CITY OF SURREY PURCHASING SECTION
6645 – 148 Street, Surrey, B.C. V3S 3C7
Tel: 604-590-7274 Fax: 604-599-0956
purchasing@surrey.ca
ADDENDUM #1
REQUEST FOR QUOTATIONS (RFQ) No.: 1220-40-75-09
TITLE: Audio / Lighting for Surrey 2010 Celebration Site
ADDENDUM ISSUE DATE: August 19, 2009
RFQ CLOSING DATE: PREFER TO RECEIVE QUOTATIONS ON OR BEFORE Friday, August 21, 2009.
Information for Contractors: The following information is provided in answer to questions raised by potential
Contractors. This addendum #1 contains three pages.
Question #1: How would you like to receive the final proposal? We would like to submit additional documentation
in support of our pricing detail?
Answer: Complete Schedule C in the RFQ, then attach additional documentation which is not required but is
absolutely welcome, especially anything that provides additional detail on live performance and/or festival-style
concert projects completed in the past.
**Please note that an important evaluation consideration regards the Contractors’ level and depth of experience
specific to live music, concert and festival production.
Question #2: “Term - The Contractor will provide the Goods and Services set out in Schedule A for the period
commencing on January 25, 2010, and terminating on March 5, 2010 (the "Term")” versus “Load-in/Load-out Loadin for this scope of work is tentatively scheduled to begin February 8th, 2010; Load-out for this scope is scheduled
to conclude March 3rd, 2010” Can you please specify the exact dates we should be using for our quote?
Answer: Please use the dates specified for load-in and load-out above, February 8th and March 3rd. These may not
be the final exact dates due to changing requirements from the Olympics, but are specified here to allow all
Contractors to quote on an equal scope of work.
Question #3: May we email our proposal to purchasing@surrey.ca or do you require a hard copy?
Answer: PDF files can be emailed, faxes are acceptable or hardcopies can be submitted.
Question #4: Do you have a specific time schedule for awarding the contracts?
Answer: We expect to reach a decision within a week or two following the closing of the RFQ.
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Question #5: When do you anticipate releasing the RFQ for video/LED screen needs?
Answer: Video RFQ will be released before the end of this month.
Question #6: “Tech Documentation - Please note that all techs/ops for the run of show may be required to pass a
VANOC Security / RCMP background check for site accreditation. Any Contractors providing technicians without
Canadian citizenship will be responsible for their own immigration paperwork; the City will provide any information
that will assist with this but the City will not sponsor working visas financially.” Who will be the Canadian "sponsor"
for these work permits?
Answer: The City will happily provide supporting information to any required work permit applications, such as
confirmation of the nature, scope and dates of work being performed, submitted to the appropriate government
agencies, on City letterhead. Other than that, the Contractor is wholly and financially responsible for any work
permits or visas required for its personnel to work legally in Canada.
Question #7: Are there more detailed (technical) diagrams available for the tented and outdoor areas?
Answer: These will be made available to the successful Contractor. These documents will of course be the subject
of detailed advance with the successful Contractor once a contract is awarded.
Question #8: Please describe the design support for audio cabinets in both the tent and outdoor setups, i.e.,
ground support attaching to existing truss, free-standing, etc. Please verify which support elements you require us
to provide.
Answer: This question is essentially asking whether each of your proposed speaker installations (stage PA systems
and house delays) are proposed to be rigged or ground supported. For example, do you propose rigging a line array
or ground-stacking conventional speakers? Do you propose to place your delay speakers out in the house on stands
or fly those as well?
Also, to help us confirm our tent rigging solution, the “please verify which support elements you require” question
might be answered with something like “two rigging points per side, each with a capacity of at least XXXX pounds”
or “4x8’ floor sections DSL and DSR to accommodate a speaker stack XX’ high”.
Question #9: What is the distance from the outside mix position and the inside mix position?
Answer: Both are somewhat negotiable, but will fall in the range of 75-100 feet.
Question #10: You’ve requested 1 technician from Feb. 8 through March 3 but have asked for this to be priced as
21 days. Could I not just show this as a day rate for 24 days (duration of the request)? Otherwise it will give a false
sense of my true day rate were you to change the number of days required?
Answer: Either is fine, we will be looking at actual per-day rates over the combined totals.
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ATTACHED DRAFT OF SITE MAP – AUDIO PURPOSES ONLY
Audio bidders are requested to review the attached draft of the site map, showing approximate areas of required
audio coverage for each “zone” of the site. Please note that with the exception of the areas marked “Stage PA
coverage” (the green and pink ‘zones’), all audio coverage is expected only to provide adequate coverage of MC
announcements and television broadcast soundtrack to enable patrons to watch and/or listen in on broadcast
coverage of the Games. Preference is for a larger number of smaller satellite speakers around these “non-stage”
zones rather than one larger, louder system per zone, at your discretion to ensure adequate coverage.
Please note that the layout of the site may change, but will in any case include the same items in roughly the same
proximity.
All Addenda will become a part of the Contract Documents.
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