Council Chambers & Community Rooms Multimedia Refresh

REQUEST FOR PROPOSALS

SPECIFICATIONS OF GOODS AND SCOPE OF SERVICE

This project covers the multimedia refresh of the Council Chamber, Committee Room 1E and Community Room 2E. It requires the successful Proponent to propose and provide professional audio-visual equipment redesign that meets all the requirements listed herein. The successful proponent will be responsible to supply the Goods, redesign the electrical system to accommodate the Goods, and install the Goods as per the electrical redesign. The Proponent is to do any remediation such as carpentry or millwork, data network cabling, electrical cabling, coring, structural and aesthetic improvements, as necessary.

The period of construction is anticipated to be strictly between August 7 to September 8, 2023. Council meetings will resume on September 11, 2023; therefore, all work including testing and clean up must be done on or before September 8, 2023. All dates are subject to scheduling of City Council meetings.

INFORMATION MEETING

An information meeting will be hosted by the City Representative to discuss the City’s requirements under this RFP (the “Information Meeting”). Attendance at this Information Meeting is a mandatory requirement in order to submit a proposal. At the time of issuance of this RFP a meeting has been scheduled as follows:

When: January 10, 2023
Where: 13450 104th Avenue, Surrey, B.C. (Meet in atrium in front of Council Chambers)
Time: 8:30 AM to 12:00 PM

ADDITIONAL INFORMATION MEETING

A second (two-part) Information Meeting has been scheduled as follows. Please RSVP to this Information Meeting at purchasing@surrey.ca if you plan to attend on either of the dates.

Part 1 - Room 2E

When: January 23, 2023
Where: 13450 104th Avenue, Surrey, B.C. (Meet in atrium in front of Council Chambers)
Time: 1:30 PM to 2:30 PM

Part 2 - Room 1E & Council Chambers

When: January 25, 2023
Where: 13450 104th Avenue, Surrey, B.C. (Meet in atrium in front of Council Chambers)
Time: 1:00 PM to 3:00 PM

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 the “BC Bid Website”) and the City Website at www.surrey.ca (the “City Website”) that will form part of this RFP. It is the responsibility of Proponents to check the BC Bid Website and the City Website 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, 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