What the buyer needs

AI summary

McMaster University seeks a comprehensive, integrated, web-based software platform to manage student housing operations and conference services. The solution must serve as the central system of record for approximately 6,200 residence beds across multiple buildings and manage the full residence lifecycle alongside summer conferences, camps, group bookings, ticket sales, and front desk operations. Vendors must perform the work onsite, maintain Canadian data residency, and qualify as an onshore Canadian organization. Bidders must submit all questions through the online portal by October 14, 2026, at 4:00 PM EDT, and send completed submissions by November 6, 2026, at 2:00 PM EST. The university evaluates proposals based on submitted pricing, main evaluation sections 5.1 to 5.8, and mandatory technical criteria, including API access, PeopleSoft integration, Moneris payment processing integration, and PCI-DSS compliance. Bidders must also download the solicitation directly from MERX to avoid disqualification.

Scope of work

Full lifecycle residence management from application to facility operations
Occupancy, billing, and assignment tracking
Summer conference and camp management
External group bookings and ticket sales
Front desk operations
Housekeeping and work order support
Triggered and scheduled customizable automation
Integrations with Moneris payment processor and PeopleSoft student information system

Minimum qualifications

Solution must include access to API
Solution must be a completed product currently available on the market
Solution must be web-based
Solution must demonstrate integration with Moneris as a payment processor
Solution must integrate with PeopleSoft as a student information system
Solution must comply with applicable privacy and security legislation including PIPEDA
Solution must have Canadian data residency
Solution provider must have a valid PCI-DSS attestation

Documents to include with your response

Section 3.2 a - Mandatory Requirements confirmation
Completed form of the Higher Education Community Vendor Assessment Toolkit (HECVAT) in Excel spreadsheet format
Current version of the Payment Card Industry Data Security Standard (PCI-DSS) applicable to the services
Confirmation of obtaining the solicitation document from www.Merx.com
Main Evaluation - Sections 5.1 to 5.8
Pricing - Section 8

How to submit

Method: Electronic via the agency portal
Instructions: Submissions are submitted via the Online Portal on Bonfire.