PURCHASING SECTION
6645 – 148th Street, Surrey, BC V3S 3C7
Tel: 604-590-7274 Fax: 604- 599-0956
E-mail: purchasing@surrey.ca
ADDENDUM #4
REQUEST FOR PROPOSALS (RFP) No.:
1220-30-17-09
DIGITAL MEDIA – LAND SITES
(STRUCTURES & ADVERTISING TECHNOLOGIES)
TITLE:
ADDENDUM ISSUE DATE:
JULY 6, 2009
CLOSING DATE AND TIME:
ON OR BEFORE 4:30 P.M. July 20th, 2009
Information for Proponents
The following information is provided in answer to questions raised by Potential Proponents prior to the
deadline for questions. This addendum #4 contains two pages in total.
Conference Call Meeting Information
June 29/09
Valerie McIlroy -Meeting Chair - Waterford Partners Inc & Surrey Consultant
Surrey RFP Guidelines and Processes reviewed
Power Point was challenging to download from FTP for all
Waterford sent by courier this 13mg file to each participant.
Question #1: Is the bid system /Letter of Credit reasonable for two or more submissions @
500K each?
Answer: An independent submission for City Building Sites will be reduced to 250K. Further,
the City has confirmed multiple submissions need only provide one Letter of Credit at 500K.
Question #2: Does the RFP submission require the Preferred Proponent agreement to
build up to eight (8) Land Sites over a 20-year term?
Answer: A maximum of eight Land Sites in the Surrey market over 20 years. The City will
evaluate the LAND submissions as follows:
1. Based on 2-4 Sites, under a 24-46 month pilot
2. Based on four sites over a ten-year term.
3. Based on 8 sites over a 20 year term
1
Over 20 years, the City has set a maximum of eight large format City Land structures. Preferred
Proponent (s) may believe the maximum number of eight (8) is too many, therefore they are
encouraged to articulate this concern in their Proposal, under the Notice of Departures, including
a brief rationale. However, the City may remove the exclusivity benefit, after review in such
cases.
Over time, it should be noted that the City understands that the Media market and related
Preferred Proponent business models may necessitate changes to the forecasted unit numbers
However in the interest of comparability in Proposals; we have requested the above process for
evaluation purposes. A final Agreement would reflect the final terms on quantities and /or
appropriate contract terms.
As well, the Building Sites will be evaluated on the 2-4 sites requested, with a projected 7 sites
over 10 years and 15 sites over a 20-year term. There is no exclusivity in the Building Sites
proposal.
Question #3: Can you explain the five sites at Pattullo?
Answer: There were five (5) distinct sites identified at the Pattullo Bridge. The City does not see
more than two at Pattullo over the term of an agreement. The requested maximum of four (4)
were envisioned at the selected locations as one each at Port Mann Bridge, Pattullo Bridge,
Golden Ears Bridge and the Peace Arch Border. Pattullo has a variety of options, while the other
City Land Sites only have one approved selection/site.
Question #4: Can you define in more detail the maintenance requirements e.g. snow
removal etc.
Answer: The RFP terms reference access and right of way clearances to ensure accessibility to
meet overall maintenance standards.
Building Sites, surrounding grounds and landscaping will be maintained by the City. However,
LED structures will be the responsibility of the Preferred Proponent. While both Sites and
Structures will be maintained by the Land Preferred Proponent.
The Preferred Proponents are expected to use the Notice of Departures Schedule C-1 form to
identify exceptions to any RFP maintenance requirements, which do not seem reasonable or
necessary in their view.
All Addenda will become part of the Contract Documents.
2