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Information for

Current Tenders

These are the current projects at Renison University College that are accepting proposals.

College Management Software, Request for Proposal

Full tender document can be accessed here: College Management Software, Request for Proposal (PDF)  

Closing date: June 1, 2018

Closing time: 16:30:00:00

Closing method: Electronic submission via Dropbox (see full document)

SECTION 1.0: PURPOSE AND CONTENT

1.1 The College is seeking proposals from potential service providers for College Management Software in accordance with the terms of this Request for Proposal. Renison invites software vendors and service providers with the capacity to meet the goals and requirements outlined. We are seeking partnership on meeting the following goals:

Student records including grades, class enrollment, and administrative notes (Student Information System)

  • Online application and admission system
  • Student communication
  • Management, tracking, and centralization of student billing
  • Student Life management
  • Reporting tools
  • Appropriate security and backup
  • Ongoing support

SECTION 2.0: INSTRUCTIONS TO BIDDERS

2.1 Proposals will be accepted up to and no later than 1630:00:00 (Eastern Standard Time) on June 1, 2018 in the electronic dropbox as instructed in Appendix B. Proposals received after the closing time and date will not be accepted (dropbox will close)

2.2 Electronic proposals must be submitted to the dropbox before closing (ref. Appendix B) at https://www.dropbox.com/request/Q4XwfdeP6UJQ9oTSkqU4

2.3 Proposals must be completed in accordance with the requirements of these Request for Proposal documents and no amendment or change to proposals will be accepted after the closing date and time.

2.4 Proposals shall be irrevocable for ninety (90) days following close of bidding and shall be retained by the College.

2.5 Proposals shall be originally and irrevocably signed by an authorized representative of the bidder when submitted. Upon award (if any), the successful bidder will be required to supply proof satisfactory to the University of appropriate authorization to bind the bidder.

2.6 Questions regarding this Request for Proposal may be submitted in writing (via email only) on or before May 21, 2018, and must be directed to: David Annable IT Manager Renison University College Waterloo ON N2L 3G4 Email: dannable@uwaterloo.ca The College cannot guarantee responses to questions received after this time. Should any question be considered relevant to all bidders, the College will provide both the question and the written answer to all known bidders in the form of an addendum. Bidders are solely responsible for ensuring that the College has current contact information on file for the bidder.

2.7 No other representative of the College is to be contacted regarding this Request for Proposal. The College accepts no responsibility for, and the bidder agrees not to rely upon, any verbal or written statements or representations from any other person, whether or not employed by the College.

2.8 In the event the bidder cannot comply with any term, condition, or requirement of this Request for Proposal, such non-compliance must be clearly noted on the bidder’s letterhead and submitted with the proposal. Bidders are cautioned that such non-compliance may result in disqualification of the bidder’s proposal, at the sole discretion of the College. No allowance will be made for un-noted non-compliance of any kind by a bidder.

2.9 Renison University College will not consider more than one bid from a bidder under the same or different names.

2.10 Bidders are cautioned that proposals will be solely evaluated upon the disclosed evaluation criteria, and no linkage of offers to donations, scholarships or similar quid pro quo arrangements will be considered.

2.11 Pursuant to Section 6 of Ontario Regulation 429/07 (“Regulation”), The Accessibility Standard for Customer Service made under the Accessibility for Ontarians with Disabilities Act, 2005, the successful bidder shall ensure that all of its officers, employees, agents, or others for whom it is at law responsible, receive training about the provision of the Goods and Services contemplated herein to persons with disabilities. Bidders are encouraged to review the College’s requirements with regard to accessibility, and to identify and offer recommendations / alternatives that serve to support accessibility for all.

2.12 The International Sale of Goods Act does not apply to this Request for Proposal, nor to any contract formed as a result of this Request for Proposal.

2.13 The laws of the Province of Ontario shall apply to this Request for Proposal and any contract formed as a result of this Request for Proposal, and the Courts of Ontario shall have exclusive jurisdiction over any contract formed as a result of this Request for Proposal.

2.14 The College’s name, logo, crest, etc, shall not be used without the prior written consent of the College.

2.15 Should a compliant bidder wish to debrief after the RFP has been awarded, they are welcome to make a formal request, in writing, to the person named in 2.6 within sixty (60) days of the award posting. Please be advised that the Renison University College considers each bid to be confidential, and will only discuss with each bidder their own bid’s strengths and weaknesses.

2.16 The College supports environmentally positive initiatives. Our goals are to pursue sound life cycle choices whenever possible and to encourage our suppliers to strive towards not just environmentally progressive goods, but to aggressively pursue increasingly superior environmental and sustainable offerings. The College will always consider environmentally superior product choices in our procurement decisions, and will, when appropriate, factor a certain percentage of cost towards superior environmental and sustainable goods and services.

2.17 Except as expressly and specifically permitted in the Terms and Conditions of this Request for Proposal, bidders shall not have any claim for compensation of any kind whatsoever, as a result of participating in this Request for Proposal, and by offering a submission to this request, each bidder shall be deemed to have accepted and agreed that it has no claim.

Banking Services, Request for Proposal

Full tender document can be accessed here: Banking Services, Request for Proposal (PDF)

Closing date: July 6, 2018

Closing time: 16:30:00:00

Closing method: Electronic submission via Dropbox (see full document)

SECTION 1.0:   PURPOSE AND CONTENT

1.1 Renison is seeking proposals from potential service providers for banking services in accordance with the terms of this Request for Proposal.  Renison invites Schedule 1 Canadian banks who provide similar services to other organizations of similar size and complexity.   
We are seeking partnership on meeting the following goals for our banking activities: 

  • To make use of best practices throughout our processes related to banking activities.
  • Minimization of fees and maximization of investment income (in accordance with Renison’s investment policy included in Exhibit 3).
  • Continuous improvement of overall operating and processing efficiencies in collecting funds, disbursing funds, and use of corporate credit card program.
  • Availability of robust reporting tools. Key reports will also enable automated and modern processes related to banking activities.
  • To use appropriate security and fraud prevention methodologies throughout our processes related to banking activities.

The contract will have an initial term of five (5) years, beginning (estimated) September 1, 2018 and terminating (estimated) August 31, 2023, with one additional option to extend the contract upon mutual agreement for a further three (3) years, creating a possible eight-year contract.  

The award of this contract in no way obligates Renison to utilize the services of the successful bidder exclusively, and Renison specifically reserves the right to negotiate with vendors and establish contracts in addition to this one.

Questions regarding this Request for Proposal may be submitted in writing (via email only) on or before June 8, 2018, and must be directed to: 

Hanneke Smolders, CPA, CGA, MBA

Chief Financial Officer

Renison University College,

240 Westmount Rd. N., Waterloo, ON N2L 3G4

Email: hsmolder@uwaterloo.ca 

Professional Commercial Flooring Consultant/Installer, Request for Proposal (PDF)

Full tender document can be accessed here: Professional Commercial Flooring Consultant/Installer, Request for Proposal (PDF)

Section A:

Overview:

Renison University College is a post-secondary academic institution affiliated with the University of Waterloo.

At approximately 150,000 square feet, construction is varied and dates to 1964.  Activity is also varied and ranges from a 225 bed residence, to academic programs which include a large non-credit program.  Renison Facilities is a fast-paced environment which requires innovative and flexible flooring and construction solutions.

Renison University College—Professional Commercial Flooring Consultant and Installer

Renison University College will engage an experienced commercial flooring consultant and installer for a period of three years with an option to renew for an additional two years on a variety of projects centred primarily on renovations and planned improvements. 

Consultant/Installers will be engaged up to a maximum per project fee of $10,000 to a maximum annual of  $100,000.  The College reserves the right to engage an alternate consultant/installer during the contracted time period if the College judges that an alternate is in its best interest.

The Consultant/Installer will perform and provide all services necessary for the design and development of comprehensive, complete and final plans for certain Renison University College directed projects.  Such projects, when complete, shall be fit for their intended use, meet or exceed all applicable building codes, regulations, by-laws and laws (both as to terms and substance) and in general constitute first-class projects incorporating the highest standards of design and installation.

The Consultant/Installer will represent to Renison University College that it maintains the necessary professional expertise, skills and abilities to perform the requested services.

Requirements:

Renison University College is seeking proposals from a firm capable of providing integrated flooring services for projects at its facility.  The projects will vary according to need and encompass facility retrofits and plant improvements.

The Consultant/Installer will:

  • Conduct pre-design investigations
  • Conduct on-site reviews
  • Prepare design drawings and prepare early project cost estimates
  • Recommend value added initiatives
  • Provide suitable materials with a full manufacturer’s warranty
  • Provide experienced tradesmen
  • Conduct quality of workmanship reviews

It is expected that the selected Consultant/Installer will contract directly with Renison University College to provide specific design/project management/installation services in their field.

Consultant/Installer’s response to this RFP:

The Consultant/Installer’s response must include the following documents, complete in all respects:

a)  Cover Letter that the proposal is predicated upon the acceptance of all terms and conditions stated in the RFP

b)  Pricing form

c)  Reference form

d) Form of Offer

Proposals must be addressed to:

Jim Robson, Director of Facilities

Renison University College,

240 Westmount Rd. N.,

Waterloo, Ont.,

N2L 3G4

RFP Issued:

March 27, 2018

Site Meeting:

Optional

Questions Arising Due:

April 3, 2018

Closing Date:

April 6, 2018