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Hong Kong Science and Technology Parks Corporation
REQUEST FOR PROPOSAL on ICT Co-working Center (Ref: RFP/ICT/2017/007)
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Contents
1. Introduction ...................................................................................................................... 3
2. Scope of work ................................................................................................................... 5
3. Method for submitting proposal ............................................................................... 7
4. Guideline in submitting the proposal ..................................................................... 7
5.Tender Enquiries ............................................................................................................. 8
6. Presentation proposal ................................................................................................... 8
7. Selection criteria ............................................................................................................. 8
8. Evaluation and award process ................................................................................... 9
9. Purchase order terms & Conditions ..................................................................... 10
10. General conditions of RFP ...................................................................................... 10
11. Project Milestones (Delivery Time) ................................................................... 12
12. Payment Schedule ..................................................................................................... 12
13. Insurance ...................................................................................................................... 12
14. Confidentiality, declaration and Copyright ..................................................... 13
15. Termination ................................................................................................................. 13
16. Anti-collusion .............................................................................................................. 14
Appendix A: Site Provision ........................................................................................... 15
Appendix B – Price Proposal Table ............................................................................ 17
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1. Introduction
Hong Kong Science and Technology Parks Corporation (HKSTP) is soliciting proposals from service providers to Design and Build Proposal for the Co-working center at Hong Kong Science and Technology Parks. The establishment of the Co-working center is to provide co-working space, environment and facilities for accelerating technology development from Artificial Intelligence, Big Data, Internet of Things and Fintech start-ups and SME companies. The Co-working center will be opened to both local and overseas entities from Universities, start-ups, companies from cross-disciplines, research institutes and any related parties. The identified venue is located at Building 5W Unit 111-113, B9 of Hong Kong Science Park. The design, build, as well as purchase of furniture will be accomplished by the service provider as required in the specifications, terms and conditions stipulated in this Request for Proposal (RFP). The main theme for this design and build proposal is to fulfill:
(i) Compliance with HKSTP facilities management and statutory requirement;
(ii) Flexibility in space arrangement that is conducive for collaboration; (iii) Maximize the usage of the area yet also open, bright and feels
spacious; (iv) Enable 24x7 operation that is secured and comfortable for the
people working in this environment. (v) Use of Science Park company technologies is preferred, whenever
appropriate
Service provider is requested to bid on complete scope and submit the fixed price for the total solution; and partial solution may not be considered.
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SITE INFORMATION:
The proposed office is located at the Building 5W Unit 111-113, B9 of Hong Kong Science Park. It occupies about 5595 sq.ft (Lettable area) Site provision: This is an office 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.
Floor Plan (Building 5W Unit 111- 113, B9) and location:
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2. Scope of work
The service provider is to provide the following services to HKSTP**:
(i) Design and Build of the Co-working center, which comprise of the following functional areas :
a. Self –Entrance with door access control b. Minimum 20 SME Office for 3 people or more for ( ~100 sq. ft) each c. Administration Office (~100 sq. ft each) d. Multifunctional area e. Working bench for minimum 24 People with wheeled office chairs f. Networking areas with furniture g. Self-service lockers and mail boxes (cardless option is preferred) h. Network system(including network switch , router and network cabling) and
racks i. Wifi access ( 90 devices and 20M data rate for each device) in the room and
networking plus (RJ45) as well as AC power plus j. Power Socket for SME office and Dedicated desk users k. CCTV and any relevant security measurement l. Printing equipment with usage counting function m. Air conditioning Installation & modification for individual SME offices n. Fire Services Installation & modification o. Plumbing & drainage Installation & modification p. Electrical Installation & modification q. Lighting and control Installation & modification r. Touchscreen TV and PC for managing the seat / space utilization with
provision for safely securing the PC, etc
(ii) Demolition of existing partitioning, ceilings, floor and finishes, where necessary
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(iii) Provision of site protection and cleaning (iv) Alteration and addition of existing building services and Fire services to suit
the proposed layouts (v) Built in and loose furniture provisions that matches the overall design (vi) Attendance and liaison with Users, Facility Management Office (FMO) and
Nominated Sub-contractors (NSCs) as required (vii) Provide 12 months Defects Liability Period (DLP) period for all furniture,
equipment, facilities and materials under this RFP
** Remarks Statutory requirements, standards and specifications
Service provider is required to comply with all statutory requirements of Government authorities such as the Buildings Department, Lands Department, Fire Services Department, Electrical Mechanical Services Department, Water Supplies Department, Labour Department and Environmental Protection Department etc. as well as the Utility Companies
If no suitable standard or specification (e.g. British Standards and British Standard Codes of Practice and etc.) exist for this design and build project, service provider shall submit recommendations on appropriate alternatives to the HKSTP for agreement
Any changes or modifications to the existing installations (including air
conditioning/HVAC, electrical schematic diagram, fire services and etc) shall
be prepared by qualified E&M engineer or Authorized Persons (AP). All these
changes should comply with statutory requirements
Service provider is required to use NO VOC (Volatile Organic Compounds)
and odourless decoration materials such as water-base wall paints, water-
base adhesive for wallpaper and carpet, etc.
Service provider is required to follow the Tenants Fit-out Guide (As attached)
Some of the work tasks are to be carried out by NSCs, please refer to Tenants
Fit-out Guide
All fittings and finishes of the building must be carefully and properly
protected during the course of carrying out the fit-out work
Room without window should not use as office
Submission of Fit-out information including drawings, calculation, catalogue
to FMO for approval and work permit
Submission of material catalogue/samples and drawings for approval prior to
commencement of works
Submission of as-built drawings, EM records upon completion of works
Service provider shall be responsible for replacement of consumable
parts/spare parts/furniture of normal wear during the defects liability period
Service provider shall provide contact information for Spare Parts and Tools
provider for all furniture, equipment, facilities and materials built/used under
this RFP
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3. Method for submitting proposal
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.
4. Guideline in submitting the proposal
We adopt the two-envelope system in this RFP: First envelope is for FIVE sets of Technical Proposal (in hardcopy and softcopy) marked “Submission for RFP on Design and Build a ICT Co-working center (RFP Ref No. RFP/ICT/2017/007) – Technical Proposal”. The Technical Proposal softcopy (in MS-Word or PDF) is required to be burned into CD / SD / USB. 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 set of Fee Proposal (in hardcopy) marked “Submission for RFP on Design and Build a ICT Co-working center (RFP Ref No. RFP/ICT/2017/007) – Fee Proposal”. Please use the price proposal table in Appendix B and include precise breakdown. Please submit the RFP separately in 2 sealed plain envelopes on or before 2nd Jan 2018 (Tuesday), 3:00 pm 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) Submission Deadline:
The closing date and time for this RFP submission is 2nd January, 2018 (Tuesday) at 3:00 pm.
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No late submission will be accepted. In the event that a typhoon signal No. 8 or above is hoisted or a Rainstorm Black Warning signal is issued between 9:00 AM and 5:00 PM on the closing day, the RFP closing time will be postponed to 3:00 PM on the next working day.
5.Tender Enquiries
Any enquiries pertaining to the RFP, including the specifications and the conditions of the RFP shall be submitted on or before 27th December 2017 in writing through email to: Mr. Tommy Chow Information & Communications Technology Cluster Hong Kong Science & Technology Parks Corporation Email: [email protected] Tel: +852 2629 6694 By submitting the proposal to us, the service provider agreed the terms and conditions stated in this Request for Proposal.
6. Presentation proposal
All responders are invited to present their proposal on week of 2nd January 2018 (tentatively) 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 Each service provider will be given 20 minutes to present and 10 minutes for Q&A.
7. Selection criteria
All participating service providers shall be evaluated on the following criteria:
70% Technical Capability
30% Pricing Any Technical Proposal’s scoring less than 42% out of 70% will be eliminated from the service provider selection process.
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Technical (70%)** Design and Creativity i) Understanding of project requirements,
appreciation of existing building constraints and special requirements of facilities and services (15%)
ii) Design, functionally and efficiency of layout arrangement (30%)
iii) Quality of proposed materials (5%)
50%
Commitment and Past job reference i) Company profile and relevant experience
(10%) ii) Proposed timeline and effectiveness of work
plan (10%)
20%
Price (30%) Price with detailed cost breakdown 30%
**Technical proposal should include: I) Design and creativity
Design concept and theme of the Co-working center (At least 5 perspective drawings with 3D rendering or artist’s impression drawings and at least 3 sectional drawing to demonstrate the design, including all functional areas)
Floor plan design to optimize Co-working center functionality
Design, setup, and installation plan of the necessary FM provision (e.g. Power cabling diagram and installation plan, Fire sprinklers installation plan, sump tank & pump and etc.)
Specify the material standards
Include and comply with all necessary statutory license/certificates e.g. FS 314/251, WR1 etc.
Furniture and appliance list with brands/warranty and photos.
II) Commitment and relevant job references
Proposed timeline and work plan
Minimum 3 relevant projects in the past 3 years
Organization chart, qualification (CV of the project leader and core team members) and experience of proposed project team
Awards (if any)
8. Evaluation and award process
An assessment panel will evaluate all returned RFP. The bid proposal must meet all
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essential requirements and achieve required minimum technical score (42%) before continuing for consideration. Proposal 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 70%
Tenderer Price Score = (Lowest Price / Tenderer Price) x 30%
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 does not equal to the eventual contract price. The selected service provider usually would be the one with the highest overall score.
9. 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/hkstp_web/en/hkstp/Supplier%20registration/
10. 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 or any 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
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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.
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.
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Nuisance Work Period
Please refer to the fit-out guide. Defects Liability Period (DLP)
12 months DLP period & 1 working day response time during DLP.
11. Project Milestones (Delivery Time)
RFP submission date: 2nd January 2018
Project start date: 15th January 2018
Project completion date (Infrastructure complete ready to move in): 31st March 2018
12. Payment Schedule
Capex- Design and Build This is a Turnkey Project (i.e. Service provider is responsible for all hardware and software components)
Upon kick-off of the project 50% deposit of total amount
3 months after completion of the project 50% of the total amount
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
15 to 21 calendar days 3% of the total contract value
22 to 28 calendar days 4% of the total contract value
≥ 29 calendar days 5% of the total contract value
13. Insurance
The contractor is responsible for provision of Contractors All Risk Insurance and Public Liability Insurance, in the joint name of Hong Kong Science and Technology Parks Corporation as owner, with a total sum insured of HK$30 million (as required by Hong Kong Science Park) covering whole fitting-out period.
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The contractor 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 helper, workman or other person whether in the employment of the service provider or self-employed persons and the service provider shall indemnify and keep indemnified HKSTP against all claims, demands, proceedings, cost, changes and expenses whatsoever in respect thereof or in relation thereto. The Employees’ Compensation Insurance Policy shall in full compliance with the laws of Hong Kong Special Administrative Region.
14. 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.
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.
15. 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
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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.
16. Anti-collusion
The tenderer shall not communicate to any person other than HKSTP the amount of any tender, adjust the amount of any 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 tender or otherwise collude with any other person in any manner whatsoever in the tendering process until the tenderer is notified by HKSTP of the outcome of the tender exercise. Any breach of or non-compliance with this clause by the tenderer shall, without affecting the tenderer’s liability for such breach of rules and laws or non-compliance, invalidate his tender. This clause shall have no application to the tenderer’s communications in strict confidence with his own insurers or brokers to obtain an insurance quotation for computation of tender price and communications in strict confidence with his consultants / sub-contractors to solicit their assistance in preparation of tender submission.
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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
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rentable floor via landlord’s generator
Lighting a) Tenant areas
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 details: Item Qty Unit Cost
(HKD) Total Cost (HKD)
Design and Build
I) Creative design development
1.1 Concept and design of the Co-working center with floor plan, sectional drawing and perspectives
1 Job
1.2 CAD drawing including floor plan and sections 1 Job
II) Build
2.1 Self –Entrance with door access control Job
2.2 SME Office (~100 sq. ft SME office) for 3 people with suitable furniture
Job
2.3 Administration Office with suitable furniture Job
2.4 Multifunction area with suitable furniture Job
2.5 Working bench for minimum 24 people with suitable furniture
Job
2.6 Networking areas with suitable furniture Job
2.7 Self-service lockers and mail boxes Job
2.8 Network system Job
2.9 Wifi access system Job
2.10 Power Socket for SME office and Dedicated desk users Pics
2.11 CCTV and any relevant security measurement Job
2.12 Printing equipment Pcs
2.13 Appliance (Please list out the items and their cost breakdown
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Item Qty Unit Cost (HKD)
Total Cost (HKD)
below)
a)
b)
c)
d)
III) Air conditioning Installation & modification (Please specify the type, its respective location and the quantity required)
3.1 Provision of air conditioning, sensor, accessories and connection, please indicate: Types and Details: __________
Job
IV) Fire Services Installation & modification (Please specify the type, its respective location and the quantity required)
4.1 Provision of sprinklers, sensor, accessories and connection, please indicate: Types and Details: __________
Job
V) Plumbing & drainage Installation & modification (Please specify the type, its respective location and the quantity required)
5.1 Provision of plumbing & drainage, accessories and connection, please indicate: Types and Details: __________
Job
VI) Electrical Installation & modification (Please specify the type, its respective location and the quantity required)
6.1 Provision of electrical installation, cabling, accessories and connection, please indicate: Types and Details: __________
Job
VII) Lighting and control Installation & modification (Please specify the type, its respective location and the quantity required)
7.1 Provision of light, light box, sensor, accessories and connection, please indicate: Types and Details: __________
Job
VIII) On-site maintenance and cleaning
8.1 General maintenance of all the production items 1 Job
8.2 Cleaning work after renovation 1 Job
IX) Public liability insurance
9.1 Insurance 1 Job
Optional Items
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Item Qty Unit Cost (HKD)
Total Cost (HKD)
Grand Total:
Remarks:
- During the project period, HKSTP may place additional order of items in the Price Proposal Table.
- The unit rate quoted shall be applied throughout the whole of the project period. 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: _________________________________
