Request for Quote
RFQ 2016 Schools Spectacular Audio Visual Supplier
RFQ STRUCTURE
· Key Details
· Conditions
· Requirements
· Response
KEY DETAILS
1. / RFQ Number / SS33-16-062. / RFQ description / The NSW Department of Education is seeking quotes from interested parties for the position of Audio Visual Supplier for the 2016, 2017 and 2018 Schools Spectacular as further described in the Requirements
3. / Issue Date / Thursday 18 August 2016
4. / Closing Time and Date / Friday 2 September 2016, at 5:00pm
5. / Expected date for contract signing / Friday 23 September 2016
6. / Expected date for supply of Deliverables / Ongoing throughout 2016 through 2018
7. / Contact Support Office /
8. / Quote Validity Period / One month from the closing time and date
9. / Proposed Contract / The proposed contract to be entered into between the Department and the successful respondent will be based on Department of Education standard short form contract.
10. / Response submission method / Please email your responses and attach all relevant documents
11. / Accepted File Format / Word Doc, Excel
12. / Evaluation Criteria / Responses will be assessed according to:
a) Relevant experience and past performance
b) Understanding of the event and delivery approach
c) Key personnel expertise
d) Price
Weighting: a- 30%, b- 20%, c-10%, d -40%
CONDITIONS
1. Conditions For Participation
1.1. All persons (whether or not they submit a proposal) having obtained or received this RFQ may only use it, and the information it contains, in compliance with these Conditions.
1.2. A proposal may only be submitted:
a) before Closing Time and Date;
b) by completing the Response;
c) via the response submission method;
d) in an Accepted File Format;
e) in accordance with these Conditions.
1.3. By submitting a proposal the respondent confirms that:
a) complies with the Requirements (except as identified in the response);
b) if it is successful and the Department wants to proceed with the proposal, the respondent will enter into a contract on the terms of Proposed Contract;
c) it has examined all information relevant to the risks and contingencies and other circumstances having an effect on the proposal; and
d) it has satisfied itself that it is financially and practically viable for it to enter into and perform their proposal.
1.4. A proposal received after the Closing Time and Date will not be considered by the Department unless the Department, at its absolute discretion, is satisfied that the integrity and competitiveness of the RFQ process will not be compromised.
1.5. Any proposal submitted by the respondent will remain open for acceptance by the Department for the Tender Validity Period.
1.6. The Department policy is to engage in the highest standards of ethical behaviour and fair dealing. The Department requires the same standards from those entities with which it contracts. The respondent acknowledges that it has read, understood and agree to comply with the requirements of the Department’s Business Ethics Statement.
2. Respondent's risk
The respondent acknowledges it is participating in this RFQ at its sole risk and cost and that the Department is not liable to it for any expenses or costs incurred by it in connection with this RFQ, including where the RFQ process has been discontinued.
3. The Department’s Rights
3.1. The Department, at its absolute discretion, may discontinue the RFQ process; reject any proposal; decline to issue any contract; or procure the Deliverables separately from this RFQ process.
3.2. Without limiting the above, the Department also reserves the right to
a) accept or reject any non-conforming proposals (that is, any proposal that does not comply with these Conditions or the Requirements). Such proposals must provide separate and sufficient detail of where they are non-conforming, including technical details where available;
b) alter, amend or vary this RFQ (including the Conditions and the Requirements) and the process outlined in this RFQ at any time before the Closing Date and Time;
c) request further information from any respondent including financial information;
d) request site visits or invite the respondent to make a presentation regarding its proposal;
e) take into account any information about the respondent that the Department receives from any source, including but not limited to any site inspections and presentations;
f) to negotiate with any or all of the respondents after the Closing Time and Date about any terms of the RFQ or these Conditions and the Department may accept a proposal which has been varied in negotiations.
4. Respondent eligibility
4.1. The respondent may only submit a proposal if it has an ABN and is a legal entity with the capacity to enter into a contract to perform its proposal.
4.2. If any part of the Deliverables is to be supplied by a sub-contractor, the contract would be entered into by the respondent and the respondent will be responsible for the subcontractor's performance of the contract.
4.3. The Department encourages participation of small and medium enterprises, including Aboriginal businesses and employers of disabled people (Australian Disability Enterprises) wherever this is applicable to the requirements. Respondents should clearly indicate their status. The Contact Support Office should be notified if any aspect of this RFQ provides unnecessary barriers that effectively prohibit participation by these businesses.
5. RFQ process
5.1. The Department seeks conforming proposals, however, Respondents may, if they choose, submit a non-conforming proposal that is intended to offer a different method of meeting the object and intent of the Requirements (an Alternative Proposal). Alternative Proposals will only be considered if submitted in conjunction with a conforming proposal. An Alternative Proposal must be clearly marked “Alternative Proposal”.
5.2. A respondent may not vary a proposal that has been submitted without the Department's consent.
6. Expected dates
The expected date for contract signing and the expected date for supply of Deliverables are indicative only and may change.
7. Proposal Evaluation
The Department will assess proposals to identify the offer that it considers to be the best value, taking into account both cost represented by the assessment of price and value represented by technical worth assessment in the context of the risk profile presented by each respondent.
8. Disclosure of information
Details of this RFT and the outcome of the tender process may be disclosed if required in accordance with the Government Information (Public Access) Act 2009 (NSW) and the Premier’s Memorandum 2007-01. An outline of these requirements can be found in http://www.nswprocurement.com.au/Tenders/Disclosure-of-Information.aspx.
9. Complaints Process
9.1. It is the NSW Government’s objective to ensure that industry is given every opportunity to win Government contracts. Should any entity feel that it has been unfairly excluded from tendering or unfairly disadvantaged by, it is invited to write to:
Chief Procurement Officer
Procurement Solutions Directorate
NSW Department of Education and Communities
35 Bridge Street
Sydney 2000
REQUIREMENTS
1. Background
The NSW Department of Education is seeking quotes from interested parties for the position of Audio Visual Supplier for the 2016 to 2018 Schools Spectacular.
The NSW Department of Education’s Schools Spectacular is a high profile Performing Arts event involving the participation of over 5,000 public school children and young people.
The annual two day event will be staged at Qudos Bank Arena in 2016, with a decision made in December 2016 as to the location of the event in subsequent years. It comprises Friday and Saturday matinee and evening performances, attracts arena audiences of over 30,000 people and is recorded for a televised broadcast nationally.
The Schools Spectacular Performances will be held on the last weekend in November. It is anticipated that the bump-in for the event will commence 4 days preceding the performance dates. The first sound-checks are scheduled to commence on the Tuesday following the bump in, rehearsals are scheduled to commence on the Wednesday and performances are on the Friday and Saturday. The bump-out commences at the conclusion of the final performance on the Saturday evening and is due for completion early Sunday. A detailed production schedule is supplied during the course of the year.
The successful supplier will be offered a potential three year contract. The Department reserves the right to negotiate with the successful candidate.
2. Objective
The objective of this RFQ is to identify an individual or organisation capable of developing the specifications for the audio visual requirements of the Schools Spectacular live arena production and therefore the subsequent television broadcast.
3. Scope
The Audio Visual Supplier will work under the direction of the Arena Production Manager, The Producer and the technical production team.
Following is the Audio Visual Equipment list for the 2016 Schools Spectacular. Please note the list does not include spares. Suppliers are advised they are required to provide adequate number of spares.
IMAG:
IMAG Projection systems
3 of 20k or better 1920x1080 DLP Projectors, located on catwalk.
3 of 24’ x 13’6” Front Projection Screens, Rigged from catwalk with rope.
3 of Lenses to suit screen size. Projection distance is approx. 30m.
HDSDI to Fibre signal transport
IMAG Downstream control
1 of 16 input HD/SDI switcher with multiview outputs.
1 of 32” minimum monitor for multiview
1 of DVD Playback
1 of 21” Apple iMac
1 of Powerpoint for Mac
Balanced stereo audio output required from DVD and iMac devices.
IMAG Camera systems
3 of HD Camera Systems
2 of 76x HD Box Lens
1 of 55x HD Box Lens
1 of HD Remote Pan/Tilt Dome style camera system and tripod mount.
1 of 2ME GVG Kayak HD PPU with Full Engineering
1 of 32” Monitor for Directors multiview
Allow 5 of 150m camera cable runs
IMAG Record
1 of HD Hard Disk Recorder, AJA Ki Pro 250GB or similar.
IMAG Supers system
2 of Apple Mac Mini Systems
2 of Monitors, 22” minimum
2 of Folsom ImagePro HD Scan Converters
2 of Powerpoint for Mac
SHOW CCTV MONITORING:
Routing
1 of HD/SDI Router
1 of 10” or similar monitor for tech monitoring
Orchestra Conductor Camera
1 of BRC300 Remote Pan/Tilt Camera system inc wide angle lens and stand
2 of 55” Monitors on stands (downstage of main dance floor)
3 of 14” CRT Monitors or low latency (1 frame) SDI monitors (located onstage)
Choir Conductor Camera
1 of BRC300 Remote Pan/Tilt Camera system inc wide angle lens and stand
6 of 14” CRT Monitors or low latency (1 frame) SDI monitors (located in venue seating either side of stage and in upper levels)
Arena Wide shot Camera
1 of BRC300 Remote Pan/Tilt Camera system inc wide angle lens and stand
2 of 14” LCD Monitors or low latency (1 frame) SDI monitors.
Camera located at FOH.
Stage Area Program Monitors
4 of 55” LCD monitors on 2m stands
2 of 22” LCD monitors on 2m stands
2 of 22” LCD monitors on table stands
Feed via Imag/OB program depending on show times
Audio Mix Area Monitoring
4 x Feeds required in Orchestra sub mix truck.
1 x Imag PGM, 1 x OB PGM, 1 x Multiview with 2 x conductor cams, 2 x Imag cams
1 x FOH wides shot
General Backstage Monitors
2 of 46” LCD Monitors on 2m stands including speakers (Imag/OB program)
Allow 100m cable per monitor.
InHouse Feed
Include vision and audio feed to inhouse monitors
Production office feeds
2 of 14” LCD on table stand (OB/Imag Program)
Comms office feed
1 of 14” LCD on table stand (OB/Imag Program)
Located in OB patch room.
LED SCREENS:
Screen sizes can vary slightly pending product used.
Dance floor screens
4 of 3500w x 8000h (Minimum 9mm Pitch) Flown screens.
Located in an arc formation over the main dance floor.
Motors provided by others.
Each screen is independent.
Each screen to have 2 only pick up points.
Each screen to have 6m black steel droppers.
Onstage screens
4 of 2000w x 8000h (Minimum 9mm Pitch) Flown screens.
Located in a straight formation on a single truss over the main hero stage area.
Motors provided by others.
Each screen to have 2 pick ups only.
Each screen to have 5m black steel droppers.
Stage Floor Screens
1 of 25000 wide x 500h (minimum 18mm pitch) for orchestra front facia. Mounted on floor.
1 of 25000 wide x 1500h (minimum 18mm pitch) for rear of orchestra. Allow ground support.
Showview Dining Screen
1 of 40000w x 3000h (minimum 25mm pitch). Allow ground support. Bottom tile is approx. 1000mm from ground level.
Over Choir Screens
6 of 9000w x 2000h (minimum 18mm pitch) Flown screens
Allow for black truss.
Motors by others.
OTHER REQUIREMENTS
Allow for audio and communications integration with other suppliers.
Allow for collection of video/audio feeds from outside broadcast supplier.
Allow for all LED processing.
Allow for black fabric to neaten the rear of monitors, camera tripods and lens’s
CREW REQUIREMENTS:
Systems crew requirements
All systems crew to facilitate complete operational system delivery.
Allow for all stagehands for bump in and bump out.
Allow for 14hr Bump in and Rehearsal Days.
Allow for 16hr Show Days.
IMAG Operational crew requirements
Day 1 - Wednesday
1 of Camera Director 0800 > 2000
1 of Super Operator 0800 > 1300
Day 2 - Thursday
1 of Camera Director 0800 > 2000
3 of Camera Operators 1200 > 2000
1 of CCU Operator 1200 > 2000
1 of Super Operator 0800 > 2000
Day 3 – Friday
1 of Camera Director 0830 > 2300
3 of Camera Operators 0830 > 2300
1 of CCU Operator 0830 > 2300
1 of Super Operator 0830 > 2300
Day 4 - Saturday
1 of Camera Director 1200 > 2300
3 of Camera Operators 1200 > 2300
1 of CCU Operator 1200 > 2300
1 of Super Operator 1200 > 2300
4. Deliverables
1. Supply of audio visual equipment in accordance with the scope for the 2016 Schools Spectacular
2. Coordination of any modifications in conjunction with the Arena Production Manager and Producer.