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Management of Athletic Facilities & Programming at Ridgetown Campus

Solicitation number RFP-2026069

Publication date

2026/03/13

Closing date and time 2026/04/16 14:00 EDT

Status Status
Open

| Time to closing | |
| 32 days | 17:31 hours |

Description

This Request for Proposal (“RFP”) is an invitation by the University of Guelph (“University”) to prospective Respondents to submit non-binding proposals for the provision of Management of Athletic Facilities & Programming Services at Ridgetown Campus, as further described below.

Project Scope
The University of Guelph – Ridgetown Campus is seeking proposals from qualified firms to provide Athletic Facilities and Programming Management Services for its Fitness Centre (approximately 400 sq. ft.) and Double Gymnasium. The objective is to establish a professionally managed, safe and inclusive recreation program that enhances student wellness, increases utilization, and supports long-term operational sustainability.

Historically, these facilities have operated without a dedicated recreation management model, resulting in limited programming, minimal marketing, and underutilization. The University intends to implement a structured operating model to maximize the value and impact of these spaces.

The facilities operate under a student-funded access model. The successful Respondent will be responsible for day-to-day operations, staffing, programming, marketing, membership administration, technology systems, and revenue development, including staff and community memberships and facility rentals. The University will retain ownership of the facilities and authority over strategic direction, operating hours, fee structures, and access priorities.

Project Objectives
This Request for Proposal (“RFP”) is an invitation by the University of Guelph (“University”) to prospective Respondents to submit non-binding proposals for the provision of Management of Athletic Facilities & Programming Services at Ridgetown Campus, as further described below.
Project Scope
The University of Guelph – Ridgetown Campus is seeking proposals from qualified firms to provide Athletic Facilities and Programming Management Services for its Fitness Centre (approximately 400 sq. ft.) and Double Gymnasium. The objective is to establish a professionally managed, safe and inclusive recreation program that enhances student wellness, increases utilization, and supports long-term operational sustainability.

Historically, these facilities have operated without a dedicated recreation management model, resulting in limited programming, minimal marketing, and underutilization. The University intends to implement a structured operating model to maximize the value and impact of these spaces.

The facilities operate under a student-funded access model. The successful Respondent will be responsible for day-to-day operations, staffing, programming, marketing, membership administration, technology systems, and revenue development, including staff and community memberships and facility rentals. The University will retain ownership of the facilities and authority over strategic direction, operating hours, fee structures, and access priorities.

Project Objectives
By securing Athletic Facilities & Programming Management Services, Ridgetown seeks to achieve the following objectives:
a)    Maximize utilization of the Fitness Centre and Double Gymnasium through structured programming, supervised operations, and effective scheduling.
b)    Establish a professionally managed recreation operation that ensures safety, accountability, and consistent service delivery.
c)    Generate sustainable revenue through staff and community memberships, rentals, and programming to support operational viability and potential service expansion.
d)    Enhance the student experience by providing inclusive and accessible recreation opportunities that promote physical and mental wellness
e)    Develop and execute a marketing and community engagement strategy to increase participation and strengthen campus-community connections.
f)    Implement membership management technology and reporting systems to ensure accurate financial tracking, access control, and performance monitoring
Operate within a governance framework where the University retains strategic direction, fee oversight, operating hours, and access priorities.

Key Deliverables
The successful Respondent shall carry out the Athletic Facilities & Programming Management Services at Ridgetown Campus according to requirements listed in A.4 – Scope of Services Required.
At minimum, the Respondent shall:
a)    Provide a comprehensive operational management plan, including staffing structure and supervisory model.
b)    Deliver structured fitness and recreation programming.
c)    Implement a revenue generation strategy.
d)    Provide a membership management and administration system.
e)    Deliver marketing and community engagement initiatives.
f)    Provide reporting and performance metrics.
g)    Ensure compliance with health, safety, and governance requirements.

Scope of Services Required
The successful Respondent shall provide comprehensive Athletic Facilities & Programming Management Services in accordance with the following requirements.

Facility Operations
The Service Provider shall:
a)    Manage day-to-day operations of the Fitness Centre and Double Gymnasium.
b)    Provide on-site supervision during all approved operating hours.
c)    Ensure a minimum of one (1) trained staff member is present at all times the facility is open.
d)    Schedule additional staff during peak periods, special events, rentals, or high-volume programming.
e)    Ensure all on-site staff maintain valid CPR and First Aid certification.
f)    Maintain a safe, orderly, and welcoming environment.
g)    Coordinate facility scheduling and space allocation in alignment with University access priorities.
h)    Ensure compliance with University policies and applicable legislation.

Operating Hours- Base Hours:
a)    Monday–Friday: 12:00 p.m. – 10:00 p.m.
b)    Saturday–Sunday: 12:00 p.m. – 5:00 p.m.
Any proposed modifications to hours must receive prior University approval,

Programming & Fitness Services
The Service Provider shall:
a)    Develop and implement a structured fitness and recreation programming plan appropriate to the scale and capacity of the Fitness Centre and Double Gymnasium.
b)    Propose a mix of group fitness classes, specialty programming, leagues, clinics, and events designed to enhance student wellness and encourage participation.
c)    Outline the proposed program model, including frequency, target audience, class capacity, and program lifecycle management.
d)    Identify opportunities for revenue-generating programming and demonstrate how such programming supports operational sustainability.
e)    Regularly evaluate and refresh programming offerings based on participation data and demand.

The Service Provider is expected to maintain an active and evolving programming schedule appropriate to the scale of the facility, designed to promote participation, engagement, and student wellness throughout the term of the agreement.

Marketing & Promotional Services
The Service Provider shall:
a)    Develop and execute a marketing and promotional strategy.
b)    Promote participation among students, faculty, staff, and community members.
c)    Support membership growth initiatives.
d)    Build local community partnerships to support rentals and programming.
e)    Ensure all marketing materials align with University branding guidelines.

Administration & Financial Management
The Service Provider shall:
a)    Provide and maintain a recreation management software system.
b)    Administer membership registration, renewals, cancellations, payments, and access control.
c)    Manage program registrations and facility rentals.
d)    Distribute, collect, review, approve, and securely store participant waivers and risk acknowledgment forms required for facility access, programs, leagues, rentals, or special events. Waiver language and requirements may be subject to review and approval by the University.
e)    Operate secure payment processing systems.
f)    Ensure that all systems used to process, store, or transmit payment card information comply with the Payment Card Industry Data Security Standard (PCI DSS). Where third-party payment processors are used, the Service Provider shall ensure that such providers are PCI DSS compliant.
g)    Provide transparent financial reporting consistent with a cost-plus model.
h)    Submit monthly financial and utilization reports.
i)    Track and report key performance indicators including:
i.    Membership level.
ii.    Revenue generation
iii.    Utilization rates
iv.    Program participation

Equipment & Facility Stewardship
The Service Provider shall:
a)    Maintain inventory of existing equipment and assets.
b)    Conduct routine inspections and coordinate maintenance.
c)    Report equipment deficiencies or safety concerns promptly.
d)    Provide recommendations for equipment replacement or upgrades.
e)    Coordinate cleanliness standards with University Facilities staff.
f)    Ensure proper storage and care of equipment.

Organizational Structure & Governance
The Service Provider shall:
a)    Provide a clear organizational structure and reporting hierarchy.
b)    Identify qualifications of key personnel.
c)    Participate in regular review meetings with the University.
d)    Operate within a governance framework in which the University retains:
i.    Strategic direction
ii.    Operating hours
iii.    Fee structures
iv.    Access priorities
v.    Major program approvals
e)    Ensure that all programming and activities are conducted within the facilities align with University policies, operational priorities, and approved event categories.
f)    Third-party rentals, external programming, or special events shall not be permitted without the prior written approval of the University.
g)    The University and the Service Provider will establish an approved event framework outlining permitted event types and operational limitations, including reasonable restrictions on event scale, attendance, and risk profile.
h)    Certain higher-risk activities or events (including but not limited to martial arts, combat sports, or other activities deemed high risk by the University) may require additional insurance coverage and explicit written approval from the University prior to being scheduled.
i)    Where higher-risk activities are approved, the Service Provider may be required to demonstrate additional insurance coverage, which may include liability limits of up to $10,000,000 per occurrence, or such higher limits as may be reasonably required by the University.

Health & Safety
The Service Provider shall:
a)    Maintain documented health and safety policies and procedures.
b)    Implement incident reporting and documentation protocols.
c)    Coordinate with Campus Safety as required.
d)    Ensure compliance with applicable provincial and federal legislation.
e)    Maintain WSIB coverage and training records.
f)    Provide ongoing staff training in safety procedures.
Provide evidence of compliance upon request.

It is the University’s intention to enter into an agreement with one (1) legal entity.

The term of the agreement is to be for three (3) years, with two (2) optional one (1) year renewal terms.

The top-ranked respondent 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 respondents are to download the complete RFP 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 RFP, respondents 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 respondent’s communications by any other means.

Participating respondents 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 RFP. The award of the RFP will be posted at the Portal.

This procurement is subject to Chapter Five of the Canadian Free Trade Agreement.

Bidding and Documents are available on http://www.merx.com. Fees may apply; See https://www.merx.com/public/pricing for more information.

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Contract duration

The estimated contract period will be 36 month(s).

Trade agreements

• Canadian Free Trade Agreement (CFTA)

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Contact information

Contracting organization

Organization University of Guelph Address Purchasing Services, University Centre, Level 5 Guelph, Ontario, N1G 2W1 Canada Contracting authority Gavin MacLeod Phone 519-824-4120 Email macleodg@uoguelph.ca

Bidding details

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Related notices

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Summary information

Language(s) English Contract duration 36 month(s) Procurement method Competitive – Open Bidding

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Report a problem on this page Date modified:

2026-03-14