STRATHSPEY PLACE THEATRE Technical Services Proposal Requirements

Transcription

1 Technical Services Proposal Requirements Closing Date: Thursday, August 27, 2015 Closing Time: 200 PM Opening Time: 2:15 PM Closing Location: 16 Cemetery Road, Port Hastings, NS Contact Person: Shirley A. Hart Phone Number:

2 INSTRUCTIONS TO PROPONENTS PART INVITATION.1 Proposal Call.1 The Strait Regional School Board (the Board or SRSB ) will receive offers signed, executed, and dated before 2:00 p.m. local time on the 27 th of August, 2015, at the School Board Office located at 16 Cemetery Road, Port Hastings, Nova Scotia, B9A 1K6..2 Offers submitted after the above time shall be returned to the bidder unopened..3 Amendments to the submitted offer will be permitted if received in writing prior to proposal closing and if endorsed by the same party or parties who signed and sealed the offer..4 Fax submissions will not be accepted. 1.2 INTENT.1 The successful proponent will perform the functions and services associated with Theatre Technician for Strathspey Place Theatre including:.1 maintaining and ensuring sound, lights and theatre rigging is in good working order;.2 operation of sound, lighting and other effects during performances; and.3 working with Dalbrae Academy staff to develop and deliver a Youth Technician Program. 1.3 PROPOSAL DOCUMENTS IDENTIFICATION.1 Availability.1 Documents relating to this Proposal (the Documents ) may be obtained on-line at the NS Government Tendering website ( or by contacting Shirley Hart, School Board Office (shirley.hart@srsb.ca) or Documents are made available only for the purpose of obtaining offers for this contract for services. Their use does not confer a license or grant for other purposes. 2 Page

3 .2 Examination.1 Documents are on display at the office of the Board..2 Upon receipt of Documents, verify that Documents are complete; immediately notify the Board s Manager of Purchasing upon finding discrepancies or omissions in the Documents..3 Queries/Addenda.1 Direct questions to Shirley Hart, Manager of Purchasing for the Board, (902) Addenda may be issued during the Proposal period. All addenda become part of the Contract Documents. Include costs in the Proposal Price..3 Verbal answers are only binding when confirmed by written addenda..4 Technical queries are to be directed to Terry Doyle, Director of Operations for the Board, at Clarifications requested by proponents must be in writing not less than seven (7) working days before date set for receipt of Proposals. The reply will be in the form of an Addendum, a copy of which will be forwarded to known proponents no later than three (3) working days before receipt of Proposals. Addenda will be available on the NS Government website PROPONENTS EXPENSES Proponents are solely responsible for their own expenses in preparing, delivering or presenting a Proposal. 1.5 OFFER ACCEPTANCE/REJECTION.1 Duration of Offer Proposal shall remain open to acceptance and shall be irrevocable for a period of sixty (60) days after the quoted Closing date..2 Acceptance of Offer.1 The Board reserves the right to accept or reject any or all offers or to accept any offer deemed most satisfactory. The Board reserves the right to waive any informality in any or all Quotes..2 After acceptance by the Board, the successful Proponent shall be notified in writing of acceptance of offer. 3 Page

4 1.6 TAXES.3 Unsuccessful proponents will be notified of successful offer..1 Harmonized Sales Tax The Board is not exempt for Harmonized Sales Tax (HST) purposes. Proponents are to note that prices indicated on the Quote Form and the appendices to the Quote Form shall not include the Harmonized Sales Tax. 4 Page

5 PART TECHNICAL REQUIREMENTS.1 Dalbrae Academy is a grades 9-12 school located in Mabou, Nova Scotia, serving the Central Inverness County area. The Performing Arts program utilizes Strathspey Place, a 500 seat theatre co-located with Dalbrae Academy in the Allan J. MacEachern International Centre. An integral component of Strathspey Place is a sophisticated sound and lighting system. The SRSB is seeking the services of a qualified professional to meet the needs of this independent contractor position. The Theatre Technician will also be contracted for events taking place at Strathspey Place and will be paid separately for these services, above and beyond compensation that is related to this RFP..2 The Theatre Technician will work closely with the Executive Director for Strathspey Place Theatre Performing Arts Centre, Dalbrae Academy Principal and staff along with the Theatre Use Committee as outlined in the Joint User Agreement between SRSB and Strathspey Place Association (SPA). The Theatre Technician will report to the Theatre Use Committee or such other person or entity as may be designated..3 The job of the Theatre Technician demands both methodical attention to detail in the ongoing maintenance of theatre equipment as well as the ability to improvise and solve unique technical problems as they arise. 2.2 THEATRE TECHNICAN ROLES The Theatre Technician for Dalbrae Academy Performing Arts Program will be responsible for all of the following components of the Agreement:.1 maintenance and operation of the Strathspey Place technical equipment;.2 development of a Youth Technical Program in conjunction with Dalbrae Academy Principal or designated staff;.3 conducting workshops related to the Youth Technical Program;.4 mentoring and training students through an on-the-job training program; and.5 providing Strathspey Place/Dalbrae Academy Technical Programming Support. 5 Page

6 2.3 THEATRE MAINTENANCE Proponents are required to address the following requirements of:.1 establishing and maintaining an inventory of all technical equipment along with conducting semi-annual walk-throughs with the Theater Use Committee reviewing the condition of equipment and fixtures;.2 maintaining and organizing the rigging and set-up of all lighting and sound equipment as well as assist with the set-up of props, masking, etc., on stage;.3 helping to furnish rehearsals with appropriate lighting, sound and scenery as needed;.4 operating, maintaining and safeguarding the technical assets of the theatre, including supervising the use of lighting, sound, communications equipment and the use and maintenance of stage facilities..5 design, set-up, maintenance, and operation of lighting and sound systems for theatre, dance, music and all other productions or projects;.6 performing preventative maintenance on lighting, sound and rigging equipment; arranging for the repair and replacement of same, when required, within budgetary constraints and in consultation with Executive Director for SPA & Theatre Use Committee;.7 be proactive in keeping theatre equipment and assets current;.8 ensuring areas are in safe and presentable condition;.9 orientation of facility renters and visiting productions to safety and technical characteristics and other areas of facility operations;.10 facilitating the use of the technical facilities by the resident company and others engaged by or renting the facility; and.11 operating sound, lighting and other effects during performances. 2.4 CURRICULUM DEVELOPMENT FOR YOUTH TECHNICAL PROGRAM Dalbrae Academy Performing Arts, in conjunction with Strathspey Place Theatre, provides unique educational opportunities to students of Central Inverness County in the area of Youth Technical programming in many aspects of audio, visual and lighting. The Theatre Technician will be required to work with Dalbrae Academy staff to develop and deliver the Technical Theatre Program for students as selected by the school. 6 Page

7 2.5 WORKSHOPS RELATED TO YOUTH TECHNICAL PROGRAM Workshops will be delivered throughout school calendar year, three (3) in the first school term and three (3) in the second term. Workshops will be based on developed curriculum. The Theatre Technician will work diligently to maintain a Youth Technical Education Program. The Youth Technical Program is to be administered by Dalbrae Academy and supported by Strathspey Place. 2.6 ON-THE-JOB-TRAINING Students enrolled in the Youth Technical Program will receive on the-job training throughout the school year during events, activities or performances taking place in Strathspey Place Theatre. These students will be under the direction and responsibility of the Theatre Technician. The Theatre Technician will be responsible to manage the booking and scheduling of youth as and when they are needed for any events, activities or performances taking place in Strathspey Place Theatre. Provide technical services for up to ten (10) school-sponsored events as part of the yearly contract base fee. 2.7 STRATHSPEY PLACE/DALBRAE ACADEMY THEATRICAL PROGRAMMING SUPPORT The Theatre Technician will work collaboratively with Strathspey Place and Dalbrae Academy to support on-going initiatives that will enhance any Strathspey Place or Dalbrae Academy production. 2.8 RESPONSIBILTY FOR SAFETY The responsibility for the safe operation of all SRSB facilities is one of the most important aspects of school operations. The successful proponent will be responsible for helping ensure the safety of students required to climb, lift and work in potentially dangerous situations. The Theatre Technician must lead by example and establish a safe work environment. The Theatre Technician must also be aware of all requirements and responsibilities pursuant to applicable occupational health and safety legislation, including, but not limited to, as they relate to fall arrest systems, plans, programs and training. The successful proponent shall:.1 hold Fall Protection certification or such other or additional training and certification as required by applicable occupational health and safety legislation, as may be amended (training to be instructor-led, not online) (currently requires renewal every 3 years);.2 ensure all students and staff hold Fall Protection certification or such other or additional training and certification as required by applicable occupational health and safety legislation, as may be amended (training to be instructor-led, not online) (currently requires renewal every 3 years) before being authorized to climb;.3 prepare a Fall Protection Awareness binder for review with students (to be kept on site and subject to review by others) and to include the following: Fall Protection Procedure, Fall Protection Plan, Harness Inspection Forms, Terms & Definitions, 7 Page

8 Clearance Calculations, How to Inspect Your Harness & Equipment, Emergency Response Rescue Plan, Equipment Inspection Form for access ladder, catwalk, and lighting and Safe Work Procedures for changing out lighting;.4 ensure proper safety equipment is available and used, including fall arrest equipment;.5 have completed Standard First Aid course; and.6 hold a WHIMIS certification. 2.9 THE SUCCESSFUL PROPONENT MUST MEET.1 Nova Scotia Community Services Child Abuse Register The SRSB is directly responsible for the safety of its students and staff. As such, the successful proponent and all employees or contractors the successful proponent plans to employ or otherwise engage at the SRSB work and school sites must be registered on the Nova Scotia Child Abuse Register. This information shall be confirmed by a Child Abuse Registry search for each individual. Failure to comply with this requirement will result in immediate contract termination..2 RCMP Criminal Record Check / Vulnerable Sector The successful proponent along with all employees or contractors who the successful proponent plans to employ or otherwise engage at the Strait Regional School Board work and school sites require an RCMP Criminal Records Check / Vunerable Sector prior to commencement of any work for the Board. This Proposal is conditional on the successful proponent not having a criminal record. Further, the successful proponent shall not employ staff or otherwise engage contractors for services pursuant to this Proposal who have a criminal record. The Board reserves the right to disqualify proponents whose employee or contractor records indicate evidence that they are unsuitable for employment or engagement in an education environment..3 Insurance Requirements The successful proponent must ensure that it has proper insurance in place and must have Workers Compensation coverage KNOWLEDGE AND EXPERIENCE: The successful proponent must be recognized as a sound and lighting Technician capable of supporting professional musical and technical productions. The recognition will include the knowledge and experience gained through at least five (5) years of progressive experience including:.1 Acting as the technical expert in supporting musical and theatrical productions;.2 Utilizing, analog and digitally controlled sound and lighting equipment in support of professional performances; 8 Page

9 .3 Trouble shooting and monitoring of theatre technical equipment; and.4 Preventive maintenance procedures and processes ADDITIONAL SKILLS REQUIRED:.1 The ability to work in a team. This means being able to manage the expectations and demands of a number of people and effectively communicate ideas and needs to them..2 The ability to work under pressure and tight deadlines..3 An interest in Theatre..4 An interest in Youth Educational Programming..5 Demonstrated experience in education would be considered an asset..6 Flexibility and the ability to improvise when faced with unexpected situations..7 Attention to detail PROPOSALS MUST INCLUDE: a..name and address of company with outline of experience. b..name, address and resume of the technician assigned to perform these duties. c. List three (3) references with contact information that can attest to your professional experience in regards to the service outlined in this RFP. d. Description of how the proposed services are to be carried out. e. Price sheet CONTRACT TERM The successful proponent will be offered to enter into a 5-year service contract with the Strait Regional School Board. 9 Page

10 PART 3 DALBRAE ACADEMY PERFORMING ARTS Technical Services Costing Proposal Cost of providing maintenance, workshops and on-thejob training and performance services $ per year or $ per performance/on the job training $ per workshop $ maintenance/yearly Cost of providing sound and light technical services for Strathspey Association sponsored performances. $ per performance Alternate Costing Proposal 10 Page

11 The undersigned bidder declares that this Proposal is made without connection with any other person(s) submitting Proposals for the same work and is in all respects fair and without collusion of fraud. DATED THIS day of, AD, SIGNATURE COMPANY ADDRESS TELEPHONE FAX 11 Page

12 REFERENCES Please provide the names of three (3) references to whom your company has provided technical services. Minimum information required is name, address and phone number. Letters of reference containing this same information are also acceptable. REFERENCE #1 Name: Address: Phone: REFERENCE #2 Name: Address: Phone: REFERENCE #3 Name: Address: Phone: 12 Page