PURCHASING SECTION
6645 – 148th Street, Surrey, BC V3S 3C7
Tel: 604-590-7274 Fax: 604- 599-0956
E-mail: purchasing@surrey.ca
ADDENDUM #5
REQUEST FOR PROPOSALS (RFP) No.:
1220-30-17-09
DIGITAL MEDIA – BUILDING SITES
(STRUCTURES & ADVERTISING TECHNOLOGIES)
TITLE:
ADDENDUM ISSUE DATE:
JULY 8, 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 #5 contains thirteen pages in total.
Conference Call Information Minutes
Date: June 29, 2009
Valerie McIlroy, Consultant, President, Waterford Partners
Consultant Presentation:
Let me walk you through to what I was doing. I wanted to cover, as an agenda, the strategy of
the Digital Media Project for the City of Surrey, deal with the overview, the trends, the general
market of the City of Surrey, the strategy and direction of these particular projects. There are
three. The economic future and the forecast for the market of Surrey and ultimately to give you
an overview of what the RFP proposal actually entails and hopefully answer some of your
questions. Feel free to ask questions as we go through the process.
Basically, what we wanted to do is excite the media market about the City of Surrey. The Future
Lives Here in the City of Surrey is our new motto and it is because the City of Surrey is growing
in leaps and bounds, the energy, vibrancy and the excitement of this very progressive City is
really escalating in population growth as well as in profile.
As most of you know, I am a consultant and Waterford Partners has been tasked with the role of
managing these RFPs. There are three currently in the market Due July 6/09 is the coordinated
Street Furniture contract. This has been out for some time and Proponent filings again are due
July 6/09. We extended that date at the request of several interested Proponent(s) who may
have businesses in the large and smaller format Digital product lines and we have followed that
1
July 6/09 coordinated Street Furniture deadline with a deadline of July 20/09 for the filing of
these Digital Large Formats and Digital Smaller Formats.
The Large Format Structures are on City sites that are high traffic, high profile sites that do not
sit on arterial roads; they are actually perimeter type-sites, bridges and borders. The building
sites are City Buildings that are institutional type buildings, art museums, community and sports
and leisure centres and tourism sites.
So as I go through the power point presentation, one of the visuals was that we actually showed
in the power point an example of the Astral Street Furniture project in Toronto indicating kind
of as an illustrative example of the modern, elegant and contemporary lines that were the
desired look of future Street Furniture for the City of Surrey.
From a Digital broadcast prospective those products and subsequent RFPs became an
opportunity when in fact we took a look at the Street Furniture and we realized that there was
tremendous traffic at some other areas of the City that could benefit from this evolving new
technology. We call it Digital Broadcast, as the City is not interested in any paper or vinyl
products. We are only interested in full motion and static, anything that classifies itself going
forward as digital.
In the case of Land Sites, we are looking at sizes up to 14” by 48” and in the case of Building
Sites; we are looking at sizes that are max 10” by 20”. However, any size that is in the
Proponent(s) product line up is welcome below those maximums. The building digital strategy,
at the moment, has as I said the implications that it may in fact merit some consideration by a
full service operator but is not necessarily exclusive to that sector.
There are three independent RFPs they will be judged and evaluated as three independent
RFPs.
From the perspective of purchasing, I need you all to be aware that for sure you cannot be late.
We will not accept any RFP’s after that date as started in RFP information. Be careful it is not
the City of Surrey, City Hall address; it is actually a different address. The Purchasing
Department is actually in a different Surrey address and other proponents on other RFPs have
actually thought it was City Hall and did not go back to check the RFPs, so take a look at that to
make sure that you are addressing any filings and submissions to the correct address. We
require five copies of each RFP and the evaluation process is a team situation.
There are people from various disciplines, within the City of Surrey who are responsible for
doing a comparative evaluation and as a team. We will take a look at input and follow up with
any questions we may have to each of the proponents, and if in fact we require a presentation
or a meeting, we will do that as well.
We are looking at timelines for people, we know it is the heavy vacation period, we are looking
at the filing date of July 20/09 for Land and Building Sites and sometime around the 27th or so,
we should be in a position to have further follow up with proponents with respect to their
submissions. As for a decision on proponents, we do not know what the implications will be, as
2
I said in a bundling scenario; if there is an interest for full service or one or two of these RFP’s by
same the company, please attach a letter to that affect on each of your RFPs to tell us that. We
will look at it as one unit and then we will be in contact with you as we go through the process.
Likelihood of Council approval, although we ideally would like to be able to do that by the end
of July, it is not looking promising from the perspective of the Digital, it’s looking like probably
September because Council doesn’t sit in the month of August. That may work for us in terms
of needing a little more time as well.
This digital strategy and the implications are important to the City of Surrey because the City is
in an aggressive planning and design stage and the idea of recognizing that every city does need
outdoor advertising. We have addressed and currently have on the streets Transit Shelters and
we want to control advertising levels. We also have benches but we are interested in going
forward in the future without bench advertising. The City is interested in making sure that
advertising is in the right place, therefore part of the planning process was to ensure that
direction. You will see as I go through this a bit more deliberation around that. We wanted to
mitigate rogue behavior. We do not want suddenly …signs whether they be full motion or
static…..just popping up all over the City. We wanted a controlled media situation, so therefore,
all these locations are City controlled properties.
Of course, every City is interested in revenue optimization. There seems to be a huge
opportunity to marry the ideal traffic of these locations together with future revenue streams
for the City of Surrey. We wanted to attract very experienced Proponent(s) and we have been
very successful in doing that so far, so that is important for the City.
The population growth and where directionally the City of Surrey has been going is very
impressive. Currently its 475,000, it is the second largest City in BC. It’s growing about 2.5% per
year, 44,000 new residents are expected between 2008 and 2013 and in fact in midterm of this
RFP, based on a 20 year term, in less than ten years from now it will bigger than the City of
Vancouver. There are very strong demographics, which we can talk about a little bit more. You
will have to look at pictorially when you get a chance to look at the power point.
Younger families definitely, lots of ethnic diversification and tons of university students so the
national advertisers, whether they be retailers or fashion and electronics or they are food and
package goods type advertisers will all love the demographics, that is the City of Surrey. Of
course, the City of Surrey is part of Vancouver’s Census Metropolitan Area and falls into that
impressive rate band. We know from a media company, that is an important aspect.
Bing Thom has been doing the Surrey City Centre. We are going to take what is currently the
northeast quadrant of the City and it is under redevelopment, preplanning complete
revitalization. I guess you would actually say………. very little of what is currently there other
than the new high-rises that Bing Tom had already designed will be there in 2013. There is a
new City Hall planned but not formally announced. An RFP is out for an Architect for the new
City Hall, it is a $25O MILLION project, and that will be a tremendous addition to Surrey City
Centre.
3
The media market is a Tier 1 media market from a media buying perspective. There is very little
outdoor clutter. There are no magazine publication racks on the streets of Surrey. It is a clean
market from the point of view of the impact outdoor can make. There are no competitive
billboards on city property except for two circumstances. The First Nations property has
billboards on a couple of locations particularly the one that runs in South Surrey. These are 10
by 20 billboards, on that First Nations which is along Hwy 99, then there are a couple of Pattison
boards that are on the route into the Pattullo Bridge, which have been there for some time and
they are under a variance by-law.
There is strong traffic and circulation numbers in all of the locations we have picked. We have
done a fairly intensive study to ensure that that was the case. Not only were we interested in
the circulation, but also we were interested in the placing to ensure that we could capitalize the
two-way traffic. In fact, there were intersections that in future such as new highways South
Fraser Perimeter Road Highway etc. we actually took those highways under consideration, as
potentially meriting shifts in the structure placement. Of course, we needed to have City lands
for that to happen available in those areas and fortunately, we did.
In the case of the Building Sites on City structure/facility sites, if you will, there are a couple of
cases where there are existing or about to be built wayfaring signage that have read-o-graphs
that can all be modified. We put out a tender for the Museum and that was just about to be
started .We are going to hold it up a bit if we can and allow the RFP to work its way through and
the other one is the Surrey Arts location.
These Land and Building sites are all high profile locations that have a tremendous amount of
value and if we just use an example the Gardner in Toronto, one side of the Gardner is 120,000
traffic, which is the traffic from the City of Surrey back and forth into Coquitlam and Port Moody
from the Port Mann Bridge.
The Pattullo Bridge is the same as the Gardner on the east side, actually a little higher; it is
about 7,000 higher than the east side of the Gardner in Toronto. We know there is high
demand for billboards where you have that kind of traffic in this case the digital structures was
the preferred format that we chose for placement approvals.
There is a lot of industrial land available.
Surrey is fortunately in a very centralized location with respect to the Southern Mainland’s so
not only do we have many people who live in Surrey and work in the surrounding areas, we
have the reverse. Therefore, the City is very strategically located and of course the south
border actually borders the United States. We are now coming towards VANOC, it is going to be
a major artery.
Not only does Trans Canada Hwy pass through but also several other very busy roads such as 99
etc. all pass through the City of Surrey.
We talked a bit about the population and you will see this when you get a chance to take a look
at the power point. I will not get into it any further but basically from a demo between 20 and
4
45 and even 64 is very, very high penetration in the City of Surrey. We talked about the work
place in general but specifically 38% of Surrey residents actually work in Surrey and the
remainder, obviously the highest number, would work in the City of Vancouver. Then it is all
the way around commuters into Richmond, Delta, Burnaby and Langley. Keep in mind that going
over those bridges and along those highways are people that are coming through into Surrey
the other way, as I mentioned.
The Digital Sites vision for the City of Surrey was to get on board with the latest technology. We
did not want to look at the traditional, if you will the traditional …"billboard". We wanted to
look at the deployment of new technologies. We saw some of those new technologies popping
up in Vancouver. We have seen others in various launches in Montreal and Toronto and all
over, the United States and The City thought that the advanced technology direction that those
markets / municipalities were taking was an impressive direction.
So we made a decision no tri vision, no paper, no vinyl, no, if you will, no traditional billboards.
We did however, on the Building Sites say proportion and dimensions scale and other
conditions may vary dramatically here. We could even consider something of a transit shelter
type size as part of the media component of those wayfaring signs on building sites. So we have
provided a maximum of 10 by 20 but we are open to the thoughts of the industry and their
proposal to respect to optimizing the media opportunity but not overpowering the structures
on the inner streets of the City of Surrey.
If we are going to put mammoth structures, we are only interested in those structures being
around the perimeter. Eight sites have been determined as the maximum number of sites that
we think in the large format would be the right number for the City of Surrey and we think 15
looking at a 20 -year term would be the right number for the building sites.
Large formats Pattullo, Port Mann Bridge, Golden Ears and the Peace Arch crossing, which has
just been under construction. That crossing currently is showing a bit of weak traffic relative to
a border crossing but that has been an element of construction and is forecasted around VANOC
to actually start heading up and in around the 12,000 to 14,000.
Small format as I mentioned Surrey Arts Museum, Sports Leisure the Guildford Community and
the Surrey Tourism Centre which is at the truck crossing. This is a location where we thought it
could be interesting because it is part of that Hwy 15, which is a developing area and therefore
add 6to the small format. Fifteen sites overall over twenty years on buildings but we don’t
really know, how many buildings we will have but based on the City’s growth that looks like the
right number.
As well, we don’t want the City to be covered with large format, you know, 14 X 48 we didn't
want large format all over the place, e.g. on Hwy 10. Therefore, we will put those large
structures on parameters and on highways where we have control that potentially will not
cause resident negative feedback.
Proper placement will mean it is a great partnership, not only for the City of Surrey, but also for
the media company and ultimately something that is palatable to the residents.
5
There is one other point I would like to make here and that is the branded City. We have been
looking at and I will borrow Clear Channel's trademark for just a moment. Branded City, we are
looking at the City Centre actually potentially to have the opportunity to actually look
something like Times Square NYC or Yonge and Dundas in Toronto.
There are two universities there that we think the youth component and the excitement we
want to generate there would be interesting. We are hoping although we have not excluded it,
that that element would be part of the large format but it could be either way going forward.
We are just not in a position to actually design it yet. Keep it in mind as an opportunity for
product launches etc. in the future. 2013 is likely when we will be in a position to provide the
Real Estate that ultimately could create that experience.
There also is no agreement with the city of Surrey for VANOC and you need to get that in mind
so that in the short term there are potentially huge media opportunities there.
Static & Full motion we talked about….see the ppt later on this.
Exclusivity is available on City Land for large format, its category based exclusivity, and so in
other words, if you are the Street Furniture component you can evolve with your technology.
You need to get approval from the City, but technologies will evolve in terms of format. And
secondarily the second category will be the Large Format and the third one is the Building Sites
but we did not consider that to be exclusive, I mean we are open to anything in the submissions
but we think it a very different kind of situation. You may feel you need an exclusive
partnership obviously over 10 or 20 years.
I will talk about a Pilot in a moment with respect to the Digital Large Format and the Street
Furniture.
We are looking for a Pilot proposal from the Proponent(s) between 24 and 36 months and to be
clear about this you should really read the addenda but fundamentally, it is saying, you tell us
what your company's require to deploy the capital to build these structures. The City is looking
at two to four Land Large Format Structures and up to five Smaller Format Structures on the
Building Sites. The City is looking for you to give us what your requirements would be in order
for us to be able to change our mind that is; either to leave a couple or not go forward or even
removal under your proposed submission pilot terms.
The digital mandate here, I think we talked to two to four, we covered all of that, now let me
see. You really need pictures but I know you do Rob/ Steve, I don’t know you Dave but what I
am looking at right here? I am looking at Time Square, Yonge and Dundas, a sample of Astral
Media new YESCO sights with an additive bottle of vodka on top as an example of the clean lines
that we used when we were making presentations to various officials of the City as well as the
council.
(Rob Pattison, I am familiar with all those sights.
6
(Val…And the Key Charts). Furthermore, what the City called in our Survey people and our Real
Estate people, we made an effort, and you must look at the RFP of course, but take a look at the
ppt.
The ppt will show you how we positioned the sites and the thought we put into maximizing the
traffic and trying to insure we gave you every City Land opportunity that we thought would fly
from a public consultation point of view. Also that we thought was a good investment
recognizing that the land in Surrey is soft particularly up in those bridge areas and we knew your
structure costs, seismic as well as soil quality would be above your average investment.
The City took all of this into consideration but more importantly, we put our media heads
together and took a look at trying to plot the Surrey Network rather than you having to do all
the work, we tried to do some of that work for you and hopefully it meets your criteria.
We are certainly open to any other suggestions you might have but those are City lands and
those are the properties that we have to work with from the point of view of our mandate of
the RFP.
Angling and multiple faces on those sites or whatever are all open for discussion. We actually
think that the Pattullo could handle three faces. We are very careful about the angling. When
you look at the power point presentation, you will see my example of what we didn’t want. It’s
actually a large format with Olympic Surrey venue on the front.
What I wanted to say about this big structure here at Port Mann is that you will see there are
mountains in the background. We actually backed that site location to another site that was
equally as good, in fact, it was actually better from the southbound traffic out of Port Moody;
we did that on purpose.
The backdrop on this slide shows you the mountain view and we do not want any of the sites, as
we do not want that digital structure to obstruct a vista. If you wonder why we turned certain
things a certain way or why we went down a little bit further and you see some staking when
you are running around. It was all about making sure that we did not run into any kind of public
commentary, we felt that would be difficult to defend considering how beautiful the City of
Surrey is at many of those locations. But we did not compromise your traffic sightlines in fact in
many cases as I said; we actually enhanced your overall south and north traffic when we are
dealing with bridges.
I actually have a Peace Arch situation, that property is smaller and the format might need to be
smaller, it certainly does not need as high a pillar. But anyway, when you get the ppt, you can
take a look at it.
The Golden Ears Bridge that just opened a couple of weeks ago is a sensational site and its near
our transfer station and that is going to capitalize on the growth being able to cross over the
Fraser and work your way into what will ultimately be the South Fraser Perimeter Road; which
will avoid you coming in and around the City of Surrey on arterial roads. This will shift the traffic
there but also reduce the traffic on the Trans Canada for any of you who know the intersection
7
152 is very congested. It is good for the media companies, as the Guildford Community Centre
is there from a signage point of view but it needs to be changed and there are major plans to do
that.
So when I go along on this, I actually plot on a map to show you where those sights are and we
actually provide you with pictures. The only picture that you do not have is an illustrative site
for the tourism, which I can add to this when I send you a disc.
The map actually shows you the Art Centre, the Museum, Guildford and the Sports and Leisure
from a building perspective. So basically, the bottom line to the City of Surrey was trying to
improve the community communications we knew there would be public media advertising and
communications capability as part of these RFPs. We wanted to improve the communications,
whether it was the bridge traffic communications, Amber Alerts or any kind of community
festival or participation issues.
The City wanted to do all of this, without negating the beautiful vistas that are the signature of
the city of Surrey. We wanted to also fit within the planning guidelines that were so important
to ensure that we did not compromise future locations. And you will see that when you look at
for instance Pattullo Bridge there are two new bridge plans there that could fall within a twentyyear filing. We have recommended Site 1 versus Site 4 because we understand the Pattullo
Bridge is going to be on the upper riverside and the same with Port Mann so we have done our
best. But you never know with planning but that is what we understand at the moment and we
took those aspects into consideration in the site locations.
And finally, of course we wanted, as we said, to find Prime Proponent(s) and Partners in this
Digital and also our Street Furniture efforts as well as to optimize revenue. Many of you have
asked about Pilot and Zoning and wondered about what it would take and Craig can address
this, he is the City Solicitor, he can address it in a little more detail. But fundamentally, what it
boils down to is a Development Variance Permit approved by Council is all that is required for
these land and building sites that we have designated for these programs.
From a Pilot perspective again it is important that you take a look at your capital recovery what
the implications may be in a shortened period and we are looking to have these large structures
on the street hopefully by the end of the year in time, to not only merchandise.
Surrey as a venue City under the VANOC Program, which we are really proud of, but ultimately
to capitalize on the related advertising.
Naturally, we would discourage you from doing any ambush advertising or having your clients
attempt to do that. It just would not be appropriate. However, we also realize that market
share is important to national advertisers and there maybe programs that would benefit from
market share protection.
As I said there are no agreements and if there were agreements required to be signed between
now and then, Craig if I understood you correctly from last week, they would be signed at what
8
our rates are. So whatever your rates are, there would be no discounting from what of the
media companies rates would be for these markets with that kind of traffic.
So basically, I am inviting you to invest in the City of Surrey as the future lives here. I am open
for questions as are my team there in sunny Surrey, the rest of us are in rainy Toronto. Are
there any questions?
I will go first. Ok Steve. The eight large formats sites that you have put forward. YES!
Q.
Can the Proponent cherry pick the sights or is it all or nothing?
A.
You mean less than eight. Correct! Well there are eight sites there that are approved Right!
And we actually think that over the ten to twenty years that, is probably the City of Surrey
maximum based on City size. This may change as media evolves, but we think that probably that
eight is probably the maximum number of these large signs that would exist in that market, you
may feel otherwise and may see the industry changing more aggressively.
But nonetheless, we chose eight and there are five at the Pattullo, one at Port Mann, one at the
Golden Ears and one at Peace Arch. Any assembly of those and we are looking at two to four in
this first Pilot. So pick any two or four, file it in whatever way we have plotted for you in the RFP
and again demonstrated in the power point. Has that answered your question?
Q.
Yes, but on a long term basis, as part of the RFP you are going to want a commitment from the
Proponent as to which sites and how many sites they might feel they want to develop over that
twenty year period?
Correct! Are we bound to bid on the eight ( Land ) or fifteen (Building)sites as you have just
expressed in their entirety or is there an option for us to bid on just one or two of these sites?
It is an exclusive contract for Land Sites. And I would suggest from an evaluation point of view,
if someone were to bid on you know, more unit volume and commit to such that would
obviously be a differentiator.
We are actually asking for in the RFP, two to four indicating a maximum of eight.
Q.
What do you think Craig?
The Pilot was two to start-off and then adding other locations if the public acceptance is
reasonable.
I see your question Steve, your question is
9
Q.
If my company bid on this RFP; I’m bidding to commit to put eight structures in the City of
Surrey over twenty years, Is that right?
Yes!
Q.
Or can I bid it at less, as I actually think that the City of Surrey could not handle eight or could
actually handle four, or I might bid on eight and put a caveat to say I might want 12 over 20
years. Yes, I am thinking there is a potential that less might be more.
Yes, we actually thought that and the only reason; my background was in that headspace. And
maybe one of the potential sites to turn one of the large formats into a small format like the
border for example. Sounds like there is some flexibility there and that we just obviously take
our chances of winning the RFP if we were to bid less than others did.
Yes!
We can cherry pick if we want. Any maybe make a case, the rationale, if you want, would be a
good direction. You know the problem here is as you say these are big structures where you
have time is a broadcast media right? Where you have time and you can build those business
models and they will evolve over time I am sure. You are going to be able to handle many
advertisers on those big structures and maybe it is not a number of structures. It might be good
business model with respect to the allocation time.
Q.
Sure! Val, can you clarify your answer to Steve’s question? Clarify it? Yes, summarize what
your answer is?
My answer, I would suggest, would be this. File the RFP at the number of structures you would
want or feel the media company should be committed to.
If eight is too many, then file it at whatever number you feel is the right number for your
company. Your unit basis is going to obviously, interpret into the business model.
But your answer was, I think I heard you say if you bid less; it would not necessarily result in
disqualifying? No, that is correct. (Craig) I think Valerie there is always the potential for another
proponent to go to the unutilized sites.
Craig then, what we would be dealing with then; the City would have to consider the exclusivity
situation. Yes, I think in the award that would be a bit cumbersome, I would suggest but I am
not. Lets hold on…this comes to evaluation…yes it comes into evaluation and that’s an
important part or aspect then on how would we actually grade that variance between
submission A – B – C, whatever?
10
Why don’t you let me just get my head around this, I always thought, in writing the RFPs that it
was a maximum of eight. I didn’t necessarily feel that the Proponent had to submit for eight
because we have five sights at Pattullo alone, not everybody is going to want five sights at
Pattullo right? The other sites that would total eight over twenty years, we don’t know what
they are at the moment. If some of these, we don’t know, we know eight right but we don’t
know if that would be the eight from twelve years from now. It might be other sites.
We’d have four up and two others following, I don’t know. Craig, are you ok with that? Yes! So
it will not hurt you to file at whatever number that you want and we will actually look at that
and take a look at our evaluation and we will invite the Proponent(s) to file on the basis of what
they feel are the right numbers.
Q.
Just to clarify Steve ….the five in Pattullo as you suggest, yes, we would never want five at
Pattullo but if I propose to develop two of the five is there a chance the City might award two
or three to someone else, is that what you are saying?
No, absolutely not. There would be the two at Pattullo and there might be two others in the
future down near Langley or somewhere.
Ok! What we did, basically, just to go over for one minute, what we did here was in Pattullo
has so many options and it is an area under development for any of you who know it, I know
Rob knows it quite well. It’s an area where it is kind of ready for anybody in fact the Digital
Structures are going to look amazing in that area, as it is an area that is in redevelopment. But it
has tremendous traffic. We wanted to give you every City land option we had there that we
thought had merit, but we never expected five signs at Pattullo.
Ok! Two max, and maybe even one, we knew it could be two. So that helps, thank you. Ok!
Q.
Another question while I am doing well here. In the RFP, it refers to some required
maintenance of the sights. Yes! Can you speak about those?
Are you talking about land or building! Landsite, snow removal, gaping, cracks. Two things you
need to consider, what is interesting about that is, I will take some commentary or criticism for
that. We were originally going to file this RFP with the Building and Land sites as one RFP. And
ultimately, we split it and what would be applicable in a Building Site would be snow removal,
right, would not necessarily be an issue at the base of a site that is on some secluded land deep
below a bridge.
There would not necessarily be a snow removal requirement at the base of that. Where they
might be around a site that was standing, let say, in a concrete parking lot as an entrance going
into the Guildford Community Centre.
Maintaining snow removal would be done by the City or whomever( City subcontractor ). On
the building sites we have proposed, if you look at the agreement, that maintenance on Building
11
Sites would be handled by the City except for maintenance of the LED Structure because there
are no sites all the time. Right! OK!
In the case of Land, some of these situations, these specifics would be site specific. If your rightof-way needs snow removal in order for you to get in there, Surrey is not the dead of winter like
Toronto, but you know how snow can back up. Sure! If in fact, you need access, in order for you
to meet your maintenance requirements and your timelines for repairing your sites; you may
need to clear those right-of-way sites in order for you to be able to meet your commitments
under the sustaining clauses under the maintenance.
Q
In terms of the bid bond for ½ million dollars, is that truly for each of the Digital RFPs or is that a
mistake and it was meant to be one?
On the agreement I just shifted that, we’re talking about digital, there is a separate bid bond on
the Street Furniture for $500,000. For one bid bond or two? One, and in the case of you are
filing only on the building sites as an example. If you are filing on the large sites you need to file
with $500,000 and that would cover you on the building sites as well, ok? So it’s large sites, its
500 if you are doing both, it is still $500? Right! And if you are doing building sites alone, it is
$250. Ok, thank you. Craig, we changed the agreement to reflect that last week right? Yes! I
knew that that would be a question actually, because it seemed as an excessive amount of a bid
bond for the two. And did you change the TSA one two? The Transit Shelter one is $500,000
independent, ok! Ok! The Transit Shelter one is $500,000 independent, Ok! You will need a
million dollars in bid bond if you were actually filing on the Digital Land and Street Furniture, ok
or all three RFP one million dollars. That is correct Craig? Yes? Are you ok with that Ania and
Jamie? That is the way we looked at it. Are there any more questions? Are you ok? Yes!
This is going back to these bonds. If someone was bidding on all three, would it not make sense
for ½ a million dollars for one…for all of them? It’s just seems to be tying up a lot of
money….not that anyone is not good for the money it’s just….. What do you say Craig? Yes, I
think that is reasonable. Yes, ok as long as the City is fine with it. I will check with City
Management, Craig we should check with general management and finance and we will get
back to you about that; that will be our recommendation.
Yes (Craig). We would appreciate that, thank you, Sure (Craig). Anything further? Keep an eye
on the addenda updates. I will get an addenda update there hopefully I can get everybody who
is involved to help us get that there tomorrow because we know your facing a long weekend
and also a US weekend. Thank you so much. I will send you this. I have your address 8719
Wholegate Crescent / Milton, Dave isn’t it? That is right. And I have of course Rob. Do you
have the Power Point there? I could not open mine but I can figure out how to do it but as you
know I was at the presentation and have all the RFP’s. I will still arrange for the City to send you
one over by DVD ok? And I will also send one over to you Steve. I will get it dropped off, you're
down a block from me. Great! Ok! And again if you have any questions follow the instructions
of the City of Surrey Purchasing Department and they will direct them to us, the team, and we
will respond as soon as possible to you. But some good suggestions and we appreciate it and
12
unless there is anything further I will look forward to your submissions. Thank you so much for
your time. Thank you, Goodbye.
END OF SURREY CALL
----------------------------------------------------------------------------------------------BEGINNING OF TELEPHONE CONFERENCE CALL
RE COMPUTER PROBLEMS:
Instructions on the call in suggested you actually go on line and take a look at power point
presentation that was part of June 16/09 Information Meeting. I have made a few adjustments
to that power point because of that meeting and that was what was posted on line for everyone
as part of an addendum both on land and on the city building sites.
Were you successful in being able to get access to the power point?
I have an RFP document in front of me. The RFP doc is different on line. Look down at the
addendum 1 on land, you will see a series of questions and answers and the last question on
land is actually your direction in what you have to do is copy that FTP site which is a temporary
site on to your internet explorer and then that will give you….Addendum 1 on land different
than building. Did you get a
Q & A?
1st questions: Can you explain 3.7 – yes then go down to end of that 2nd page – best thing to do
is not click on it (if on apple) just highlight and drop it into explorer search line and will bring a
box and have to put in a couple of codes.
Your user name would be PUR such as purchasing small letters. Do you have it? The password
is welcome. Click Log In. It might bring it up again – if apply it does that – I have sight and
presentation. Power Point. Go to digital etc. 8 or 9 digital files etc. Surrey DM Meeting Power
Point.
Addendum 1 in blue if on Land – get a resume with questions and….
Then I will send by overnight by CD / DVD if any questions will document as part of addendum
tomorrow. I will walk you through the story and send you overnight
All Addenda will become part of the Contract Documents.
13