Supply, deliver, install, operate, maintain and remove audio equipment for a number of special events in the National Capital Region.

This bid solicitation is being issued to satisfy the requirement of the Department of Canadian Heritage for the rental, delivery, installation, operation, maintenance and removal of audio equipment for a number of special events in the National Capital Region on an “as and when” required basis.

It is intended to result in the award of up to 3 Standing Offers each for an initial period lasting until March 31, 2024, plus three one-year irrevocable option(s) allowing Canada to extend the term of the Standing Offer(s).

MANDATORY EVALUATION CRITERIA

M1
Using the provided M1 Evaluation Criteria Worksheets, the Offeror must provide the following information for each of three (3) distinct outdoor events or shows with at least 10,000 people in attendance at a time on site:

• Which were completed in the last seven (7) years from the date of the closing of this Request for Standing Offers; and,
• Where the Offeror has successfully provided the delivery, installation, operation and removal of audio equipment as well as the technical personnel to operate it:

a) The name and description of the event or show;
b) The address and/or site where the event or show was held;
c) The start and end dates from set up to tear down (day/month/year);
d) The approximate number of on-site audience members that were in attendance at one time (this must be at least 10,000); and,
e) A client name and telephone number for the client for whom the work was carried out (this information may be used to confirm the information provided about the projects).

IMPORTANT
A. At least one of the projects must have been completed outdoors in the winter;
B. At least one of the projects must have included multiple live artistic performances; and,
C. At least one of the projects must have involved a live television network broadcast.

IMPORTANT:
• The Project information must include the information for ALL of the points above (i.e, points a) to f) and A, B and C, or it will be deemed non-compliant.
• Offerors must respond to M1 by using the M1 Evaluation Criteria Worksheets that have been provided.
• For your convenience, the Evaluation Criteria Worksheets have been included in the RFSO as well as in a separate document in this solicitation in Word format.

M2

IMPORTANT:
• Offerors must respond to M2 by using the provided M2 Evaluation Criteria Worksheets
• Project summaries that do not include the information for ALL of the points a) to f) and A, B and C, will be deemed non-compliant.
For the person who will hold the role of the Offeror’s Technical Representative, the Offeror must provide a project summary for each of three (3) distinct outdoor events or shows completed in the last seven (7) years from the date of the closing of this Request for Standing Offers. Each event or show must have had at least 10,000 people in attendance at a time on the site.

NB:
• The contract summaries for M2 may be different from those cited in M1.
• The duties of the Technical Representative (or equivalent) for the requirements of this Request for Standing Offers are outlined in section 3.2.8 of the Statement of Work
Each Project summary must include the following information for each outdoor event or show:

a) The name of and a description of the event or show;
b) The address and/or site where it was held;
c) The start and end dates from set up to tear down (day/month/year;
d) The approximate number of on-site audience members that were in attendance at one time (this must have been at least 10,000);
e) The size of the team managed by the Technical Representative that worked on the event and what roles each played; and,
f) A contact name and telephone number for the client for whom the work was carried out (this information may be used to confirm the information provided about the projects).

Each Project summary must also describe how the Technical Representative fulfilled the following roles:

A. Oversee and be responsible for the event preparation, installation and breakdown of equipment inventory;
B. Manage the Offeror’s personnel provided for each event or show; and,
C. Be the Offeror’s main point of contact with the client’s Technical Authority (or equivalent).

IMPORTANT
• For your convenience, the Evaluation Criteria Worksheets have been included in the RFSO as well as in a separate document in this solicitation in Word format.

M3
The Offeror must submit an equipment list for all of the tables that are included in Appendix 1 to Annex “A” for each package. The equipment items/packages described must be identical to those that will be components of the packages or the packages that appear in Annex “B” – Basis of Payment.

Each proposed component/stream will be compared to the manufacturer’s “cut sheet” to ensure compliance with the required minimum technical specification as described in Appendix 1 to Annex “A”. EACH ITEM of equipment proposed in the tables must comply with the required technical specifications in order to meet this criterion.

NB: Over the course of the Standing Offer, the Offeror may substitute components as long as they meet or exceed the technical specifications as described in the contract

IMPORTANT
For your convenience, the Attachment 1 to Annex A has been also included with the Evaluation Criteria Worksheets as a separate document in this solicitation in Word format.