Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
Description:
York University invites qualified consulting firms to submit proposals to conduct a comprehensive review of the Conference Services (CS) model across the Keele, Glendon, and Markham campuses.
The purpose of this engagement is to determine whether the existing model effectively supports York’s goals as a competitive, revenue-generating event and accommodation destination, and to identify opportunities for enhanced operational efficiency, stakeholder alignment, and market competitiveness.
Project Objectives
The Selected Proponent will:
- Evaluate the effectiveness and competitiveness of the existing CS model.
- Benchmark CS operations against industry and post-secondary best practices.
- Define CS’s role within the broader university ecosystem and recommend governance structures to strengthen accountability, authority, and financial sustainability.
- Assess opportunities to consolidate or better coordinate event-booking activities across campus.
- Evaluate supporting services (catering, IT/AV, custodial, etc.) and facilities to ensure readiness and market competitiveness.
- Provide a practical implementation roadmap outlining short-, medium-, and long-term priorities.
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:
February 20, 2026 at 3:00:00 pm ET.
Public Opening:
Not Applicable.
Conditions for Participation:
Available within the tender document.
Mandatory Submission Requirements:
- Qualifications and Experience
- Methodology and Timetable/Workplan
- Sample Review/Action Plan
- References
- Acknowledgement – Section 9.0
- Pricing Schedule – Section 10.0
Complete submission requirements are provided within the RFP documents.
Scored Submission Requirements:
- Mandatory Requirements
- Qualifications and Experience
- Methodology
- Deliverables
- Sample Review/Action Plan
- Financial Evaluation; and
- Short-Listed Proponent Presentation (as required)
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 March 16, 2026
Duration of Agreement:
The initial term of the Agreement shall until project completion, up to twelve (12) 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.
