Issuing Organization Vancouver Convention Centre

ITP Title People Counting System

ITP Number 101119
The purpose of this Invitation to Present (“ITP”) is to invite interested parties to present the
Overview of the functionalities and features of their automated people counting system. B.C. Pavilion
Opportunity Corporation (“PavCo”) is issuing this ITP as the first stage of a two-stage procurement process.
Only Respondents who participate in this Invitation to Present will be invited to the second
stage of the procurement process.
To ensure this procurement process is managed in a timely manner, interested parties must
present at one (1) of the presentation times listed in the Schedule of Events below. Requests to
participate in a presentation will be accepted until the Closing Time listed in the Schedule of
Events. After gathering information on functionalities and features currently available in the
marketplace for an automated people counting system for the Vancouver Convention Centre,
PavCo will finalize its requirements and issue an invitational Request for Proposal only to this
ITP’s Respondents.
This ITP and the ancillary documents provided by PavCo do not constitute a tender and do not
represent an offer to create binding contractual relations upon submission of a Response or
presentation to PavCo representatives and/or external consultants.
Contact Person Anna Becker
Email: procurement@bcpavco.com
Schedule of Events The following table outlines the anticipated schedule for the Invitation to Present and contract
process. PavCo may vary the timing or the sequence of events. The times identified in the table
are in Pacific Time.
Event Anticipated Time (Pacific Time)
Invitation to Present Available on BC Bid October 29, 2019
Presentation will be held on the  November 18, 2019: 11:00am, or 2:00pm
following Presentation Times (on an as,  November 19, 2019: 11:00am
if, and when requested basis)  November 20, 2019: 12:00pm or 3pm
 November 25, 2019: 11:00am or 2:30pm
 November 26, 2019: 9:30 am, or 11:30am
 December 2, 2019: 3:15 pm
Closing Time 2:00 p.m., November 26, 2019
Invitational RFP Issued TBD
Contract Commences TBD
System Fully Operational and Live East Building – before February 28, 2020
West Building – before March 18, 2020
Response to be submitted via email to procurement@bcpavco.com using Appendix A –
Closing Location Respondent Registration Form.
Capitalized words and defined terms in this document have their meanings defined in the
Interpretation Glossary of Terms in section 2.1 and words in boldface within the body text are references to
sections and appendices within this ITP.
 Table of Contents
1. Introduction ................................................................................................................................................................................. 3
1.1. Background.............................................................................................................................................................................. 3
2. Instructions to Respondents ........................................................................................................................................................ 5
2.1. Glossary of Terms.................................................................................................................................................................... 5
2.2. Enquiries .................................................................................................................................................................................. 5
2.3. Closing Time ............................................................................................................................................................................ 5
2.4. Late Responses........................................................................................................................................................................ 5
2.5. Changes to Responses ............................................................................................................................................................ 5
2.6. Use of Invitation to Present and Confidentiality.................................................................................................................. 5
2.7. Working Language of the PavCo............................................................................................................................................ 6
3. ITP Terms and Conditions ............................................................................................................................................................ 6
3.1. Reservation of Rights.............................................................................................................................................................. 6
3.2. Respondents’ Expenses .......................................................................................................................................................... 6
3.3. Limitation of Damages............................................................................................................................................................ 6
3.4. Errors in ITP.............................................................................................................................................................................. 7
3.5. Ownership of Responses and Freedom of Information ...................................................................................................... 7
3.6. Definition of Contract ............................................................................................................................................................. 7
3.7. No Lobbying............................................................................................................................................................................. 7
3.8. Disqualification of Responses ................................................................................................................................................ 7
Appendix A – Respondent Registration Form....................................................................................................................................... 8
Appendix B – Presentation Details........................................................................................................................................................ 9

People Counting System Page 2 of 9

BC Pavilion Corporation ITP # 101119
 1. Introduction
The B.C. Pavilion Corporation (“PavCo”) is seeking a qualified Contractor to provide an automated people counting
system at the Vancouver Convention Centre (“VCC”). PavCo requires the Contractor to have the following
qualifications:
1. Ability to provide a proven automated people counting system (“System”) that will ensure the following project
objectives are achieved:
a. Highly accurate, real-time occupancy of the events spaces,
b. Compliance with the legal obligations for liquor license, and
c. Support the sales team for future events.
2. Proven experience in supplying and installing people counting systems in multi-use event venues in North America,
with the capability to combine flexible spaces into single capacity count; and
3. Have qualified technicians and/or installers to install and provide initial training to the VCC staff prior to the System
going live.

To select the Contractor for the automated people counting system, PavCo is conducting a two-stage procurement
process: Invitation to Present followed by a Request for Proposal (“RFP”).
The purpose of this Invitation to Present (“ITP”) is to invite interested parties to present the functionalities and features
of their automated people counting system. After gathering information on functionalities and features currently
available in the marketplace, PavCo will finalize its requirements and issue an invitational Request for Proposal (“RFP”)
only to this ITP’s Respondents. The RFP will provide a definitive scope of work and requirements.
To ensure this procurement process is managed in a timely manner, interested parties must present at one (1) of the
presentation times listed in the Schedule of Events (see Cover Page). Requests to participate in a presentation will be accepted
until the Closing Time listed in the Schedule of Events (see Cover Page). To express their interest in participating in this
procurement process, Respondents are to complete Appendix A – Respondent Registration Form and email the form to the
Contact Person on or before the Closing Time (see Cover Page). Appendix B – Presentation Details outlines what
functionalities and/or features PavCo is interested in seeing in the presentation.
This ITP and the ancillary documents provided by PavCo do not constitute a tender and do not represent an offer to create
binding contractual relations upon submission of a Response or presentation to PavCo representatives and/or external
consultants.

1.1. Background
PavCo is a company under the Business Corporations Act (British Columbia), and is wholly owned by the Province of
British Columbia. PavCo is responsible to the Province of British Columbia through a board of directors appointed by
the Province. PavCo operates BC Place Stadium and the Vancouver Convention Centre.
The Vancouver Convention Centre (“VCC”) is the world’s first double LEED Platinum certified convention center.
Located on Vancouver’s downtown waterfront with a dramatic mountain backdrop, the Facility (refers to VCC East and
VCC West collectively) offers one of the most beautiful settings in the world. The award-winning Convention Centre
features two (2) connected buildings with a combined total of 466,500 ft 2 (43,340 m2) of flexible meeting, exhibition,
ballroom and plenary space and can host multiple, simultaneous events as well as large single events with upwards of
15,000 delegates. The Facility is committed to environmental sustainability as well as unparalleled service, technology
offerings and culinary excellence. The following table provides a breakdown of the different spaces, their size and the
number of doors into the space and all floorplans and specs can be found on the Vancouver Convention Centre
website.
Types of Spaces
East Building
Space Sq. Ft. # of Doors Can be combined? Ceiling Height
Ballroom A 5,613 4 Y 17’2”
Ballroom B 5,800 2 Y 17’2”
Ballroom C 5,191 2 Y 17’2”
Exhibition Hall A 22,684 8 Y 24’11”
Exhibition Hall B 38,684 12 Y 31’2”
People Counting System Page 3 of 9
BC Pavilion Corporation ITP # 101119
 East Building
Space Sq. Ft. # of Doors Can be combined? Ceiling Height
Exhibition Hall C 29,837 8 Y 17’2”
Meeting Rooms X 20 534 – 6,495 28 Y 12’10” – 14’
Entrances X 1 Varied 3 N/A Varied
Lobby/ Public Space X 2 Varied N/A N/A Varied
West Building
Space Sq. Ft. # of doors Can be combined? Ceiling Height
Ballroom A 14,448 9 Y 55’
Ballroom B 15,120 3 Y 52’5”
Ballroom C 15,120 3 Y 43’6”
Ballroom D 7,980 3 Y 34’4”
Exhibition Hall A 58,502 6 Y 30’
Exhibition Hall B 72,000 6 Y 30’
Exhibition Hall C 90,000 15 Y 30’
Meeting Rooms x 53 508 – 6,504 58 Y 14’11” – 17’
Entrances X 2 Varied 11 N/A Varied
Lobby/ Public Space X 8 Varied N/A N/A Varied
Terraces X 5 Varied 27 N/A Varied

Currently the Vancouver Convention Centre (“VCC”) uses guards at doors with clickers to count people in and out of
events spaces. VCC also rely on attendance information provided, after the event, by the client which may take months
to receive and may be inaccurate.

People Counting System Page 4 of 9

BC Pavilion Corporation ITP # 101119
2. Instructions to Respondents
2.1. Glossary of Terms
Throughout this Invitation to Present, the following terms and definitions apply.

Term Definition
“Addenda” or The formal document(s) used to verify, clarify, or change the information contained in this
“Addendum” Invitation to Present.
“Closing Location” The location specified on the Cover Page.
“Closing Time” The ITP closing date and time specified on the Cover Page. All Responses must be received
prior to the specified date and time to be considered.
“Contact Person” The contact identified on the Cover Page.
“Contractor” The successful Proponent/Bidder to the RFP/ITT who enters into a written Contract with
PavCo.
“ITP” Invitation to Present.
“PavCo” B.C. Pavilion Corporation.
“Presentation Times” The dates and times specified on the Cover Page for presentations.
“Respondent” An individual or a company that submits, or intends to submit, a Response to this Invitation
to Present.
“Response” A response submitted by a Respondent to this Invitation to Present.
“RFP” Request for Proposal.
“VCC” Vancouver Convention Centre. East Building is located at 999 Canada Place, Vancouver, BC
and West Building is located at 1055 Canada Place, Vancouver, BC.

2.2. Enquiries
All enquiries related to this Invitation to Present, including any requests for information and clarification, are to be directed,
in writing, to the contact person identified on the Cover Page (“Contact Person”), who will respond to all enquiries if time
permits. Information obtained from any other source is not official and should not be relied upon. Enquiries and any
responses will be recorded and may be distributed to all Respondents at the option of B.C. Pavilion Corporation.
All enquiries, clarifications and questions will be made no later than three (3) business days prior to the Closing Time.
Verbal answers are not binding unless confirmed in writing by the Contact Person. No verbal agreement, representation or
conversation made or had at any time with any officer, employee, director, agent or consultant of PavCo shall affect or
modify the terms of this ITP or be relied upon in any way whatsoever.
If this ITP has been provided on BC Bid, it is the responsibility of the Respondents to check the BC Bid website
(www.bcbid.gov.bc.ca) to ensure they have the complete ITP including all amendments and additional information.

2.3. Closing Time

Responses must be received at the Closing Location before the Closing Time as identified in the Cover Page.

2.4. Late Responses

Responses will be marked with their receipt time at the Closing Location. Late Responses will not be accepted and will be returned
to the Respondent. In the event of a dispute, the Response receipt time, as recorded at the Closing Location, will prevail whether
accurate or not.

2.5. Changes to Responses

By submission of a clear and detailed written notice, the Respondent may amend or withdraw its Response prior to the Closing
Time. Upon Closing Time, all Responses become irrevocable.

2.6. Use of Invitation to Present and Confidentiality

No portion of this ITP or any information supplied by PavCo in relation to this ITP may be used or disclosed, for any purpose other
than for the submission of Response. Without limiting the generality of the foregoing, by submission of a Response, the
Respondent agrees to hold in confidence all information supplied by PavCo in relation to this ITP. Information about PavCo,
People Counting System Page 5 of 9
BC Pavilion Corporation ITP # 101119
obtained by the Respondent through the ITP process or otherwise will not be disclosed unless authorized by PavCo. It is agreed that
this obligation of confidentiality will survive the termination of the ITP and any Contract that might arise between the parties. The
ITP is the property of PavCo and is not to be copied or distributed without the prior written approval of PavCo. The award of a
Contract does not permit a Respondent to advertise its relationship with PavCo without prior written authorization from PavCo.
The provisions of this Section 2.6 are subject to the Freedom of Information and Protection of Privacy Act (British Columbia).

2.7. Working Language of the PavCo

The working language of the PavCo is English and all responses to this Invitation to Present must be in English.

3. ITP Terms and Conditions

3.1. Reservation of Rights
PavCo reserves the right, in its sole and absolute discretion, to exercise any or all the following rights:
a) Amend the scope of work, modify, cancel or suspend the ITP process or any or all stages of the procurement
process, at any time for any reason;
b) Waive a defect or irregularity in a Response or any non-conformity in form or content of a Response and
accept that Response;
c) Not accept any or all Responses;
d) Reject or Disqualify any or all Response(s) for any reason without obligation, compensation or reimbursement
to any Respondent or any of its team members;
e) Re-advertise for new responses, call for tenders, or enter negotiations for this work or for work of a similar
nature;
f) Make any changes to the terms of the business opportunity described in this ITP; and
g) Extend, from time to time, any date, any time period, or deadline provided in this ITP, upon written notice to
all Respondents.

3.2. Respondents’ Expenses

Respondents are solely responsible for their own costs and expenses in participating in this ITP (including any one or more stages of
this procurement process), in preparing a Response, or in participating in any presentations to PavCo, including, without limitation,
if PavCo elects to reject all Responses. In no event will PavCo or any of its employees, agents, contractors or representatives be
liable to any Respondent for any claims, whether for costs or damages incurred by a Proponent in participating in this ITP (including
any one or more phases of this ITP), in preparing a Response or in participating in any presentations to PavCo, or for any loss of
opportunity, loss of any anticipated profit in connection with a final Contract that may, or may not, be awarded to a Respondent
under this ITP, or at all, or for any other loss or claim of any kind whatsoever relating in any way to all or any portion of this ITP. By
participating in this ITP the Respondent agrees that it will not directly or indirectly make any claim against PavCo or any of its
employees, agents, contractors or representatives for any loss, costs or damages, for whatever reason, relating to this ITP (including
any one or more stages of this procurement process), the preparation of a Response or participation in any presentations to PavCo
in connection with the ITP, or the failure or inability, by reason of disqualification or otherwise, of the Respondent to do so.

3.3. Limitation of Damages

Each Respondent, by submitting a Response, agrees that in no event will PavCo or any of its employees, advisors or
representatives, be liable, under any circumstances, for any claim, or to reimburse or compensate the Respondent in any
manner whatsoever, including but not limited to costs of preparation of the Response, loss of anticipated profits, loss of
opportunity or for any other matter. Without in any way limiting the above, each Respondent specifically agrees that it will
have absolutely no claim against PavCo or any of its employees, advisors or representatives if PavCo, for any reason
whatsoever, such as:
1) Suspends, cancels, or in any way modifies the project or the procurement process (including modification of the
scope of the project or modifications of the ITP or both); or
2) Accepts any compliant or non-compliant Response;
or for any breach or fundamental breach of contract by PavCo, and the Respondent waives any and all claims whatsoever,
including claims for loss of profits or loss of opportunity, if the Respondent is not included in the next stage of the
procurement process for any reason whatsoever.

People Counting System Page 6 of 9

BC Pavilion Corporation ITP # 101119
 3.4. Errors in ITP
While the PavCo has used considerable efforts to ensure an accurate representation of information in this Invitation to Present, the
information contained in this Invitation to Present is supplied solely as a guideline for Respondents. The information is not
guaranteed or warranted to be accurate by the PavCo, nor is it necessarily comprehensive or exhaustive. Nothing in this Invitation
to Present is intended to relieve Respondents from forming their own opinions and conclusions with respect to the matters
addressed in this Invitation to Present. If a Respondent discovers any inconsistency, discrepancy, ambiguity, error, or omission in
this Invitation, the PavCo requests that such Proponent notify the PavCo in writing to the Contact Person identified on the Cover
Page.

3.5. Ownership of Responses and Freedom of Information

All documents, including Responses, submitted by or on behalf of a Respondent become the property of the PavCo. They will be
received and held in confidence subject to the provisions of the Freedom of Information and Protection of Privacy Act (FOIPPA) and
this Invitation to Present. All Respondents are advised to review the FOIPPA and seek legal advice regarding the application of the
FOIPPA. Respondents are advised that the PavCo will comply fully with its obligations under FOIPPA, as such obligations may be
interpreted by the PavCo in its absolute discretion.

3.6. Definition of Contract

Notice in writing to a Respondent of the acceptance of its presentation by the PavCo will not constitute a Contract nor give the
Respondent any legal or equitable rights or privileges relative to the requirements set out in this ITP or in any subsequent RFP/ITP.
Only if a Respondent and PavCo subsequently enter into a full written Contract as a result of an RFP/ITT will a Respondent acquire
any legal or equitable rights or privileges.

3.7. No Lobbying
Respondents must not attempt to communicate directly or indirectly with any employee, contractor or representative of PavCo or
the Province, including the evaluation committee (if applicable) and any elected officials of the Province, or with members of the
public or the media, about the project described in this Invitation to Present or otherwise in respect of the Invitation to Present,
other than as expressly directed or permitted by PavCo. PavCo reserves the right to Disqualify a Respondent that contravenes this
section.

3.8. Disqualification of Responses

Without limitation, PavCo, may, in its sole discretion, Disqualify a Response if:
a) Background investigations reveal any criminal activities by the Respondent, or a member of the Respondent Team and
such activities would, in the sole opinion of PavCo, interfere with the integrity of the procurement process; or
b) It includes a false or misleading statement, claim, or information.

People Counting System Page 7 of 9

BC Pavilion Corporation ITP # 101119
Appendix A – Respondent Registration Form
ITP # 101119
Respondent must complete this form and submit by return email to procurement@bcpavco.com their interest in
participating in this Invitation to Present on or before the Closing Time (see Cover Page). Please state “ITP # 101119 –
People Counting System” in the subject line.

By signing this form, the Respondent acknowledges they have:

A. Received, read, examined and understood, and agreed to be bound by the entire Invitation to Present, including all
the terms and conditions, and any, and all Addenda;
B. The contact representative identified below is fully authorized to represent the Respondent in any, and all matters
related to its Response, including but not limited to providing clarifications and additional information that may be
requested in association with its Response; and
C. The Respondent has had sufficient time to consider and has satisfied itself as to the applicability of the material in
the Invitation to Present and any, and all conditions that may in any way affect its Response.
Respondent Name

Street Address

City, Province, and Postal Code

Signature

Signatory’s Name and Position Title

Date of Signing
Contact Person Name and Title
(if different from the Signatory)
Contact Person’s Email Address

Contact Person’s Phone Number

Preferred Presentation Dates, in order of 1.
preference (see Cover Page for
2.
Presentation Times)
3.
Number of Presenters

Presenter Names and Position Titles: 1.

2.
3.

People Counting System Page 8 of 9

BC Pavilion Corporation ITP # 101119
Appendix B – Presentation Details
Location
Vancouver Convention Centre
West Large Boardroom
1055 Canada Place
Vancouver, BC V6C 3C1

Presentation - Introduction
Introduction of the presenters and one (1) electronic copy of all presentation slides must be provided at the beginning of
the presentation.

Technical Requirements
Provide details and demonstration of the following technical requirements:
1. The equipment being utilized is not restricted to the software chosen for installation and is adaptable to future needs as
technology evolves;
2. Must be available through a portal system which can be accessed on iOS, android platforms and desktop application;
3. Must have a minimum of 95 % counting/capacity accuracy;
4. System must be independent from the building security system and its primary use will not be for security or life-safety
purposes;
5. Must be able to utilize Bell Canada’s existing network for connectivity of the proposed System; and
6. The proposed System data and servers (including back-ups) will be hosted and all data must reside in Canada only.

Functional Requirements/Features
Provide details and demonstration of on the following functional requirements/features:
1. Provide accurate on demand capacity counts within a space;
2. Provide accurate ingress and egress counts to an event;
3. System allows the cameras to be combined to view rooms together or separate to follow the configuration of
event spaces in the building (e.g. Ballroom A+B combined or Ballroom A and Ballroom B separate);
4. Equipment can be installed with minimum visual impact to the space and integrate with the existing building;
5. System must have a simple, easy to navigate user interface; and
6. Portable camera system to facilitate an ingress egress count in a non-delineated space.

Estimated Time from Order Placement to Installation

Current lead time for delivery and installation. System implementation timeframe.

Estimated Budget per Camera

Provide budget for most purchased camera and the camera with highest features/functionality.

Service Level Agreement

Provide a copy of your standard service level agreement.

People Counting System Page 9 of 9

BC Pavilion Corporation ITP # 101119