REQUEST FOR PROPOSALS PITTSBURGH ARENA PROJECT January 23, 2009 SCOREBOARD AND VIDEO DISPLAY FOR THE PITTSBURGH PENGUINS NEW ARENA I. GENERAL Pittsburgh Arena Development LP, a Pennsylvania limited partnership (the Developer ), as agent for the Sports & Exhibition Authority of Pittsburgh and Allegheny County (the SEA or Owner ) is issuing this request for proposals ( RFP ) from qualified firms to provide a complete Scoreboard and Video Display System for the New Pittsburgh Arena as described herein during construction of the following project: an enclosed sports, public assembly and entertainment facility containing approximately 18,500 seats, on property located proximate to Washington Place, Centre Avenue and Fifth Avenue in the Third (3rd) Ward of the City of Pittsburgh (the "Project"). The Project will be the home for the Pittsburgh Penguins NHL hockey team. The Project will be owned by the SEA. Developer, under its agreements with the SEA, is responsible for overseeing the design and construction of the Project. Upon completion of the Project, SEA will lease the Project to the Pittsburgh Penguins or an affiliate. For ease of reference, each Firm receiving this Request for Proposal is referred to as a "Firm" and the Firm selected to provide services for Developer is referred to as the "Selected Firm." This Request for Proposal states the instructions for submitting proposals and the procedure and criteria by which a Firm may be selected. The key project team members are as follows: Developer Developer Representative Owner Owner Representative Architect Construction Manager Structural Engineer A/V Consultant Pittsburgh Arena Development LP ICON Venue Group Sports & Exhibition Authority of Pittsburgh and Allegheny County Oxford Development/Chester Engineering HOK Sport + Venue + Event Architecture P.J. Dick- Hunt, a Joint Venture Thornton Tomasetti Wrightson, Johnson, Haddon & Williams, Inc. II. PROJECT DESCRIPTION As described above, the Project will consist of a state-of-the-art enclosed sports, public assembly and entertainment facility containing approximately 18,500 seats and sized at approximately 720,000 square feet. (the Arena ). The Arena is located proximate to Washington Place, Centre Avenue and Fifth Avenue in the Third Ward of the City of Pittsburgh. The event level for the Arena is expected to be at an elevation of 804 feet. An office/retail component of the Project will be located on 5 th Avenue with the lowest level at an elevation of 775 feet. Page 1 of 5
III. SCOPE OF SCOREBOARD AND VIDEO DISPLAY SYSTEMS A. Plans and Specifications FINAL Issued 1-23-09 The plans and full specifications are available for purchase at: Tri State Reprographics, Inc. 907 Penn Avenue, Suite 700 Pittsburgh, PA 15222 Attention: Evan Phone: (412) 281 3538 Please note that certain plans specific to this RFP will be made available to each of the bidders under separate cover. B. Scope of Scoreboard and Video Display Provide a complete Scoreboard and Video Display System (the Systems ) as indicated and described in the following specification sections: 11 63 10 Scoring, Advertising Display Assemblies and Control Systems 11 63 20 Video Display System 11 06 60.63 Video and Scoring Systems Schedule of Display C. General Instructions to Proposers Although not anticipated, the Developer reserves the right to award all or part of this work to one firm or several. Proposers should also be aware that the Developer may elect, in its sole discretion, to assign the Scoreboard and Video Display systems contract directly to the Construction Manager. If the Developer does elect to assign this work to the Construction Manager, then the Selected Firm will be required to enter into a Trade Contract in the form attached hereto as Exhibit H. As more fully described in Exhibit H, the Selected Firm will initially enter into the Trade Contract with the SEA, and the SEA will then assign the Trade Contract to the Construction Manager. IV.MBE/WBE, LOCAL PARTICIPATION AND EEO A. MBE/WBE Participation: The Selected Firm shall be required to use good faith efforts to meet the minority business enterprise ("MBE") and women business enterprise ("WBE") participation goals established by the Developer for the Project, which are 25% for MBE and 10% for WBE. Only MBE/WBE firms that are certified by an agency recognized by the City of Pittsburgh will count towards the achievement of the participation goals. B. Local Participation: The Selected Firm shall be required to cooperate with the Developer and the Owner in their local business economic development efforts to enhance participation in the Project by local firms situated in the City of Pittsburgh or Allegheny County. C. Equal Employment Opportunity: The Developer and the Owner are equal opportunity employers. The Selected Firm shall agree to adhere to a policy of equal employment opportunity and demonstrate an affirmative effort to recruit, hire, promote, and upgrade the Page 2 of 5
position of employees regardless of race, color, religion, ancestry, sex, age, disability, national origin, sexual orientation, gender identity, or marital status. V. REQUEST FOR PROPOSAL Each proposal must include the following and be organized in such order with separation tabs: A. Cover Letter A cover letter signed by an authorized representative of the Firm and specifying the full address and telephone number of the Firm. B. Executive Summary Provide a brief description of the Firm, including the number of years the Firm has been in existence, range of professional services, office location(s) and staff size. In addition, provide a summary, on two pages or less, describing why your Firm is the most qualified for the Project. C. Project Experience Provide the experience of the Firm and/or the proposed project leaders on similar projects. Please provide information regarding a minimum of three (3) and a maximum of five (5) projects similar in both size and scope, completed within the last seven (7) years, and include the following items in the narrative: i. Project name and location ii. Year completed iii. Owner or developer representative s name, title, address, and phone number iv. Project description v. Name of project manager and members of the project team vi. Scope of services provided D. Organization Chart: Please provide an organization chart that includes the Firm s proposed key personnel and their responsibilities. The chart should also include any proposed subcontractors. E. Management Plan and Schedule: Describe how the Firm plans to coordinate, schedule, staff and complete the design, development, construction and installation of the Systems, your reporting structure, etc, all in concert with the Construction Manager s Project schedule, the current version of which is attached hereto as Attachment F, and which will be updated from time to time. The proposed Management Plan shall specifically include a proposed timeline for completing the work, preferably in GANTT chart format, that clearly indicates durations for design finalization, shop drawing submittal, procurement, fabrication, shipping and installation timelines for each major system. F. Contracting Entity: Please identify the business form of contracting entity: If the proposed form of entity is a joint venture, please identify each venturer and their respective percentage of participation. G. Form of Agreement and Trade Contract: The proposed form of agreement is attached to this RFP as Attachment A. Firms shall include with their responses to this RFP any comments or questions on the proposed form of agreement, otherwise the Selected Firm will be expected to enter into an agreement substantially in the form attached immediately upon selection. As described above, if the Developer elects to assign the Scoreboard and Video Display Systems contract to the Construction Manager, then the Selected Firm shall be required to enter into the Trade Contract in the form attached to this RFP as Attachment G. Therefore, Firms shall also include in their responses any comments or questions on the Page 3 of 5
Trade Contract, otherwise the Selected Firm will be expected to enter into the Trade Contract substantially in the form attached immediately upon such assignment. H. Payment and Performance Bonds: Since the Selected Firm will be required to provide a Payment and Performance Bond for 100% of the value of the work, Firms shall include in their responses this RFP a letter from a surety or bonding agent confirming such Firm s ability to provide 100% Payment and Performance Bonds. I. Insurance: Please provide a letter from your insurance company that states that your firm s ability to provide the Insurance described within the Form of Contract that is included as Attachment E to this RFP. J. MBE/WBE: As confirmation that the selected firm agrees to abide by the MBE/WBE requirement to make good faith efforts to meet the participation goals set forth in Section III.A hereof, include a narrative indicating how you would address MBE/WBE participation. Firms must also provide an executed copy of Exhibit A (within the Form of Agreement) to the Participation Plan with their proposals. K. Local Participation: Describe your presence, if any, in the local marketplace. L. Sales Tax: The purchase price shall not include state sales or use tax on materials and equipment that fall within the definition of Building Materials and Equipment pursuant to 72 P.S. 7201(pp) and are eligible for exemption pursuant to 72 P.S. 7204 (57) ( Act 45 ). To obtain the exemption on Act 45 materials and equipment, the Owner has provided the attached certificate. The proposed purchase price shall include state sales or use tax on materials or equipment that will be incorporated into the Project, are not eligible for exemption under Act 45, but are eligible for exemption if purchased directly by the Owner pursuant to the sales tax exemption procedures set forth on Attachment A hereto, but the amount of sales or use tax on such materials or equipment shall be separately identified on the Bid Form. VI.SCHEDULE AND PROCESS FOR SELECTION AND PERFORMANCE A. Schedule: The following schedule is anticipated, but not guaranteed: Request for Proposals Issued January 23, 2009 Deadline for Questions: February 10, 2009 Responses to Questions Issued: February 12, 2009 Proposals Due: February 18, 2009 Selection Made: TBD Note: There is no Pre-Bid Meeting planned for this RFP B. Process: Developer reserves the right to make awards at any time within ninety (90) calendar days after date of the opening, during which period proposals may not be withdrawn unless authorized by the Developer. The Developer reserves the right at any time to change or extend the due date and time for any reason, and to add to, delete, modify or enlarge this RFP, including any specifications and/or statement of work, the proposed contract, the terms and conditions and any subsequently executed contract. Proposals may be evaluated and award made with or without discussions and/or negotiations with Proposers. The Developer also reserves the right to discuss and negotiate anything and everything with any Firms at any time. The Developer reserves the right to request additional information from any or all Firms. Negotiations by the Developer will not be deemed a counter offer or a rejection of Page 4 of 5
any original Proposal. The Developer reserves the right to request one or more best and final offers. This may include including submission of a new proposal. The Developer reserves the right to reject any and all Proposals. C. Selection: The Developer will select what in its sole judgment it determines to be the Proposal that will be in the best interests of the Project. The Developer will be assisted in this selection by ICON and other key Project team members. The Developer reserves the right at any time. VII. INSTRUCTIONS FOR DELIVERY AND DEADLINE Submission of an original, eight (8) copies and a CD disc containing the entire Proposal must be enclosed in a sealed envelope clearly marked SCOREBOARD AND VIDEO DISPLAY SYSTEM PROPOSAL and be submitted to: Marc Farha Senior Vice President-Project Executive ICON Venue Group-Pittsburgh Arena Site Office 10 Stevenson Pittsburgh, PA 15219 Questions must be in writing and directed to: Marc Farha by fax: (704) 909-4457 or by e-mail: mfarha@iconvenue.com. Answers to any questions shall be in writing and shall be sent to all firms who received this RFP. Responses to this RFP must be received at the above address by 2:00 p.m. E.S.T. on February 18, 2009. VIII. ATTACHMENTS A. Specification Section 11 63 10-Scoring, Advertising Display Assemblies and Control Systems-Dated January 19, 2009 B. Specification Section 11 63 20-Video Display System-Dated January 19, 2009 C. Specification Section 11 06 60.63-Video and Scoring System Schedule of Displays- Dated January 19, 2009 D. Center Hung Drawing Scoreboard E. Proposal Form-Dated January 19, 2008 F. Form of Agreement-Purchase Order # 101 G. Construction Milestone Schedule-Dated January 23, 2009 H. Form of Trade Contract and related documents [Note: these documents or access to these documents will be issued under separate cover] I. Minority and Women Business Enterprise Participation Plan-Dated September 30, 2007 Page 5 of 5