Refrigerator Rental Services

The Housing and Conference Services Department at McMaster University invites qualified bidders to submit responses for the supply of Refrigerator Rental Services for Students in Residence during the academic year, as well as for direct McMaster University purposes, in accordance with the terms of this Request for Proposals.
Housing and Conference Services strives to assist students to meet their academic and personal goals in an environment that encourages and supports excellence. We are dedicated to creating a healthy, safe, secure, comfortable, and aesthetically pleasing residential and working environment.
Bidders must quote the entire bid.  Partial bids will not be accepted.  
The objective of this request for proposals is to supply approximately 6,000 students in residence across McMaster University’s 14 buildings with refrigerators they can rent for the duration of their stay in residence, which does not usually exceed nine (9) months. The refrigerators will be rented only by students who are domiciled across McMaster University properties at 1190 and 1280 Main Street West, Hamilton, ON L8S 4L8.
In addition to academic-year student rentals, the proponent shall provide direct McMaster University rentals for various purposes including conference and event accommodations. Rental units may also be required for designated student staff rooms and related operational needs throughout the year paid by McMaster University. Proponents must include fixed pricing rates for the McMaster-rented units in their pricing submission.
The successful proponent shall provide a system that facilitates direct communication between them and the student for order management, confirmation communications and customer service inquires.  
The program shall include delivery and placement of refrigerator units in student residence rooms prior to the University’s official move-in weekend each academic year. At the conclusion of the academic year, the successful proponent shall coordinate and complete pickup of all rental units by the end of April, or as otherwise directed by the University.
The successful proponent shall provide ongoing customer support and maintenance services during the rental period, including:

• Replacement of non-functioning or damaged refrigerator units;
• Response to service requests within established service timelines;
• Troubleshooting and repair services where applicable;
• Emergency replacement inventory during peak periods.

Term

The term of this agreement is for an initial period of three (3) years with an option to renew for up to an additional two (2) years on a yearly basis as required, at McMaster’s sole discretion.  

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