Description of Requirement:

The Department of Canadian Heritage (PCH) has a requirement for the provision of services related to the operation of the PCH Technical infrastructure designed for the Summer Sound and Light show presented nightly in the summer on Parliament Hill. The requirement also includes the presentation of the Winter Lights show scheduled to run in December and January. This requirement also covers for other potential events and deployments that will make use of PCH technical infrastructure for these two shows.

The work described herein covers the pre- and post-seasons as well as all aspects of the daily presentation of the multimedia shows.

The Contractor may also be called upon to execute different tasks to aid in the delivery of the PCH mandate. These tasks will always be linked to the deployment and operation of the multimedia show infrastructure. The Contractor will have expertise in the operation of these systems and equipment and as such it is important to be able to deploy these systems in a safe and efficient manner without compromising the main programs for which this equipment is dedicated to, those being the Summer Sound and Light Show and the Winter lights show.

PCH is seeking outside suppliers to provide technical labour for the setup, operation and removal of the Sound and Light technical production infrastructure. This Request for Standing Offer invites suppliers to submit offers for the work specified in this document. Offers will be evaluated and one (1) Standing Offer will be issued as a result of this process.

The requirement is subject to the Canadian Free Trade Agreement (CFTA).

Duration of Contract:

The period of the Standing Offer is from April 1, 2023, to March 31, 2024, with the possibility of extending the period of the standing offer by up to four (4) additional one (1) year option periods, as detailed in the Statement of Work.

Evaluation Process and Selection Methodology:

Basis of Selection - Mandatory Technical Criteria Only

An offer must comply with the requirements of the Request for Standing Offers and meet all mandatory technical evaluation criteria to be declared responsive. The responsive offer with the lowest evaluated price will be recommended for issuance of a standing offer.

Mandatory Requirements (M)

M.1 Company’s Experience

The Offeror must supply a portfolio that clearly demonstrates having a minimum of two (2) years of experience in the technical operation of outdoor events and shows, and more specifically, in large-scale multimedia events* including:

1. software-controlled large surface video projection mapping
2. automated lighting fixtures controlled by lighting network.
3. Network multi-channel surround sound, automated show control systems, use of computer networks and fiber optic distribution.

*large-scale multimedia events: presented to 2,000 people or more per presentation

M.2 Company’s Previous Projects

The Offeror must provide information on three (3) similar completed projects. Each project summary must include the following information:

1. Name of project
2. Contract value in dollars
3. Number of presentations
4. Contract period
5. Tasks and implications

*Name and telephone number of the client may be requested for validation purposes.

M.3 Health and Safety

The Offeror must demonstrate that it has a Health and Safety policy and training program that adheres to the Ontario Ministry of Labour regulations by providing their OHS Policy and Certificate.

M.4 Resume

The Offeror must submit detailed résumés for each of the proposed resources below in order to demonstrate that they satisfy the mandatory requirements for each type of resource.

M.4.1 Company’s representative - The Offeror must provide at least one (1) résumé.

M.4.2 Crew leader - The Offeror must provide at least two (2) résumés.

M.4.3 Show Operator - The Offeror must provide at least two (2) résumés.

M.4.4 Video Technician - The Offeror must provide at least two (2) résumés.

M.4.5 General Technician/Driver - The Offeror must provide at least three (3) résumés.

M.4.6 Maintenance technician - The Offeror must provide at least one (1) résumé.

M.4.7 Grand MA Programmer Operator - The Offeror must provide at least one (1) résumé.

Security Requirements: 

The following security requirements (SRCL and related clauses provided by the Contract Security Program) apply and form part of the Standing Offer.

1. The Contractor/Offeror personnel requiring access to sensitive work site(s) must EACH hold a valid SITE ACCESS CLEARANCE, granted or approved by PCH.
2. Subcontracts which contain security requirements are NOT to be awarded without the prior written permission of PCH.
3. The Contractor/Offeror must comply with the provisions of the Security Requirements Check List and security guide (if applicable), attached at Annex C.

Inquiries:

All enquiries must be submitted in writing to the Standing Offer Authority no later than seven (7) calendar days before the Request for Standing Offer (RFSO) closing date. Enquiries received after that time may not be answered. Bidders ARE ADVISED THAT “BUYANDSELL.GC.CA” IS NOT RESPONSIBLE FOR THE DISTRIBUTION OF ANY SOLICITATION DOCUMENTS. The Crown retains the right to negotiate with any supplier on any procurement. Documents may be submitted in either official language.