Development Department
Invitation for Proposals for the Supply of Animation at
Derry City & Strabane District Council Festivals and Events 2015-2016
Invitation Document
Date 8th May 2015
Derry City & Strabane District Council
Council Offices
98 Strand Road
Derry
BT48 7NN
Tel: +44 2871 253253
Fax: +44 2871 264858
Email:
Web:
Introduction & Scope of Works
Terms of Reference
Derry City & Strabane District Council is seeking submissions/ quotations from suitably qualified individuals/ organisations for the supply of animation services during 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 major events throughout the year.
We anticipate additional public events and celebrations to be programmed on an ad hoc basis. These events may vary in nature, scale and requirements. If DCSDC secure a major event outside of the scope of this tender, it will be subject to a new tender exercise.
We are seeking a range of animation services in keeping with target audiences and themes for individual events and festivals.
Animation services that will be considered might include but are not exclusive to;
Creative or interactive installations/ displays or shows
Carnival Pageants
Exhibitions
Street Theatre performances
Storytelling
Tours or Trails
Illusionists/ Magician’s shows
Facepainting/ Balloon Modelling/ Art or Craft Workshops
Site Dressing/ Illuminations / Pyrotechnics/ Audio Installations
We are seeking animation for the following events and festivals:
- Halloween Carnival Celebrations
- Christmas Lights Switch On & Festive Time Celebrations
- St Patrick’s Day Festival Weekend
Halloween Festival:
Held over the course of a week the Halloween festivities in Strabane and Derry include a wide range of activity including children’s activities, workshops, music events and outdoor animation. In each area, street carnival parades taking place on the 31st October are the highlight of celebrations.
Date:29thOctober – 1st November 2015
Locations:Strabane Town Centre
Derry City Centre
The theme of this year’s festival is Rise of the River Gods
This is a broad theme which encourages creative interpretation and exploration of the district’s rich history& diverse local and international cultural traditions within the overall Halloween theme.
Our civic event programme aims to nurture active and inclusive community participation, bringing people together in shared civic celebration.
Respondents should consider how the city and district might celebrate this activity with
animation linking to the overall theme of the festival.
You should consider innovative use of both indoor and outdoor cultural venues and landscapes.
It is Derry City & Strabane District Council’s objective to ensure that innovative, bespoke and exciting arts and cultural programming will improve the appeal to local, national and an international visitors.
Consideration should be given to proposals that will appeal to a wider audience group.
Audience Profile:All ages. Derry Peak 20,000. Strabane Peak 7,000
Christmas Lights Switch On & Festive Time Celebrations
The Theme for this year’s festive celebrations is Enchanted Kingdom
The Christmas Lights Switch On includes the arrival of Santa and heralds the beginning of Festive Time Celebrations. It is for a family audience and programming is focused on children and young people
The Switch On is an outdoor evening event and will take place in:
Derry19th November 2015est Peak Audience 12,000
Strabane21st November 2015 est Peak Audiences 7,000
As part of the Christmas Lights Switch On, we welcome proposals that look at new ideas and/or innovative use of existing and new locations in each area.
For example this might include a Parade or Procession, Street Performance, Street Decoration, Music, Lighting Schemes and/or innovative use of existing or new locations
Festive Time Celebrations
Celebrations will run from the 3rd-20th December 2015, focusing on weekends throughout this period.
We welcome animation proposals which are aimed at all ages and local and visiting audiences.
St Patrick’s Day Celebrations 2016
A programme of community and civic events across various indoor and outdoor venues with programming including children’s activities, markets, music, street performance. The highlight event in Derry is the Spring Carnival Parade which takes place on the 17th March in Derry-Londonderry.
The festival is aimed at bringing communities together, celebrating diversity, active community participation in civic celebration and attracting visitors through innovative, original, quality arts and cultural programming.
The theme for St Patrick’s Day Celebrations in 2016 is Land of the Little People
We welcome animation proposals on this theme which are aimed at all ages and local and visiting audiences.
Requirements:
We recognise that some proposals will be much bigger than others and that budgets will range considerably.
Your proposal should address all areas below, the level of detail in keeping with the size of your proposal.Where possible, you should include images to support your idea or service.
Some Detail / More detail…Your Proposal / Detailed description of your idea/ event / Please indicate if this is a new piece or has been seen before
Detail how it fits with the individual festival themes and how it will add quality and attraction to the festival
Where it will happen / Please give details of where your event or animation might happen / You can propose events specific to Derry or Strabane and/ or individual locations within these areas.
Or, your animation might be general and suited to a variety of outdoor/ indoor locations
Target Audience / Who and how. / Please describe who your proposal be targeted at and how it will wow/ attract/ entertain this audience
Who it will involve / Please give details of the artists/ performers/ participants involved & their relevant experience.
Community Participation / Some proposals such as Carnival Pageants or community based events will focus on developing community participation as part of civic events. If this is the case, please detail who your proposal will target and how they will be actively involved. / Please give details on participant profile
Who will deliver / Please give details on who will manage the delivery of your proposal including previous experience of delivering similar activity / Please give reference to how your event will be managed including undertaking of risk assessment and management.
Costs / Please give a detailed costing for all activity / You should give details of the breakdown of costs – including hourly/ daily/ multiple day rates for hire and performers.
Costs should be inclusive of all management, transport and delivery fees and/ or indicate where additional costs might be incurred relating to venue options for example. You might also wish to give costs for a variety of delivery options.
Additional Requirements from festival organisers / Physical requirements for delivery of show / proposal. For example flat surfaces/crowd control/ tables and chairs etc / Any surplus requirements for performers or audiences
e.g. specifics of dressing rooms, disability/ equality access requirements or recommendations
Proposals will be assessed against the Selection Criteria below and we may ask for additional information.
*Please note insurances, activity based risk assessments and event management plans will all be required prior to contract if successful.
Queries?
If you need any further information, please contact Sharon Meenan not later than 15th May 2015 by 12 noon:
Sharon Meenan
Derry City Council, Council Offices, 98 Strand Road, Derry,
Northern Ireland,
BT48 7NN.
Tel: 02871 253253
Fax No: +44 28 71265448
Register your Intent
In order to ensure receipt of written replies, all prospective tenderers are therefore requested to register their intent to tender in writing to Sharon Meenan by post, fax or email by Friday 22nd May 2015 - not later than one week before the date of return of tenders, including full contact details and indicating tender will be submitted.
Submission Deadlines
We recognise that there are three distinct festivals to respond to and so we will stagger the return dates for submissions.
Proposals for
Halloween should be returned no later than 12 noon on Friday 29th May 2015
Festive Time should be returned no later than 12 noon on 5th June 2015
St Patrick’s Day should be returned no later than 12 noon Friday 19th June 2015
Information to be provided
1. Description of your proposed animation
2. Similar Contracts Document (as attached)
3. 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 – x 3 similar contracts in the last 3 years
Provide any additional background information
4. Subcontracting & Acceptance of Terms
- Tenderers must also include subcontracting information in this section if subcontractors will be engaged. Subcontractors must be named and their roles in the project briefly described.
- Tenderers must include a statement agreeing to meet the general conditions of contract and the specification.
- Evidence of Insurance Cover
Submission of Documents (Tender and/or Additional Proposals and Expressions of Interest)
All submissions should be forwarded, by e-mail, registered post or delivered by hand and a receipt obtained to:
Tender for
“Animation – Festivals & Events 2015-16”
Sharon Meenan
Development Department
Derry City & Strabane District Council
98 Strand Road, Derry
BT48 7NN,
e-mail:
so as to arrive within submission deadlines
Evaluation / Award Criteria
A two stage process will be used to assess tenders.
Stage 1 – Selection Criteria
Selection Criteria / MarkCompany 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
Technical Capacity
- Tenderers should indicate a Minimum of £5m Public Liability & £10m Employers Indemnity insurance cover.
- Tenderers must agree to meet the general conditions of contract and the specification.
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
Evaluation / Award Criteria
Tenderers must complete– Pricing Schedule
Criteria / WeightingCreativity/ Imagination
Methodology
Value for Money / 50%
30%
20 %
Total / 100%