Basic Information

Reference Number

0000085970

Issuing Organization

York University

Solicitation Type

RFP - Request for Proposal (Formal)

Solicitation Number

P18-192

Title

Convocation Ceremonial Photography

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: 2018/06/01 12:00:00 AM EDT - 2021/05/01 12:00:00 AM EDT
Option: 48 months

Description

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

Description:
University Events & Ceremonies (“UE&C”) in the Division of Advancement is looking for a qualified Proponent to provide professional ceremonial photography to graduating students during convocation.
Ceremony coverage includes photographs of each graduate prior to walking across the stage (Bachelors and Masters graduates only), walking across the stage and being conferred (handshake photo), “Chancellor’s Greeting photograph”, and a third photograph taken just prior to the graduate returning to their seat.
The Selected Proponent shall deliver the following services to York during the convocation ceremony:

Attend convocation ceremonies and provide professional quality photographic proofs and CD digital format photographs for convocation; and
Behave and dress in a professional manner so as not to impact ceremonies or special events. The photographer(s) must not distract the people on stage or in the audience. The photographer(s) are responsible for storage of their own equipment.

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

Proposal Submission Deadline:
May 14, 2018 at 3:00:00pm EST.
Physical Sample Submission Deadline:
May 17, 2018 at 3:00:00pm EST.
Public Opening:
Not Applicable.
Conditions for Participation:
Available within the tender document.
Mandatory Submission Requirements:

Qualifications and Experience
Methodology and Timetable/Workplan
References
Deliverables
Section 4.5 – Financial Considerations
Section 9.0 – Acknowledgement

Complete submission requirements are provided within the RFP documents.

Scored Submission Requirements:

Mandatory Requirements
Company Profile
Scope of Work
Student Package; 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 June 1, 2018

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.

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).

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

2018/04/18 03:01:33 PM EDT

Question Acceptance Deadline

2018/05/03 05:00:00 PM EDT

Questions are submitted online

Closing Date

2018/05/14 03:00:00 PM EDT

Contact Information

Carolyn Fasick

416-736-2100 ext. 44626

cfasick@yorku.ca

Buyer Preferences, Guidelines & Requirements

General Requirements

- Insurance Required

- Samples Required

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.

York will accept Samples on or before: May 17, 2018, 3:00 PM local time from Proponents who have successfully submitted their RFP response via Bonfire as described in Section 3.4.

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