Supercharged VR Games Request for Proposal (RFP)

Background

This RFP has been prepared by the"Supercharged VR Games'',(SVG) a virtual reality gaming centre.

SVG offers virtual reality game experiences designed to give customers an immersive gaming experience using virtual reality headsets and controllers. Games include zombie apocalypses, family friendly adventures and competitive sports. SVG's clients are of all ages and include families, couples, individuals, school groups and corporate clients. Clients book a 30-minute time slot comprising one to two games per session. SVG provides access to the VR headset and controller and the VR space.

Recently, the building manager has requested SVG upgrade to the soundproofing to the VR space as neighbouring tenants have complained about the noise. To accommodate this request, the SVG administration has decided to update its three spaces to absorb the noise. Having turned a larger profit than expected over the last two years they are also taking this opportunity to upgrade their VR equipment and customer waiting room with a home theatre system.

This document sets out the requirements that should inform the development of project proposals in response to this RFP.

Key dates

The contract will be awarded to the successful team in November 2023. SVG wants to avoid upgrading their premises in the school holidays which is their busiest time. Therefore, the proposed project should be scheduled to start on any date after 1 March 2024. The project must be completed on or prior to 1 June 2024.

Equipment to be supplied

Twenty-seven (27) commercial grade VR headsets and controllers that will enable free roaming.

. SVR prefer equipment that is popular on the market and has a comprehensive manufacturer's warranty.

Acoustic sound panels for installation in each of the three rooms to make them soundproof. Each room is 170 sq ft with ceilings 12 ft high. Panels that are made of more environmentally friendly recyclable and natural material are preferred.

A home theatre system comprising an 85-inch flat panel TV and a 5.1 surround sound speaker system. The flat panel TV must be an

Product demonstration prior to approval

An onsite product demonstration must be scheduled with SVG'sFacilities Manager to seek approval to proceed with the recommended equipment.

They should offer sophisticated features like

motion tracking, high-resolution screens, the best graphics possible,

and high-quality sound

8K Ultra

HD TV. The surround sound speaker system must use wireless

technology.

RMIT Classification: Trusted

BUSM4610 Business Project Management 2023-2

Services to be supplied

A one-off onsite training session for our Facility Manager and twelve VR hosts. The session will take place at SVG's premises in Melbourne. The session should be a hands-on demonstration and comprise a step-by-step walk through of the operation of the products on site in the three VR rooms and customer waiting room after delivery and setup is complete. The training should also cover how to use the VR headsets and home theatre system as well as how to manage routine troubleshooting.

Conditions of supply of goods

The supplier/contractor must:

Deliver the goods and services to SVG's Facility Manager onsite at our

training facility.

Give reasonable notice (3 business days) as to the date and time that the

goods/services will be delivered.

Ensure that the goods comply with all applicable laws and applicable

Australian standards.

Ensure that the goods conform to the agreed upon technical

specifications. If the goods do not conform to the technical requirements, SVG will notify you in writing and reject the goods within a period of 5 business days after the actual date of delivery. If SVG rejects the goods, it is your responsibility to collect and remove the rejected goods from SVG as soon as practicable and at your cost. It is also your responsibility to provide replacement items that meet the agreed upon technical requirements.

Project budget

SVG do not have a fixed budget. Instead, they will assess the merit of each response to their RFP based on the quality of goods and services and value of money.

Contract

A fixed price contract will be entered into with the contractor. SVG will pay 30% of the total contract cost up front. SVG will pay the remaining 70% after the Facility Manager signs-off on the supply of all equipment and services in accordance with the contract terms.

There will be a financial penalty for not meeting the specified project completion date. A late penalty fee of 6% of the contract price will be deducted from the final payment per week of delay beyond the specified completion date.