Hong Kong Science and Technology Parks Corporation · v. Charles K. Kao Auditorium c. Interactive Features i. Various Lighting Settings ii. 2 Sets of event settings at pre-function

RFP – 3D Model for Buildings 2W/CKK and Display Cave Ref: RFP/2020/SC/001

Page 1 of 30 Prepared by Smart City Platform

Hong Kong Science and

Technology Parks Corporation

REQUEST FOR PROPOSAL

ON

3D Model for Buildings 2W and 10W (CKK) and Display Caves

(Ref: RFP/2020/SC/001)



Table of Contents

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

2. Background .................................................................................................................... 3

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

4. Delivery Time ............................................................................................................... 11

5. Submission of RFP ........................................................................................................ 11

6. Evaluation Criteria ........................................................................................................ 13

7. Payment Term & Schedule ........................................................................................... 14

8. Price Proposal - Price Table Template ......................................................................... 16

9. General Conditions of RFP ........................................................................................... 17

10. Purchase Order Terms & Conditions............................................................................ 21

Appendix I –Locations .............................................................................................................. 22

Appendix II –Compliance Checklist .......................................................................................... 25

Appendix III – UAT Table .......................................................................................................... 28

Annex … .................................................................................................................................... 29



1. Introduction

The Hong Kong Science and Technology Parks Corporation (HKSTP) would like to solicit proposal from vendors to

provide an end-to-end leasing service from design, build, installation, maintenance and operations for a 3D Model for

Buildings 2W and 10W (CKK) and Display Cave for the Smart Campus. The leasing services will be accomplished as

required in the specifications, terms and conditions stipulated in this Request for Proposal (RFP).

The tenderer (hereafter referred to as “tenderer” or “vendor” or “supplier”) is expected to accomplish all the

requirements in the specifications, terms and conditions stipulated in this Request for Proposal (RFP).

2. Background

The main objective is to supply and build 3D Model for 2W/10W (CKK) Buildings and Model Display Caves. For detail

of the setup area, please refer to appendix I.

3. Scope of Work

A. The General Requirements:

1. 1 set of 3D Immersive Cave Design, Build, Deployment, and Installation.

a. Propose 3D Immersive cave design with metallic built frame

b. The caves should consist of minimum of 4 display panels join seamlessly to display 3D content.

i. Support curved projection screens at the two junctions of the three vertical sides with

accurate, seamless and simultaneous immersive experience.

ii. Support touch screen at the front vertical side. It should support 80” touch area with 5 point

multi-touch.

iii. provide simultaneous immersive experience by naked eyes, without any head-mounted or

wearable device, for multiple users inside the Environment

c. The approximately cave size (width x depth x heights) shall be no less than 3550mm x 3150mm x

3200mm.

d. Exterior of the 3 vertical sides shall be decorated with custom and futuristic design concept.

e. The projection system

i. Include four high lumens output projectors, three ultra-short throw lens and one short throw

lens to enable front projection on 4 sides of the Environment including the three vertical sides

and the floor side.

ii. Projector canvas shall be covered with lightproof block-out material

iii. the high lumens output projectors requirements:



A. support WUXGA native resolutions of 1920 x 1200

B. support with minimums of 8000 Lumens of Color and White Brightness

C. size equivalent to or below 600 x 500 x 200 mm

D. Weight equivalent to or below 21 kg.

iv. the ultra-short throw lens requirements:

A. support zoom ratio: 0

B. support throw ratio (4:3): 0.36

C. support throw ratio (16:10): 0.35

v. the short throw lens requirements:

A. support zoom ratio: 1.0 - 1.2x

B. support throw ratio (4:3): 0.66 – 0.8

C. support throw ratio (16:10): 0.65 – 0.78

f. The sound system of the cave should have at least contains & support following for better experience

i. Two cone woofers

ii. Two subwoofers

iii. Two dome tweeters

iv. Dolby Digital, Dolby Pro Logic II, and DTS digital Surround audio formats

Note: It is also consider as acceptable that for any instruments that can maintain the same

performance as above.

g. Include a touch pad device such as iPad or android/PC tablet with 32GB storage or better installed

with app with necessary license to function as the remote input and control device for the system.

h. Adaptable 3D content processing computer(s) to render and display the 3D Contents.

i. System boot up and ready (Cold boot) time should not more than 30 minutes.

ii. Support Real-Time Rendering without lagging at 1920 x 1200 resolution or higher.

iii. The system should support at least 12 hours continuous running per day without problem.

iv. Adaptable UPS system is required to avoid unexpected interrupt (UPS support and maintain

at least 10 mins).

v. Head dispensing system may be required to keep the system healthy.

i. All necessary 3D software(s) and runtime software(s) are included and installed in the computer to

support following

i. Display Building Information Modelling (BIM)

ii. Reality Models



iii. 3D Models

iv. 360 videos and images in the environment

j. An interactive control device for 3D content navigation/interactions (e.g. Mobile Phone, Touch Pad,

touch screen etc.)

k. It can support automated turn-on and turn-off function according to pre-defined schedule.

l. There is emergency shut-down button. One button to power-off the whole system safely.

m. Including 3 default walkthroughs for automatic showcasing which will involve transition between both

outdoor and indoor environment.

n. Model texture quality shall be in high resolution, photorealistic and similar view from human eyes.

o. Model structural quality shall reach 1-to-1 true scale and geo-reference to HK1980 grid system.

2. 3D Content Creation for Building 2W - (Please refer to Appendix I - (1.2) Building 2W)

a. Include the building structure and architecture as viewed from outside

b. Include the surrounding roads, plants, ground features, street furniture nearby the building

c. Include the outdoor scenes as viewed from building XXW

d. Include the building structure and architecture as viewed from inside of the building which

includes lobby, 1/F-8/F (Similar structural and architectural modelling for the floors)

e. Include all public facing areas such as lift lobbies, rooms, corridors, common areas and exclude

MEP, toilets, emergency exits and rear staircases

f. Remain the structural settings of the office with designated office rooms, meeting rooms,

boardrooms, pantries and common rooms, etc. Approximately about 20-30 rooms per floor

g. Include model formation of office furniture, lighting and shadowing as well as scene creation to

facilitate 3 sets of office design styles

h. Innovative & co-working style

i. Warm & traditional style

j. Without any furniture

k. Include lift taking experience in the whole building

l. Flythrough transition from outdoor to indoor

3. 3D Content Creation for Charles K. Kao (CKK) Auditorium - (Please refer to Appendix I - (1.2) Building CKK

Auditorium )

a. Outdoor Model includes



i. Include the building structure and architecture as viewed from outside

ii. Include the outdoor scenes as viewed from building 10W, Charles K. Kao Auditorium and

the Link connecting pre-function hall and the auditorium.

iii. Charles K. Kao Auditorium

iv. Building 10W (Partly near to the CKK Auditorium)

v. Atrium Link (Partly near to the CKK Auditorium)

to facilitate the below navigation and walkthrough Outdoor > building 10W (G/F) > pre-function hall

(1/F) > Charles K.Kao Auditorium

b. Indoor Model includes

i. Entrance from ground floor of 10W

ii. Escalator

iii. Lift

iv. Pre-function hall

v. Charles K. Kao Auditorium

c. Interactive Features

i. Various Lighting Settings

ii. 2 Sets of event settings at pre-function hall

1. Event Setting with exhibition booth, Coffee table, photo booth

2. Without any settings

iii. Video broadcast settings on projection screen in Charles K. Kao Auditorium

4. The vendor should identify the implication on space resulting from the works on proposed setup building

1E and 10W location. The selected vendor shall provide following engineering works and necessary

document submission.

a. Networking setup for the caves (if required) at proposed locations (both 10W and XW)

i. Network Sockets required for the system

ii. Network cables, conduit and all accessories

iii. In case dedicated internet connection is required, tender needs to cover the all cost within

the maintenance period. It may include but not limited to

1. ISP Service Charge.

2. Installation setup.

3. On-going support and maintenance services etc.



b. Electrical setup for the caves at proposed locations( both 10W and 1E)

i. 13 AMP Sockets required for the system

ii. All accessories installation with WR1 submission

c. The registered structural engineer endorsed report to prove the stability of CAVE is required.

d. Following document shall be provided before the commence date of leasing

i. Conceptual Design and 100% Detail Design report(Words and pdf format);

ii. The related statutory required approved drawings(CAD and pdf format) and submission

record(pdf format) if required;

iii. Full set of As-fit drawings(CAD and pdf format);

iv. T&C report(pdf format);

v. Licenses, permit and certificates(pdf format);

vi. O&M and/or R&M manuals(Words and pdf format), the content includes but not limit to,

the parts list with details and the parts suppliers contact, regular maintenance work scope

and checklist form; vendor’s parts inventory list to support the above services;

vii. 2 sets of hardcopy and 1 set of DVDs/USB Flash Drive containing the softcopy of the full

set of documentation (the above item a) to f)). Softcopy should be in either Microsoft

Office 2013 or above or PDF format or specified as the above mentioned.

5. The selected vendor shall provide support and maintenance to keep the systems (Hardware and Software)

running and healthily during the leasing period. The leasing period is 2 years and start from system

commencement day. The supporting activities should include but not limited to following.

a. System Installation and Configuration

b. The daily operation hour and manpower support:

Daily Operation Hours

i. Week days: 9:00 am ~ 6:00 pm (The 3D Cave System switch-on and off either by manual

or remote control or timer control)

ii. Vendor has the responsibility to ensure the system is up and ready on or before 9:00am.

iii. Sunday, Saturday and Public Holiday : Off

HKSTP Event Support

i. Support Science Park’s Event (24 hours in advance) with not more than Twenty (20) days

(including week days and public holiday) per year.



Technology Promoter Support

i. Week days: Afternoon Shift PM (12:30 pm to 6:00 pm). Shift arrangement could be

reviewed and modified depends on the actual needs during the leasing period.

ii. Sunday, Saturday and Public Holiday : Off (Except HKSTP Events)

iii. It is supplier responsibilities to guarantee and ensure all the Technology Promoter Support

Staffs have adequate knowledge and training to support HKSTP events. Supplier is also

required to provide evidence that those staffs are properly trained.

c. Maintenance, Support & Replacement of 3D Immersive Cave system’s hardware and accessories.

d. Maintenance, Support, Update, Bug fix & Diagnosis of Hybrid Reality Platform. It includes but not

limited to following.

i. Responsible for operation system security patches update

ii. Responsible for software update patches of the system.

iii. Responsible for signature files (e.g. Firewall, anti-virus) update.

e. Regular inspection, preventive maintenance & cleaning service (At least monthly).

i. Cleaning service should cover internal and external parts.

f. Technical Support Response within 4 hours by email & call and also ensure that the 3D Cave

resume to normal condition for visiting within 24hours.

g. Next Business Day On-Site Service (Mon-Fri, 9:00am – 6:00pm)

h. Emergency call hotline for urgent incidents.

i. 3rd parties and public liability insurance shall be included for maintenance period.

j. Consultation, Advice & Guidance on Use of System

k. Documentations system administration and User Guide

l. At least 2 training sessions (Min. 2 hours for each session)

i. System Management / Administration

ii. User Operation and Interactive control

m. Support and Modify system in order to fulfil the SRAA audit if necessary.

n. Vendor has to comply with HKSTP IT security and patch management policies.

o. Monitoring the 3D Cave System during the operation hours by remote control or manual

inspection.

p. Report any incident (i.e. power failure, abnormal display etc.) to the contact person assign by

HKSTP within 4 hours after incident happen.



6. On-Site Survey for the buildings and structures.

a. HKSTP will provide drawings (floor plans) to the awarded contractor.

b. All dimension, size, details and drawings provided by HKSTP are for reference only. All works shall

be measured / verified on site by contractor.

c. Site survey would be arranged for awarded contractors.

d. Contractors responsible for all costs of the Site survey, such as equipment, surveyors, insurance

and all other accessories if necessary.

7. Supplier shall provide a services report quarterly during Leasing Service period which includes the

following;

a. Visitors, VIP, Tour information:

i. Number and names (name card)

ii. Date, Time and period of stay

iii. Organiser

b. Business and Enquiry

i. Business Engagement

ii. Complain and Incident Report

iii. Visit Booking

c. Summary

i. Conclusion

ii. Recommendation

8. The service provider shall comply with related regulations and requirements in the followings

a. Electricity Ordinance

b. Other Statutory Regulations of HKSAR

Other General Requirement

a. All installation must be performed during non-office hour (weekend or night work at weekday). The

schedule of work shall be subjected from Facility Management Office’s approval.

b. Vendor could not damage any existing structure at the installation area.



c. If any additional tool is required which our current environment cannot provide such as High Level

Platform/ladder stand, the tool will not be owned by HKSTP and HKSTP will not bear the cost.

d. For the work execution, the application of work permits should be submitted with the below list of

documents as follow at least 7 days before commencement of work and obtained the formal approval

by Facility Management Office (FMO) prior to the work commencement. All the works should be

strictly complied with HKSTP’s /FMO’s house rules(Fit-out Guide should be taken into account for the

proposed works) in SP and statutory regulations in HKSAR

i. Application form of work permit.

ii. 3rd parties and public liability insurance policy (i.e.HK 30M) for installation work

iii. Installation method statement incorporated with risk assessment report

iv. Installation proposal drawing

e. The selected vendor shall keep insured under a Public Liability Insurance / Contactors’ 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.

f. Supply qualified labours, tools and material. The working platform shall meet local regulations and

statutory requirements as a minimum. Provide appropriate and adequate safety measures for the

workers to maintain a safe working environment on the site.

g. All workers must be equipped with reflective vests during the work.

h. After the installation, the vendor must ensure the affected areas are clean and all installation/delivery

material is properly disposed.

i. All installed fixture, fitting, support, equipment, facilities and associated work (including the cable

containment) should be painted and matched with the colour of background condition. The finished

work should be in aesthetic view.

j. The electrical installation work shall be done by registered electrician.

k. HKSTP reserves the rights to engage other Services Provider or Product provider apart from the

services provider who have been awarded the tender.

l. The vendor must visit the site prior to submission of the tender. The contract the tender contract point

for site visit arrangement.

m. Floor plans and infrastructure information will be provided upon request. All information/document

provided by HKSTP for this project are confidential. Tenderer shall treat it as confidential and solely

for this project purpose. Tenderer shall only share these information/document within the project

team and destroy right after the completion of the project or not being awarded.

n. Responsible for all reinstatement work after the completion of the leasing contract period.



o. Responsible for all the cost incur from the reinstatement work after the completion of the leasing

contract period.

4. Delivery Time

The leasing period is 24 months which include two 3D models creation, 3D Immersive Cave Development, Installation

and configuration, software/computer server installation/configuration, support and maintenance. All deliverables

related to this tender shall be completed and available to HKSTP on or before 15th Oct 2020.

5. Submission of RFP

The response to this RFP shall include proposal for the proposed design with project requirements Compliance

Checklist (Appendix II) 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 proposals (Technical proposal and Price proposal) on or

before the closing date.

Guideline in submitting the Technical Proposal

The vendor shall submit a company structure chart with the proof of the professional qualifications of each personnel

listed below:

- The vendor shall submit the proof of the professional qualifications of a “Registered Structural Engineer” under the Building Ordinance (Cap.123) or equivalent to ensure the safety of the Immersive CAVE and relevant hardware in the project.

- The vendor shall submit the proof of the professional qualifications of a “Registered Professional Surveyor of the Land Surveying Division” under the Surveyor Registration Ordinance (Cap. 417) or equivalent to ensure the quality of the data acquisition, on-site survey and modelling process in the project.

- The vendor shall submit the proof of the professional qualifications of a “Registered Electrical Worker” with minimum Grade A qualification in accordance with the Electricity Ordinance to ensure the safety of all electrical works in the project.

The Technical Proposal should include:-

Proposed design with project requirements Compliance Checklist (Appendix II)

Implementation approach for 3D model creation

User Experience for the proposed setup

Interactive features supported by the proposed system.



3 relevant projects in the past 3 years

Organization chart, qualification and experience of proposed project team

Awards (if any)

and 1 copy of Non-collusive Tendering Certificate, duly signed with company chop (Annex I) and must NOT contain

any price information and HKSTP reserves the right to disqualify any vendor violating this requirement.

Guideline in submitting the Price Proposal

The Price Proposal as per Section 8 of this RFP - Price Proposal - Price Table Template, shall be itemized and duly signed

with company chop, together with any optional items proposed. Price proposal shall be submitted with breakdown.

Please use the price proposal table in this RFP and include precise breakdown for submitting the Price Proposal.

Closing Date:

Vendor should submit the proposal through HKSTP e-tender system https://tender.hkstp.org/ on or before 12:00 PM

5th June, 2020. No late submission will be accepted.

Vendor should, from time to time before the submission deadline, visit our HKSTP TENDER website

https://tender.hkstp.org/ to see if there is any addendum to this RFP.

Enquiries:

All enquiries should be submitted in writing at least one week before the closing date on the tendering system

( https://tender.hkstp.org/ ).

Mr. YK SHUM

Email: [email protected]

Tel: 2629 6673

By submitting the proposal to us, the vendor agreed the terms and conditions stated in this Request for

Proposal.

Proposal presentation: All responders are invited to present their proposals on week of 15thJune, 2020 (tentatively) at the Hong Kong

Science Park Office at:

5/F, Building 5E, No. 5 Science Park East Avenue, Hong Kong Science Park, Sha Tin, New Territories, Hong Kong

https://tender.hkstp.org/





Each vendor will be given 25 minutes to present and 15 minutes for Q&A. 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

6. Evaluation Criteria

Evaluation and Award Process

The assessment will be based on both technical and price elements. Vendor acknowledges that HKSTP has sole

discretion whether or not to accept any or all of vendor’s proposal irrespective of its prices or technical approach.

Technical (60%) 1. Exterior Design of the 3D Cave

2. Interactive features of the 3D Cave (for example: mobile apps, tablets, touch screen etc.)

3. Resources planning to support the daily operation and special event, maintenance and emergency services

30%

1. Demonstration of quality of pervious example of 3D contents. Tenderer should consider the following as a guideline of features of quality for the assessment: Accessibility

Visualization

Smoothness

User experience

Interactive features

30%

1. Company profile and relevant experience Organization chart, qualification and experiences of

proposed project team

2 relevant projects in 3D Modeling or 3D Display Cave in the past 5 years (up to year 2020) with at least one project with budget size over HKD 1M

30%

1. Proposed timeline and effectiveness of work plan

10%

Price (40%) Price with detail cost breakdown

100%



Evaluation and award process

An assessment panel will evaluate all returned RFP. The bid proposal must meet all compliance and achieve required

minimum technical score (60% out of 100% in technical Assessment) 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 presentation and provide briefings on the proposed design, services, staff

experience and implementation plan for this project.

Score Calculation Methodology

Tenderer Technical Score = (Tenderer Point Score / Highest Point Score) x 60%

Tenderer Price Score = (Lowest Price / Tenderer Price) x 40%

Overall Tenderer Score = Tenderer Technical Score + Tenderer Price Score

Tenderer price will be calculated using the HKSTP supplied price table (Section 8 of this RFP). The price is for

assessment purpose and does not equal to the eventual contract price.

The selected vendor usually would be the one with the highest overall score.

7. Payment Term & Schedule

Vendor is required to submit the offers in Hong Kong Dollars in goods / services solicited. Vendor is required to submit

the breakdown of every job and item. Payment to the vendor will be made within 30 days against invoice according

to the following schedule.

Monthly Services Start on The Commence Date Monthly Payment (Part A of Price

Proposal Table)

In case of late delivery, the following penalty scheme will apply:

No. of late days from the

agreed delivery date Penalty



≤ 7 calendar days 1% of the total contract value

8 to 14 calendar days 2% of the total contract value



≥ 29 calendar days 5% of the total contract value



8. Price Proposal - Price Table Template

RFP – 3D Model for Buildings 2W/CKK and Display Caves

(Ref: RFP/2020/SC/001)

Please complete the below Price Proposal Table in detail.

Item

( Note The commencing date of the Leasing Service Start when the User

Acceptance Test (UAT refer to appendix III ) is passed and accepted by

HKSTP)

Qty Unit

Cost

(HKD)

Total

Cost

(HKD)

Part A:

Monthly Service charge

Hardware System

Software System

Licenses Fee

Administration and Report

System Customization

Daily Operation

Maintenance and Support

HKSTP event support

24 Months

Total for Part A (in HKD)

Part B:

Optional

Items

Technology Promotor support (refer to Scope

of Work section 5 Technology Promoter

Support (Afternoon shift required) )

1 Job

Submit a Price Reference Table for the

following (include but not limited to):

. Application / UI (user interface platform

. 3D Object library

. Custom made 3D Object

. Import BIM / modelling

. Real-time Data and IoT display integration

1 Job

Monthly Service Charge for the 3rd Year 12 Monthly

Monthly Service Charge for the 4th Year 12 Monthly



Remark:

Vendor should submit the Price Proposal using the above table form.

Vendor should provide detail breakdown on separate sheet.

Annual maintenance and support fee for 3rd years will be included during the tender price assessment

Other vendor proposed optional items will NOT be considered during the tender price assessment.

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: ________________________

Name:_________________________

(in block letters)

Title:__________________________

Date:__________________________

9. General Conditions of RFP

Acceptance / Rejection of Proposal

Any response to this RFP submitted by a vendor represents a firm offer to contract on the terms and conditions

described in this RFP.

Monthly Service Charge for the 5th Year 12 Monthly

Reinstatement Cost valid through out first 3

years

1 Job

Reinstatement cost for the 4th year 1 Year

Reinstatement cost for the 5th year 1 Year

Total for Part B (in HKD)

Grand Total (in HKD) for Assessment (Part A + Part B)



HKSTP will evaluate proposals in strict confidence. Vendor acknowledges that HKSTP may elect at its sole option to

accept all or any item or items of the vendor’s offer and that HKSTP has sole discretion whether or not to accept any

of the vendor’s proposals or quotation 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 quotation. HKSTP reserves the right to

negotiate with any vendor about tender offer.

It shall be noted that HKSTP would not be responsible for the reimbursement of any cost incurred by vendor for the

preparation of the submission.

Accuracy of RFP Prices

Vendor shall make certain that the prices quoted are accurate before submitting its 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

Vendor shall make certain that the prices quoted in Hong Kong Dollars 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 vendors. Vendor’s signature on its quotation guarantees that

the prices quoted have been established without collusion with other eligible vendors 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 vendor whose overall proposal is determined by HKSTP at its

sole discretion to be the most advantageous to it.

Assignment of Contract or Sub-Contracting

Vendor 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 vendor 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 vendor under this and/or any other contract valid at the time between

HKSTP and the vendor. The payment or deduction of such damages shall not relieve the vendor from the obligations

to deliver the goods or complete the services or from any other of its obligations under the contract.

Work Site Damages

Vendor 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 vendor’s expense.

Confidentiality

Vendor is under an obligation to protect the interest of HKSTP by not divulging confidential information to any parties.

The vendor is required to sign a Non-Disclosure Agreement before commencement of contract.

Insurance

Vendor shall keep insured a Public Liability Insurance / Contractors’ 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. The said insurance policy

should be in the joint name of Hong Kong Science and Technology Parks Corporation, as owner and the vendor and

contain cross liability clause and indemnity to principal clause. The vendor should submit the name of the insurance

company through which the said insurance policy is insured to the Employer for approval.

The vendor 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 vendor or any sub-contractor or self-employed persons and the vendor shall indemnify and keep indemnified

the Corporation against all claims, demands, proceedings, cost, changes and expenses whatsoever in respect thereof

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

HKSAR.

Green Policy, Health & Safety

For environmental protection, the vendor should endeavour to minimize any negative impact on the environment.

Wherever possible, recycled/recyclable and reused/reusable materials should be used. Energy consumption and waste

should be minimised.



During the course of its provision of the services, the vendor should at all times undertake that it and its employees

should comply with all statutory requirements in respect of health and safety and all instructions issued by HKSTP.

Anti-Collusion

The vendor/tenderer shall not communicate to any person other than HKSTP the amount of any tender, adjust the

amount of any RFQ/RFP/tender by arrangement with any other person, make any arrangement with any other person

about whether or not he or that other person should or should not submit/propose/tender or otherwise collude with

any other person in any manner whatsoever in the RFQ/RFP/ tendering process until the vendor/tenderer is notified

by HKSTP of the outcome of the RFQ/RFP/tender exercise. Any breach of or non-compliance with this clause by the

vendor/tenderer shall, without affecting the vendor’s/tenderer’s liability for such breach of rules and laws or non-

compliance, invalidate his RFQ/RFP/tender.

This clause shall have no application to the vendor/tenderer’s communications in strict confidence with his own

insurers or brokers to obtain an insurance quotation for computation of RFQ/RFP/tender price and communications

in strict confidence with his consultants / sub-contractors to solicit their assistance in preparation of RFQ/RFP/tender

submission.

Termination

If vendor fails to deliver the goods and equipment within two (2) weeks or complete the services to the satisfaction

of HKSTP, HKSTP may terminate the contract by giving one (1) week prior written notice to the vendor and the payment

will be subject to the extent of the work in progress as determined by HKSTP.

Special requirements

The following points should be noted:

The works must be approved by HKSTP FMO so as to prevent influence of any function and event in HKSTP.

If any additional tool is required which our current environment cannot provide such as High Level Platform,

the tool will not be owned by HKSTP and HKSTP will not bear the cost.

After the installation, the vendor must ensure the affected areas are clean and all installation/delivery material

properly disposed of. Vendor shall supply all necessary accessories to complete the works including screw,

pigtail, etc.

Vendor shall reinstate and make good to the affected area and finishes to match with existing and adjacent

(e.g. material, colour, pattern, etc.).

Vendor shall provide temporary protection to affected area.

Vendor shall submit works permit application, insurance and works schedule, etc. for HKSTP/FMO’s

consideration.



Vendor shall arrange noisy/nuisance works, if any, to be carried out in restricted period, subject to prior

approval of works permit application.

If owing to the vendor’s own fault, the vendor 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.

HKSTP reserves the rights to engage other vendor or product provider apart from the vendor who have been

awarded the tender.

10. Purchase Order Terms & Conditions

The HKSTP’s Purchase Order Terms and Conditions version dated 4 March 2016, which is available in our Corporation’s

website https://www.hkstp.org/en/quick-links/supplier-registration/refers .

-End-

https://www.hkstp.org/en/quick-links/supplier-registration/refers



Appendix I Locations

(1) Caves Setup Locations

The final location for the cave within the building would be confirm during the deployment period. It may based on

several factors to finalize the location, such as actual size of the caves, power source, spaces etc.



(1.1) Display Location

Figure 1E Core Building Lobby

Figure 10W (CKK) Building Lobby



(1.2) Building Location

Building CKK Auditorium

Building 2W



Appendix II –Compliance Checklist Item Category Description Compliance (Y/N)

1 Scope of Work Under section A the General Requirements part 1.

1. 1 set of 3D Immersive Cave Development, Deployment, and

Installation.

Note: Include all details listed under this requirement.

2 Under section A the General Requirements part 2.

2. 3D Content Creation for Building 2W – (Appendix I).



3. 3D Content Creation for Charles K. Kao (CKK) Auditorium

(Appendix I).



4. The selected vendor shall provide support to keep the

systems (Hardware and Software) running and healthily

during the trial period. The trial period is 1 year and start

from system commencement day. The supporting activities

should include but limited to following.



5. On-Site Survey for the buildings and structures.



6. The service provide shall comply with related regulations

and requirements in the followings.


7 All works shall be complied with and fulfilled the latest edition

of statutory requirement and regulation



8 The photo records, drawings and information provided are for

reference only; the contractor is required to verify everything

to site

9 The vendor shall submit the proof of the professional qualifications of a “Registered Structural Engineer” under the Building Ordinance (Cap.123) or equivalent to ensure the safety of the Immersive CAVE and relevant hardware in the project.

10 The vendor shall submit the proof of the professional qualifications of a “Registered Professional Surveyor of the Land Surveying Division” under the Surveyor Registration Ordinance (Cap. 417) or equivalent to ensure the quality of the data acquisition, on-site survey and modelling process in the project.

11 The vendor shall submit the proof of the professional qualifications of a “Registered Electrical Worker” with minimum Grade A qualification in accordance with the Electricity Ordinance to ensure the safety of all electrical works in the project.

12 Other General

Requirement All installation must be performed during non-office hour

(weekend or night work at weekday). The schedule of work

shall be subjected from Facility Management Office’s approval.

13 Vendor could not damage any existing structure at the

installation area

14 If any additional tool is required which our current environment

cannot provide such as High Level Platform/ladder stand, the

tool will not be owned by HKSTP and HKSTP will not bear the

cost



15 For the work execution, the application of work permits should

be submitted with the below list of documents as follow at least

7 days before commencement of work and obtained the formal

approval by Facility Management Office (FMO) prior to the

work commencement. All the works should be strictly complied

with HKSTP’s /FMO’s house rules in SP and statutory

regulations in HKSAR

- application form of work permit

- 3rd parties and public liability

insurance policy (i.e.HK 30M) for

installation work

- Installation method statement

- Installation proposal drawing

16 The selected vendor shall keep insured under a Public Liability

Insurance / Contactors’ 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.

The selected supplier should comply with the statutory of the

labour department to provide insurance for employees within

the premises.

17 Supply qualified labours, tools and material. The working

platform shall meet local regulations and statutory

requirements as a minimum. Provide appropriate and adequate

safety measures for the workers to maintain a safe working

environment on the site

18 All workers must be equipped with reflective vests during the

work

19 After the installation, the vendor must ensure the affected

areas are clean and all installation/delivery material is properly

disposed

20 All installed fixture, fitting, support, equipment, facilities and

associated work (including the cable containment) should be

painted and matched with the colour of background condition.

The finished work should be in aesthetic view

21 The electrical installation work shall be done by registered

electrician



22 The vendor MUST visit the site prior to submission of the

proposal

23 Responsible for all reinstatement work after the completion of

the leasing contract period

24 Responsible for all the cost incur from the reinstatement work

after the completion of the leasing contract period.

Please submit Compliance Checklist (Appendix II) in response to RFP and the Price table

Appendix III –UAT Table

Item Result Check by (Printed Name and Signature) Date

Hardware Deliveried vs

Specification

Pass / Fail

Software Content vs

Specification

Pass / Fail

On Site Content Demonstration Pass / Fail



Annex

Non-Collusive Tendering Certificate

To : Hong Kong Science and Technology Parks Corporation (“HKSTP”)

Dear Sirs,

Non-Collusive Tendering Certificate for [Ref: RFP/2019/CDU/084] (the “Contract”)

1. We, ___________________________of ____________________________

(name(s) of the tenderer(s)) (address(es) of the tenderer(s))

__________________________________________________________________

refer to the tender for the Contract (the “Tender”) and our bid in relation to the Tender.

Non-collusion

2. We represent and warrant that in relation to the Tender:

(a) Our bid was developed genuinely, independently and made with the intention to accept the Contract if

awarded;

(b) Our bid was not prepared with any agreement, arrangement, communication, understanding, promise or

undertaking with any person (including any other tenderer or competitor) regarding:

i) prices;

ii) methods, factors or formulas used to calculate prices;

iii) an intention or decision to submit, or not submit, a bid;

iv) an intention or decision to withdraw a bid;

v) the submission of a bid that does not conform with the requirements of the tender;

vi) the quality, quantity, specifications or delivery particulars of the products or services to which this tender

relates; and

vii) the terms of the bid,

and we undertake that we will not, prior to the award of the Contract, enter into or engage in any of the

foregoing.

3. Paragraph 2(b) of this certificate shall not apply to agreements, arrangements, communications, understandings,

promises or undertakings with:

(a) HKSTP;

(b) a joint venture partner, where joint venture arrangements relevant to the bid exist and which are notified to

HKSTP;



(c) consultants or sub-contractors, provided that the communications are held in strict confidence and limited

to the information required to facilitate that particular consultancy arrangement or sub-contract;

(d) professional advisers, provided that the communications are held in strict confidence and limited to the

information required for the adviser to render their professional advice in relation to the Tender;

(e) insurers or brokers for the purpose of obtaining an insurance quote, provided that the communications are

held in strict confidence and limited to the information required to facilitate that particular insurance

arrangement; and

(f) banks for the purpose of obtaining financing for the Contract, provided that the communications are held in

strict confidence and limited to the information required to facilitate that financing.

Disclosure of subcontracting

4. We understand that we are required to disclose all intended sub-contracting arrangements relating to the Tender

to HKSTP, including those which are entered into after the Contract is awarded. We warrant that we have duly

disclosed and will continue to disclose such arrangements to HKSTP.

Consequences of breach or non-compliance

5. We understand that in the event of any breach or non-compliance with any warranties or undertakings in this

certificate, HKSTP may, at its discretion, invalidate our bid, exclude us in future tenders, pursue damages or

other forms of redress from us (including but not limited to damages for delay, costs and expenses of re-

tendering and other costs incurred), and/or (in the event that we are awarded the Contract) terminate the Contract.

6. Under the Competition Ordinance, bid-rigging is serious anti-competitive conduct. We understand that HKSTP

may, at its discretion, report all suspected instances of bid-rigging to the Competition Commission (the

“Commission”) and provide the Commission with any relevant information, including but not limited to

information on our bid and our personal information.

For and on behalf of:

(Company Name)

Signature with Company

Chop:

(Authorized Signature)

Name & Position:

Date:

Additional signature blocks will need to be used where the tenderer is comprised of multiple parties

Documents

Hong Kong Science and Technology Parks Corporation · v. Charles K. Kao Auditorium c. Interactive Features i. Various Lighting Settings ii. 2 Sets of event settings at pre-function