Invitation To Present # 101119 - People Counting System
Invitation To Present # 101119 - People Counting System
Invitation To Present # 101119 - People Counting System
To select the Contractor for the automated people counting system, PavCo is conducting a two-stage procurement
process: Invitation to Present followed by a Request for Proposal (“RFP”).
The purpose of this Invitation to Present (“ITP”) is to invite interested parties to present the functionalities and features
of their automated people counting system. After gathering information on functionalities and features currently
available in the marketplace, PavCo will finalize its requirements and issue an invitational Request for Proposal (“RFP”)
only to this ITP’s Respondents. The RFP will provide a definitive scope of work and requirements.
To ensure this procurement process is managed in a timely manner, interested parties must present at one (1) of the
presentation times listed in the Schedule of Events (see Cover Page). Requests to participate in a presentation will be accepted
until the Closing Time listed in the Schedule of Events (see Cover Page). To express their interest in participating in this
procurement process, Respondents are to complete Appendix A – Respondent Registration Form and email the form to the
Contact Person on or before the Closing Time (see Cover Page). Appendix B – Presentation Details outlines what
functionalities and/or features PavCo is interested in seeing in the presentation.
This ITP and the ancillary documents provided by PavCo do not constitute a tender and do not represent an offer to create
binding contractual relations upon submission of a Response or presentation to PavCo representatives and/or external
consultants.
1.1. Background
PavCo is a company under the Business Corporations Act (British Columbia), and is wholly owned by the Province of
British Columbia. PavCo is responsible to the Province of British Columbia through a board of directors appointed by
the Province. PavCo operates BC Place Stadium and the Vancouver Convention Centre.
The Vancouver Convention Centre (“VCC”) is the world’s first double LEED Platinum certified convention center.
Located on Vancouver’s downtown waterfront with a dramatic mountain backdrop, the Facility (refers to VCC East and
VCC West collectively) offers one of the most beautiful settings in the world. The award-winning Convention Centre
features two (2) connected buildings with a combined total of 466,500 ft 2 (43,340 m2) of flexible meeting, exhibition,
ballroom and plenary space and can host multiple, simultaneous events as well as large single events with upwards of
15,000 delegates. The Facility is committed to environmental sustainability as well as unparalleled service, technology
offerings and culinary excellence. The following table provides a breakdown of the different spaces, their size and the
number of doors into the space and all floorplans and specs can be found on the Vancouver Convention Centre
website.
Types of Spaces
East Building
Space Sq. Ft. # of Doors Can be combined? Ceiling Height
Ballroom A 5,613 4 Y 17’2”
Ballroom B 5,800 2 Y 17’2”
Ballroom C 5,191 2 Y 17’2”
Exhibition Hall A 22,684 8 Y 24’11”
Exhibition Hall B 38,684 12 Y 31’2”
People Counting System Page 3 of 9
BC Pavilion Corporation ITP # 101119
East Building
Space Sq. Ft. # of Doors Can be combined? Ceiling Height
Exhibition Hall C 29,837 8 Y 17’2”
Meeting Rooms X 20 534 – 6,495 28 Y 12’10” – 14’
Entrances X 1 Varied 3 N/A Varied
Lobby/ Public Space X 2 Varied N/A N/A Varied
West Building
Space Sq. Ft. # of doors Can be combined? Ceiling Height
Ballroom A 14,448 9 Y 55’
Ballroom B 15,120 3 Y 52’5”
Ballroom C 15,120 3 Y 43’6”
Ballroom D 7,980 3 Y 34’4”
Exhibition Hall A 58,502 6 Y 30’
Exhibition Hall B 72,000 6 Y 30’
Exhibition Hall C 90,000 15 Y 30’
Meeting Rooms x 53 508 – 6,504 58 Y 14’11” – 17’
Entrances X 2 Varied 11 N/A Varied
Lobby/ Public Space X 8 Varied N/A N/A Varied
Terraces X 5 Varied 27 N/A Varied
Currently the Vancouver Convention Centre (“VCC”) uses guards at doors with clickers to count people in and out of
events spaces. VCC also rely on attendance information provided, after the event, by the client which may take months
to receive and may be inaccurate.
Term Definition
“Addenda” or The formal document(s) used to verify, clarify, or change the information contained in this
“Addendum” Invitation to Present.
“Closing Location” The location specified on the Cover Page.
“Closing Time” The ITP closing date and time specified on the Cover Page. All Responses must be received
prior to the specified date and time to be considered.
“Contact Person” The contact identified on the Cover Page.
“Contractor” The successful Proponent/Bidder to the RFP/ITT who enters into a written Contract with
PavCo.
“ITP” Invitation to Present.
“PavCo” B.C. Pavilion Corporation.
“Presentation Times” The dates and times specified on the Cover Page for presentations.
“Respondent” An individual or a company that submits, or intends to submit, a Response to this Invitation
to Present.
“Response” A response submitted by a Respondent to this Invitation to Present.
“RFP” Request for Proposal.
“VCC” Vancouver Convention Centre. East Building is located at 999 Canada Place, Vancouver, BC
and West Building is located at 1055 Canada Place, Vancouver, BC.
2.2. Enquiries
All enquiries related to this Invitation to Present, including any requests for information and clarification, are to be directed,
in writing, to the contact person identified on the Cover Page (“Contact Person”), who will respond to all enquiries if time
permits. Information obtained from any other source is not official and should not be relied upon. Enquiries and any
responses will be recorded and may be distributed to all Respondents at the option of B.C. Pavilion Corporation.
All enquiries, clarifications and questions will be made no later than three (3) business days prior to the Closing Time.
Verbal answers are not binding unless confirmed in writing by the Contact Person. No verbal agreement, representation or
conversation made or had at any time with any officer, employee, director, agent or consultant of PavCo shall affect or
modify the terms of this ITP or be relied upon in any way whatsoever.
If this ITP has been provided on BC Bid, it is the responsibility of the Respondents to check the BC Bid website
(www.bcbid.gov.bc.ca) to ensure they have the complete ITP including all amendments and additional information.
3.7. No Lobbying
Respondents must not attempt to communicate directly or indirectly with any employee, contractor or representative of PavCo or
the Province, including the evaluation committee (if applicable) and any elected officials of the Province, or with members of the
public or the media, about the project described in this Invitation to Present or otherwise in respect of the Invitation to Present,
other than as expressly directed or permitted by PavCo. PavCo reserves the right to Disqualify a Respondent that contravenes this
section.
Street Address
Signature
Presentation - Introduction
Introduction of the presenters and one (1) electronic copy of all presentation slides must be provided at the beginning of
the presentation.
Technical Requirements
Provide details and demonstration of the following technical requirements:
1. The equipment being utilized is not restricted to the software chosen for installation and is adaptable to future needs as
technology evolves;
2. Must be available through a portal system which can be accessed on iOS, android platforms and desktop application;
3. Must have a minimum of 95 % counting/capacity accuracy;
4. System must be independent from the building security system and its primary use will not be for security or life-safety
purposes;
5. Must be able to utilize Bell Canada’s existing network for connectivity of the proposed System; and
6. The proposed System data and servers (including back-ups) will be hosted and all data must reside in Canada only.
Functional Requirements/Features
Provide details and demonstration of on the following functional requirements/features:
1. Provide accurate on demand capacity counts within a space;
2. Provide accurate ingress and egress counts to an event;
3. System allows the cameras to be combined to view rooms together or separate to follow the configuration of
event spaces in the building (e.g. Ballroom A+B combined or Ballroom A and Ballroom B separate);
4. Equipment can be installed with minimum visual impact to the space and integrate with the existing building;
5. System must have a simple, easy to navigate user interface; and
6. Portable camera system to facilitate an ingress egress count in a non-delineated space.