Convocation Production Services

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:

1. Qualifications and Experience
2. Methodology and Timetable/Workplan
3. References
4. Deliverables
5. Acknowledgement – Section 9.0
6. 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; and
5. 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.
 

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