RFP AV Equipment and Labour Services for Convocation Ceremonies

Please note the RFP document package is only available to download from Merx.comProposals MUST be submitted through the MERX online submission process in accordance with the submission Electronic Bid Submission Supplier Guide. For additional support, proponents may contact the MERX Call Centre. Proposals submitted after the Submission Deadline will be rejected. MERX Reference number: 0000313707MERX Solicitaion number: 2026-AC-399Merx Title: AV Equipment and Labour Services for Convocation Ceremonies_______________________________________________________________________________________________________Non-mandatory Site Visit will take place on Wednesday February 11 at 11:00 am PST in Convocation Mall, 8888 University Drive, Burnaby BC V5A 1S6 at SFU Burnaby Campus.Meeting Place: Convocation Mall (Outside W.A.C. Bennett Library)RVSP:Vendors who intend to participate the site visit are requested to send a RVSP email to Anny Chung at annyc@sfu.ca.Your email subject line should state: RSVP SFU 2026-AC-399 RFP site visitYour email request should include your company name, the names and titles of all individuals attending the tour, and a contact email address and phone number.***Refer to RFP 3.1.2 Non-Mandatory Site Visit for details***------------------------------------------------------------------------------------------------------------------------------ Simon Fraser University (SFU) invites qualified and experience vendors to submit proposals for audio-visual (AV) services (includes supply of equipment and technical staff) to support SFU Convocation ceremonies. The Proponent will work directly with SFU’s Ceremonies & Events and SFU Production & Events to deliver the goods and services required to technically produce SFU’s convocation ceremonies.SFU holds 13 convocation ceremonies at its Burnaby campus each year. These ceremonies include the conferring of academic as well as honorary degrees and feature the visually stunning procession of graduands, faculty and dignitaries across the Academic Quadrangle (AQ) reflecting pond to Convocation Mall.Convocation ceremonies are held yearly in June and October. There are nine ceremonies held in the early part of June between Monday – Friday and four ceremonies held on the Thursday and Friday prior to the Canadian Thanksgiving long weekend in October. Ceremonies are held twice per day at 9:45 am and 2:30 pm, except in June when there is only one afternoon ceremony on the Monday. All ceremonies are about 1.5-2 hours in length and take place in a covered, outdoor space called Convocation Mall, which has a person capacity of 2500. Prior to each June and October convocations, a technical dress rehearsal is held.Each ceremony has 2 livestreams on SFU’s YouTube channel (one with and without embedded captions) and recorded footage is provided by the successful Proponent to SFU following convocation.The successful Proponent will be required to provide audio-visual goods and services for the following ceremonies:Convocation DatesOctober 2026 October 8-9, 2026June 2027 June 7-11, 2027October 2027 October 7-8, 2027June 2028 June 12-16, 2028October 2028 October 12-13, 2028June 2029 June 11-15, 2029