THE TOWN OF MIDLAND INVITATION TO SUBMIT PROPOSALS 2017 ONTARIO 150 TOUR FIREWORKS DISPLAY

Transcription

1 THE TOWN OF MIDLAND INVITATION TO SUBMIT PROPOSALS 2017 ONTARIO 150 TOUR FIREWORKS DISPLAY Proposals will be received by the Town of Midland for: Labour, Materials, and Insurance for the 2017 Ontario 150 Tour Fireworks Display in the Town of Midland Proposal forms and specifications may be obtained at the Town of Midland municipal offices or alternatively on the municipal website Contractors may receive proposal forms/specifications by calling (705) ext 3206 or at All proposals must be received by Friday, May 12 th, 2017, 12:00 Noon to be considered. Proposals may be delivered or mailed to: Town of Midland, 575 Dominion Ave Midland, ONT L4R1R2 The Town of Midland reserves the right to reject any or all proposals or any part thereof at its discretion. The Town further reserves the right to negotiate directly with any and all contractors concerning any matter related to any proposal.

2 TABLE OF CONTENTS NOTICE TO BIDDERS... 3 PREFACE... 4 CONTRACTOR SELECTION PROCESS... 4 PROGRAM BUDGET... 4 FIREWORKS QUALITY... 4 METHOD OF SET-UP AND FIRING OF AERIAL SHELLS... 4 FIREWORK OPERATORS... 5 SPECIFICATIONS... 5 FIREWORKS... 5 FIREWORKS BUDGET... 6 SUPPLIES, EQUIPMENT and TRAINING... 6 DATE OF DISPLAY AND RAIN DATE... 6 FIREWORKS OPERATORS... 7 PROGRAM DISPLAY TIME CONDITIONS... 7 DELIVERY, INSPECTION, STORAGE, SET-UP, DISMANTLING AND UNEXPLODED SHELLS... 7 FIRING SITE AND SPECTATOR CONTROL... 8 INSURANCE... 8 HEALTH AND SAFETY.. 9 TOWN CONTACT 9 EVALUATION OF PROPOSALS... 9 WORKSHEET A WORKSHEET B WORKSHEET C PROPOSAL FORM

3 NOTICE TO BIDDERS Bids will be received by the Town of Midland on or before 12:00 Noon on: Friday, May 12 th, 2017 for: Labour, Materials, and Insurance for the 2017 Ontario 150 Tour Fireworks Display in the Town of Midland Proposal forms and specifications may be obtained at the Town of Midland municipal office at 575 Dominion Ave, L4R 1R2, Midland or alternatively on the municipal website No proposal will be considered unless the proposal forms (included) are properly completed and enclosed in a sealed envelope, marked: "MIDLAND ONTARIO 150 TOUR FIREWORKS In addition, the Town of Midland (referred hereafter as the Town ) will not consider any proposal which has not been received prior to the published time, date and year of proposal opening (fax and transmittals will not be accepted). The Town reserves the right to reject any or all proposals, or any part thereof at its discretion, and to waive any irregularities in the submission process. The Town may also split proposals at its discretion. The Town further reserves the right to negotiate directly with any and all businesses concerning any matter related to any proposal. All Town request for proposals are prepared so as to afford all businesses the equal opportunity for fair and equitable competition. The Town assumes no liability or responsibility for any errors or oversights in the preparation and/or publication of proposals

4 LABOUR, MATERIALS AND INSURANCE SPECIFICATIONS PREFACE The following pages within this document outline the Town s request for proposals for fireworks contractors and specifications for the 2017 Ontario 150 Tour Fireworks Display. Contractors are to be aware: The Town is soliciting proposals for fireworks contractors. The proposal format gives the Town greater flexibility in evaluating fireworks program proposals from Contractors; The Contractor will be given the opportunity to provide any variety of fireworks program packages as long as the proposal falls within the program budget; and All Contractor s proposals must be received by the Town of Midland no later than Friday, May 12 th, 2017 at 12:00 Noon. Instructions on mailing or delivering are detailed on the Invitation to Submit Proposals. CONTRACTOR SELECTION PROCESS Proposals received from fireworks Contractors will be evaluated on: the quality of the program proposal; the quantity of the program proposal; the Town s past experience with the Contractor, if any. The Contractor shall demonstrate within the proposals they are ready to provide the highest quality fireworks falling within the program budget and prepared to provide a qualified and experienced operator capable of handling and firing the program within industry guidelines and time frames set forth within these specifications. PROGRAM BUDGET The complete Canada Day Fireworks Program budget is a total of $12, (including applicable taxes). The Contractor s proposal shall include all elements and costs involved with the program including labour, materials and insurance as specified within this document. FIREWORKS QUALITY The contractor shall also note the following: All shells shall properly fit the mortars; All shells shall be the freshest possible with the least exposure to moisture or humidity. METHOD OF SET-UP AND FIRING OF AERIAL SHELLS The Town will require its 2017 Ontario 150 Tour Fireworks Display to be fired by electronic means. A copy of the location setup and site plan layout is to be submitted to the Midland Fire Department for approval by Thursday July 6 th, 2017 latest

5 FIREWORK OPERATORS The Contractor has the option to select his/her own employees/operators/pyrotechnicians for the Town program. The Lead Pyrotechnician shall be a certified operator by an accredited organization adhering to the industry and governmental standards governing the handling and firing of fireworks. Fireworks crew members shall also be trained by the Contractor in the latest safety standards. The Lead Operator/Pyrotechnician shall be certified and all crew members trained formally by industry standards; and The Operator/Pyrotechnician will fire the aerial display by electronic means. People who handle and operate fireworks must complete certified training for the levels of: Display Assistant Display Supervisor Display Supervisor with Endorsements (if applicable) *The training is provided by the Explosive Regulatory Division (ERD) of Natural Resources Canada (NRCan).* SPECIFICATIONS FIREWORKS a) Aerial Shells The Contractor shall provide the Town with an all aerial display consisting of general aerial fireworks pieces. No ground displays. b) Contractor Proposal Options The Contractor has the option to submit any one, or more, program options not to exceed total cost of $12,000.00, including labor and insurance costs: Program and materials not to exceed $12, that may include: an Opening Barrage; the Core Aerial Display; a Finale At minimum the Contractor s proposal must contain the core aerial display and a finale. All program proposals must not exceed the $12, budget encompassing all expenses. c) Shell Selection The Contractor may provide an assortment of authorized domestic shells and import shells in 3, 4 and 5 calibre. The use of cakes to enhance the aerial display will be considered however it may not exceed 5% of the total program. The program shall consist of less expensive single-break shells, medium quality multiple-break shells/multicolor shells/multicolour report/flash report/salute shells and highest quality special/fancy shells

6 d) Shell Information and Listing In order for the Town to evaluate the aerial fireworks proposal by the Contractor, the Contractor shall provide the following information on the Proposal Form: 1. Type/Name of Shell 2. Colour 3. Shell Rating (Single Break, Multiple Break or Special/Fancy) 4. Number of Shells 5. Firing It is important for the Contractor to provide adequate information on Type/Name of Shell, Shell Rating and Number of Shells so the Town is able to evaluate the proposed program. The Contractor is asked to provide the highest quality shells within the framework of the program's budget. e) Shell Quality Distribution (1) Aerial Shells The Contractor shall be requested to identify the quality ranking of each aerial shell, i.e.: Single Break, Multiple Break, Special/Fancy, etc., on the worksheet forms. (2) Finale The finale shall consist of star shells and aerial salutes and any additional combination of aerial shells wicked and racked accordingly. The Finale should consist of a storied effect with low, medium height and maximum height breaks. f) Pre-Display Set-Up The 2017 Ontario 150 Tour Fireworks Display shall be completely set-up prior to the start of the program. FIREWORKS BUDGET Total Budget Allocation is $12, inclusive. SUPPLIES, EQUIPMENT and TRAINING The Contractor shall provide all necessary supplies and equipment to successfully and safely operate and fire the Town display including, but not limited to: Mortars and racking to accommodate electronic firing [Mortar counts and sizes must match the number of shells in each category); Tarps and/or approved covering for all pre-set pieces; Shovels and other tools; Employee safety equipment including hard hats, ear and eye protection, first aid supplies, fire extinguishers and other safety equipment deemed necessary; Approved vehicles to transport fireworks and equipment; Other equipment deemed necessary; and Proper Training/Certification of all fireworks operators. DATE OF DISPLAY AND RAIN DATE The Ontario 150 Tour Fireworks Display shall be conducted on Friday, July 21st, 2017, beginning no earlier than 10:00 p.m. or when sufficient darkness sets in

7 a) Rain Date If the program cannot be fired because of rain, drizzle or adverse wind conditions, the program will be cancelled and fired the next day, Saturday, July 22 nd, 2017 under the same time conditions or an alternate date to be determined by the Town. b) Cancellation Fees The Contractor will not assess the Town extra fees or charges if the display is cancelled and rain date is utilized due to adverse weather conditions. FIREWORKS OPERATORS The Contractor shall provide a knowledgeable, experienced and trained Lead Pyrotechnician to supervise the program set-up, firing, dismantling and post-display policing of the grounds. The Lead Pyrotechnician shall be trained and certified and familiar with all industrial, governmental codes regulating the safe handling and firing of fireworks. Auxiliary staff shall also be trained by the Contractor prior to the display. The Contractor shall provide to the Town the following employee information no later than Thursday, July 6 th, 2017; A complete listing of each employee hired by the Contractor for the event; Experience and/or training received by each employee; Written verification that each of the Contractor s employees are covered under Workmen s Compensation Insurance, as per Ontario statutory requirements; and the above is to be submitted on Contractor s letterhead. PROGRAM DISPLAY TIME CONDITIONS The Contractor shall fire the specified fireworks program in no less than twenty (20) minutes and no more than thirty (30) minutes. DELIVERY, INSPECTION, STORAGE, SET-UP, DISMANTLING AND UNEXPLODED SHELLS Delivery of fireworks shall be made in vehicles in conformance with all local, provincial, and federal laws. Delivery shall be made by contractor on the display date and coordinated with the Culture, Tourism and Special Events Manager, unless other approved arrangements are agreed to by contractor and Town. Upon delivery, the Town retains the right to inspect fireworks shells to make certain that the material is in conformance with specifications. A detailed packing list must accompany order. The Contractor may begin the set-up of mortars, finale racks, electronic rigging, etc., beginning at 9:00 a.m. on the display date and/or rain date or at a mutually agreed time/date. The Contractor must remove all mortars, finale racks, boxes, paper and trash at the conclusion of the display. All mortar holes are to be filled and replaced as found; and The Contractor shall be responsible for locating and disposing of all unexploded shells. The Contractor's employees shall search all areas around the firing site, including shallow water near the firing site for live shells. Two searches shall be conducted once immediately after the display and the second at day-break the - 7 -

8 following day. The Contractor is liable for damages associated with live shells left at the firing site. FIRING SITE AND SPECTATOR CONTROL a) Firing Site The 2017 Ontario 150 Tour Fireworks Display shall take place at The Midland Town Dock in Midland. The Contractor shall fire the display on the Unimin property located at 420 Bayshore Drive Midland, ONT. The Contractor shall select the exact locations, given wind conditions and in accordance with all minimum requirements of Natural Resources Canada Display Fireworks Manual 2010 Edition and with approval from the Town's representative. b) Spectator Control by Police After 8:30 p.m. on the display date, the Unimin property located at 420 Bayshore Drive Midland, ONT will be closed off to general and/or pedestrian traffic by the security/police coordinated by the Town. c) Spectator Control by Contractor The nearest body of spectators to the firing site is approximately 1,200' away separated by land. The security/police will do its best to stop and turn back pedestrians. The Contractor, however, must be especially vigilant of persons who may wander into the firing area. INSURANCE a) Worker's Compensation Insurance The Contractor shall purchase coverage and provide the following documents for confirmation; Clearance Certificate from WSIB Liability coverage of $5,000,000 (minimum) b) Comprehensive General Liability Insurance The Contractor shall purchase and provide a Certificate of Insurance, naming the Corporation of the Town of Midland as "additional insured" on all policies and related documents for the following Comprehensive General Liability Insurance: a) Bodily Injury - Combined Single Limits $5,000,000 (minimum) b) Property Damage - Combined Single Limits $5,000,000 (minimum) c) Auto Liability - Combined Single Limits $5,000,000 (minimum) c) Delivery of Certificates The Contractor shall provide Certificates of Insurance to the Town no later than July 6 th,2017. The Certificates shall also indicate both the primary display date and the Rain Date policies are in effect. The Town of Midland is to be named "Additional Insured" upon all certificates

9 d) Proposal Form Complete submission must include Worksheet A, B and C as well as the Proposal Form reflecting costs involved with both Worker's Compensation and General Liability Insurance. HEALTH AND SAFETY HS-14 Contractor Contract and Pre-Job Checklist must be completed and signed along with all applicable documents enclosed as stated on the checklist and shall be submitted with the tender. TOWN CONTACT Nicole Major, Culture, Tourism and Special Events Manager 575 Dominion Ave, Midland, ON L4R 1R2 Tel: (705) ext nmajor@midland.ca EVALUATION OF PROPOSALS The Town will evaluate proposals based upon the quality of the program proposal, quantity of fireworks, quality of the fireworks, accuracy of the worksheets describing shell types, price of fireworks materials and ability to comply with insurance specifications. The Contractor's proposal will also be evaluated by specifically identifying the fireworks operator, loaders/tube cleaners, their experience and credentials

10 WORKSHEET A OPENING BARRAGE Provide information on all aerial shells you intend to furnish In the above noted component of the program. Type/Name of Shell Colour *Shell Rating # of Shells Firing REFERENCE Type: Shell Ratings: Single Break Two Break/Multiple Special Fancy Firing: Electronic

11 WORKSHEET B CORE AERIAL DISPLAY Provide information on all aerial shells you intend to furnish In the above noted component of the program. Type/Name of Shell Colour *Shell Rating # of Shells Firing REFERENCE Type: Shell Ratings: Single Break Two Break/Multiple Special Fancy Firing: Electronic

12 WORKSHEET C FINALE Provide information on all aerial shells you intend to furnish In the above noted component of the program. Type/Name of Shell Colour *Shell Rating # of Shells Firing REFERENCE Type: Shell Ratings: Single Break Two Break/Multiple Special Fancy Firing: Electronic

13 Date: PROPOSAL FORM PROPOSAL: Labour, Equipment, Materials and Insurance for the 2016 Canada Day Fireworks Display in Midland We the undersigned, do hereby agree to furnish all labour, equipment, materials and insurance for the Canada Day Fireworks Display in Little Lake Park, Midland in conformance with attached specifications for the following amount: Fireworks Opening Barrage - Worksheet A Core Aerial - Worksheet B Finale - Worksheet C Subtotal Fireworks Additional Expenses Labour/Related Expenses Required Insurance Coverage (as outlined) Other: (specify) Applicable Tax (HST) TOTAL PROPOSAL AMOUNT (Including fireworks, labour, insurance and other) Submitted by: FIRM: ADDRESS: PROVINCE: POSTAL CODE: BY: TITLE: SIGNATURE: Complete submissions must include applicable Worksheets (A, B and C) and the Proposal Form