Great Exhibition of the North 2018

Invitation to Tender (ITT)

For Pyrotechnics

16.03.18

v.02.6

Contents

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

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

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

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

1.4 ITT Timetable...................................................................................................................4

1.5 Clarification Process.........................................................................................................4

1.6 Clarification Process – Site Visit.......................................................................................4

1.7 Submitting responses.......................................................................................................5

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

1.9 Tender Checklist..............................................................................................................6

2. Specification............................................................................................................................7

2.1 Overview..........................................................................................................................7

2.2 Pyro timings.....................................................................................................................7

2.3 Delivery requirements.....................................................................................................7

2.4 Key delivery dates............................................................................................................7

2.5 Evaluation of Tenders......................................................................................................7

2.6 Tendering organisation requirements.............................................................................8

2.7 Anticipated cost...............................................................................................................8

2.8 Quality evaluation methodology.....................................................................................9

3. Schedules to complete..........................................................................................................11

3.1 Schedule 1 – Organisational details...............................................................................11

3.2 Schedule 2 – Mandatory Requirements.........................................................................12

3.3 Schedule 3 – Quality: Skills and Experience (40%).........................................................15

3.4 Schedule 4 – Quality: Delivery (40%).............................................................................18

3.5 Schedule 5 – Pricing Information (20%).........................................................................19

3.6 Schedule 6 – Signature Form.........................................................................................20

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1. Background1.1 Headline requirements

Tender submissions are requested for the provision of pyrotechnics for the Great Exhibition of the North. Detailed requirements are defined in Section 2 - Specification.

Any queries relating to this document and/or Invitation to Tender quotation (ITT) process should be sent to Marian Chapman, GEOTN Technical Producer marian@getnorth2018.com

Please note NGI will undertake due diligence checks on the selected provider 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 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 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 on 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 (including the Kaiser Chiefs performing from a barge on the River Tyne). 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 30,000.

It is planned to punctuate the day with a range of pyrotechnics, including a high impact, five-minute finale at approximately 11pm (see detail in 2.2).

1.4 ITT Timetable

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

Stage Date and time

Issue tender document 20 March 2018

Deadline for any queries 10 April 2018 by 5pm

ITT submission deadline 13 April 2018 by 5pm

Evaluation of responses 16 April 2018

Contract awarded 17-18 April 2018

We would aim to meet the successful tenderer asap after appointment with a view to completing draft Health and Safety requirements the end of April.

1.5 Clarification Process

Any queries relating to this ITT should be sent to GEOTN Technical Producer, Marian Chapman, marian@getnorth2018.com.

The deadline for queries is 10 April 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.

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

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

1.6 Clarification Process – Site Visit

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A site visit is recommended in advance of submitting the tender. A site map of the proposed audience areas is available on request from Assistant Producer, Laura Hunter laura@getnorth2018.com

A site visit can be done with, or without accompaniment. If you would like to be accompanied by a member of the GEOTN team please contact laura@getnorth2018.com to arrange an appointment.

Please note queries asked during a site visit will be treated in the same way as queries emailed in.

1.7 Submitting responses

The completed ITT should be uploaded to https://getnorth2018.com/get-involved/tenders/pyrotechnics/

Responses should be issued by as per the ITT submission deadline in the ITT Timetable (1.4).

Responses should include the following information:

Schedule Information required

1 Organisation Details

2 Mandatory Requirements (Pass/Fail)

3 Quality: Skills and Experience (40%)

4 Quality: Delivery (40%)

5 Pricing Information (20%)

6 Signature

1.8 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.

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.

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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.

1.9 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 with additional information where relevant

3 Completed Quality questions on Skills and Experience (40%)

4 Completed Quality questions on Delivery (40%)

5 Completed Pricing Information (20%)

6 Signed and dated Signature form.

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2. Specification2.1 Overview

As part of the Exhibition NGI are seeking to appoint a supplier to provide pyrotechnics on 22nd June 2018.

2.2 Pyro timings

There are four key times to cover:

Between 12:00-14:00 colourful daytime pyrotechnics at height (1-2 minutes) launched from a working boat.

At 18:00 colourful daytime pyrotechnics at height (1-2 minutes) launched from a working boat.

Stage pyrotechnics on barge for the Kaiser Chiefs (possibly accompanied by further stage pyrotechnics on barge beside Kaiser Chiefs)

At 23:00 End of event high impact pyrotechnics at up to 3 sites (potential firing sites include at HMS Calliope, under Gateshead Millennium Bridge and the Tyne Bridge and at a site on the Gateshead side of the River Tyne) for a duration of 5 minutes.

2.3 Delivery requirements

The appointed supplier will be required to provide:

Draft Health and Safety requirements (17th April). All pyrotechnics and associated equipment All qualified and experienced staff to carry out the pyrotechnics displays All transport to and from the site Plans for the site(s), including fall out zones All related documentation Designs which consider the impact of pyrotechnics on wildlife in the area where the

display is to be held Project management and lead contact to work with Production Manager and team

to plan and deliver the pyrotechnics.

In your response in Schedule 3, 3.4.1, please specify any additional technical requirements required and locations needed.

2.4 Key delivery dates

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.

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2.5 Evaluation of Tenders

Please note 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.

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

The weighted combination will be: Quality (Skills and Experience) at 40% + Quality (Development) at 40% + Price at 20% = 100%.

All unsuccessful tenderers will receive an email from NGI with feedback on why their Tender was not selected.

2.6 Tendering organisation requirements

All tendering organisations must have availability to deliver the project on the required dates and times in 2.2 and 2.4.

They must also have knowledge and understanding of the following:

Current Health and Safety legislation and policies Knowledge of CDM and LOLER legislation Explosives Act 1875 The Control of Explosives Regulations 1991 Road Traffic (Carriage of Explosive) Regulations 1989 UK Carriage of Dangerous Goods and transportable Pressure equipment regulations

2011 UK Manufacture and Storage of Explosives Regulations 2011.

The required insurances/documentation for this project are:

£10m Public Liability Insurance (and the ability to increase to £20m PLI for the delivery term)

£2m Professional Indemnity Insurance Employers Liability Evidence of licenses and documentation required of disposing of Time Expired

Pyrotechnics (TEPs).

The selected supplier must have experience of:

Providing pyrotechnics at major events in an outdoor setting for audiences in the region of 30,000.

Providing daytime pyrotechnics to create a short sonic burst. Providing pyrotechnics off structures such as bridges.

2.7 Anticipated cost

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All tendering organisations are asked to provide a price estimate based on the delivery requirements in 2.4, and any additional anticipated costs (such as increased PLI insurance).

NGI anticipate the costs for this service being in the region of £20,000 - £30,000.

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

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) × 20%.

The weighted combination will be: Quality (Skills and Experience) at 40% + Quality (Development) at 40% + Price at 20% = 100%.

The quality score will then be added to the price score to give an overall score for that organisation.

2.8 Quality evaluation methodology

The following methodology will be used to evaluate the quality answers 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 solution

Good prospects for successful delivery

4 Marks

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

3 marks

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Description Score

Acceptable prospects of successful delivery

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 relev7ant experience / capability

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

No prospect of successful delivery.

0 marks

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3. Schedules to complete3.1 Schedule 1 – Organisational details

3.1.1 Name of your organisation:

3.1.2 A-2 Registered office (if applicable):

3.1.3 Trading address (if different from registered office):

3.1.4 Organisation Registration Number(if applicable):

3.1.5 Is your organisation a: Sole Trader

Partnership

Public Limited Company

Private Ltd Company

Voluntary & Community Sector

Charity

SME (Small and Medium Enterprise)

OtherPlease specify:

3.1.13 If your Company is a member of a group of companies, please give the name and address of the ultimate holding company

3.1.14 Name of person to whom any queries relating to this tender should be addressed

3.1.15 Telephone

3.1.16 Email

3.1.17 Address(if different to the Address above)

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3.2 Schedule 2 – Mandatory Requirements

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

3.2.1 Please confirm that your company can deliver all requirements within the timescales as detailed in the ‘Pyro timings’ (2.2) 'Key Dates' (2.4) in Section 2.

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 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

3.2.2 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 this self-cleaning).

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.

Yes / No

Yes / No

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Mandatory Requirements Delete as appropriate

3.2.3 Are you in possession of all relevant licences and memberships where required by law, and documentation required relating to the disposing of Time Expired Pyrotechnics (TEPs) under this following legislation:

Explosives Act 1875, The Control of Explosives Regulations 1991 Road Traffic (Carriage of Explosive) Regulations 1989 UK Carriage of Dangerous Goods and transportable Pressure

equipment regulations 2011 UK Manufacture and Storage of Explosives Regulations 2011

Pass – A tenderer will be deemed to have passed this requirement if they confirm that they are in possession of all relevant licences and memberships.

If your tender is selected we will require evidence of all relevant documentation before commencing contract.

Yes / No

3.2.4 Is your company compliant to the Health and Safety at work Act 1974?

Pass – A tenderer will be deemed to have passed this requirement if they confirm that are compliant. This will be further supported by the evidence in 3.2.5.

Yes / No

3.2.5 Health and Safety Policy:

Do you hold OHSAS18000 accreditation?

Do you hold CHAS accreditation?

If not, can you provide a copy of your Health and Safety Policy?

Pass – A tenderer will be deemed to have passed this requirement if they confirm that they are in possession of the above accreditation, or can provide a copy of your Health and Safety policy.

If your tender is selected we will require evidence of all relevant documentation before commencing contract.

Yes / No

Yes / No

Yes / No

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

Pass – a Tenderer will be deemed to have passed this requirement if they can confirm that answer ‘no’ to confirm that they have not been the subject of an

Yes / No

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Mandatory Requirements Delete as appropriate

investigation by the Health and Safety Executive or similar competent authority.

Fail – a Tenderer will be deemed to have failed this requirement if they answer ‘yes’ they been the subject of an investigation by the Health and Safety Executive or similar competent authority.

3.2.7 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 the subject of an investigation by the 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 the subject of an investigation by the Health and Safety Executive or similar competent authority.

Yes / No

3.2.8 Please confirm if you currently hold the following insurance.

£10m Public Liability Insurance (and the ability to increase to £20m PLI for the delivery term)

£2m Professional Indemnity Insurance

Employers Liability

Pass – a Tenderer will be deemed to have passed this requirement if they can confirm that they have all of the necessary insurances, or ability to increase to required amounts, as outlined above.

Fail – a Tenderer will be deemed to have failed this requirement if they confirm that they do not have all of the necessary insurances outlined above.

If your tender is selected we will require evidence of all relevant documentation before commencing contract.

Yes / No

Yes / No

Yes / No

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3.3 Schedule 3 – Quality: Skills and Experience (40%)

3.3.1 Do you have experience of designing and successfully delivering pyrotechnic displays at major events in outdoor settings? Yes / No (delete as appropriate)

If yes please provide details of work produced for a similar scale event (3 examples max).

3.3.2 Do you have experience of designing and successfully delivering pyrotechnic displays for audiences of 20,000 plus? Yes / No (delete as appropriate)

If yes please provide details of work produced for a similar scale event (3 examples max.)

3.3.3 Do you have experience of designing and successfully delivering pyrotechnic displays using a combination of large shell, localized and stage pyrotechnic effects? Yes / No (delete as appropriate)

If yes please provide details of work produced for a similar scale event (3 examples max.)

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3.3.4 Do you have experience of designing and successfully delivering displays which consider the impact of pyrotechnics on wildlife in the area where the display is to be held? Yes / No (delete as appropriate)

If yes please provide details of work produced for a similar scale event (1 examples max.)

3.3.5 Please provide details of 2 references relating specifically to the examples cited above

3.3.6 Do you hold ISO9001 accreditation? Yes / No (delete as appropriate)If no, please provide details of any quality management policy you may have. If your tender is selected we will require evidence of all relevant documentation before commencing contract

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3.3.7 Do you hold ISO140001 accreditation? Yes / No (delete as appropriate)If no, please provide details of any sustainability policy you may have. If your tender is selected we will require evidence of all relevant documentation before commencing contract.

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3.4 Schedule 4 – Quality: Delivery (40%)

3.4.1 Please provide a summary of how your company intends to fulfil and respond creatively to the brief (500 words max).

3.4.2 Please provide a top line project plan which outlines how your company would deliver the project in relation to the requirements and your proposed approach.

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3.5 Schedule 5 – Pricing Information (20%)

Please insert your costs for the full activity requirements in 2.3.

Your costs must also include all additional costs that would apply to your organisation, such as increasing Public Liability Insurance to £20m for the period of delivery.

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

As indicated, pricing will amount for 20% 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) × 20%.

Organisation Name Price exclusive of VAT

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3.6 Schedule 6 – Signature Form

Tender for: GEOTN Pyrotechnics

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.

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

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

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

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

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