OUF Exhibit Booth Management Program

This Request for Proposal (“RFP”) is an invitation to prospective Respondents to submit non-binding proposals for the provision of OUF Exhibit Booth Management Program, as further described below. CURRENT ENVIRONMENT The Ontario Universities’ Fair (OUF) is held annually, each October at the Metro Toronto Convention Centre (MTCC). The next OUF Fair is scheduled for October 5-6th 2024. The fair brings twenty three (23) of Ontario’s universities together under one roof and provides students and parents the opportunity to speak with representatives from Ontario’s universities about programs, courses, campus life, residence, internships, scholarships, admissions, financial aid and more to help them decide which university and program is the right fit for them. The OUF is the largest event hosted annually at the MTCC and is our largest student recruitment event of the year. The Universities collect prospect names and contact information and distribute viewbooks and other materials during

the show. The purpose of the OUF is to allow senior high school students, current college and university students, international students, mature students, and parents/guardians the opportunity to speak with representatives of all Ontario universities about their post-secondary options. The target geographic market for the OUF is the Greater Toronto Area but visitors travel from all over Ontario and beyond to attend the event. The exhibit booths for the University of Guelph and the University of Guelph-Humber need to make a visual impact, be distinct, yet physically attached to each other with a fire exit in between. The University of Guelph has participated in the OUF Fair since its inception. In 2017, the University had two new exhibit booths built to help promote the available programs, culture and environment at both the University of Guelph and at the University of Guelph-Humber. The scope of the initial RFP included the design and construction of two new booths as well as their annual set-up, tear down and storage. The agreement with the previous supplier will be expiring in 2024. The University wishes to continue to use the same exhibit booths going forward and will require a new supplier to set-up, tear down, store, repair and refurbish annually. The two booths, one for the University of Guelph and the other for the University of Guelph-Humber are two separate entities and shall be managed and invoiced separately during the life of the agreements. PROJECT OBJECTIVES: The University of Guelph and the University of Guelph – Humber require annual maintenance and ongoing operations of their OUF booths during the life of the agreement. KEY DELIVERABLES: The successful Respondent is expected to: a) Provide climate/temperature controlled storage, on-site security, appropriate loading dock access b) Provide all transportation while working with MTCC and third-party systems to schedule transportation, loading and unloading the booth. Providing the appropriate equipment and tools to safely load, unload and transport the booth to the Metro Toronto Convention Centre in a timely and efficient fashion. c) Provide set-up services while coordinating with on-site services, University of Guelph representatives to set-up crew to set-up the booth and address any issues or needs to present a satisfactory representation of the UG at the event. d) Provide timely and safe tear down services of the booth following the event. e) Provide maintenance while being available throughout the fair for required maintenance of the booth. Before and after the show checking the status of the booth and ensuring working condition. Advising UG representatives of any maintenance required and associated costs. f) Provide parts and services to repair, refurbish and or change the booths annually, as required. g) Work with the OUF and MTCC on behalf of the University to ensure efficient application of third party contractors h) Work with the University marketing agent to incorporate the University branding standards It is the University’s intention to enter into the agreement with one (1) legal entity. The term of the agreement is to be for a period of five (5) years, with an option in favour of the University to extend the agreement on the same terms and conditions for an additional term of up to three (3) additional one (1) year terms. The top-ranked proponent at the conclusion of evaluation will be invited to enter into negotiations for an agreement with the University. All proposals submitted are to be in English only. Interested proponents are to download the complete RFQ documents free of charge at the University’s public purchasing portal https://uoguelph.bonfirehub.ca (the Portal). To contact the University or ask questions in relation to this RFQ, proponents must register with the Portal and initiate the communication electronically through the Opportunity Q&A of the Portal. Registration is free of charge. The University will not accept any prospective proponent’s communications by any other means. Participating proponents are to submit proposals by uploading documents electronically to the Portal https://uoguelph.bonfirehub.ca. The University will not accept paper, fax or email submission. There will be no public opening of tenders for this RFQ. The award of the RFQ will be posted at the Portal. This procurement is subject to Chapter Five of the Canadian Free Trade Agreement.