Address:
York University
Procurement Services
4700 Keele Street
Toronto, Ontario
Canada, M3J 1P3
Description:
Preamble
York University is undergoing a digital transformation and is currently implementing a new Admissions solution using Salesforce Education Cloud.
To support flexible recruitment and admissions activities and ensure long-term sustainability, the university is inviting proposals for a cloud-based, third-party event management solution. The immediate priority is to enable the creation, editing, management and publication of multiple types of events with both public and private visibility options, that integrate seamlessly with Salesforce Education Cloud.
York University seeks an Events Solution that can be utilized across all faculties, campuses and recruitment/admission offices to support in person, virtual, large scale multi-session, paid and unpaid events as well as off-site events and visits.
Objectives
York is soliciting Proposals from experienced and qualified Proponents for the supply, delivery, implementation, support of a commercially available off-the-shelf Event Software Solution.
The Selected Proponent software solution shall at a high level, include, but not limited to, the following functionality:
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- Ability to seamlessly integrate with Salesforce
- Manage various types of events (paid, unpaid, in person, virtual, off site, large scale multi session events)
- Ability to create publicly visible registration pages
- Comply with York’s Privacy and Data Storage requirements
York’s preference is to award one (1) qualified and experienced Proponent for the Work outlined in this RFP.
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:
December 1, 2025 at 3:00:00pm EST.
Public Opening:
Not Applicable.
Conditions for Participation:
Available within the RFP document.
Mandatory Submission Requirements:
- Executive Summary and Qualifications (Sections 4.1, 4.2.1 and 4.2.2) (File type: .pdf) – Required
- References (Section 4.2.3) (File type: .pdf) – Required
- Methodology & Timetable/Work Plan (Sections 4.3 and 4.4) (File type:.pdf) – Required
- Proposed System’s License Agreement (Section 4.5) (File type: .pdf) - Required
- Acknowledgement (Section 4.9 and Section 9.0) (File type: .pdf) - Required
- Financial Considerations (Section 4.6) (File type: .pdf) – Required
- Response to Appendix 1 – Form Builder Requirements (Section 6.3.1) (File type: .xlsx) – Required
Complete submission requirements are provided within the RFP documents.
Scored Submission Requirements:
- Qualifications and Experience
- Deliverables and Methodology
- Timetable / Workplan;
- Optional Requirements;
- Financial Evaluation; and
- System Demonstration
Complete submission requirements are provided within the RFP documents.
This procurement is covered by Chapter 5 of the Canadian Free Trade Agreement.
Duration of Agreement:
The Initial Term of the Agreement shall be from the award date until January 1, 2030, with an optional five (5) year extension, at York’s sole discretion. For purposes of financial comparison financial, proponents will use Jan 1, 2026 as the tentative start date.
All prices shall be net, firm and not negotiable for the Initial Term. Should York choose to exercise its option to extend subsequent to the Initial Term, any extension to the Agreement shall be upon the same terms and conditions, except for price, which shall be agreed in writing by the parties and shall not exceed the Consumer Price Index – Canada, All-items.
Negotiation:
Following evaluation of all Proposals, it is York’s intention to enter into negotiations with the Proponent who offers the best overall value to York. During such negotiations, the scope of the Work may be refined, responsibilities will be delineated, implementation issues will be clarified and the final terms and conditions of any Agreement will be determined.
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).
If negotiations with the Selected Proponent are unsuccessful, York reserves the further right in its sole discretion to enter into negotiations 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.
