REGION OF WINDSOR AND WEST HANTS ......REQUEST FOR PROPOSAL West Hants Sports Complex LED Scoreboards 1.0 INVITATION The Region of Windsor and West Hants Municipality is seeking proposals

West Hants Sports Complex LED Scorebaords WWHPW20-03

Issue Date: March 10, 2020 Page 1 of 16

REGION OF WINDSOR AND WEST HANTS MUNICIPALITY

REQUEST FOR PROPOSAL West Hants Sports Complex LED Scoreboards

1.0 INVITATION

The Region of Windsor and West Hants Municipality is seeking proposals from qualified proponents for the design, provision, installation and commissioning of a four-sided LED Scoreboard for the Ice Hockey Arena in the new West Hants Sports Complex.

Sealed bid proposals will be accepted at the Municipality Public Works Administration Office, 100 King Street, Windsor, NS until a closing time of 2:00 p.m. local time, Thursday, April 2, 2020. Responses may be hand delivered, or couriered to the address below. This is a sealed-bid submission process. Proposals are to be provided in a sealed envelope and marked clearly with the RFP project number:

RFP# WWHPW20-03 West Hants Sports Complex LED Scoreboards

Reporting Responsibility & Contact Persons:

Brad Carrigan Project Engineer [email protected] 902-798-8391 x126

Karrie Ritchie Administrative Assistant [email protected] 902-798-8391 x125

Delivery and Courier Region of Windsor and West Hants Municipality Address: Public Works Administration Office

100 King Street Windsor, Nova Scotia B0N 2T0

2.0 BACKGROUND

The Municipality of the District of West Hants is a rural district municipality within Nova Scotia; surrounding the Town of Windsor. The former Town of Hantsport underwent a dissolution process and joined the Municipality on July 1, 2015 and is now a fully integrated community of West Hants. On April 1, 2020, The Town of Windsor and the Municipality of the District of West Hants will consolidate into a single municipal unit, leading a significant municipal-reform process; a model highly regarded within the Province of Nova Scotia by other municipal units.

mailto:[email protected]

mailto:[email protected]



The Region of Windsor and West Hants Municipality is a diverse collection of rural & urban communities conveniently located in equal proximity to Halifax, the Annapolis Valley, and Truro; but yet, has its own cultural blend that brings quality family living, diversity, fun & festivities, and service centres together.

West Hants Council made a commitment on August 21, 2018 to guarantee $4,592,535 in projected project contributions for the construction of a new rink, plus any additional cost overages that may occur during the construction of the project.

On August 23rd, 2018, the Town of Windsor’s Council made a motion to provide a $1 million dollar grant over five (5) years towards a 500 seat facility that includes an indoor ice rink and walking track.

On September 4th, 2018 West Hants Council authorized up to an additional $800,000 to go towards the construction of an indoor multi-use sports field contingent on matching funds being made available at the Provincial and Federal level.

A motion to establish the Sport Complex Fundraising Committee was made on September 4, 2018 to help raise the difference to ensure this facility is the best of everything. The Committee has set a goal to fundraise $2 million to help support the build of the new Sport Complex.

On December 20, 2018, the Honourable Scott Brison, MP and the Honourable Chuck Porter, MLA made a funding announcement of $8.1 Million in Federal and Provincial funds for the West Hants Sports Complex. This complex will include an ice rink, indoor sports field and walking track which will benefit the residents of West Hants and Windsor including children, seniors and local recreation organizations.

Design-build construction by Lindsay Construction is well underway, with scheduled opening for the new facility in September, 2020.

2.1 PROJECT OBJECTIVES

To receive a turnkey, high quality LED Display with all associated control devices, scoring system, computers and software; for use as a four-sided score clock and/or video presentations. 2.2 PROJECT REQUIREMENTS

a. Successful proponent is required to provide all equipment, services and programming necessary to achieve the project objectives/guidelines as outlined in this document.



b. All dimensions, weights and distances shall be verified by the Contractor prior to installation of equipment. Any discrepancies discovered shall be reported to the Owner. The Contractor shall provide any and all shop drawings as required by this specification.

c. The following is a list of documents, which form part of this document

i. AV-1 Screen dimensions per side ii. AV-2 Suspension height guideline

iii. AV-3 Proposed scoreboard (sample) layout iv. AV-4 Scoreboard control (sample) layout

d. Preference will be given to designs that allow for optimum viewing angles in the

suspension of panels. 2.3 PROJECT CONSTRAINTS

a. As the West Hants Sports Complex is under construction. The successful proponent will be required to work in and around the operating schedule as defined by the project manager, Lindsay Construction. Coordinate with same.

b. The Contractor will be subject to site rules and regulations which may be in effect at

the time the services are completed. This may include attending a site safety orientation, using certain personal protective equipment (PPE), attending any site meetings applicable to all contractors working on site, and other requirements which may be identified at the time.

c. The Contractor may require purposeful equipment to complete the services such as

lifts or staging. The Contractor must take care not to damage existing surfaces when completing the services. Regardless of any other clauses in the agreement, any damage which results from the Contractor’s activities will be the responsibility of the Contractor to repair. Such repairs must be completed by qualified contractors acceptable to project manager, Lindsay Construction.

d. Roof Weight. Proper distribution of LED Scoreboard weight to be clearly defined in

proposal, maximum point load is 500 lbs.

e. Trim Height. As the arena roof is fairly low (approximately 26’ at center ice), display must be suspended as close to roof as possible while maintaining audience sight lines to the screens.

f. Coordinate with AV Contractor via the Project Manager, to ensure loudspeaker

locations do not block viewing of scoreboard from any angle.



2.4 ASSUMPTIONS

a. Proponents have experience with projects of similar size and scope and have the required technical expertise and manufacturers certifications to perform any and all work.

b. Proponents have inspected existing system components, wiring diagrams, associated

architectural information and any available programming information prior to submission of their proposal.

c. Proponents will be required to provide a minimum of one days training for facility

personnel and to make allowances for ongoing training within their service guidelines

d. Any and all software and programs and associated passwords shall become the sole

property of the West Hants Sports Complex and or it’s assignees.

e. Proposed system will be currently in use as scoreboard system in other Canadian hockey arenas and/or sports complexes.

2.5 DETAILED SCOPE

Proponents to coordinate all aspects of the scope with consultants, provide itemized pricing per each section of project scope.

2.5.1 LED Scoreboard Display

i. LED Display shall have the following optical characteristics, these shall be considered a minimum standard:

1. 4.8 mm Pixel Pitch 2. 140 Degree Vertical by 120 Degree Horizontal Viewing Angle 3. 1000 Nit Brightness

ii. LED Displays shall have the following physical characteristics, these shall be

considered a minimum standard: 1. Overall Display Width of 3.0 meters wide x 1.0 meter high, per side 2. Overall single point load not to exceed 500lbs 3. Die-cast Aluminium Construction 4. SMD LED Type with an operational lifetime of 100,000 hours 5. Front Panel Maintenance Access 6. Hanging Suspension System using properly certified products 7. Quantity 4



iii. LED Displays shall have the following environmental operational

characteristics, these shall be considered a minimum standard: 1. Operating Temperature range of 0 to 50 degrees C 2. Storage Temperature range of -10 to 60 degrees C 3. Operating Humidity range of 10-90 percent RH 4. Storage Humidity range of 10-90 percent RH 5. IP Rating of 40 front 20 back

iv. LED Displays shall have the following electrical characteristics, these shall be

considered a minimum standard: 1. Input voltage 120 VAC 2. Complies with all required electrical codes and certifications

v. Any required or recommended protection for the displays shall be identified

by the proponent

2.5.2 Video System Processors

i. Provide Video Processors to operate LED Displays 1. Quantity as required to allow for independent control/content

delivery of/to each display 2. Supports resolutions of 1920x1200 and down 3. Supports DVI and HDMI Inputs 4. Cascade Capable (multiple controllers linked for uniform control) 5. USB Port for computer connectivity / programming 6. Complies with all required electrical codes and standards

2.5.3 System and Content Control

i. Provide Local video control interface at score keepers position 1. Computer/monitor is required to efficiently operate and manage

score clock system and deliver video content from scorekeeper’s position: a. Computer Type – Desktop or Rugged-type Laptop b. Processor - 9th Generation Intel® Core™ i7 c. OS - Windows 10 Pro 64-bit English d. Memory - 16GB e. Drives - 256GB, SSD Storage f. Video Card – Dedicated Graphics Required g. Laptop Display - 15.6-inch FHD (1920 x 1080) Anti-glare LED

Backlight Non-touch Wide Viewing Angle Display h. Desktop Display - Min 24” LED Backlight (1920 x 1080), HDMI



Input i. Wireless Connectivity - 802.11ac, WiFi and Bluetooth j. Battery - 3-Cell 56WHr Integrated (if Lapton option) k. HDMI Output l. RJ45 Network Connector, 1GB/s m. Security Cable with Lock

2. Connectivity to Video processors and LED Displays. Wiring infrastructure has allowed for network connectivity between devices. Provide the necessary devices to control, convert and manage proposed LED devices, LED controllers and computer. These units will allow for future expansion of the LED system. a. 4K 60Hz 4:4:4 visually lossless compression and zero frame latency b. 4K 30Hz 4:4:4 and below - zero compression and zero frame

latency c. Secure Content Encryption d. Available for 10 Gbps fiber MMF/SMF or 10Gbps copper networks e. Windowing/Multiviewer (up to 32) f. 4K Scaler g. Seamless and breakaway switching (any resolution to any

resolution) h. Videowall processing (up to 16x16) i. Stereo line in/out j. RS-232 and IR control ports k. Dante® IP audio option l. ExtremeUSB® (USB 2.0 480Mbps) option

2.5.4 Scorekeeping/Scoreboard Software

i. Provide scorekeeping software with the following features as a minimum

1. Game clock 2. Timeout 3. Scores 4. Team names 5. Team logos 6. Period/half 7. Shots on goal 8. Goal indicators 9. Penalty indicators 10. Two penalty clocks with player number per team 11. Unlimited penalties per team with optional control screen 12. Additional picture 13. Video player 14. Variable color screen background



2.5.5 Equipment Rack

i. Provide equipment rack for LED Processors and associated equipment with allowance made for future expansion of video system

1. Finish: Textured Black Powder Coat 2. UL Standards Tested: UL2416 3. Dimensions Usable Depth: 20 inches 4. Usable Height: 21 inches 5. Capacity Weight (US): 200 lbs 6. Depth (US): 22.3 inches 7. Height (US): 28.063 inches 8. Width (US): 23.4 inches 9. Rack Units: 12 10. Rackrail Type: 10-32 11. Seismic Load Capacity: 155 12. Static Load Capacity: 800 13. UL Load Capacity: 200 14. Material: Steel 15. Mounting: Horizontal 16. Seismic Rating: 156 17. Locking Plexiglas Front Door

ii. Provide Rackmount Power Bar for Rack

1. Cable Type: Corded 2. Finish: Black Powder Coat 3. Termination: 5-15P 4. Mounting Points: 2 5. Depth (US): 9.43 6. Height (US): 1.75 7. Width (US): 19 8. Cord Length US: 9 9. Amps: 15 Amps 10. Material: Steel 11. Mounting: Horizontal 12. Volts: 120 13. Number Of Circuits: 1 14. Number Of Outlets: 9

2.5.5 Wiring Infrastructure

i. Utilize, where possible, wiring infrastructure (as currently designed).

Coordinate power requirements with project manager.



ii. Provide and install any additional wiring infrastructure required for

installation and commissioning. 2.5.6 Service and Maintenance Program

i. Provide outline and pricing for a Maintenance Program which will oversee the up-keep of all system components and guarantee the installation is performing within specified parameters. Annual maintenance shall include but not be limited to the following:

1. General cleaning, check of system calibration, make note of any blown or damaged items.

2. Repair any items covered under warranty and notify the owner of any items not covered.

3. Verify that the system is working to proper standards as defined by the consultant and the manufacturer.

Service Items Typical: Inventory; Count and verify inventory quantities vs. originally installed General Cleaning of all Equipment Clean all actively cooled devices Repair/replace any broken wall plates Repair/replace any broken cables Confirm Control System software is functioning within design

parameters Report any damaged, non-functioning or missing equipment

2.6 MANDATORY TECHNICAL REQUIREMENTS

a. The Contractor is responsible for all equipment, labour and materiel as required to install, document, complete and test all systems as specified. Contractor is further responsible for the proper operation of any interfaces between previously existing and newly installed equipment as outlined in this specification.

b. All dimensions and distances shall be verified by the Contractor prior to installation of equipment. Any discrepancies discovered shall be reported to the Owner. The Contractor shall provide any and all shop drawings as required by this specification.

c. Contractor must attest that they possess, and are skilled in the use of, all the necessary test equipment for verifying that the performance of the system is in compliance with system design goals.



d. Contractor shall maintain a service facility within the boundaries of the Province of Nova Scotia or provide written assurance of the Contractors ability to respond to technical issues within twenty four (24) hours and emergency technical issues within one (2) hour ie. a Local, trained service technician. Further, Contractors Service and programming technicians will be factory trained and certified in all systems provided and installed by the Contractor. Written documentation attesting to these certifications to be provided within the Bid Response.

e. The Contractor will coordinate with all trades doing adjoining work in order to provide the best possible final product. Specifically, contractors performing electrical work as part of this project.

f. The Contractor will provide references of projects that are using the proposed equipment in environments similar to West Hants Sports Complex ie. Hockey Arena’s

g. System Testing will Utilize the applicable sections of The Infocomm Audiovisual Systems Performance Verification Checklist. CAVSP

2.7 RATED CRITERIA

The following is an overview of the categories and weighting for the rated criteria of the RFP. Proponents who do not meet a minimum threshold score of 75% for a category will not proceed to the next stage of the evaluation process.

Rated Criteria Category Weighting 2.7.1 Communication Skills 5 points 2.7.2 Team Composition and Experience 15 points 2.7.3 Understanding Client’s Needs 20 points 2.7.4 Technical Solution 20 points 2.7.5 Quality Assurance and Communication 10 points

Sub-Total 70 points Cost 30 points Total 100 points

2.7.1 Communication Skills (5 points)

The proposal should be clear and readable. Information should be easy to find and should be in the order presented hereunder.



2.7.2 Team Composition and Experience (15 points)

Sector Specific Experience: The proposal should clearly state the proponent firm’s overall experience in the field of expertise required by the scope of work. The proposal shall provide data and information on relevant projects and facilities which clearly illustrate their experience and ability to manage a project of this nature. Proponents shall provide a list of at least three (3) applicable reference projects completed over the past eight (8) years including client contacts that have contracted for the work and services offered by the proponent which are considered identical or similar to the requirements of this Request for Proposal. The list should include the following information:

i. Client/Company Name and Address ii. Contracting Officer and Telephone Number

iii. Technical Representative and Telephone Number, and iv. A brief, written description of the project, operations, specific services

provided, and scope of work including the year(s). v. Proponent estimated contract value and final proponent contract value.

vi. Description of the project’s facility location, technology employed, size, capacity and materials handled, etc.

vii. Proponent’s degree of involvement in the project: itemize those areas within the proponent’s control such as procurement, financing, design, technology, siting, construction, financial management, regulatory approvals, operations, ownership, staffing, marketing, etc.

Proponents must be able to demonstrate that the firm has an in-depth knowledge of the scope of this assignment. The purpose of this information is to demonstrate the proponent’s experience and ability to complete similar projects, develop creative solutions, resolve complex issues and communicate effectively with various parties and audiences. Experience of Project Lead with projects of similar scope and size: The proposal shall include a summary of the relevant experience as it relates to their role in this assignment. A brief description (years in business, services provided, number of employees, etc.). Additionally, the proposal shall include a brief description of each of the member firms, their role in this undertaking and the office from which their work will be conducted. A summary table format is acceptable. Key Team Members appropriate skills and education: The proposal shall include, as appendices a CV detailing their experience, skills and education in relation to this assignment including the baseline work and the expected project areas with information on which personnel the proponent would be using for which anticipated types of tasks and work activities.



Demonstrated history of proposed team: The proposal shall include a brief description of each of the member firms, their role in this undertaking and the office from which their work will be conducted. A summary table format is acceptable. Additionally, the proposal shall demonstrate the history of the member firms and individuals successfully delivering assignments of similar size and scope as a team. Balance of level of effort: The proponent shall provide a proposed schedule to complete the tasks in the proposed work plan as well as a person-hours matrix (WBS) without fees outlining the hours each team member has allocated to each of the tasks in the proposed work plan. No hourly rates, dollar figures or costs shall be shown on this person/hours matrix breakdown; inclusion of any pricing information may result in disqualification of your proposal. 2.7.3 Understanding Client’s Needs (20 points) Understanding of the requirements of the Scope of Work: Proponents shall provide a demonstrated understanding of the subject matter, including, but not limited to, the scope of work as well as the approach that will be taken to accomplish the services related to this RFP document, as well as an indication of possible challenges and solutions not directly referenced in the Request of Proposal. Acceptable Proposed Schedule and Work-plan: Proponents shall provide a work plan with which clearly outlines milestones and timelines to demonstrate how the work will progress to the desired completion date. Proponents must present a realistic timeline of the proposed project schedule. The schedule shall reflect the tasks in the work plan and will be updated on a monthly basis to reflect project progress and shall be submitted to the Consultant along with the contractor’s status report. Value added propositions and recommendations: Proponents shall demonstrate an innovative approach to the completion of the assignment, utilizing all potential resources available to them. Attention to Relevant Challenges: Proponents shall describe and attempt to address any challenges to the assignment which they have identified but may not be spoken to in the request. 2.7.4 Technical Solution (20 points) This criterion is evaluated based on a global view of the proposal and further analyses of the entire proposal in relation to achieving a complete and comprehensive solution from the successful proponent.



Technical Solution: The proposal must address all of the business/technical aspects of the engagement as identified in the RFP. Methodology: The proposal must combine proven project methodology and include innovative approaches and ideas in the delivery of the project. Proponents should keep this in mind when submitting similar successful projects for review. Flexible and Scalable Solution: The proposal shall offer all of the services required to successfully deliver the project but should present a schedule that allows for adjustment, addition and/or deletion of specific activities as necessary to reflect budget availability 2.7.5 Quality Assurance and Communication (10 points) Management Structure: The proposal shall include an organizational chart indicating a clear reporting structure and escalation methodology. Proposed Communication Methods: The proposal shall also indicate the number and frequency and method (i.e. /in person, web-conference, tele-conference, etc.) of the anticipated meetings. Meeting dates should also be included in schedule per requirements of section. Quality Assurance Standards: A description of proponent’s quality assurance methods and practices should be included.



3.0 RFP PROPONENT CHECKLIST

Proponents are to ensure the following points have been addressed and are checked off to confirm compliance to the requirements:

Read and understand the scope of the RFP

Include three (3) hard copies of the complete proposal, plus one digital copy

List the key personnel who will be working on the project, their individual experience and what their role will be

Complete descriptions and details of the proposed project solution, as identified in section 2

Gantt chart showing the timeline of different components of the proposal work plan

Proposal costs for all items listed in section 2.5. This fee structure must include an outline of fees for all disbursements. Any exceptions or additional provisional items to be clearly stated, and reason for exceptions/additions shall be qualified by the proponent

List of references (facility name, location, photos, project details, contact name and phone number) provided for similar facilities, for solutions implemented of similar nature

All proposals are to be received before 2:00 p.m. on the closing date indicated in Section 1.0. Late proposals may not be accepted and may be returned unopened.



4.0 TERMS AND CONDITIONS Inquiries All inquiries to this RFP are to be directed to the contacts listed

in Section 1.0.

Clarification and Addenda

Notify the Municipality not less than four (4) working days before RFP closing date of omissions, errors, questions or ambiguities found in the contract documents. If the Municipality considers that correction, explanation or interpretation is necessary for the RFP; a written addendum will be issued. All addenda will form part of the contract documents.

H.S.T. Do Not include applicable taxes in proposal price.

Proponent’s Indemnification

The proponent agrees to indemnify and save the Municipality harmless against all claims, suits, demands, damages, expenses, disbursements and costs on a solicitor and client basis which the Municipality may incur as a result of any act or omission by the proponent. The proponent acknowledges that it is not an employee of the Municipality, but is an independent contractor.

Amendment or Withdrawal of Proposal

Proposals may be amended or withdrawn by letter, email, or facsimile. Amendment or withdrawal by letter, email, or facsimile must be verified by registered letter, postmarked prior to the date and time of closing.

Amendments of individual unit prices is the only acceptable

price amendment. Amendments shall not disclose either original or revised total price and should be submitted separately in a sealed envelope, marked “Amendment/Withdrawal of RFP for WWHPW20-03”.

Sign and seal as required for RFP, and submit to address given

for receipt of RFP, prior to time of RFP closing.

Informal, Unbalanced, or Incomplete Proposals

Proposals which, in the opinion of the Municipality, are considered to be informal, unbalanced, or incomplete, may be rejected.



5.0 PRIVILEGE This RFP neither expresses nor implies any obligation on the part of the Municipality to enter into a contract with any proponent submitting a proposal or proposals. The Municipality reserves the right to reject all or any proposals, and to not necessarily accept the lowest proposal. The Municipality may accept any proposal or any portion of any proposal that may be considered in the best interests of the Municipality in its sole and absolute discretion. The Municipality also reserves the right in its sole and absolute discretion to waive any formality, informality, or technicality in any proposal. This includes the right to accept a proposal that is not strictly compliant with the instructions in the RFP document. The Municipality reserves the right to negotiate, after the RFP closing date, with any proponent to finalize service arrangements in the best interests of the Municipality. The Municipality shall not be bound by trade or custom in dealing with and/or evaluating the responses to the RFP. The Municipality reserves the right to interpret any and all aspects of this RFP as may be most favorable to the Municipality. Proponents will be deemed to have familiarized themselves with existing software/data, working conditions and all other conditions which may affect performance of the contract. No plea of ignorance of such conditions as a result of failure to make all necessary examinations will be accepted as a basis for any claims for extra compensation or an extension of time. Without limiting the generality of this section and for certainty, by submission of a proposal in response to this RFP, each proponent represents and shall be deemed to accept and agree to the following conditions:

a) Proponent shall be solely and fully responsible for all costs associated with the development, preparation, transmittal, and submission of any proposal or material in response to this RFP, including without limitation the costs of any in-person presentation of proposals, regardless of the locations which the Municipality may require, and all costs incurred by a proponent during the selection process and any negotiations.

b) Each proponent WAIVES any claim against the Municipality for any compensation of any kind whatsoever as a result its participation in or providing a response to this RFP process, including without limitation any claim for costs of proposal preparation or participation in negotiations, or for loss of anticipated profits, whether based in contract including fundamental breach, tort, equity, breach of any duty, including, but not limited to breach of the duty of fairness, breach of any obligation not to accept non-compliant proposals or any other cause of action whatsoever.



In submitting a proposal, the proponent has accepted the reservation of

rights as set out herein and agrees to be bound by same.

6.0 PROJECT TIMELINES

a) Invitational Call for Proposals – March 10, 2020

Sealed proposals must be received at:

Region of Windsor and West Hants Municipality Public Works Administration Office

100 King Street Windsor, Nova Scotia, B0N 2T0

(902) 798-8391 Prior to: 2:00 pm, Thursday, April 2, 2020. Fax or E-mail submissions will not be accepted. Late submissions will remain unopened.

b. Review and selection of recommended proponent by April 14, 2020

Note final award will be subject to Municipal Council approval process.

c. Commencement of project – On or after April 15, 2020.

d. Completion of project – Prior to September 30, 2020

END OF RFP WWHPW20-03

AV1LED Scoreboard (one side)

Dimensions

3000 mm

1000 mm

AV2LED Scoreboard Suspension Height

ain

nd

121

ICE SURFACE121

DRESSING ROOM109

future hangingLED screen (tbd)

W9

21'-8

"

SAFE SUSPENSION ZONEFOR LOUDSPEAKERS

BOTTOM OFCABINET LIMIT

LED SCORECLOCK

3°

3°

4°

4°

10 m

m

LED Layout MinimumAV3

Scoreboard Layout Minimum

LED Control SurfaceAV4Scoreboard Control Layout

REGION OF WINDSOR AND WEST HANTS ......REQUEST FOR PROPOSAL West Hants Sports Complex LED Scoreboards 1.0 INVITATION The Region of Windsor and West Hants Municipality is seeking proposals

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