Cloud-Based Facility and Recreation Management Solution for Western University S

Tender Notice Template
 
Procuring Entity:
University of Western Ontario (Western)
Procurement Services
1151 Richmond Street
London, Ontario, Canada, N6A 3K7

Contact:
Colleen Nunez
cburne@uwo.ca

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

Description:

1. 1. Description of Deliverables

Western University Sports & Recreation (S&R) is seeking a modern, cloud-based facility and recreation management solution by adopting a feature-rich, security-focused platform to replace its aging on-premise system (Fusion OnPrem). This initiative also considers integration with a sport management system. The sport management system would aim to integrate various facets related to student-athlete and coaches travel, education and administrative components. The integration of both systems would be ideal to improve workflow efficiency, data consolidation and reduce the overall application services footprint. The RFP is an invitation to submit offers for the above solution, as further described herein.

The new solution will manage memberships, program registrations, facility bookings, camp registration and physical access control for the Western Student Recreation Centre and associated facilities.

The required capabilities of the cloud-based facility and recreation management solution are described below:
 

• 1. 1. Current Environment
• Currently using Fusion OnPrem (legacy). It is approaching end-of-life and lacks the security features required for modern PCI compliance 

• Utilizing HID iClass GH card readers and Moneris payment terminals

• Pain Points: 

• Manual data reconciliation between the Registrar and S&R

• High IT overhead for server maintenance 

• Lack of a mobile-first student experience

 

• 1. 2. Goals and Expectations of the Project
• Ensure 100% PCI-DSS compliance for all financial transactions via Point-to-Point Encryption (P2PE) 
• Maintain a "scan-to-access" response time of less than 1 second for student and staff entry using Western iClass GH credentials
• Successfully migrate membership data from the Fusion OnPrem environment to a cloud-based server
• Integrate the platform with central services, including Single Sign-On (CAS/Duo) and the PeopleSoft Registrar database
• Consolidate all Sports and Recreation services (memberships, registrations, facilities, intramurals, clubs, aquatics, fitness) into a single integrated system
• Provide a seamless, online and mobile-friendly interface for students, staff, and community members to register, book, and manage activities.
• Enable self-service capabilities (account management, waivers, payments, schedules).
• Deliver real-time reporting and dashboards for participation, revenue, facility usage, and program performance.
• Improve registration flows, reduce cart abandonment, and support flexible pricing models (memberships, passes, drop-ins).
• Enable online payments, refunds, credits, and promotions.
• Support growth in programs, users, and facilities.
• Ensure data privacy, secure transactions, and compliance with institutional and regulatory standards.

 

1. 1. 3. Must Have (Mandatory) Requirements

The successful Proponent and/or proposed solution is required to meet the following mandatory requirements:

• Exclusive Cloud based system
• SSO support via CAS or Azure with DUO or other 2FA support
• 100% PCI-DSS compliance
• Vendor Training (Minimum Admin users)
• Support iClass GH western one cards
• Ability to create custom reports as required to pull program and data information (i.e. program registrations, financial data, membership information etc.)
• Robust and granular access permission system (i.e. Rbar system). The ability to have various permissions on each file within the system (i.e. view, edit, remove, modify etc.) to allow for in-depth and customized reporting, not just high-level.

The ideal solution will encompass the requirements detailed in Appendix F, a separate Excel file, and above.  Proponents must be compliant (pass) with these mandatory requirements in order to be considered for the next stage of evaluations.
 

1. 1. 4. System Requirements

The solution should have the following capabilities:
 

• 1. 1. 1. Identity, Access & User Management
• Provide real-time evening upload(s) student/staff validation 

• Provide native compatibility with HID iClass GH encrypted cards. 

• Provide centralized user profiles (students, staff, community members).
• Household/family account functionality
• Standardized interface across various types of devices (Mobile, desktop or tablet)

   2.1.4.2       Membership & Account Management

•  Membership management (term-based, annual, day passes)

 

• 1. 1. 3. Program Registration & Enrollment
• Configurable registration rules (priority access, quotas, eligibility)
• Online registration for programs (intramurals, fitness classes, lessons, clubs etc.)
• Waitlist functionality and automated notifications
• Cart and checkout system with real-time availability

 

• 1. 1. 4. Facility Booking & Scheduling
• Real-time facility booking (courts, fields, studios, ice, pool)
• Conflict detection and calendar management
• Public-facing facility availability views

 

• 1. 1. 5. Point of Sale (POS) & Payments
• Integrated POS system for front desk operations
• Support for multiple payment types (credit card, debit, online payments)
• Provide native Moneris integration supporting P2PE to minimize Western's PCI audit scope.
• PCI-compliant payment processing
• Refunds, credits, and financial tracking

 

• 1. 1. 6. Reporting, Analytics & Data Export
• Standard and customizable reports (participation, revenue, utilization)
• Dashboard functionality for key metrics
• Export capabilities (CSV, Excel, API access)
• Ability to demo interested features live

 

• 1. 1. 7. Communications & Notifications
• Automated email and notification system (registration confirmations, reminders)
• Segmented communication (by program, membership type, user group)

 

• 1. 1. 8. Security, Audit & Compliance
• Audit trails for transactions and user activity.
• System uptime requirement of 99 percent or greater
• Comply with full AODA compliance meeting WCAG 2.1 Level AA standards (VPAT required) 

 

• 1. 1. 9. Data Migration & Implementation
• Require a validated Data Migration Report confirming transfer from Fusion OnPrem

 

• 1. 5. Other Requirements
• Require a persistent Sandbox/Test environment for staff training and UAT (User Acceptance Testing) for two years
• Online waiver and liability form management with digital signatures.
  • Examples would be as follows:
    • Assumption of Risk Waivers
    • Risk & Liability Waivers
    • Camp Waivers (photo, liability etc.)
    • Facility Use Agreements

 

• 1. 6. Number of System Users
• 150+ system users (internal to back-end users). This consists of full-time and part-time staff within Sports & Recreation.
• 45000+ annual members (campus and community wide patrons)
• System usage would include:
  • Simultaneous usage of 45000+ based on memberships, public users and administration (ability to expand would be preferred – memberships are increasing annually, anticipated increase in users is expected).
    • Primary peak periods are start of semesters (August/September, January/February)
  • Active membership base with full functionality on program offerings and registrations.
    • Members have the ability on the front-end to log in, register for programs, self-service add-ons etc.
  • Internal system users would always be online that the facility is open, plus off-hours for administration/POS program/facility schedules etc.

1. 1. 7. Training

The Proponent should:

• While training of the new solution is mandatory, Western expects the following types of training:
  • Technical training for 10-15 IT/Administrative staff on system configuration, API management and reporting
  • Operational training for 40+ students and professional staff on POS, registrations, and facility check-ins
    • Mix of online, in-person modules based on roles and responsibilities of the staff
  • Robust training (preferably Vendor instructor-led, in-person) for administrators on how to use the new solution
  • Robust training (preferably Vendor instructor-led, in-person and remote options) end users on how to use the new solution (multiple sessions will be required to accommodate phased in implementation approach)
  • Train-the-trainer training for administrators
  • Access to on-going, on-demand training and self-help resources for end users, support staff, and administrators (e.g., training videos, How-Do-I documents and videos, recorded webinars, etc.)
• Provide solution configuration, setup support and best practise recommendations, in addition to the mandatory implementation and integration processes
• Have redundant systems and an adequate disaster recovery plan in place
• Provide regular engagement meetings with Western’s project team for the duration of the project to ensure collaboration and alignment with Western’s needs

Also see Appendix E - Deliverables and Technical Requirements, a separate Excel questionnaire file.
 

1. 2.    Hosting

Western requires the solution to be a cloud-based service, with a requirement for all data to be retained within Canada.

Primary and Disaster Recovery hosting must be located within Canada.

Estimated Quantities:
Not Applicable

Submission Details:
All tender submissions must be uploaded electronically at https://uwo.bonfirehub.ca.

Submission Deadline:
June 3, 2026 at 12:00 Noon

Public Opening:
Not Applicable

Conditions for Participation:
Available within the tender document(s).

Mandatory Submission Requirements:

1. Appendix B- Submission Form
2. Appendix C- Rate Bid Form
3. Appendix D- Reference Form
4. Appendix E- Deliverables and Technical Requirements Questionnaire
5. Appendix F – Mandatory Requirements Questionnaire
6. Appendix G and Sustainability Supporting Documentation
7. Appendix H – Proponent’s Checklist

Complete submission requirements are provided within the tender document(s).


Scored Submission Requirements:

1. Mandatory Requirements
2. Experience, Qualifications and References
3. Technical and Functional Requirements
4. Project Resourcing/Training
5. Service and Support/Deployment/Implementation
6. Value- Added Ideas
7. Sustainability
8. Accessibility (AODA)
9. Payment Card Industry (PCI) Data Security
10. Pricing
11. Presentation (short-listed Suppliers only)
12. Sandbox Environment (short-listed Suppliers only)

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

This procurement is covered by Chapter 19 of the Canada-European Union Comprehensive Economic Trade Agreement (CETA).

Delivery Date:
Service implemented by a tentative date of August 2027.

Duration of Agreement:
The term of the Agreement is to be for a period of three (3) years with an option in favour of Western to extend the Agreement on the same terms and conditions for an additional term of up to three (3) additional three (3) year terms.

Additional Options:
Not Applicable

Negotiation:
At the end of the evaluation process, Western may identify one or more Suppliers with whom it wishes to enter into negotiations, by written notification.  See tender document(s) for further detail.

Prequalification:
Not Applicable

Responses must be submitted in English.

Suppliers should note that information contained within this Tender Notice is subject to change.  Suppliers are encouraged to download the tender document(s) which contain the most current information.
 
If there is a conflict between the tender document(s) and this Tender Notice, the tender document(s) 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.