Convocation Venue

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
 
Description:
As the University’s preeminent event, York seeks to host its bi-annual convocation ceremonies in a venue where student success and achievement can be proudly and fittingly celebrated. The objective of this RFP is to seek a venue to hold York’s convocation and graduation ceremonies with infrastructure to accommodate a minimum of 600 graduates and 1,400 guests as well as accessible staging for the professional production of ceremonies. The venue must have sufficient space for ancillary services including robe distribution, grad services, faculty robing, photography, retail sales, and receptions as well as office space and guest parking. The preferred venue location should be within a twenty-five (25) kilometer radius of York’s Keele campus (4700 Keele St., Toronto, Ontario, M3J 1P3). The convocation and graduation ceremonies are expected to take place in June and October for eight (8) and three (3) days respectively, with two (2) ceremonies taking place each day at 10:30am and 3:30pm. Attendance for each ceremony is estimated at a minimum of 2,000.
Deliverables
The Selected Proponent will deliver, but not be limited to, the following goods and services. All spaces must be covered and climate controlled (heating and air conditioning) except as noted below:

• Controlled entry point into venue;
• Sufficient washroom facilities;
• Private prayer space;
• Private lactation space;
• Hall with seating for a minimum of 2,000 guests and graduands, staging with sufficient space to accommodate at least 60 chairs plus performance space downstage of chairs and walking path upstage of chairs;
• Grad Services area to accommodate at least 600 graduands standing in lines, plus worktables and area for robe and diploma distribution;
• Coat check for at least 600 graduands located in or near Grad Services area;
• Faculty robing area to accommodate 75 people plus racks of robes, with seating areas and catering tables and service area;
• Reception space to accommodate at least 1,400 guests and catering;
• Retail space for University bookstore, flower sales, an alumni lounge and diploma framing;
• Storage space;
• Office space to accommodate at least 10 staff;
• Security; and
• Nearby parking facilities and public transportation options to support volume of guests.

Specific details of the above deliverables are outlined in the RFP document.
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:
December 19, 2023 at 3:00:00 pm Local Time (E.
 
Public Opening:
Not Applicable.
Conditions for Participation:
Available within the tender document.
Mandatory Submission Requirements:

1. Executive Summary and Qualifications
2. Methodology and Timetable/Workplan
3. References
4. Deliverables and General Requirements
5. Convocation Hall
6. Additional Spaces
7. Acknowledgement – Section 9.0
8. Pricing Schedule – Section 10.0

Complete submission requirements are provided within the RFP documents.
 
Scored Submission Requirements:
 

1. Mandatory Requirements
2. Qualifications and Experience
3. Methodology
4. Deliverables
5. Additional Spaces
6. Financial Evaluation; and
7. Short-Listed Proponent Presentation and Financial Validation

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, 2024

Duration of Agreement:
The initial term of the Agreement shall be for thirty-six (36) months, with three (3) optional twenty-four (24) month extensions; for a potential Term of one hundred eight (108) 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.
 

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.