Hong Kong Science and Technology Parks Corporation

Data Studio – 2.0 REQUEST FOR PROPOSAL

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Contents

1. Introduction ........................................................................................................................... 3

2. Project Objectives .............................................................................................................. 3

3. Scope of Work ....................................................................................................................... 3

4. Project Schedule .................................................................................................................. 4

5. Specification of the Data Studio 2.0 ............................................................................... 5

6. Submission of Response to RFP ....................................................................................... 5

7. Presentation of Proposal ................................................................................................. 6

8. General Conditions of RFP ................................................................................................ 7

9. Evaluation Criteria ............................................................................................................ 8

10. Payment terms and schedule ..................................................................................... 10

CAPEX - Design and Build ....................................................................................... 10

11. Terms and conditions .................................................................................................... 10

12. Confidentiality, Declaration and Copyright ............................................................ 11

Confidentiality ........................................................................................................... 11

Declaration ................................................................................................................. 11

Copyright ..................................................................................................................... 11

13. Insurance........................................................................................................................... 11

14. Termination ...................................................................................................................... 12

Appendix A: Site Provision ............................................................................................. 13

Appendix B – Price Proposal Table ............................................................................... 15

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1. Introduction The Hong Kong Science and Technology Parks Corporation (HKSTP) would like to seek for proposals from service providers to design and build the expansion of Data Studio, project name “Data Studio 2.0”, at Hong Kong Science Park in order to extend the ecosystem for facilitating the co-creation of Smart City Solutions to mitigate Smart City challenges. HKSTP will provide the space and the required utilities such as electricity, broadband and air-conditioning for the project. The identified venue is Unit 109, 1/F Enterprise Place at the Hong Kong Science Park which is an approximate 1,250 sq. ft. space. The design, build, equipment purchase, installation and maintenance will be accomplished by the service provider as required in the specifications, terms and conditions stipulated in this Request for Proposal (RFP).

2. Project Objectives The objective of the expansion plan is to develop a co-creation platform for part of the Data Studio which adopts Technology Neutrality to support the industry and software developers to innovate with data.

This program will be used as the co-creation platform for various partners from Industry and Academia to engage in and collaborate on Smart City technology projects to drive societal progress.

3. Scope of Work The service provider is to provide the Design and Build of the Data Studio 2.0, detailed as follows:

Infrastructure:

- Suitable design and decoration fit to the theme and color tone in Data Studio 1.0;

- One TV Wall for at least 3 different parties to display their visualization and power point presentation, through multiple TVs or LEDs as deemed suitable, by direct plug-in the corresponding servers to the TV/LED sets;

- PA systems and speaker project the sounds from the TVs and speaker’s microphone to the audience;

- 3 simultaneous users (good mix of iOS and Android devices);

- Network system (including network switch, router and network cabling);

- Wifi access (40 devices and 20M data rate for each device) in the room and networking plus (RJ45) as well as AC power plus;

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- Locker providing 8-16 storage compartments to the users;

- Suitable furniture for up to 15-25 users to work in the room and for training;

- One main entrance door that is accessed via the main door of Data Studio 1.0; there should be sufficient provision for noise mitigation from both sides.

- One door to connect the Data Studio 2.0 with the corridor (could be the existing door or if deemed necessary to change the existing door, the existing door needs to be keep for future reinstatement purpose);

- Provide power socket and LAN port to support up to 30 developers working in the studio;

- Server room to place 2 server racks for the AV equipment, computer and network system. Server room should have a door and ventilation system preventing overheat;

- Storage room with an access door to store the ceiling plate and air duct removed from the Data Studio 1.0 and other miscellaneous items if necessary;

- One MacBook for the admin-use;

- CCTV and any relevant security measures for safeguarding the equipment and physical security of users working in the studio. The CCTV need to be housed in a secure environment with data retention period of not less than 90 days and up to 180 days. Service provider needs to assure compliance to Personal Data Privacy rules;

Software:

- TV Display Control System provides capability for the TV screens to separate into 3 independent display screens for showroom and merge into 1 screen for the presentation;

- Control System to control the AV equipment and lighting on/off automatically when no activity inside.

4. Project Schedule Target Project Milestones

• Project commencement date: 3 Oct 2017 • Design confirmation date: 9 Oct 2017 • Build completion date: 30 Nov 2017

See also Section 14. Termination.

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5. Specification of the Data Studio 2.0

• Location: Unit 109, 1/F, Enterprise Place, Hong Kong Science Park, No. 5 Science Park West Avenue, Shatin, Hong Kong

• Gross area: 1,250 sf. (bare shell)

• Floor plan:

• Site provision: This is a bare shell site. Please refer to Appendix A as attached. Please note that these are the Landlord’s standard Fixtures and Fittings. Service Provider is required to add provision where it is not sufficiently provided.

6. Submission of Response to RFP

The response to this RFP shall include proposal for the proposed design with project requirements compliance and a fee proposal for the price offering respectively. Invited service providers should submit a response to this RFP for HKSTP consideration in 2 separate sealed envelopes to the Tender Box on or before the closing date:- Guideline in submitting the Proposal We adopt the two-envelope system in this RFP:

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First envelope is for FIVE sets of Technical Proposal (in hardcopy and softcopy) marked “Submission for RFP on Data Studio 2.0 – Technical Proposal”. The Technical Proposal must NOT contain any price information and HKSTP reserves the right to disqualify any service provider violating this requirement.

Second envelope is for TWO sets of Fee Proposal (in both hardcopy and

softcopy Excel table format burned to CD / SD / USB) marked “Submission for RFP on Data Studio 2.0 – Fee Proposal”. Please use the price proposal table in Appendix B and include precise breakdown.

Please submit the RFP separately in 2 sealed envelopes on or before 28 September 2017 (Thursday), 3:00pm and send to:

Hong Kong Science & Technology Parks Corporation 8/F, Bio-Informatics Centre, No. 2 Science Park West Avenue, Science Park, Shatin, N.T., Hong Kong. Attention: Procurement Department (Tender Box) Late submissions or submissions that do not address the requesting information will NOT be considered. In case a rainstorm black warning or typhoon signal No. 8 or above is hoisted on the closing date, the RFP closing time will be extended to 12:00 noon on the following working day. Tender Enquiries: All enquiries can be made in writing 3 days before the closing date to the following person: Ms. Cathy Choi ICT Cluster Hong Kong Science & Technology Parks Corporation Email: cathy.choi@hkstp.org

7. Presentation of Proposal All responders are invited to present their proposal. Each responder will be given 20

mins to present and 10 mins for Q&A on 29 September 2017 afternoon at the

Hong Kong Science Park office at: 8/F Bio-Informatics Centre, No. 2 Science Park West Avenue, Hong Kong Science Park, Shatin, Hong Kong If you do not wish to join the presentation, please notify in your submission of proposal. Evaluation will thereby be entirely made based on the content of the proposal.

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8. General Conditions of RFP

Acceptance / Rejection of Proposal

Any response to this RFP submitted by a service provider represents a firm offer to contract on the terms and conditions described in this RFP.

HKSTP will evaluate proposals in strict confidential. Service provider acknowledges that HKSTP may elect at its sole option to accept all any item or items of the service provider’s offer and that HKSTP has sole discretion whether or not to accept any of the service provider’s proposals irrespective to its prices. If a quote is submitted on the basis of an overall acceptance of all the services offered, this must be clearly stated in the proposal. HKSTP reserves the right to negotiate with any service provider about tender offer.

It shall be noted that HKSTP would not be responsible for the reimbursement of any cost incurred by service provider for the preparation of the submission.

Accuracy of RFP Prices

Service provider shall make certain that the prices quoted are accurate before submitting its fee proposal. Under no circumstances will HKSTP accept any request for price adjustment on the ground that a mistake has been made in the RFP prices. Validity of RFP Prices

Service provider shall make certain that the prices quoted in Hong Kong Currency and to precise breakdown. All quotations shall be valid for a period of 3 months. Alteration and Assumption

No unauthorized alternation or erasure to the text of the RFP document will be permitted. No unauthorized assumption will be entertained. Competitive Bidding

HKSTP encourages free and open competition among service providers. Service provider’s signature on its proposal guarantees that the prices quoted have been established without collusion with other eligible service providers or informed parties and without effort to preclude HKSTP from obtaining the lowest possible competitive price. Award

At no time shall HKSTP be considered to be under any obligation or commitment to purchase any product or service from any respondent to the RFP unless after a written contract or purchase order has been entered into with such respondent. The award is intended to be made to the service provider whose overall proposal is determined by HKSTP at its sole discretion to be the most advantageous to it.

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Assignment of Contract or Sub-Contracting

Service provider shall not assign or otherwise transfer this contract or any of its rights and obligations hereunder whether in whole or in part without written consent of HKSTP. Liquidated Damages

If service provider fails to deliver the goods or complete the services, then it shall follow up all related activities without any extra cost to HKSTP. HKSTP may without prejudice to any other methods of recovery, deduct the sum of such damages from any monies due or to become due to the service provider under this and / or any other contract valid at the time between HKSTP and the service provider. The payment or deduction of such damages shall not relieve the service provider from the obligations to deliver the goods or complete the services or from any other of its obligations under the contract. Work Site Damages

Service provider shall make sure that there is no damage to the existing system during and after the service assignment. Any damage to existing utilities, equipment or system resulting from the performance of works during the service assignment shall be repaired to HKSTP’s satisfaction at the service provider’s expense.

9. Evaluation Criteria HKSTP will assess the proposal on a set of pre-determined criteria. The assessment of the proposal is 70% based on technical assessment and 30% based on price element. The technical assessment will include the following areas:-

Technical (70%) I) Technical knowledge/application 40%

II) Design 10%

III) Commitment (personnel and timeline) 30%

IV) Past job reference 20%

Price (30%) Price with detailed cost breakdown

Evaluation and Award Process An assessment panel will evaluate all returned RFP. The bid proposal must meet all essential requirements and achieve required minimum technical score (42%) before continuing for consideration. Tender presentation will be scheduled for HKSTP assessment. In such case, the key project team members who would engage in this project should attend the

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presentation and provide briefings on the proposed design, services, staff experience and implementation plan for this project. Score Calculation Methodology Technical Score

Tenderer Technical Score = (Tenderer Point Score / Highest Point Score) x 70% Prices Score

Tenderer Price Score = (Lowest Price / Tenderer Price) x 30% Overall Score

Overall Tenderer Score = Tenderer Technical Score + Tenderer Price Score Tenderer price will be calculated using the tenderer supplied price table. The service provider price is for assessment purpose and may not be equal to the eventual contract price. The selected service provider usually would be the one with the highest overall service provider score. Technical proposal should include: I) Technical knowledge/application

o Recommend, source, install and maintain the TV / LED panels that can vividly display big data visualization

o Server and network installation o Set up workstations and control systems to be synchronized with

the TV wall o Ensure the TV wall is safely secured and stable

II) Design

- Design concept and theme that matches the Data Studio 1.0 - Seating and Floor plan - Design of the TV wall

III) Commitment and Timeline - Organisation chart of the project team - CV of the project leader - Proposed timeline and work plan

IV) Past 5 years’ relevant job references and awards

- Relevant projects - Awards (if any)

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10. Payment terms and schedule

CAPEX - Design and Build This is a Turnkey Project (i.e. Service provider is responsible for all hardware and software components) o 50% deposit of total amount Upon kick-off of the project o 50% of the total amount 3 months after build sign-off

11. Terms and conditions

The production of on-site materials cannot be commenced without prior approval by HKSTP.

The intellectual property rights of all works including data visualization dashboard, TV wall design, graphics, artworks and materials generated in the course of production shall be vested in and belong to HKSTP. The service provider will be required to handover the editable source files including artworks, graphics, text, software programs and drawings to make up the overall production of the items to HKSTP.

HKSTP reserves the rights to engage other product/service provider apart from the service provider who have been awarded the tender.

If owing to the service provider’s own fault, the service provider cannot deliver the services or the deliverables cannot be accepted by the HKSTP within the agreed timeframe, HKSTP may, without prejudice to all its other rights and privileges, demand a service credit of 1% of total contract sum per day of delay. The maximum service credit amount is limited to the amount payable by HKSTP for the professional Service.

Service provider should follow the Corporate Identity guideline provided by the HKSTP.

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12. Confidentiality, Declaration and Copyright

Confidentiality Service provider is under an obligation to protect the interest of HKSTP by not divulging confidential information to any parties. The service provider may be required to sign a Non-Disclosure Agreement before commencement of contract.

Declaration HKSTP will evaluate proposal in strict confidentiality. The Corporation is not bound by accepting any proposal it may receive. It should be noted that the Corporation would not be responsible for the reimbursement of any cost incurred by service provider for the preparation of the proposal.

Copyright The successful service provider is responsible for clearance of rights of use of all library graphics and music. HKSTP accepts no liability in case of any disputes in regards of such right of use. HKSTP will be exempted from any royalty or licensing fee for using the final edited graphics or video and be entitled to their rights of use in any media, at any places and at any time. All copyright of design and visual images, including but not limited to raw, library and clean version of images are the property of HKSTP.

13. Insurance The service provider shall keep insured a Contractor All Risks Insurance in the sum of not less than HK$30,000,000.00 for any one accident and unlimited in the amount for the period of insurance which covering both set up and whole project period. The said insurance policy should in the joint name of Hong Kong Science and Technology Parks Corporation, as owner and the service provider and contain cross liability clause and indemnity to principal clause. The service provider should submit the name of the insurance company through which the said insurance policy is insured to the Corporation for approval. The service provider shall execute the valid Employees’ Compensation Insurance policy in compliance with the laws of Hong Kong Special Administrative Region (HKSAR) and effect adequate insurance against all liability to pay demands or compensation in consequence of any accident or injury to any workman or other person whether in the employment of the service provider or any sub-contractor or self-employed persons and the service provider shall indemnify and keep indemnified the Corporation against all claims, demands, proceedings, cost, changes and expenses whatsoever in respect

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thereof or in relation thereto. The Employees’ Compensation Insurance Policy shall be in full compliance with the laws of HKSAR.

14. Termination If service provider fails to deliver the goods or complete the services to the satisfaction of HKSTP, HKSTP may terminate the contract by giving one (1) month prior written notice to the service provider and the payment will be subject to the extent of the work in progress as determined by HKSTP.

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Appendix A: Site Provision The following is the standard site provision for bare shell condition. Any add-ons require the approval from the Facilities Management Office (FMO) and the service provider will be responsible for managing the approval with FMO directly.

Landlord’s Provisions for Enterprise Place

Storey Height (m) Typical Floor 4.5 Finish Floor to Ceiling Height (m) 2.7 (minimum) Loading for Typical Rentable Office Space 5 kPa Lifts Passenger lift: 1,250 Kg/16 persons Door opening 1,100 x 2,250mm (W x H) Goods lift: 1,800 Kg Door opening 1,550 x 2,300mm (W x H)

with basement landing Building Core Composition ● Lifts & Lift Lobbies

● Staircase ● Refuse chutes ● Toilets/Pantry ● Plantrooms ● IT riser duct ● Fume duct

Suspended Ceiling Proprietary ceiling system

Raised Computer Floor (200mm high) Provided for all rentable office spaces

Loading of Raised Floor 5 kPa Electricity Supply 120VA per m2 of rentable space

Separate metering allowed for 17

tenants on each floor

Small Power Distribution Ring main three compartment trunking (75 x 150) mm inside raised floor

Standby Power 50 kVA for six hours per each

rentable floor via landlord’s generator

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Lighting a) Tenant areas Low-glare fluorescent units

with occupancy sensors cabled and zoned

b) All areas

500 lux at desk top level Emergency lighting fully

completed

Air-Conditioning a) Main plant Water cooled chillers and AHU

for VAV system provided

b) Tenant areas A/C ducting & diffusers fitted to

final position, completed with VAV boxes, control zoned with thermostats

Fire Fighting Sprinklers, fire hydrant, hosereel,

fire alarm and portable appliance to fulfill FSD requirements

Security Multi-camera surveillance in

common area Connection point to Landlord’s

security network provided at each floor

TV/Radio and SMATV Broadcast Up to splitter unit at each floor Reception

Telecommunications Fibre optic building feed

Disclaimer: All the above information is subject to change without further notice.

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Appendix B – Price Proposal Table

Please complete the below Price Proposal Table in detail. Some of the wordings below are for reference only.

Item Qty Unit Cost (HKD)

Total Cost (HKD)

CAPEX - Design and Build

I) Design

1.1 Design with floor plan, sectional drawing and perspectives

1 job

1.2 CAD drawing 1 job

1.3 1 job

II) Build

2.1 TV / LED xx pc

2.2 pc

2.3 pcs

2.4 pc

2.5 Furniture (Please list out the items and their cost breakdown below)

a)

b)

c)

d)

2.6 Appliance (Please list out the items and their cost breakdown below)

a) Control panel

b)

c)

d)

III) Cabling and internet connection

3.1 Cabling works (for electricity) 1 job

3.2 Cabling works (for internet connection) 1 job

3.3 1 job

Insurance

Grand Total (Part I + Part II + Part III)

Item Qty Ceiling Unit Cost (HKD)

XI) Optional Items (Please list out the items and their unit cost below)

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"We offer to provide the Goods and/or Services to HKSTP at the prices quoted in accordance with the requirements and the terms and conditions stated in this Request for Proposal. Acceptance of this offer shall be evidenced by the issuance of a completed Purchase Order by HKSTP.“

_____________________________________ Authorized Signature (with company chop)

Company:_________________________________

Date: ______________