Great Exhibition of the North 2018

Invitation to Tender (ITT)

For PA System

Tender Reference: GEOTN-PA

23.04.18

v.01.5

Contents

1. Background..............................................................................................................................3

1.1 Headline requirements....................................................................................................3

1.2 Great Exhibition of the North (GEOTN)............................................................................3

1.3 GEOTN Opening Event.....................................................................................................3

2. Tender Instructions..................................................................................................................4

2.1 ITT Timetable...................................................................................................................4

2.2 Clarification Process.........................................................................................................4

2.3 Requesting a Site Map and Site Visit................................................................................5

2.4 Submitting responses.......................................................................................................5

2.5 Preparing your Tender: Some basic rules........................................................................5

2.6 Tender Checklist..............................................................................................................6

2.7 Evaluation of Tenders......................................................................................................7

3. Specification..........................................................................................................................10

3.1 Overview........................................................................................................................10

3.2 Delivery requirements...................................................................................................10

3.3 Key delivery dates..........................................................................................................11

3.4 Tendering organisation requirements...........................................................................11

3.5 Anticipated cost.............................................................................................................11

4. Schedules to complete..........................................................................................................12

4.1 Schedule 1 – Organisational details...............................................................................12

4.2 Schedule 2 – Mandatory Requirements (pass/fail)........................................................14

4.3 Schedule 3 – Skills and Experience requirements (20%)................................................17

4.4 Schedule 4 – Delivery (20%)...........................................................................................19

4.5 Schedule 5 – Pricing Information (60%).........................................................................20

4.6 Schedule 6 – Signature Form.........................................................................................21

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1. Background

1.1 Headline requirements

Tender submissions are requested for the provision of PA System for the Great Exhibition of the North. Detailed requirements are defined in Section 3 - Specification.

Any queries relating to this document and/or the Invitation to Tender (ITT) process should be sent to Marian Chapman, Technical Producer at the Great Exhibition of the North at marian@ getnorth2018.com

Please note NGI will undertake due diligence checks on the successful tenderer prior to contract.

1.2 Great Exhibition of the North (GEOTN)

NewcastleGateshead Initiative (NGI) is working as the delivery organisation and accountable body for The Great Exhibition of the North (GEOTN), a three-month exhibition, running from the 22nd June until the 9th September, which will take place in NewcastleGateshead in 2018.

GEOTN will be England’s largest event in 2018 engaging with an online and offline audience of three-million and providing a game-changing moment for North of England. It will reveal to the world how the North of England's great art and culture, design and innovation has shaped all of our lives and is building the economy of tomorrow. GEOTN will be a true celebration and showcase of the best art, design and innovation across the North of England.

Plans for the GEOTN include using the whole destination of NewcastleGateshead as a stage, with a newly created commissioned programme taking place in a range of venues and out on the streets of the City. Three walking trails will focus on arts, design and innovation. Each trail will help to tell the story of the North and how its inventors, engineers, artists and designers create and export life – changing products and services across the world – not just in the past, but importantly today. The content along the walking trails will both inspire and be inspired by a major exhibition hub at Great North Museum: Hancock (curated by our partners at TWAM) and two hubs at the Quayside with major new works commissioned by Baltic, Centre for Contemporary Art and Sage Gateshead.

For further information about the GEOTN please visit: https://getnorth2018.com/

1.3 GEOTN Opening Event

On Friday 22nd June 2018 the exhibition programme and venues along the walking trails will open to visitors for the first time under the headline theme ‘Get North’.

Between noon-2pm (specific timing tbc) a 1-2 minute burst of colourful daytime pyrotechnics will be launched from a working boat on the River Tyne signaling the opening of the exhibition at a single moment.

From approximately 6pm, a second 1-2 minute burst of daytime pyrotechnics, also from a working boat on the river, will announce the start of the evening event. Northern street artists

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and strolling bands will entertain the gathering crowds, drawing visitors down to the Quayside to experience a theatrical presentation of Water Sculptures, one of the signature pieces for GEOTN, illuminated with three specially commissioned musical accompaniments. Also premiered for the first time will be the screening of the GEOTN film and a live presentation by Lemn Sissay of the ‘Anthem for the North’. The audience for the quayside based activity is likely to be in the region of 25,000.

It is planned to punctuate the day with a range of pyrotechnics, including a high impact, five-minute finale at approximately 11pm.

To ensure the best possible experience for audiences at the opening event, we are looking to appoint a provider for a PA system to provide excellent sound reproduction for a dispersed crowd of approximately 25,000

2. Tender Instructions

2.1 ITT Timetable

Please see set out below the timetable associated with this ITT:

Stage Date and time

Issue tender document 23 April 2018

Deadline for any queries 3 May 2018 by 5pm

ITT submission deadline 9 May 2018 by 12 midday

Evaluation of responses 10 May 2018

Contract awarded 11 May 2018

We would aim to meet the successful tenderer for a site visit asap after appointment.

2.2 Clarification Process

Any queries relating to the specification in the ITT should be sent to Adam Long, Opening Event Production Manager, Adam Long, adam@getnorth2018.com.

The deadline for queries is 3 May 2018 by 5pm.

Please note: If you wish NGI to treat a query (and NGI's answer) as confidential, you must state this when submitting your query. If, in the opinion of NGI, the query is not confidential, NGI will inform you and you will have an opportunity to withdraw it.

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If the query is not withdrawn, the response will be published on the relevant Tender page on https://getnorth2018.com/get-involved/tenders/opening-event-pa-system/

The name of the company raising the question will not be published.

2.3 Requesting a Site Map and Site Visit

A site map of the proposed audience areas is available on request from Laura Hunter, Assistant Producer, laura@getnorth2018.com

A site visit is recommended in advance of submitting the tender. If you would like to be accompanied by a member of the GEOTN team please also contact Laura Hunter, Assistant Producer laura@getnorth.com to arrange an appointment.

2.4 Submitting responses

The completed ITT should be uploaded to https://getnorth2018.com/get-involved/tenders/opening-event-pa-system/

Responses should be issued by as per the ITT submission deadline in the ITT Timetable (2.1).

Responses should include the following information:

Schedule Information required Selection/award

1 Organisation Details n/a

2 Mandatory Requirements (Pass/Fail) Selection criteria

3 Skills and Experience requirements (20%) Selection criteria

4 Delivery approach (20%) Award criteria

5 Pricing Information (60%) Award criteria

6 Signature n/a

2.5 Preparing your Tender: Some basic rules

Your Tender must be written in English.

You must follow the format as set out in the Schedules for this ITT.

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Only one Tender is allowed from each Tenderer. If a Tenderer submits more than one Tender, NGI will evaluate the one with the latest time of submission (provided it was submitted before the Tender submission deadline) and disregard the other(s).

The Tender (including price) should remain valid for a minimum period of 90 days.

Evaluators will not cross-reference responses between different questions. If you wish to cross refer to information given in response to a different question, please include a full cross reference stating where the information can be found in your tender response.

Any attachment submitted as part of your Tender must also be fully cross referenced in your answer to the relevant question, otherwise the information that the attachment contains will not be considered as part of your Tender.

Please do NOT embed documents into any other documents - this may result in the documents not being able to be opened and as such your Tender may be considered a non-compliant submission.

You are solely responsible for ensuring your Tender is received by NGI in accordance with the ITT's instructions. NGI is under no obligation to accept late tenders.

Please allow sufficient time to upload your tender submission. NGI recommend that your tender file size should be no bigger than 10mb.

For guidance, NGI recommend commencing the upload of your tender 24 hours prior to the deadline to ensure any technical problems can be addressed prior to the tender deadline.

2.6 Tender Checklist

Please note: if you do not provide all the items in the checklist this may cause your Tender to be non-compliant and not considered further.

Schedule Item Included in Tender?

1 Completed Organisation Details

2 Completed Mandatory Requirements (pass/fail)

3 Completed questions on Skills and Experience (20%)

4 Completed questions on Delivery approach (20%)

5 Completed Pricing Information (60%)

6 Signed and dated Signature form.

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2.7 Evaluation of Tenders

2.7.1 The Evaluation Process

Each Tender will be checked to ensure it is a compliant bid in accordance with the terms of this ITT. If you fail to submit a compliant bid your Tender will not be considered further. Compliant Tenders will be evaluated against the criteria set out in 2.7.2.

NGI are not bound to accept the lowest or any Tender. NGI also reserve the right to reject a Tender where the pricing of the Tender appears to be abnormally low.

NGI reserve the right to seek clarification from any or all of the Tenderers during the evaluation period in order to fully understand the Tenders submitted.

2.7 2 Determining the Winning Tender

Any responses that are not deemed to be fully compliant may be discarded. Each compliant response will be evaluated on a weighted combination of skills and experience, delivery and price.

NGI’s evaluation will be split into two distinct stages:

Stage 1: Selection criteriao Mandatory Requirements – Schedule 2 (pass/fail)o Skills and Experience – Schedule 3 (20%)

Only those tenders that pass the Mandatory Requirements in Schedule 2, AND gain a minimum score of 12% for Schedule 3 will go on to be evaluated for against Award Criteria.

Stage 2: Award criteriao Delivery - Schedule 4 (20%)o Price – Schedule 5 (60%)

For those that are fully evaluated (i.e. pass mandatory requirements and gain a minimum percentage of 12% for Schedule 3), the scored schedules will be evaluated, to provide the overall weighted score.

The weighted combination will be: Skills and Experience at 20% + Delivery at 20% + Price at 60% = 100%.

The winning Tender will be the Tender which receives the highest overall weighted score under the contract Selection and Award criteria.

2.7.3 Selection Criteria (Mandatory Requirements + Skills and Experience)

Information provided in this section will help NGI assess the ability of the tenderer to perform the contract based on previous experience of the company and/or the people that will be

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involved in delivery of this contract. The questions/requirements and related scoring criteria are set out Schedules 2 and 3.

2.7.4 Award Criteria (Delivery + Price)

Information provided in this section will help NGI assess how the company intends to deliver the contract (Schedule 4: Delivery) as set out in this ITT and will score the information provided regarding price (‘Schedule 5: Pricing Information’).

Tenderers must fill in their proposed costs ‘Schedule 5: Pricing Information’ for providing all the obligations under the Contract.

All tendering organisations are asked to provide a full budget breakdown and a total price estimate based on the delivery requirements in Section 3: Specification.

Please ensure ALL costs that would be required in order for your company to deliver the contract (such as increased PLI insurance and travel and expenses related to site visits and delivery).

All prices shall be stated in pounds sterling and shall be submitted net of VAT; however, you are required to indicate where VAT will apply.

The Price percentage will be scored as follows: (Lowest compliant bid price ÷ Your submitted bid price) × 60%.

The weighted scores will then be added together from selection and award as follows to give an overall score for that organisation: Skills and Experience at 20% + Delivery at 20% + Price at 60% = 100%.

2.7.5 Evaluation methodology for Schedules 3 and 4.

The following methodology will be used to evaluate the responses in Schedules 3 and 4.

Description Score

Very Good Demonstrates a very good understanding of requirements in development and delivery of the solution and a very good level of relevant experience/ capability

Complete confidence in ability to develop and deliver a solution

Very good prospects for successful delivery

5 marks

Good Demonstrates a good understanding of requirements in development and delivery of a solution and a good level of relevant experience/ capability

High level of confidence in ability to develop and deliver a

4 Marks

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Description Score

solution

Good prospects for successful delivery

Acceptable Demonstrates a level of understanding of requirements in development and delivery of a solution and a level of relevant experience/ capability that is acceptable but below the ideal

Acceptable level of confidence in ability to develop and deliver the solution

Acceptable prospects of successful delivery

3 marks

Poor Demonstrates a limited understanding of requirements in development and delivery of a solution with limited relevant experience / capability

Low level of confidence in ability to develop and deliver the solution

Low probability of successful delivery

2 marks

Very poor Demonstrates a very limited understanding of, or very limited relevant experience/capability

Very low level of confidence in ability to develop and deliver a solution

Very low probability of successful delivery

1 marks

Unacceptable No response provided / demonstrates no understanding of requirements in development and delivery of a solution of with no relevant experience / capability

No confidence in ability to develop and deliver a solution of this nature

No prospect of successful delivery.

0 marks

2.7.6 Contract Award

The winning Tenderer will be notified by NGI. Tenderers that have not been successful can request feedback from NGI on why their Tender was not successful. Following notification of contract award, the final form of contract between NGI and the successful Tenderer will be agreed and finalised. Any contract award will be conditional on the Contract being approved under NGI internal procedures and NGI being generally able to proceed.

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3. Specification3.1 Overview

As part of the exhibition NGI are seeking to appoint a supplier to provide a PA system to provide excellent sound reproduction for a dispersed crowd of approximately 25,000 for the GEOTN Opening Event.

3.2 Delivery requirements

3.2.1 Areas to cover

The four Key areas to cover are:

Area 1 - Newcastle Side of the River 18,000 Area 2 - Gateshead Baltic Square 4,000 Area 3 - Gateshead Performance Square 2,000 Area 4 – Gateshead Hillgate Quay 500

To be of a standard of L’Acoustic, D&B, Meyer or similar

3.2.2 Requirements

The appointed supplier will be asked to provide:

Flown systems to provide full coverage for the 4 areas above Digital mixing console at FOH Stereo RF link from moving vessel on the river to FOH. There will be a band playing

on the vessel whilst moving, the bands monitor engineer will provide a ‘broadcast mix’ to transmit to main pa systems

4 full range monitors and amplification to supplement, bands equipment. 2 mixes Single performer on millennium bridge will require a headset radio mic, for a spoken

word piece Announce mic at FOH Monitor speakers for production cabin and event control with necessary volume

controls. - Exact location TBC Playback media systems, TBC FOH control to be located on the Newcastle Quayside alongside Video and Lighting

Control All necessary cabling & RF infrastructure between PA systems All necessary staging or rigging solutions for the PA Please note we are looking for a solution that does not impact on the audiences’

view of the river during the event. Therefore, more weighting will be given to tenders that meet this requirement.

To provide a Project Manager to supervise all aspects. To provide FOH engineer to operate To design, manage and license all RF systems, inc liaising with other suppliers on site. To provide system design and audio calcs All staff to install and remove equipment from site

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All staff to operate and attend rehearsals as necessary All transport to and from site Please list your power requirements

We would also ask the successful tenderer to provide recommendations of solutions to maximize audience sightlines.

3.3 Key delivery dates

All tendering organisations must have availability to deliver the project on the required dates and times as follows:

Two site visits in May/early June – dates will be arranged on appointment. Load in - From 18th June to the 21st June Rehearsals - 21st June Show - 22nd June De-rig either 22nd June Evening or 23rd June during the day.

3.4 Tendering organisation requirements

Tendering organisations must also have knowledge and understanding of the following:

Current Health and Safety legislation and policies. BS7909 temporary electrical installations legislation. A working knowledge of CDM regulations. Knowledge of LOLER legislation.

The required insurances/documentation for this project are:

£10m Public Liability Insurance

The selected supplier must have experience of:

Providing PA solutions at major events in an outdoor setting for audiences of 25,000.

3.5 Anticipated cost

The anticipated cost for this activity is approximately £25,000 – 35,000

All tendering organisations are asked to provide budget breakdown and a total price estimate based on the delivery requirements the Specification.

Please include ALL costs that would be required in order for you to deliver the contract (such as increased PLI insurance and travel and expenses related to site visits).

Prices shall be submitted net of VAT; however, you are required to indicate where such VAT will apply.

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The Price percentage will be scored as follows: (Lowest compliant bid price ÷ Your submitted bid price) × 60%.

The weighted scores will then be added together as follows to give an overall score for that organisation: Skills and Experience at 20% + Delivery at 20% + Price at 60% = 100%.

4. Schedules to complete

4.1 Schedule 1 – Organisational details

Name of your organisation:

A-2 Registered office (if applicable):

Trading address (if different from registered office):

Organisation Registration Number(if applicable):

Is your organisation a: Sole Trader

Partnership

Public Limited Company

Private Ltd Company

Voluntary & Community Sector

Charity

SME (Small and Medium Enterprise)

OtherPlease specify:

If your Company is a member of a group of companies, please give the name and address of the ultimate holding companyName of person to whom any queries relating to this tender should be addressed

Telephone

Email

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Address(if different to the Address above)

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4.2 Schedule 2 – Mandatory Requirements (pass/fail)

Only those tenders which have passed all Mandatory Requirements requested in Schedule 2 will go on to be further evaluated for Schedules 3, 4 and 5.

Mandatory Requirements Delete as appropriate

4.2.1 Please confirm that your company can deliver all requirements within the timescales as detailed in the 'Key Dates' (3.3) and as follows:

Two site visits in May/early June – dates will be arranged on appointment.

Load in - From 18th June to the 21st June Rehearsals - 21st June Show - 22nd June De-rig either 22nd June Evening or 23rd June during the day.

The following methodology will be used to evaluate the above quality requirement:

Pass – a Tenderer will be deemed to have passed this requirement if they answer ‘yes’ to confirm that they can meet the required timescales.

Fail – a Tenderer will be deemed to have failed this requirement if they do not confirm that they can meet the required timescales in the specification, or confirm that they can meet the requirements but not within the required timescales.

Yes / No

4.2.2 Grounds for Mandatory or Discretionary Exclusion

Please answer both questions a) and b).

a) Please indicate if, within the past five years you, your organisation or any other person who has powers of representation, decision or control in your organisation has been convicted anywhere in the world of any of the offences listed under the Mandatory Exclusion Grounds set out on this webpage. If your answer to any of those questions is 'Yes' please provide further details.

b) Please indicate if, within the past three years, anywhere in the world any of the following situations listed under Discretionary Exclusion Grounds set out on this webpage have applied to you, your organisation or any other person who has powers of representation, decision or control in your organisation. If yes please provide further details.

If there are grounds for exclusion, there is an opportunity to explain the background and any measures you have taken to rectify the situation (we call

Yes / No

Yes / No

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Mandatory Requirements Delete as appropriate

this self-cleaning).

Pass - A Tenderer will be deemed to ‘pass’ this question if in respect of both a) and b) above they answer “no”. Where a Tenderer answers “yes” in respect of either a) or b) above, NGI may deem the Tenderer to have passed this question where the Tenderer has provided sufficient evidence to NGI in accordance with the “self-cleaning” measures.

Fail – a Tenderer will be deemed to have failed this requirement if they answer ‘yes’ to a) or b) above.4.2.3 Is your company compliant to the Health and Safety at work Act 1974, this would include, but is not limited to being compliant with BS7909 temporary electrical installations legislation, CDM regulations and LOLER legislation?

Pass – A tenderer will be deemed to have passed this requirement if they answer ‘yes’ to confirm that are compliant.

Fail – A tenderer will be deemed to have failed this requirement if they answer ‘yes’ to confirm that are compliant.

Yes / No

4.2.4 Health and Safety Policy:

Does your company have a Health and Safety Policy and / or CHAS accreditation which they can provide evidence of on request?

Pass – A tenderer will be deemed to have passed this requirement if they answer ‘yes’ to confirm that they have a Health and Safety policy and/or CHAS accreditation which they can provide on request.

Fail – A tenderer will be deemed to have failed this requirement if they answer ‘no’ to confirm that they do not have a Health and Safety policy and/or CHAS accreditation.

Yes / No

4.2.5 In the last three years, has your organisation been the subject of an investigation by the Health and Safety Executive or similar competent authority?

If there are grounds for exclusion, there is an opportunity to explain the background and the outcome of the investigation.

Pass – a Tenderer will be deemed to have passed this requirement if they answer ‘no’ to confirm that they have not been the subject of an investigation by the Health and Safety Executive or similar competent authority. Where a Tenderer answers “yes”, NGI may deem the Tenderer to have passed this

Yes / No

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Mandatory Requirements Delete as appropriate

question where the Tenderer has provided sufficient evidence that this does not impact their ability to deliver the contract safely.

Fail – a Tenderer will be deemed to have failed this requirement if they answer ‘yes’ to above without explanation of how the outcome of the investigation wouldn’t impact on their ability to deliver the contract safely.

4.2.6 In the last three years, has your organisation been convicted of any Health and Safety related offence by any Court or Tribunal?

Pass – a Tenderer will be deemed to have passed this requirement if they answer ‘no’ to confirm that they have not been convicted of any Health and Safety related offence Health and Safety Executive or similar competent authority.

Fail – a Tenderer will be deemed to have failed this requirement if they answer ‘yes’ to confirm they been convicted of any Health and Safety related offence by any Court or Tribunal or similar competent authority.

Yes / No

4.2.7 Please confirm that if your tender is successful, you will have the following insurances in place for the duration of delivery.

£10m Public Liability Insurance

Pass – a Tenderer will be deemed to have passed this requirement if they answer ‘yes’ to confirm that they will have the necessary insurance in place. (If your tender is selected we will require evidence before commencing contract).

Fail – a Tenderer will be deemed to have failed this requirement if they answer ‘no’ to confirm that they will not have the necessary insurance in place.

Yes / No

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4.3 Schedule 3 – Skills and Experience requirements (20%)

Only those tenders which have achieved a score of 12% or above in this section will go on to be further evaluated for Schedules 4 and 5.

Question % score4.3.1 Do you have experience of designing and successfully delivering PA systems at major events in outdoor settings?Yes / No (delete as appropriate)

If yes please TWO examples:Please provide the following information for each event:

Name of event Location Audience size Spec delivered.

10%

4.3.2 Do you have experience of designing and successfully delivering PA systems including radio link and all engineering for audiences of 20,000 plus?Yes / No (delete as appropriate)

If yes please provide TWO examples:

Please provide the following information for each event: Name of event Location Audience size Spec delivered.

10%

4.3.3 Please provide details of 2 references relating specifically to the examples cited in 4.3.1 and 4.3.2.

Please provide; Name job title Contact telephone number Contract email address The name of the project you delivered for this reference (this should be

easy to cross reference with the examples provided in 4.3.1 and 4.3.2).

n/a – see note.

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Please note: NGI will only contact the references of the three highest scoring tenders after full evaluation, and the outcome of references will only be used to moderate scores in 4.3.1 and 4.3.2).

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4.4 Schedule 4 – Delivery (20%)

Question % score4.4.1 Please outline your delivery approach and provide a top line project plan which demonstrates how your company deliver the requirements in the Specification.

15%

4.4.2 Please provide information on the job roles and number of personnel that would be deployed to deliver this project, and indicate where this would be subcontracted.

5%

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4.5 Schedule 5 – Pricing Information (60%)

Please insert a FULL BREAKDOWN of your costs and a total cost for the full delivery requirements according to the Specification in Section 3.

Your costs must include all additional costs that would apply to your organisation, such as relevant insurance, expenses and travel.

Prices shall be submitted net of VAT; however, you are required to indicate where such VAT will apply.

As indicated, pricing will amount for 60% of the evaluation to decide which tender to accept. The cost will be evaluated in in terms of value for money. The Price percentage will be scored as follows: (Lowest compliant bid price ÷ Your submitted bid price) × 60%.

Organisation Name Price exclusive of VAT

Please provide full breakdown and a total cost as requested above.

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4.6 Schedule 6 – Signature Form

Tender for: GEOTN PA system

I the undersigned hereby declare by marking an X in the box:

that the information provided in this tender submission is complete and accurate;

that the price is our best offer;

that no collusion with other organisations has taken place in order to fix the price;

to be subjected to the Terms and Conditions set out in Appendix 1;

that no works/goods/supplies/services will be delivered or undertaken until both parties have executed the formal contract documentation as identified in Appendix 1 and an instruction to proceed has been given by NGI in writing.

Please note NGI will undertake due diligence checks on the selected provider prior to contract.

Name...........................................................

Position Held.....................................................

Signature.....................................................

Dated..........................................................

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