all interested Proponents may submit a Proposal.

Estimated Quantities:
Available within the RFP Documents.

Submission Details:
Proponents shall submit their Proposal response at: https://yorku.bonfirehub.ca

Submission Deadline:
March 4, 2025 at 3:00:00 PM ET (Local Time)

Public Opening:
Not Applicable.
Conditions for Participation:
Available within the tender document.
Mandatory Submission Requirements:

Qualifications and Experience
Methodology and Timetable/Workplan
References
Deliverables
Acknowledgement – Section 9.0
Pricing Schedule – Section 10.0

Complete submission requirements are provided within the RFP documents.

Scored Submission Requirements:

Mandatory Requirements
Qualifications and Experience
Methodology
Deliverables; and
Financial Evaluation

Complete submission requirements are provided within the RFP documents.

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

Delivery Date:
Service implemented by a tentative date of April 1, 2025

Duration of Agreement:
The initial term of the Agreement shall be for thirty-six (36) months, with two (2) optional twenty-four (24) month extensions; for a potential Term of eighty-four (84) months.

Additional Options:
Available within the tender document.

Negotiation:
York reserves the right in its sole discretion to negotiate modifications to any Proposal received without becoming obligated to offer to negotiate with any other Proponent(s).

Supplier Prequalification (if applicable):

Not Applicable.

Responses must be submitted in English.

Proponents should note that information contained within this notice is subject to change. Proponents are encouraged to download the tender document which contain the most current information.

If there is a conflict between the RFP documents and this RFP Notice, the RFP documents will take precedence.

Dates

Publication

2025/02/05 02:22:47 PM EST

Question Acceptance DeadlineA - Latest Amendment

2025/02/23 11:59:00 PM EST

Questions are submitted online

Yes

Closing Date

2025/03/04 03:00:00 PM EST

Onsite Visit

2025/02/19 03:00:00 PM EST

Contact Information

Carolyn Fasick

416-736-2100 ext. 44626

cfasick@yorku.ca

Buyer Preferences, Guidelines & Requirements

General Requirements

- Insurance Required

Pre-Bidding Events

Event Type

Onsite Visit

Attendance

Recommended

Event dateA - Previous Amendment

2025/02/19 03:00:00 PM EST

Location

Sobeys Stadium 1 Shoreham Drive, Suite 100, Toronto, ON M3N 3A6

Event NoteA - Previous Amendment

Proponent Information Meeting/Site Visit
Due to the current weather watch for Ontario, the Optional Site meeting for tomorrow (February 13, 2025 at 1:00 PM ET) has been cancelled and rescheduled for February 19, 2025 at 3:00 PM ET.

York has scheduled an optional Proponent information meeting for February 13, 2025, at 1:00 PM Local Time, to be held at Sobeys Stadium at 1 Shoreham Drive, Suite 100, Toronto, ON M3N 3A6. Proponents shall meet at the west entrance to the Centre of Excellence (south end of the Sobeys Stadium parking lot). The meeting will include an overview of this Bid Document as well as an opportunity for Proponents to ask questions.

Interested Proponents may attend the Optional Proponent information meeting to familiarize themselves with the Project and ascertain the extent of the work required. Individuals attending the meeting must sign in and clearly indicate in the sign in sheet the name of the firm they are representing.

See more

Bid Submission Process

Bid Submission Type

Physical Bid Submission

Additional Bidding Instructions

All Proposals and accompanying documents must be uploaded electronically at the appropriate project on https://yorku.bonfirehub.ca. York will NOT accept hard copy Proposals.

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