Request For Expressions of Interest

RFEOI PS20201110 - PROVISION OF COUNCIL CHAMBERS AND PARKS’ BOARDROOM AV SYSTEMS UPDATE AND SUPPORT

LAST UPDATED:

 

Addendum

No updates

Amendment

October 26, 2020

Questions & Answers

October 26, 2020

CONTACT

All queries related to this RFEOI should be submitted in writing to the attention of:

Erin Chan, Buyer
Email: erin.chan@vancouver.ca

Deadline for Enquiries: 3:00pm on October 29, 2020

                                       3:00pm on November 19, 2020

PHONE NUMBER

N/A

FAX NUMBER

N/A

ENQUIRIES

erin.chan@vancouver.ca

[Please specify bid number, bid title and purchasing agent's name when sending email.]

Questions will be accepted, and answers posted, ONLY IF they are submitted in writing five working days prior to the bid closing date

CLOSING DATE & TIME

3:00:00 pm (Local Vancouver Time), Thursday, November 5, 2020
3:00:00 pm (Local Vancouver Time), Thursday, November 19, 2020

All references to time in the RFEOI are references to the time in the City of Vancouver, as indicated in the electronic timestamp the Expression of Interest receives upon delivery to the email address specified herein, which is in turn synchronized to Network Time Protocol (NTP) provided by the National Research Council of Canada adjusted to local Pacific Time Zone.

CLOSING LOCATION

An Expression of Interest should be submitted by email prior to 3:00pm on
November 5, 2020 (the “Closing Time”) in accordance with the following:

Subject of the file to be: PS20201110 - PROVISION OF COUNCIL CHAMBERS AND PARKS’ BOARDROOM AV SYSTEMS UPDATE AND SUPPORT – Vendor name.

Document format for submissions:
-Schedule 1-5 in PDF format, – 1 combined PDF file, and;
-Any additional attachments if required.

Zip the files to reduce the size or email separately if needed.

Send your submissions to Bids@vancouver.ca do not deliver a physical copy to the City of Vancouver.

Submitting the files via Drop box, FTP, or similar programs, is not acceptable.

Each Expression of Interest must be marked with the vendor’s name and the RFEOI title and number.

Submissions received after the closing time may be returned unopened.

Fax submission will not be accepted.

Please visit our Bidding Procedures page for additional information.

General Description of Requirement

The City of Vancouver (the “City”) is seeking expressions of interest (“Expressions of Interest”) from vendors with expertise in audio visual installation and support for public office meetings to propose updates and support City Council Chambers and Parks’ Boardroom audio visual (AV) systems.

The City is looking to update its two key AV environments that support City Council and Park Board proceedings, to maintain and enhance reliability and stability of the systems, and ensure public access.

The City and Park Board conduct approximately 150 meetings annually, open to the public, which are supported by AV systems at Vancouver City Hall and Park Board head offices. These systems underpin the conduct of the meetings; the dissemination of information about matters at hand; connect elected officials, staff, members of the public and other key stakeholders during proceedings; and, ensure transparency and access to the business of local government.

Meetings are required to be conducted in-person and onsite at the two locations. With COVID-19 pandemic restrictions, meeting processes have temporarily moved to largely virtual participation; the technical demands of virtual meetings were overlaid on the existing AV environment. There is an expectation that some degree of virtual participation in these
meetings may be required and/or desired post-pandemic.

With the last significant updates in 2014/15 to transition from analog to digital, an update is critical to ensure these AV environments remain reliable and stable, and are able to meet the technical demands of both in-person and virtual meetings. The City is seeking a Respondent who can provide:

-Condition assessment of the current state of the AV environments during a site visit
-Recommend upgraded solutions for current AV environments
-Implementation of accepted recommendations
-Support of both environments after installation with both preventive and corrective maintenance activities

The goal of this effort is to:
-Ensure ongoing transparency and access to City Council and Park Board proceedings
-Ensure the stability and reliability of the AV environments
-Modernize and rationalize system design that has evolved and incorporated additional elements as meeting needs evolved
-Establish upgraded and stable environments that will allow the organization to meet future needs of proceedings
-Reduce the City’s risk, both legal and public perception, by replacing systems that may be approaching end-of-life

It is the City’s intent to select one provider for both locations to simplify support and deployment of technical resources, leverage any potential economies of scale, and ensure consistency between the two environments to mitigate risk and minimize complexity on future, planned software projects.

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Information Meeting

A mandatory information meeting (the “Information Meeting”) will be held to enable Respondents to seek clarification with respect to any aspect of the RFEOI in a group forum. The details are as follows:

Date: as specified in Section 1.3
Time: as specified in Section 1.3
Locations: Vancouver City Hall at 453 W 12th Ave, Vancouver, BC and Park Board head office at 2099 Beach Ave, Vancouver, BC

Deadline for submission of Information Meeting registration form (Appendix 1 to Section 1)
10:00am on October 15, 2020

Information Meetings Council Chambers:
October 19, 2020
9-11:00am or 12:30-2:30pm or 3-5pm
AND
Parks’ Boardroom: October 22, 2020
9-11:00am or 12:30-2:30pm or 3-5pm

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Downloading the Document

Proponents must not electronically alter any portion of downloaded documents with the exception of adding the information requested. To do so will invalidate your bid.

Download

Description

PROVISION OF COUNCIL CHAMBERS AND PARKS’ BOARDROOM AV SYSTEMS UPDATE AND SUPPORT

 

Appendix 2 to Schedule 3 - Commercial Proposal

 

 

 

Annex 1 - Detailed Requirements

 

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Amendment

RE: CLOSING DATE EXTENSION

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Addendum

No addendum at this time.

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Questions and Answers

Q&A 1 PDF 2240 KB

Q&A 2 PDF 2029 KB

Q&A 3 PDF 263 KB

ISSUED OCTOBER 15, 2020

ISSUED OCTOBER 16, 2020

ISSUED OCTOBER 26, 2020

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