Derry City & Strabane District Council is seeking submissions/ quotations from suitably qualified artists/ arts organisations or collectives to establish a Restricted List 15-16 for the supply of arts and cultural programming support services for Festivals & Events within the Council area.

Brief

Derry City & Strabane District Council (DCSDC) has established a public outdoor events programme for 2015 – 2016 which will include a number of events throughout the year. Namely:

  • Summer Jamm
  • Halloween Carnival Celebrations
  • Christmas Lights Switch On & Festive Time Celebrations
  • St Patrick’s Day Festival Weekend
  • Plus a number of sporting events to include a Walking festival, Waterside Half Marathon and an angling festival.

We anticipate additional public events and celebrations to be programmed on an ad hoc basis. These events may vary in nature, scale and requirements.

We are seeking a range of Artists Support Services in keeping with requirements of individual events and festivals.

Artists Support Services required across a range of mediums include:

Creation of work

Facilitation of public workshops & group work

Technical Support/ Production Crew

Information to be provided

1. You should indicate the services you/ your organisation can provide using the below table:

Area of Expertise / Creation of work / Performance / Facilitation/ group work/ public workshop / Area of Expertise / Creation of work / Performance / Facilitation
/ group work/ workshop
Costume Design & Creation / Hand Held Prop Making
Sewing / Mask Making
Large Scale Prop Making / Lantern Making
3 D Sculpture / Face Painting / Make-Up
Flag Making / Textiles / Carnival Sound
Dance / Performance / Lighting
Music / Percussion / Production Crew
Projection / General Arts & Crafts
Site Dressing Services / Other

2. Detail You/ Your Organisation’s Methodology/ approach to delivery.

This should include a detailed description of the relevant roles, responsibilities, experience and qualifications relating to each service.

You should indicate who does what, how they are qualified and experienced in their field.

3. Costs – Detailed breakdown of service costs to include hourly/ daily/ multiple day rates as well as Desk day/ Planning Rates for each service, costs should be inclusive of all expenses including travel, welfare, uniform, prep. Please use the below Pricing Schedule as a guide:

Event Support Services –Pricing Schedule

Hourly Rate / Daily Rate (based on 8 hour day) / plus hourly rate thereafter / Desk day/ Planning Rates / Any other detail/ costs
Creation of work
Facilitation of Group Work
Public Workshops
Assistants

4. Similar Contracts Document (as attached)

5. CV

Most recent CV for yourself or your organisation which includes.general background information including:

Company Address

Contact person (s)

Year established and company background

Account experience – Overview

Provide any additional background information

6. Subcontracting & Acceptance of Terms

  • You must also include subcontracting information in this section if subcontractors will be engaged. Subcontractors must be named and their roles, experience and qualifications briefly described.
  • Tenderers must include a statement agreeing to meet the general conditions of contract and the specification – Terms & Conditions attached.
  • Evidence of Insurance Cover

7. If successful, Please indicate if you are happy for your contact to be shared with other organisations seeking artists and facilitators – please note, this will have no impact on your selection

Terms & Conditions / Proposed Contract


Evaluation / Award Criteria

A two stage process will be used to assess tenders.

Stage 1 of the assessment process will be an examination of the experience of each submitting party

Selection Criteria / Mark
Technical Capacity
The Supplier shall effect and maintain insurance necessary to cover their liabilities under this Contract. This will include Professional Indemnity Insurance, and where applicable Public Liability (£5 million) and Employer’s Liability Insurance (£10 million). Copies of all valid insurances should be provided. Failure to provide these documents may lead to a fail mark.
Tenderers must agree to meet the general conditions of contract and the specification. / Pass/Fail
Pass/Fail
Company Experience
The Tenderer shall supply a list of three similar contracts, carried out within the past three years. Please fill out and return document below. Failure to return this document may lead to a fail mark.
/ Pass/Fail

Tenders who provide the Council with the relevant information requested will receive a pass mark and move on to stage two and their submission will then be evaluated against the following criteria.

Stage 2 – Award Criteria

Criteria / Weighting
Methodology & Creativity
  • How you will deliver services in keeping with Health & Safety, Programming, Production, Creativity & Innovation
Costs
A breakdown of costs. Costs should be exclusive of VAT. / 60 %
40 %

Submission Deadlines

Submissions should be returned to Festivals & Events DCSDC no later 12 noon on Tuesday 9thJune 2015

Festivals & Events – Event Management Support Services

Business & Culture Directorate

Derry City & Strabane District Council, Council Offices, 98 Strand Road,

Derry,

Northern Ireland,

BT48 7NN.

Tel: 02871 253253ext 6931

Fax No: +44 28 71265448

Email