The Provision of Staging, Sound and Power

INVITATION TO TENDER

TENDER INSTRUCTIONS RELATING TO

THE PROVISION OF STAGING, SOUND AND POWER

FOR THE STREETS, JULY 2016

PART 1

INVITATION TO TENDER (ITT)

Serious Ltd is inviting competitive quotes for the provision of the following for the July series of The Streets.

1. Event staging
2. PA System
3. Power

This includes the supply, delivery and installation of the above.

INSTRUCTIONS FOR COMPLETION

Please answer all the questions as accurately and concisely as possible or mark those not applicable ‘N/A’ and provide an explanation.

Answer questions in English. Response boxes will expand to accommodate your answers, but if necessary continue on a separate sheet where space / layout on this form is restrictive. Applicants may choose to tender for 1 or more Lots of this ITT.

Serious reserves the right not to accept the lowest or any quotation and to annul the Tender process and reject all quotations at any time prior to contract award, without thereby incurring any liability to the applicants.

Site Specifications for each of the Boroughs and technical riders for each of the artists are subject to change.

TENDER SUBMISSION

The closing date for receipt of the completed submission is noon on Friday 1st April 2016.

Responses should be uploaded to/emailed to

Please note that Serious will not consider late returns.

Serious will award the contract on the basis of the most economically advantageous proposal/quote but reserves the right not to award the contract to the lowest or any contractor.

Nothing in this ITT binds Serious to accept a Tender and award a contract. Serious reserves the right to discontinue this Tender at any time during the ITT process and not to accept a Tender or award a contract.

Serious shall not be liable to the Tenderer in any way whatsoever for the Tenderer’s costs and expenses incurred during the tender process from its discontinuance or in relation to which a policy/contract is not awarded.

The Tenderer is responsible for preparing all information necessary for the preparation of its Tender and all costs, expenses and liabilities incurred by the Tenderer in connection with the preparation and submission of its Tender shall be borne by the Tenderer.

Tenderers shall ensure that they are familiar with the nature and extent of the obligations they will incur if their Tender is accepted.

TENDER TIMETABLE AND CONTRACT PERIOD

Serious proposes the following timetable for the award of the Contract. This is intended as a guide and whilst Serious does not intend to depart from the timetable, it reserves the right to do so at any time:

EVALUATION

The objective of the evaluation criteria is to assess responses and select a supplier to award the contract to.

We will assess each application by considering the potential providers’ suitability on the following (in no particular order):

● Professional ability

● Technical capacity

● Economic and financial standing

● Experience

● Proposal

PART 2

BACKGROUND

Acclaimed live music and event producer Serious is working with a consortium of boroughs -Waltham Forest, Redbridge, Greenwich, Croydon, Wandsworth, Richmond upon Thames and Kingston upon Thames - to share and ignite arts and culture throughout London communities by using the communal space of the high street as its stage.

What is The Streets?

The Streets is an urban regeneration project, bringing world-class artists and local talent to the high streets of 7 outer-London boroughs in 2015 and 2016. Designed to showcase the local streetscape and unlock the potential of high streets, local residents, businesses and visitors will be encouraged to rediscover and reclaim their public space.

When and where is The Streets?

The Streets takes place in July and November of 2016 continuing on from activity in 2015.

Events in the summer of 2016 are scheduled as follows:

● Friday 8 July and Saturday 9 July, Woolwich

● Saturday 9 July and Sunday 10 July, South Norwood

● Saturday 9 July and Sunday 10 July, Kingston

● Saturday 16 July and Sunday 10 July, Ilford

● Saturday 23 July and Sunday 24 July, Twickenham

● Saturday 23 July and Sunday 24 July, Tooting

● Saturday 23 July, Leyton

The project launched in July 2015 with a spectacular percussion-induced bang and it continued in the autumn of 2015 with a broad programme of EFG London Jazz Festival artists, established local artists and amateur local artists from the boroughs.

All sorts of businesses and spaces transformed themselves into venues for performing artists: from libraries to shopping malls, shoe shops to charity shops, big brands, independents, cafes, pubs, restaurants, churches, kids spaces, department stores, empty units, town halls, and not forgetting outside on the streets themselves.

Aims of The Streets

The Streets has a number of key objectives:

● To create a series of dynamic cultural events focused on the high streets of 7 outer-London boroughs that positively impact on local businesses and residents.

● To provide tangible opportunities for high street businesses to showcase their USP and explore ways to attract new customers.

● To programme high quality artists in less obvious performance spaces such as shops and cafes on the high street.

● To offer fun and exciting opportunities for local residents and visitors to explore the local heritage and stories of the high streets.

● To offer participatory workshops and cultural activities to local residents, community groups and artists, and to proactively involve them in the project.

● To tap into and showcase the pre-existing local artistic and creative scene as part of The Streets events.

Additional general information about The Streets can be found at

Event Structure

Each Borough’s event will take place over 1 - 2 days. Where the event consist of two consecutive days, day 1 will comprise of acapella and pop up performances and therefore no infrastructure is required. This ITT is for day 2 of the event, though Serious may request an additional delivery of basic speech and portable PA for the day 1 event if required.

DELIVERABLES

DAY 2 – STREET SONG

Spectacle (Artistic Showcase)

Street Song will provide the vocal showcase for a day of singing on the high street, using a temporary stage as a focal point for headline performances and local programming.

LOT 1: STAGING

All stages should be covered with step and ramp access options. Stages will need to be built for 11am sound checks, and the event will finish at approximately 5pm.

Please note that equipment can be installed on the event day only, and cannot under any circumstances be set up or taken down on preceding or subsequent days.

Exact staging requirements are TBC and are subject to site visits and artist requirements. Please quote for a range of size options as close to the suggested options as possible.

LOT 2: SOUND

Tenderers will need to provide a quality and flexible PA, mics, monitors suitable for outdoor spaces and up to a 1000 capacity audience. Please base your quotes for sound on the specification from The Swingles and House Gospel Choir in Appendix 1 and 2 of this document. Tenderers should assume that Artists will not be bringing any additional microphones or sound equipment and that there could up to 60 people on the stage and up to 7 different groups per day.

Quotes should include provision for delivery, operators and any weather proofing.

As above, the groups will include:

Bellatrix – Beatbox Blossom Street – Choral & Roaming Responsive

Silk Street Singers - Acapella The Tootsie Rollers – Acapella

Swingles – Acapella House Gospel Choir – House / Gospel

London Gay Men’s Chorus - Pop

LOT 3: POWER

1 x silent running generator, appropriate for supplying 1 x 63/3 supply and 1 32/3 supply.

PART 3

SUPPLIERS RESPONSE TO THE TENDER

Using the Event Information above, please complete the following in full.

1. Company information

2. A brief history and outline of your organisation (maximum 300 words)

3. Please provide details of all insurance cover currently in force.

4.Please Identify which Lots you are tendering for:

Lot 1 - Staging

Lot 2 - PA & sound

Lot 3 – Power

5. Please detail how you ensure quality management of your service delivery, including complaints procedure (maximum 300 words).

6. Applicants are requested to write a proposal outlining their ability to deliver projects of this scale. This can be done on separate pages if required and should be a maximum of 2,000 words and include, but not limited to, the following:

● Details of relevant experience and outline similar work undertaken

● Technical competency / Evidence of relevant qualifications

● Evidence of your capacity to provide bespoke solutions for each site/borough

● Outline training and quality assurance on delivery

7. Please provide details of two references from existing clients for similar services in the last three years that are relevant.

8. Pricing: Please list rates for the following (prices should be exclusive of VAT)

9. Are there any particular conditions or circumstances that could affect the price quoted (100 words)?

10. Please detail the duration for which these prices will be held (100 words).