Transit Shelter, Advertising Technologies and Street Furniture
Information Meeting Overview - May 13/09
INTRODUCTION

Opening and Welcome

Overview of Surrey Requirements: Including Schedule A, Schedule B, Schedule C

Submission Copies: It is important that seven copies of each proposal including seven
CDs be included as each evaluator will require one copy to review
DISCUSSION
1.
Question: Is the final submission date firm?
Comments
Proponent commented that the closing date @ June 03/09 - two weeks not adequate time
and needs a minimum of six weeks.
Surrey Action
Surrey extended per Amendment 1 on May 15/09 from June 03/09 @ 4.30 pm to
July 06/09 @4.30 pm.
2.
Question: Why no advertising on benches?
Comment
Staff explained that the City's goal is to de-clutter advertising on the streets of Surrey and
to offer clearer sight lines for transit shelter advertisers. Benches have been classified as
amenities and would look better without advertising. The current bench contract expires in
April 2016 and the plan is to eliminate advertising on all Street Furniture benches after that
date.
Action
None required
3.
Question: Would this bench policy not be detrimental to local advertisers?
Comment
Staff explained that they are looking at a broader base of furniture. There are further
options within the program that could have local advertising.
Remnant space of 20-30% per month on transit shelters can be purchased and is affordable
for local and franchise advertisers.
Action
None required
4.
Question: Is 700 benches enough for the City of Surrey over 20 years?
Comment
Staff responded and explained that this projection is based on Translink's 2040 plan as well
as other ridership criteria that are still under development. This is the bench count for
transit stops not necessarily for the entire City. There are benches in parks and on other
City lands. The plan requires 365 be installed in the first year.
Action
No action required
5.
Question: What is the history of transit shelter program installations over the past
ten (10) years and the growth year over year?
Comment
Proponent indicated this historical information would be helpful to get a sense of growth
and to provide an outlook for the future. The City has assessed the future 20 year Transit
Shelter requirements based on the 2040 TransLink forecast and our ridership criteria.
There are provisions within the clauses for additional SF elements deploying the cost per
unit rates for purchase by the City or an exchange of other elements, if preferred by either
party.
Action
Previous contract terms would not be relevant. New advertising shelter forecast based on
traffic volumes, population base, and transit ridership. Therefore, the City will not provide
this historical information.
6.
Question: Can you explain the RFP mention regarding 200 shelters from year 11 to
20, and what would be the actual unit volume included in the ten year plan and who
would retain ownership at the end of the term?
Comment
The ten (10) year submission term must include the volume of units as stated on the Rollout Schedule up to and including Year ten, providing for a new RFP for the 11-20 years.
With regard to the ownership and the calculation after the first ten year term, the City will
need to clarify this and will provide the information online shortly.
Action
The City will retain ownership after the ten year term allowing for unrealized depreciation
in the final reconciliation for items not completely depreciated over the term. This method
would apply in either the ten or the twenty year term.
The mid-term option at year ten (10) of a twenty (20) year contract is required to
accommodate a potential new generation of design and re-evaluate quantities, if necessary.
Over twenty (20) years, the furniture would be depreciated at 5%. The ten (10) year option
would have the elements depreciate at 5%. Both situations are based on the number of
years deployed on the streets of Surrey. The City wants to ensure a modern and well
maintained suite of Street Furniture over the term of the contract.
7.
Question: What is the plan for the current (existing) bus shelters as well as expansion
roll-out in the first year?
Comment
Staff explained that once the new agreement is in place, the City plan envisions removing
the existing and installing new shelters prioritized on load levels and major arterial
locations. 2010 VANOC and the Surrey Venue status will define key high profile City
locations. The Roll-out Schedule reflects the type of shelter and the unit numbers required.
Currently there are 204 shelters with advertising and 24 without advertising.
Action
All existing shelters would remain in place until the new installation has begun. The transit
stop will not be without a shelter for longer than one month in this plan under any
circumstances.
8.
Question: Whether the bus shelters are to be enclosed on all four sides or not?
Comment
Staff indicted such shelters are to be fully enclosed and to have the fourth wall facing the
street be just under a meter. The main priority is for the shelters to provide shelter which
most do not currently. Safety is also a key objective with larger units requiring two
openings to avoid trapping. There will be a limited number of transit shelters requiring full
four (4) sided enclosure.
Action
This appears to be unclear in the RFP. Proponents should ignore the word “fully”. The
City will take the advice of the Proponent with regards to general design for unique
locations. Four sided shelters would only be required at unique locations where three sided
structures do not provide sufficient shelter.
The key RFP consideration is the deployment of large double units for high traffic areas,
both in three sided and canopy versions to accommodate street width limitations. Further
the standard shelter style with three sides and canopy design applications and finally a
unique structure for the City Centre application in both width profiles.
9.
Question: Would the City consider both the Digital and the Street Furniture RFP's
hand in hand?
Comment
This project could be very attractive to a company, if both the street furniture and digital
component were considered together. Otherwise, it may be difficult to do one or the other
if a company cannot do both was mentioned by the Proponents.
The City confirmed a single operator could be a reality for both programs. However, the
City realized there are digital operators, who do not do Street Furniture or may only want
the Digital business in the Surrey market. The City commented it does see a conflict in two
companies providing these services independently. However there could be synergies as
most of the majors do both. In future, digital transit shelters may have advertising centrally
broadcasted versus manually posted.
Action
The City has adjusted the overall dates for the Digital submissions to allow the operator to
become fully cognizant of the opportunities in both programs and file for both, if they so
wish. The final agreement negotiations will evaluate such joint filings and capabilities,
where applicable. The Digital RFP has a lagging schedule to give the Proponents time to
review both.
10.
Question: What is the current cleaning and maintenance arrangements in terms of
snow removal etc. and who would be responsible for this aspect?
Comment
Realistically, in order to clear snow, traffic will have to be blocked and in a city the size of
Surrey, it will be problematic to complete this task within 24 hours. Staff responded that it
is in the RFP to be the responsibility of the operator, but will look into the specific
responsibilities.
Action
The City has determined the snow removal for the Street Furniture will remain as
maintenance criteria. However, the capacity to execute in major storms will be dependent
on road clearance, access and safety. Transit is very important to residents in storms so the
City would expect this maintenance requirement to be a priority of the Preferred Proponent.
11.
Question: Will Translink advertising conflict with Proponent exclusive rights?
Comment
Translink have some areas with their own advertising spaces that could face the streets of
Surrey. Further comment was made concerning the sign by-law and whether Translink's
advertising will take away from the exclusivity of the contract. Agreements will be
reviewed to ensure that preferred proponent exclusivity will not be compromised.
Action
The only concern would be advertising visible from a City Street. Advertising visibility
outside of Surrey Road Right of Ways (ROW) cannot be fully controlled. Advertising
within the Road ROW will be allowed exclusively under this agreement, unless previous
agreements are in effect.
12.
Question: Whether the City will continue to have the glass removed from bus shelters
to avoid or deter vandalism?
Comment
Staff explained that the City's intent is to reduce and deter vandalism including graffiti
issues etc deploying aggressive policing and maintenance management.
Action
The City requires glass in the shelters at all times and extensive maintenance to eliminate
graffiti and respond to vandalism over the term of this RFP. The RFP suggests the use of
the new materials which can deter such issues.