Request for Proposal Conversion from 35mm Film Projection to Digital Cinema Projection Film Theatre, Regina Public Library

Transcription

1 Request for Proposal Conversion from 35mm Film Projection to Digital Cinema Projection Film Theatre, Regina Public Library Issued by: Regina Public Library Issue Date: August 7, 2013 Closing Date: August 30, 2013 Award Date: September 20, 2013

2 TABLE OF CONTENTS Intent 1 Background 1 Scope 1 Submission Deadline 1 Withdrawal of Proposal 2 Project Contact 2 General Requirements 3 Product and Service Requirements 4 Submission Requirements 5 Evaluation of Submissions 7 Award 7 Terms and Conditions 8 Timeline 8 Confidentiality 8

3 Intent The intent of this Request for Proposal (RFP) is to enter into a contract for the supply of both the products and services for the conversion of the Regina Public Library s Film Theatre from 35mm film audio/visual projection to state-of-the-industry digital cinema projection and digital sound capabilities. Background Regina Public Library (RPL) was established under The Public Libraries Act, 1996 to facilitate equitable access by all residents of Saskatchewan to basic and special library services. The Board of Directors of the RPL is vested in the commission of setting policies and procedures that will provide library services to the citizens of Regina through the Central Library and eight library branches located throughout the city of Regina. Established in 1975, the RPL Film Theatre (the Theatre) is a unit of RPL and serves the citizens of Regina and surrounding area. The 109 seat theatre in the RPL s Central Branch is situated on the lower level of the Library and provides both free programs and revenue-generating screenings with a world cinema focus. The Theatre is available for in-house use as well as community rental opportunities. Scope This RFP is seeking a preferred supplier to provide products and services for the conversion of the RPL s Film Theatre from 35mm film audio/visual projection to state-of-the-industry digital cinema projection and digital sound capabilities. There will be a 3 month negotiable time window for completion of work from awarding of bid. It is desired that the conversion to Digital Cinema Projection be complete by December 20, A decision regarding the removal and disposal of the existing equipment to be replaced (e.g. Kinoton 35mm projectors and rectifiers) lies solely with RPL. The Digital upgrade should integrate Blu-Ray/DVD as well as computer based content sources. Submission Deadline To receive consideration, responses to this RFP must be received no later than 2:00 p.m. Saskatchewan Time, August 30, 2013.

4 Three (3) unbound original copies of the proposal must be directed to: Jennifer Matotek, Director/Curator Dunlop Art Gallery, Regina Public Library th Avenue REGINA SK S4P 0N3 Prior to the submission deadline, RPL may amend or clarify the RFP. In the event that RPL revises the RFP after the closing date, bidders will have the opportunity to refine, submit, or resubmit their proposals. Facsimile or electronic proposals will not be accepted. Proposals will remain sealed until 2:00 p.m. August 30, Late proposals will not be considered and will be returned unopened. Withdrawal of Proposal A proposal may be amended or withdrawn at any time prior to the time and date set for the receipt of proposals. Project Contact Bidders are encouraged to obtain a clear understanding of the proposal requirements prior to submission. At all times, the bidder has the responsibility to notify RPL, in writing, of any error or omission contained within the document or request clarification, which may be required to prepare the proposal. RPL will provide written responses to all queries received and the request/question and its response will be posted to the RPL website. Inquiries, interpretations and questions regarding the procurement process or the scope of the work are to be directed to: Jennifer Matotek, Director/Curator Dunlop Art Gallery, Regina Public Library th Avenue REGINA SK S4P 0N / jmatotek@reginalibrary.ca Verbal responses to any inquiry are not binding on either party. Contacts are restricted to the person identified above. Contact with individuals other than that listed above may result in proposal disqualification. Questions asked and respective responses will be posted to the project 2

5 website at Suppliers should review this site to check for questions and answers posted to the submission deadline. General Requirements 1. Products and services are to carry an all-inclusive warranty covering manufacturing, materials, and workmanship. Full warranty details are to be provided in the submission, including delivery turnaround times for replacement products. 2. Documentation of both the product s and the manufacturer s environmental certifications, policies, and practices shall be included. 3. All necessary hardware attachments that are required to ensure a proper installation will be included in the quoted prices. 4. Delivery of goods and installation will be F.O.B. to the Theatre. Any additional costs will be clearly outlined in the proposal. 5. All accessories, including electrical apparatus, connections, wiring, etc. to be coordinated and complete for their intended use. 6. The supplier is responsible to protect the site from potential damage and shall be responsible for any damages occurring on site as a result of their work. 7. The supplier will be responsible to provide service to the installations for the duration of this contract and throughout the warranty period. 8. The suppliers will be solely responsible for the quality of service and/or materials supplied by their subcontractors. They will also have the responsibility to coordinate all activities relating to the subcontractors, if applicable. 9. The supplier shall demonstrate the ability of their recommended product to meet or exceed the quality, performance and appearance of the product outlined in style and colour. 10. The supplier must use new materials and products which are undamaged, not defective and of best quality, compatible with the specifications for purposes intended. 11. Defective materials and products, whenever found prior to the completion of work, will be rejected regardless of previous inspections. Inspection by RPL does not relieve the contractual responsibility of the supplier, but is merely a precaution against oversight or error. The supplier shall remove defective materials and replace with new materials at no cost to the RPL, and be financially responsible for unnecessary delays and expenses caused by this rejection. 12. The supplier s personnel are to have knowledge of Saskatchewan Occupational Health and Safety Regulations. 3

6 13. The supplier will be required to label each piece of equipment purchased to be used as a reference tool by RPL for future purchases, warranty work, etc. The label shall state: Dealer s name, Manufacturer s name, Product name, manufactured date, serial number, RPL s purchase order number and date, surface material name and number. Product and Service Requirements Quotes should be itemized into three prioritized categories primary, secondary, tertiary as below. Labour and shipping should be based on the assumption that all three phases of upgrade will be undertaken at once. 1. Primary: a. 2K Digital Cinema projector with: i. Integrated Media Block (IMB) ii. Motorized lens, accessory air extraction adapter, pedestal rack. Front of Pedestal rack to include pull out drawer for placement of content drives and installed 1U power strip. iii. UPS for onboard electronics/imb iv. All required cables/adapters for hard drive ingest: esata, USB v. Channel presets to factor multiple aspect ration possibilities from alternative content via the scaler. vi. No less than 3 TB raided storage in a 4 drive raid 5 configuration. vii. Spare lamp b. Scaler/ audio de-embedder for alternative content. Connectivity must include DVI-D and HDMi (DHCP compliant) and be able to de-embed and decode pro-logic as well as discrete 5.1 audio streams. Presets to be configured for: i. BluRay with pro-logic audio processing ii. BluRay with 5.1 discrete audio iii. Computer with Pro-logic audio processing c. Cinema Processor replacement. Dolby CP750 recommended. d. Replacement of existing amplifiers. The amplifiers should be selected in consideration of a speaker upgrade regardless of whether the speakers are upgraded at this point in time. e. Provide and install 44U Booth rack to including the following items: i. Cinema processor ii. Scaler iii. Shelf for client furnished BluRay player, Marantz UD7007, 3U equivalent. iv. Current model PC, Dual Boot Windows 7, Linux Ubuntu LTS 12.04, i7 processor, minimum RAM: 8 GB. Audio and Video (extended desktop) connectivity to Scaler. v. Rack mount retractable computer monitor/keyboard drawer vi. Confidence monitor for BluRay and Computer video sources. 4

7 vii. Installation of client furnished Booth audio Monitor, Smart, 3U space. viii. Pull out drawer and 1U power strip for alternative content hard drives. f. Replacement of existing standard perforation screen with a microperf. Secondary g. Replacement of existing screen speakers. Due to space consideration, The QSC with bi-amplified operation is recommended. Speaker depth is 14.5 clearance from back wall to screen frame is It is suggested that a new subwoofer be positioned on stage, house left of screen. As it is exposed, the subwoofer drivers should include a protective grill. Tertiary h. Augmentation of the existing surround speakers field to include two rear speakers on the back wall. i. Support for accessibility features: i. Hearing Assist (all program sources), RF transmitter ii. Descriptive audio, enabled DCP source, RF transmitter iii. Closed captioning, enabled DCP source, Doremi Captiview. 2. Provide on-site RPL Film Theatre staff training for Digital Cinema projection system and attendant functions, including options for technical support and troubleshoot assist. 3. Provide shipping/delivery for all equipment/products. 4. Provide two (2) copies of product manuals detailing function of all new equipment. 5. The decision regarding the removal and disposal of the existing equipment that is to be replaced (e.g. Kinoton 35mm projectors and rectifiers) lies solely with RPL. Theatre Facility Scope 109 seat Theatre with projection booth Kinoton 35mm Film Projector: Model KIN104N Screening capabilities: 35mm film projection; DVD/BluRay projection Screen Size, edge to edge, outside grommet band: Width ~246 inches, Height ~99 inches Top Masking: Stationary Bottom Masking: Stationary Screen Surface: White Behind screen clearance: Back wall to screen frame. Flat Image Size, Masked Image Area: Width ~168 inches, Height ~93 inches. Scope Image Size, Masked Image Area: Width ~219 inches, Height ~93 inches Projection Throw, Lens to Screen Distance: ~587 inches 5

8 Projection Port Size, Width & Height of Visible Glass: Width ~36 inches, Height ~18 inches Projection Port Height, Floor To Bottom of Glass: Width ~36 inches, Height ~38 inches. Sound Processor: Smart 7 Channel Stereo Surrounds: Currently Existing Sub-Woofer Installed: Yes Audio Rack Design: Wall Audio Rack Height and Depth (overall Dimensions): Height ~45 inches, Depth 21 3/4inches. Audio Rack Space (Unused Space): 5 inches. Submission Requirements Proponents must follow the proposal outlined below. Additional information thought to be relevant, other than the categories listed below, should be provided as an appendix to the proposal. Failure to comply with these requirements may result in a rejected proposal. Letter of Transmittal Provide a Letter of Transmittal or covering letter, dated and signed by an official authorized to negotiate and make commitments on behalf of the company. The letter should indicate contact name, title and telephone number of the individual who can provide any clarifications with respect to your proposal. Company Information 1. Name 2. Address 3. Telephone 4. Address 5. Key Contact 6. Website 7. Description of the company s business 8. Summary information on the company s track-record and accomplishments 9. Information indicating the extent to which the company is protected for comprehensive general liability 6

9 Detailed Product Information Bidders are to provide a hard copy brochure of the proposed products and detailed diagrams, including dimensions, and other relevant attributes. Product Warranty and Service Bidders must provide complete warranty details for the proposed products and detail any available options for extended warranty coverage. Bidders must detail a best practice preventative maintenance schedule with estimated costs covering the first three years of ownership. Bidders must detail the following emergency response parameters with regard to unexpected equipment failure: Ability to reach a service technician by telephone expressed relative to Central Standard Time. Maximum expected time to have a technician dispatched Billable costs that are not covered by the vendor during the warranty period Ability and commitment of the vendor to provide loaner equipment in case of equipment failure that is not field serviceable Service and returns policy and procedures relating to getting replacement equipment or components Price List Bidders are to provide the most current price list. Company Profile / Service Bidders are to provide a company profile, indicating time in business, location of Saskatchewan office, and other information that may be deemed appropriate. Timeline Indicate expected delivery/installation timeline. Bidders should define the time window from start of installation to completion in terms of consecutive business days. References Provide a minimum of three (3) references, including the name and address of the company, the name, title, and phone number of the contact person. Describe as clearly as possible how the services provided to these references is similar to the services proposed for RPL. 7

10 Name of Company Industry Date Installed Solution Summary Comments List any suggestions or deviations from the Products and Services Requirements. If you have suggestions for increased value or improvements, please provide details. Cost Proposal 1. Provide unit pricing and a breakdown of major components. 2. List any suggestions or deviations from the Products and Services Requirements. 3. List all taxes separately. 4. Provide a list of hourly rates for additional service. The hourly rates are to remain in effect for the duration of the agreement. 5. Include all services indicated previously in this RFP. Project Management Outline Proposals should be clear about the bidder s planned scope of work. An implementation plan is required as part of the submission, which outlines key dates and responsibilities. Bidders should be clear in the project management outline about their expectations surrounding the RPL s involvement in the installation process. Site Visits Upon request, bidders may conduct an optional site visit to the RPL Film Theatre. This site visit must be for the sole purpose of reviewing the current state of the facilities. Site visits must be scheduled a minimum of one week in advance, and shall be limited to two hours in length. Scheduled site visits are not to be used by respondents as a demonstration opportunity. 8

11 Evaluation of Submissions The Selection Committee will consist of representatives of RPL Administration and staff. Submissions will be evaluated based on the following criteria and point system. Criteria Available Points Product and Installation proposal 35 Product Warranty and service/training commitment 25 Company history and profile 10 Project cost, timeline and value for service 20 References 10 Total Available Points 100 Award The contract will be awarded in accordance with the following conditions: 1. The successful bid will not be based entirely on lowest project costs. 2. RPL reserves the right to award the contract in whole or in part, to one or more vendors based on their submissions, or to reject all submissions. 3. Any award resulting from this RFP is subject to the successful completion of a contract between RPL and the successful bidder. The contract will be governed by and interpreted in accordance with the laws of the Province of Saskatchewan. 4. The successful bidder shall require that its employees and agents comply with all RPL security and safety rules and regulations when on RPL premises. 5. Any award resulting from this RFP is subject to the successful completion of a contract between RPL and the successful bidder. The contract will be governed by and interpreted in accordance with the laws of the Province of Saskatchewan. 6. The successful bidder is responsible, at their own expense, for obtaining all necessary permits, licenses and insurance, registering with the Worker s Compensation Board and for abiding by government health and labour regulations. 7. The successful bidder shall indemnify and hold harmless RPL, its employees, servants and/or agents from all claims arising from the negligence of the bidder, his employees, servants and or agents. 9

12 Terms and Conditions All terms and conditions of this RFP are deemed to be accepted by the responding company and incorporated by reference in their proposal, with the exception of those expressly challenged by the responding company in their proposal. Proposals shall remain valid for sixty (60) days after the date of Proposal submission prescribed by RPL. RPL will not be responsible for any costs incurred in the preparation and submission of the proposal. All bids and accompanying documentation received under this RFP process will be the sole property of RPL and will not be returned. Proposals submitted shall be final and may not be altered by subsequent offerings, discussions, or commitments unless the bidder is requested to do so by RPL. Should RPL determine that either all of the proposals submitted are non-compliant; or none of the Proposals meet the goals of the Project, RPL may carry out a process whereby all Vendors are allowed the opportunity to correct their Proposal without a change in their pricing. Vendor Presentations may be held, if necessary. Presentations will be intended to provide RPL with a final opportunity to gain additional/more detailed information on the proposed products and services. Should the successful bidder s performance be deemed unacceptable, RPL reserves the right to cancel any agreement(s) under this proposal with thirty (30) days notice. Bidders are strictly prohibited from making public announcements or issuing news releases regarding this RFP or any subsequent award of contract without prior approval, in writing, provided by RPL. Bidders shall not undertake an assignment that actually or potentially creates a conflict of interest with the provision of the services without disclosing the conflict of interest or potential conflict of interest to RPL. Project Timeline RFP release: August 7, 2013 Deadline for response: August 30, 2013 Award of contract: September 20,

13 Confidentiality RPL anticipates bidders may wish to treat certain elements of their submissions as confidential or proprietary, and are reminded that Freedom of Information requirements in force in the Province of Saskatchewan may afford rights of production or inspection at the application of third parties. Furthermore, the contract entered into by the successful bidders may be available for inspection by members of the public. 11