Request for Quote

CONDITIONS

1. 
   Conditions For Participation
   
   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.
      
   2. 
      A proposal may only be submitted:
      

1. 
   before Closing Time and Date;
   
2. 
   by completing the Response;
   
3. 
   via the response submission method;
   
4. 
   in an Accepted File Format;
   
5. 
   in accordance with these Conditions.
   

1. 
   By submitting a proposal the respondent confirms that:
   

1. 
   complies with the Requirements (except as identified in the response);
   
2. 
   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;
   
3. 
   it has examined all information relevant to the risks and contingencies and other circumstances having an effect on the proposal; and
   
4. 
   it has satisfied itself that it is financially and practically viable for it to enter into and perform their proposal.
   

1. 
   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.
   
2. 
   Any proposal submitted by the respondent will remain open for acceptance by the Department for the Tender Validity Period.
   
3. 
   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.
   
1. 
   Respondent's risk
   

3. 
   The Department’s Rights
   
   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.
      
   2. 
      Without limiting the above, the Department also reserves the right to
      

1. 
   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;
   
2. 
   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;
   
3. 
   request further information from any respondent including financial information;
   
4. 
   request site visits or invite the respondent to make a presentation regarding its proposal;
   
5. 
   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;
   
6. 
   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
   
   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.
      
   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.
      
   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
   
   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”.
      
   2. 
      A respondent may not vary a proposal that has been submitted without the Department's consent.
      
6. 
   Expected dates
   

7. 
   Proposal Evaluation
   

8. 
   Disclosure of information
   

9. 
   Complaints Process
   
   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:
      

Procurement Solutions Directorate

NSW Department of Education and Communities

35 Bridge Street

Sydney 2000

REQUIREMENTS

1. 
   Background
   

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 Allphones Arena in 2016, with a decision made in December 2016 as to the location of the event in subsequent years. It comprises a 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
   

3. 
   Scope
   

The scope of work for the Broadcast and Arena Production Manager is to:

• 
  Provide expert technical advice on the technical elements of the arena show and broadcast
  
• 
  Coordinate the design of the set, dance floor, scenic and flown elements of the show.
  
• 
  Coordinate and provide all technical, CAD drawings and all stage plans as required. Collate and provide to the Department in soft and hard form (CAD, DWG)
  
• 
  Liaise directly with the venue regarding the technical requirements of the production.
  
• 
  In conjunction with the production team, the broadcast production company, the technical suppliers and the venue, manage the preparation and distribution of onsite schedules for the installation of all production and technical elements.
  
• 
  Ensure that all technical equipment is installed effectively and on time and that there is a seamless marriage between all technical elements of the live show and broadcast recording with a particular emphasis on lighting and multi-media.
  
• 
  Liaise with the broadcast production company regarding the arena technical requirements for producing the Schools Spectacular broadcast.
  
• 
  Assist with the writing of specifications and then obtaining quotations for show radio communications, staging, rigging, video component and outside broadcast vans.
  
• 
  Participate and advise within selection panels for the supply of lighting, audio and audiovisual technical equipment suitable for the event and event broadcast production
  
• 
  Collaborate with the Red Zone and Operations Production Manager and Producer with the delivery of technical requirements of the show.
  
• 
  In conjunction with the Red Zone and Operations Production Manager design, supervise and coordinate of all flown elements within the show
  
• 
  Be point of contact for production elements during onsite production period
  
• 
  Coordinate the full production meeting and briefing of technical staff associated with the arena show and broadcast
  
• 
  Attend and coordinate as required all planning and scheduling meetings.
  
• 
  In conjunction with the Red Zone and Operations Production Manager, supervise and manage on-site, the installation and removal of all production elements and temporary infrastructure at the performance venue.
  
• 
  In liaison with the Executive Producer,the Producer, the Red Zone and Operations Production Manager and the performance venue ensure that all WHS requirements are met
  
• 
  Assist with the management of VET entertainment students engaged in the movement of set elements in the show.
  
• 
  Attend post event evaluation
  
• 
  Perform other related duties as required
  

4. 
   Deliverables
   

1. 
   Provide expert knowledge and guidance in relation to the production and technical requirements of the Schools Spectacular live show and broadcast
   
2. 
   Provide all technical, CAD drawings and all stage plans as required. Collate and provide to the Department in soft and hard form (CAD, DWG)
   
3. 
   Coordination of the technical production schedule for the 2016 -18 Schools Spectacular including regular updates
   
4. 
   Coordination of any modifications to the design of the set and staging
   
5. 
   Attendance at production meetings
   
6. 
   Supervision of bump-in and bump out of the venue within venue contractual obligations
   
7. 
   Confirmation that you are aware of, and warrant that your employees and subcontractors are aware of, the requirements of the Departmental Statement of Business Ethics and comply within the terms of reference of the statement.
   
8. 
   Ensure the delivery of the production is met within the broad schedule
   

Tuesday November 22 Technical Installation Complete + Sound Checks

Wednesday November 23 Blocking Rehearsals + Full Rehearsals Commence

Thursday November 24 Full Rehearsals Conclude + Dress /

Technical Rehearsal

Friday November 25 Morning Preview and Evening Performance

(to be filmed by broadcaster)

Saturday November 26 Performances x 2 (to be filmed by broadcaster)

Saturday November 26 Bump-out commences after show

Sunday November 27 Technical Bump Out concludes.

9. 
   Payment upon receipt of invoice following successful completion of the event
   

5. 
   Pricing
   

• 
  the supply and delivery of the technical schedules and drawings for the show
  
• 
  the supervision of the supply of equipment and services by the technical suppliers and broadcast production
  
• 
  the oversight of the installation (and removal) of technical components according to the overall show design, broadcast requirements and venue contractual obligations
  
• 
  the supply of expert advice in the writing of technical specifications and the participation selection panels
  
• 
  the delivery of on-site expert technical services for the show
  
• 
  any personnel included in the delivery of services
  
• 
  all costs associated with the provision of services
  

RESPONSE

NOTE TO RESPONDENTS: For all questions below please complete your responses in the tables and boxes provided.

1. 
   Respondent's details
   

Entity Name
Australian Business Number (ABN)
Mailing Address
Contact Person Name
Contact Person’s Phone Number
Contact Person ‘s email Address
Is the respondent a small or medium enterprise (SME)? (Yes or No) * As defined in the NSW Government SME policy framework?
Is the respondent an Aboriginal Business? (Yes or No) * As defined on procurepoint
Is the respondent an Australian Disability Enterprise (ADE)? (Yes or No) * As defined on procurepoint

2. 
   Please set out details outlining relevant experience and describe how the Requirements will be met.
   

If there is a requirement that the respondent cannot meet, it must be set out here.

Please also set out details of anything (e.g. resources, access) that the Department or anyone else must provide or make available for the respondent to provide the Deliverables.

3. 
   Please provide details of the respondent's timeframes and availability to provide the Deliverables.
   
4. 
   Please provide examples to demonstrate how the respondent has delivered similar services to similar events of this size.
   
5. 
   Please provide details of pricing:
   
6. 
   Please provide any additional information to support this response.
   
7. 
   Please provide the contact details of two referees, who are able to verify from personal experience, the respondent's past and/or present performance in the provision of similar services. Please be specific with the description and scale of the good or services provided.
   

Referee No. 1
Entity's Name
Address
Contact Name
Email Address
Telephone No.
When were Goods or Services Provided?
Description of Goods / Services Provided

Referee No. 2
Entity’s Name
Address
Contact Name
Email Address
Telephone No.
When were Goods or Services Provided?
Description of Goods / Services Provided

Please complete and sign the following:

I confirm, for and on behalf of respondent that the proposal submitted to the NSW Department of Education and Communities on date in response to the RFQ number for services/ products complies with the Conditions.

Name:
Signed:
Position:

© State of New South Wales – Department of Education– Procurement Solutions Directorate, 2016

Request for Quote Page

Department of Education Version 1.0 April 2016

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