Convocation Floral Services

Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
 
Description:
The Division of Advancement operates two (2) convocation seasons annually at Sobeys Stadium with attendees of approximately 28,500 and graduates of 9,500.  The University is looking to select one (1) vendor to provide floral sales services for these public convocation ceremonies.
The Selected Proponent shall deliver the following services to York during the convocation ceremonies:

• Provide floral product offerings for stage and site decorations;
• Set up in designated location to provide floral sales to convocation attendees at Sobeys Stadium during the full duration of the convocation timeline;
• Attend convocation ceremonies and provide customer service and floral sales;
• Provide floral product offerings appropriately priced for the attendees of the ceremonies;
• Offer ability to order floral arrangements in advance via a web portal and picked up on site;
• Have a local, reliable source for floral supplies to restock for multi-day events;
• Provide a point-of-sale system that operates without the need for electricity or wifi; and
• Behave and dress in a professional manner so as not to impact ceremonies or special events.  The Selected Proponent is 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
 
Submission Deadline:
March 13, 2026  at 3:00:00pm ET.
 
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. Environmental
6. Payment Data Security
7. Financial Considerations Section 4.5
8. Acknowledgement Section 9.0

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

1. Mandatory Requirements
2. Qualifications and Experience
3. Methodology
4. Proponent Qualifications; 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, 2026


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.
Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
 
Description:
The Division of Advancement operates two (2) convocation seasons annually at Sobeys Stadium with attendees of approximately 28,500 and graduates of 9,500.  The University is looking to select one (1) vendor to provide floral sales services for these public convocation ceremonies.
The Selected Proponent shall deliver the following services to York during the convocation ceremonies:

• Provide floral product offerings for stage and site decorations;
• Set up in designated location to provide floral sales to convocation attendees at Sobeys Stadium during the full duration of the convocation timeline;
• Attend convocation ceremonies and provide customer service and floral sales;
• Provide floral product offerings appropriately priced for the attendees of the ceremonies;
• Offer ability to order floral arrangements in advance via a web portal and picked up on site;
• Have a local, reliable source for floral supplies to restock for multi-day events;
• Provide a point-of-sale system that operates without the need for electricity or wifi; and
• Behave and dress in a professional manner so as not to impact ceremonies or special events.  The Selected Proponent is 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
 
Submission Deadline:
March 13, 2026  at 3:00:00pm ET.
 
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. Environmental
6. Payment Data Security
7. Financial Considerations Section 4.5
8. Acknowledgement Section 9.0

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

1. Mandatory Requirements
2. Qualifications and Experience
3. Methodology
4. Proponent Qualifications; 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, 2026


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.