Projector and AV System Replacement, Surrey Libraries

REQUEST FOR PROPOSALS

SPECIFICATIONS OF GOODS AND SCOPE OF SERVICES

The City requires the supply and delivery of a complete audiovisual solution, including all materials, equipment, software, the provision of skilled labour, and related deliverables to perform the projector and AV system replacement at various Surrey Libraries and any other associated requirements (collectively, the “Goods and Services”).

The Surrey Libraries' existing projector and A/V systems across library branches are approaching or have exceeded their practical service life, resulting in reliability issues, inconsistent user experience, and increasing maintenance burden. This RFP seeks modernized, and standardized A/V solutions that improve usability, accessibility, and long-term supportability across public-facing library spaces, consistent with Schedule A1 – Equipment Specifications and best-value outcomes.

INFORMATION MEETINGS

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 Meetings and to have received all of the information given at the Information Meetings. At the time of issuance of this RFP meetings have been scheduled as follows:

Tuesday, July 14

Starting at Civic Centre Library – continuing to other sites
*Meet at Main Lobby*
8:00 a.m. -10:15 a.m. City Centre Meeting Rooms
10:15 a.m. -10:30 a.m. Coffee Break
10:30 a.m. -12:00 a.m. City Centre Meeting Room & Computer Learning Centre
12:00 a.m. -1:15 p.m. Driving/lunch
1:15 p.m. - 2:00 p.m. Fleetwood

Wednesday July 15

Starting at Ocean Park Library – continuing to other sites
*Meet outside Main Entrance*
9:00 a.m. - 9:30 a.m. Ocean Park
9:30 a.m. -10:00 a.m. Driving
10:00 a.m. -10:30 a.m. Semiahmoo Meeting Room
10:30 a.m. -11:00 a.m. Semiahmoo CLC
12:30 p.m. -1:45 p.m. Driving/Lunch
1:45 p.m. - 2:30 p.m. Newton
2:30 p.m. - 3:00 p.m. Driving
3:00 p.m. - 3:45 p.m. Strawberry Hill Computer Learning Centre

Thursday, July 16

Starting at Clayton Library – continuing to other sites
*Meet outside Main Entrance*
10:00 a.m. -10:45 a.m. Clayton
10:45 a.m. -11:45 a.m. Driving
11:45 a.m. -12:30 p.m. Guildford Computer Learning Centre
12:30 p.m. -1:15 p.m. Lunch
1:15 p.m. - 2:00 p.m. Guildford meeting room
2:00 p.m. - 2:45 p.m. Driving
2:45 p.m. - 3:30 p.m. Cloverdale

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.

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