Supply, Delivery and Installation of UrbanScreen, Surrey Civic Centre

REQUEST FOR PROPOSALS

SCOPE OF SERVICES

The Proponent agrees to design, and be fully responsible for assessing the site requirements, as well as supply, installation and commissioning of a commercial quality exterior overhead projection system and support equipment including all labour, materials, connections and programming required, video (interactive artworks and video event screenings) sound, and control subsystems with all necessary infrastructure (power, data, structural support) for a turnkey digital projection system (the “Goods and Services”) as generally described in this Schedule A.

Job Site Location: Surrey City Plaza, 13450 – 104th Avenue, Surrey, British Columbia.

Project Schedule: Project is intended to be completed as soon as possible following approval by City Council. Installation scheduling shall be agreed in advance with the City and coordinated with key City stakeholders (e.g., Facilities Management, user groups, and City Information Technology Division) and with other City business activities on site before and during installation. A communication plan is critical to ensuring the right channels and processes are adhered to ensure City business needs are met.

ADDITIONAL INFORMATION MEETING

An information meeting will be hosted by the City Representative to discuss the City’s requirements under this RFP (the “Information Meeting”). While attendance is at the discretion of Proponents, Proponents who do not attend will be deemed to have attended the Information Meeting and to have received all of the information given at the Information Meeting. At the time of issuance of this RFP a meeting has been scheduled as follows:

When: Tuesday January 23, 2024
Where: Surrey Civic Plaza located at 13450 – 104 Avenue Surrey, B.C.
Meet outside entrance to City Hall on Plaza Side
Time: 2:30pm

It is possible that some questions raised, and information provided during the Information Meeting may be the only source of critical information essential to prepare and submit a successful Proposal. Proponents are responsible to ensure they are fully informed and have a clear understanding of the requirements.

Note: No minutes of the Information Meeting will be provided

The Proponents are responsible for any fees incurred as a result of the Information Meeting.

INFORMATION MEETING

An information meeting will be hosted by the City Representative to discuss the City’s requirements under this RFP (the “Information Meeting”). While attendance is at the discretion of Contractors, Contractors who do not attend will be deemed to have attended the Information Meeting and to have received all of the information given at the Information Meeting.

At the time of issuance of this RFP a meeting has been scheduled as follows:
Date: January 16, 2024
Time: 5:00 PM
Location: Surrey Civic Plaza located at 13450 – 104 Avenue, Surrey, B.C
Meet outside entrance to City Hall on Plaza Side

Proponents interested in participating in this Information Meeting should send their request by email to: purchasing@surrey.ca.

It is possible that some questions raised, and information provided during the Information Meeting may be the only source of critical information essential to prepare and submit a successful Proposal. Proponents are responsible to ensure they are fully informed and have a clear understanding of the requirements.

Note: No minutes of the information meeting and site tour will be provided.

The Proponent is responsible for parking fees, if applicable.

ADDENDA 

If the City determines that an amendment is required to this RFP, the City Representative will issue a written addendum by posting it on the BC Bid website at www.bcbid.gov.bc.ca and the City website at www.surrey.ca (collectively, the “Websites”), and upon posting, any addenda will form part of this RFP. It is the responsibility of Proponents to check the Websites for addenda. The only way this RFP may be added to, or amended in any way, is by a formal written addendum. No other communication, whether written or oral, from any person will affect or modify the terms of this RFP or may be relied upon by any Proponent. By delivery of a Proposal the Proponent is deemed to have received, accepted and understood the entire RFP, including any and all addenda.

All inquiries related to this RFP should be directed in writing to purchasing@surrey.ca