Town of Virden

 

 

 

TOWN OF VIRDEN REQUEST FOR PROPOSAL

Upgrade/Replacement Of Sound System

Tundra Oil & Gas Place Arena

1. Introduction

The Town of Virden “the Town” is seeking proposals from qualified vendors to design build a fully functioning sound system to upgrade/replace the existing sound system that will meet the current and anticipated future needs of Tundra Oil & Gas Place, arena side, the “Facility”.

2. Background

Tundra Oil and Gas Place the “Facility”, which is owned and operated by the Town of Virden, is a multi-purpose arena in Virden, Manitoba, committed to providing exceptional experiences. Built in 2011, it is home to the Virden Oil Capitals, a member of the MJHL, as well as host facility for the Virden Indoor Rodeo and Wild West Daze, held every August.   With 1,204 seats, walking track on the concourse, along with a lounge area, it is an ideal venue to host any type of event.  

The sound system that was installed with the original build failed to provide an acceptable quality of sound for events and users of the Facility.  Late in 2012, early 2013, the Town replaced and upgraded portions of the system but did so on a limited budget.

Over twelve years later, the Town is seeking proposals from qualified audio system vendors to replace and upgrade that system, components of which have outlived their life span. The Town is exploring options for a comprehensive solution to enhance the audio experience for patrons, performers and staff.

3. Scope of Services and Requirements

Responding vendors will evaluate the current audio architecture and identify areas requiring upgrade or replacement to improve the arena’s sound system quality.  Not all components may require replacement.   Proponents are asked to provide an outline of your approach as it related to design, procurement and installation of the sound system.  This approach must allow for phasing of the project into four components, in case budget becomes a deciding factor in proceeding with the project.  Vendors are encouraged to include any innovative solutions, technologies or practices, keeping in mind the availability and sustainability of replacement parts into the future.  

General inclusions:

• Minimum one year warranty period for labor and workmanship plus manufacturer’s warranty on materials (minimum one year).
• As-built drawings, one digital and one paper copy, minimum
• User manuals and support documentation for future reference e
• Any spare parts or commonly replaced parts list
• All permits required from the Municipality, Province, including Manitoba Hydro

Objectives:

• Enhanced audio quality for clarity and precision
• Uniform sound coverage eliminating dead spots
• Flexibility to adapt to diverse event types
• Advanced audio technologies for immersive experiences
• Increased performer confidence with clear monitoring
• Improved intelligibility for speech
• Feeback suppression and distortion control
• Efficient system management with remote control capabilities
• Long-term reliability with professional installation and quality components
• Positive venue reputation and customization for architectural uniqueness

Design to consider and include:

Front End – The location and operation of inputs are to be maintained to minimize the operational impact on the current users of the sound system.  Any additions required to meet the end goals must be detailed.

Sound Processing- As required to meet the needs of the arena, its users and patrons.

Amplifiers – As required to meet the needs of the arena, its users and patrons.  It is preferred that all electronics fit in the current wall mounted rack located in the press box.  If a different rack is required, this must be detailed and include a plan to install it in such a manner as to not adversely affect the operation of the press box.  Any power requirements that exceed the available power must be detailed so the Town can determine the cost to provide for that additional power.

Speakers – As required to meet the needs of the arena, users and patrons.  Mounting and installation must meet or exceed the manufacturer’s mounting requirements.  The aesthetic appearance of the speakers must not distract from the over all appearance of the facility.  All installation materials must meet all regulations for use in this application.  Safety attachments must be deployed where there are less than two structural attachments each capable of meeting the safety requirements set out by the manufacturer of the speakers.

Outside Speakers – As required to meet the needs of the arena, users and patrons.   During the mandatory site visit, the vendors will learn of the need and use of the outside speakers by users of the Facility.

Cabling/Installation Specifications – All cabling must be appropriate for the application and meet all certifications required for the application.

Installation – Professionally install the audio system, ensuring optimal coverage and sound quality while coordinating with facility staff to minimize event disruptions.   This includes but not limited to wiring, conduit (if required), lift rental for ceiling access, rigging and any connectors, mounts etc.

Testing – The vendor must conduct rigorous testing and calibration to meet industry standards and exceed the vendors specific requirements.  Testing process must be documented and a comprehensive report on the system performance provided.  

Commissioning – The vendor must supply commissioning of the new sound system which includes but is not limited to the setup and programming of processing units to set the operation of the system into a “ready for use” state.  Adjustments must include, at minimum, limiters designed to protect both the sound system and the audience from damage caused by operational mistakes, and time alignment of the sound system zones to ensure the system delivers sonic clarity.  

Training – The contractor must supply operational training on the basic operation of the sound system as well as basic technical information to the Facility staff and designated technical personnel to facility attachment of external sources and/or mixers.  

4. Insurance

The Vendor is required to obtain Comprehensive General Public Liability Insurance with limits of not less than $5,000,000 per occurrence or incident.  The policy must name the Town of Virden as an additional insured in respect of all matters associated with the contract and will protect the Town in respect of any and all claims arising directly or indirectly as a result of the contract.  Coverage must include bodily injury, death and property damage, including loss of use thereof.  Prior to the termination of such coverage, the Insurer must notify the Town of the date of termination.  The Insurer shall provide a Certificate of Insurance naming the Town as proof of coverage.   

The Contractor agrees to be solely responsible for and shall save harmless and indemnify the Town, its Councillors, officers, employees and agents from and against all claims, liabilities, and demands of any kind with respect to any injury to persons (including, without limitation, death), damage or loss to or destruction of property, economic loss or infringement of rights caused by or arising directly or indirectly from:

• The Works;
• The performance of the contract or the breach of any term or condition of the contract by the contractor or its directors, officers, employees or agents; and
• Any omission or any wilful or negligent act of the contractor or its directors, officers, employees or agents.

The Vendor shall insure and keep insured for public liability and property damage all equipment used in the work to a minimum limit of five million dollars ($5,000,000), combined single limit for bodily injury, death and property damage per accident.

The Vendor shall provide and maintain property (course of construction) insurance in a form and by an insurer acceptable to the Town, insuring the full value of the Works in the amount of the contract price.  The policies shall include as named insureds the Vendor and the Town. This item is to be priced separately.

Proof of current Workers Compensation Coverage must be provided prior to construction.

5. Project Schedule

The Town requires, at minimum, the installation of the replacement amplifiers to be installed and test/commissioned by August 8, 2025.  The Contractor is to provide a schedule for the complete works.

6. Phased Approach

The Town would like proponents to consider if and how a phased approach to replacing and installing the system could be implemented over three to four years.

7.  Mandatory Site Meeting

A mandatory site meeting will be held on Thursday, May 29 at 2:00 pm CST at Tundra Oil and Gas Place, 900 5^th Avenue South, Virden, MB.  Members of larger user groups will be present.  

8.   Warranty/Guarantee Period

Neither the final progress payment nor the Notice of Acceptance shall relieve the Contractor of responsibility for faulty materials or defective workmanship.

If the Town observes through use of the Works, or if it is discovered by tests or inspection of the Works, that a deficiency or defect exists in the materials or workmanship in respect to the specified Works, the Town shall immediately notify the Contractor, by whatever means are available, of the defect or deficiency and instruct them to rectify the fault.  Such notification shall be confirmed by the Town in writing to the Contractor.  

In the event that this Work, in the opinion of the Town, must be done immediately to prevent serious damage, injury, or loss of life, the Town may perform or cause to be performed, the necessary Work and shall notify the Contractor accordingly.

Work required under guarantee shall, except as otherwise provided herein for emergencies, be carried out by the Contractor or his representative within ten (10) days of the Town’s written instruction to perform the Work.  After this period expires, the owner may take whatever action is necessary to have the work done.

All costs resulting from the necessity to do Work under the guarantee requirement, whether it be done by the Contractor, his representative, or the Town, as provided herein, shall be borne by the Contractor.

The Contractor shall, in addition, be liable to the Town for all expenses, losses or damages incurred by the Town as a result of such faulty materials and defective workmanship or as due to the Contractor’s failure to meet the guarantee requirements as specified herein.

9.  Service

The successful Contractor must be available within twenty-four (24) hours of an issue arising in connection with the Works, to provide service to rectify any such issue.  

10. Prime Contractor

The Town intends to assign Prime Contractor status of the project to the successful proponent.  

11.  Other

The contractor will be responsible for complete storage, handling, delivery and installation of all materials used int eh performance of the specified work.  

The contractor is responsible for keeping their worksite clear, safe and free from debris at all times.   All debris must be removed from the site on a daily basis.  

Any damages incurred to the Facility during the installation of any work described in this proposal shall be the responsibility of the contractor.  The final determination on this resides with the Town.

The contractor is permitted to store job boxes on the site during construction. The tools and the job box are the responsibility of the contactor and Town is not responsible or liable for any lost or damaged tools or materials.

The contractor agrees to use only tradesmen fully trained, qualified and experienced in the installation and testing of the products.

The contractor shall not assign or sub-contract any work without the prior written consent of the owner or a representative.

Cables will be labelled with self-laminating vinyl construction labels with white printing area and a clear tail that self laminates the printed area when wrapped around cable. The clear area should be sufficient length to wrap around the cable at least one and one-half times.

All labels must be mechanically printed.  Handwritten labels are not permitted or accepted.

All products installed must meet or exceed all local, provincial and federal building, fire, health, safety and electrical codes. The contractor shall comply with all federal, provincial and municipal laws and regulations applicable to the performance of the work any part thereof including, without limitation, all laws concerning health and labour conditions and the protection of the environment, and shall require compliance therewith by all of its subcontractors and suppliers.

Scheduling of install to be approved by Town prior to starting.

12.  Acceptance of Proposals

The Town reserves the right to reject any or all proposals received and to accept any proposal that may be considered to be in the best interest of the Town.  No payment or compensation will be provided for any proposals supplied to the Town.

The Proponent agrees that their proposal is to continue open to acceptance and irrevocable for thirty (30) calendar days and that the Town may, at any time within the thirty (30) days of the date of the RFP closing, accept the proposal, whether any other proposal has been accepted or not.  If there is insufficient budget to proceed with the entirety of the proposed work, the Town reserves the right to negotiate at the time of acceptance of a proposal, to bring the project within budget.  

The Town does intend to award this contract within two weeks of closing.

13.  Response Requirements

Proponents are requested to submit one digital copy and one paper copy of their proposal.   Submissions must contain the following information:

• A detailed listing of all recommended audio equipment, including brands and models for speakers, amplifiers, mixing consoles and other necessary components.
• A complete listing of all employees and subcontractors that will be engaged for the project.
• Name of contact personnel, in the event that additional information is required.

14.  Submission of Proposal

To receive consideration, response to the RFP must be submitted no later that 2:00 pm, Monday, June 9, 2025.  Any Proposal received at the designated location after the required time and date specified for receipt shall not be considered.  

The Proposal is to be directed to the Town Representative listed below.  For any questions regarding the RFP please contact:

• Tom Zelenesky, Operations and Facilities Manager (204)908-1210 or email ops.facilitiesmgr@virden.ca

15. Town Representative

All proposals must be directed to:

Rhonda Stewart, CMMA
Chief Administrative Officer
Town of Virden
Box 310
236 Wellington Street West
Virden, MB R0M 2C0

P:  204-748-2440
E: virdentenders@virden.ca

Proposals will be received by mail, hand delivered or by email to virdentenders@virden.ca with the subject line “Request for Proposals Upgrade/Replacement of Sound System Tundra Oil and Gas Place, Arena”.   If emailed, a paper copy is to follow as soon as reasonably possible.  Proponents are reminded of the pending Canada Post strike and may wish to take this into consideration when submitting their proposal.

 All envelopes are to be sealed and marked:

“Request for Proposals Upgrade/Replacement of Sound System Tundra Oil and Gas Place, Arena”