Statement of Work

1. This Request for Proposal (RFP) requests bids from producers for the Task Force Afghanistan Show Tour that will take place between XXX-XXX-XXX. Producers are to submit bids in accordance with this SOW.

Mandatory Conditions for Submitting a Bid

2. Only one bid per producer may be submitted.

3. The bid must clearly identify one complete show by listing all of the performers in the show and the name of the show director who will accompany the tour.

4. If optional performers are included in the bid, they must be clearly identified as:

1. Performers who can be selected to replace another performer in the show at no additional cost, or

2. Performers who can be selected to replace another performer in the show at an additional cost. If there is an additional cost for the performer, the cost must be identified,

5. Bids are to be signed by the producer or an authorized representative of the producer.

6. Bids must indicate that they have met the language requirement in this RFP

7. Producers shall include a statement in their proposal that they agree to a credit check by the CFPSA with respect to themselves, the company that they are representing and/or their partners who may be associated with submission of this bid in the event that the CFPSA decides to do a credit check with respect to this bid.

8. Producers shall provide three references related to providing a CF Show Tour or similar entertainment activity within the past three years that will include:

   1. The name of the activity,
   2. The location of the activity,
   3. The date(s) of the activity, and
   4. A name of a contact person associated with the activity, their phone number and their Email address.



9. Three (3) copies of the bids are to be received at CFPSA headquarters, no later than XXX on XXX. It is highly recommended that bids be sent to the CFPSA by courier to ensure that they arrive on time. Address bids to:

   Show Tour Co-ordinator
   Canadian Forces Personnel Support Agency
   4210 Labelle Street
   Ottawa, ON K1J 1J7
   

   Note: Do not send your bid by Canada Post because it will be directed to a different Government building before arriving at the above address. This may prevent us from getting your bid in time for the show tour evaluation.

Number of Shows, Location of Show and Audience

Show #	Locations of Show	Number CF In Audience	CF Members From	Comment
1
2
3
4
5
6
7

10. Should the number of shows change, the producer will be notified. The contract price will not change should shows be added or deleted.

11. In addition to the performances, there may be occasions when the troupe will be required to become involved in spontaneous entertainment of a short duration at other locations or to participate in organised special activities.

Personnel - Going on Tour

12. This show tour will consist of:

Entertainers (To be provided by the producer):

1. Not to exceed a total of XX people who must form an integral part of the show. The show director will be included with this number,

2. Emphasis should be placed on providing Canadian entertainers,

3. If the number of people in the cast must be adjusted (added or deleted) for logistical reasons or to enhance the show, the CFPSA reserves the right to do so,

Show Director (To be provided by the producer):

4. The Show Director must be skilled and experienced in the entertainment industry and be responsible for overseeing all.aspects of the show. Under normal circumstances this person will not perform in the show. The reason being that the prime responsibility for this person is to direct each show without having additional commitments during the performances. However, should this person have an entertainment background, the CFPSA reserves the right to allow this person to be a part of the show as an entertainer if requested,

5. The Show Director will report directly for the Escort Officer on tour,

6. The Show Director will ensure that the conduct of the cast is of the highest standard during the show tour,v

Sound and Light Technicians (To be provided by the CFPSA):

7. The CFPSA will provide one light and one sound technician for the tour. The sound and light technician will report to the Escort Officer on tour and to the Show Director for technical and artistic support for show performances,

Escort Officers (EOs) (To be provided by the CFPSA):

8. There will be two EOs on tour. An EO and an assistant EO. The EOs are assigned to a tour by the CFPSA as official CFPSA representatives while the tour is on the road. In this capacity the EOs are empowered to handle emergencies and discipline personnel if necessary. Upon consultation with the CFPSA, EOs may exercise the right to relieve of duty any member of the troupe, at any time for just cause,

Traffic Technician (To be provided by the CF):

9. This person will be responsible to arrange for transporting all equipment while on tour, and

Sponsor (Optional):

10. In the event the tour has a sponsor arranged through the CFPSA one representative from the sponsoring company may accompany the tour.

Equipment - Going on Tour

13. CFPSA will provide the light and sound equipment, including backline equipment for the tour. All personal musical equipment must be in hard cover road cases. In consultation with the producer, the CFPSA reserves the right to determine the backline, light and sound equipment for the tour.

The Show

Type:

14. This show will be at the discretion of the producer. However, a high energy, uplifting show with different types of performers are encouraged in order to raise the morale of the audience.

Length:

15. The show must be between two hours and fifteen minutes and two hours and thirty minutes (2 ¼ -2 ½ hours) with no intermission.

Language Requirements:

16. The audience is mainly XXX therefore most of the show will contain XXX content. However, in order to provide XXX content for members in the audience who are XXX, the show must consist of at least three (3) XXX songs.

Producer Responsibilities:

17. The producer is responsible to:

1. Ensure a high standard of costumes,

2. Make all artistic arrangements for the dress rehearsal and shows,

3. Ensure all performers are available and committed to the tour during he dates indicated in paragraph one above, and

4. Ensure that the cast are aware of their responsibilities during the show tour.

Dress rehearsal:

5. A dress rehearsal will take place at a location and time designated by the CFPSA. The winning Producer will be informed of these details at a later date.

Tone:

6. The show will not have any type of entertainment that could be considered profane, vulgar or in poor taste. In the event that material is considered to be in poor taste, the CFPSA has the right to remove this material from the show.

Inquires - Solicitation Stage

18. All inquires during the bid process must be submitted by Email to the Project Authority or Show Tour Co-ordinator as early as possible in the bid period.

19. The Project Authority is:

Manager Deployment Policies and Resources
Canadian Forces Personnel Support Agency
4210 Labelle Street
Ottawa, ON K1J 1J7



Email: larose.m@forces.gc.ca

20. The Show Tour Co-ordinator is:

Show Tour Co-Ordinator is:
Canadian Forces Personnel Support Agency
4210 Labelle Street
Ottawa, ON K1J 1J7



Email: Guerard.JP@forces.gc.ca

Contract Details

21. The contract amount is $XX,XXX regardless of the number of performances.

22. No costs will be incurred by the CFPSA prior to the receipt of a signed contract.

23. No payment shall be made for costs incurred in the preparation and submission of a bid in response to this RFP.

24. The CFPSA will pay the winning producer one half the amount of the contract prior to the dress rehearsal and one half the amount of the contract after the tour (once all services are rendered). In the event that services or parts thereof are not rendered in accordance with the contract, the second half of payment will be withheld until such time as it can be determined what the payment should be.

25. Should a tour be cancelled for unforeseen military circumstances, the contract will be considered void and the following contract amounts will apply:

1. 31 plus days prior to departure - no payment will be made,

2. 16-30 days prior to departure - 50% will be paid, and

3. 0-15 days prior to departure - 100% will be paid.

26. The Contractor shall have no other claim for damages, compensation, loss of profit, allowance or otherwise by reason of, or directly or indirectly arising out of, any action taken for termination of the show tour.

Travel Expenses

27. Travel expenses for meals and incidental (miscellaneous) expenses shall be paid to the producer prior to the dress rehearsal. These expenses are provided to the producer on behalf of the cast. The expenses are pro-rated per individual in accordance with Government of Canada, Treasury Board guidelines. The travel expense amount, which is tax exempt, is not to be considered as a part of the contracted amount paid to the producer or the entertainers. It is mandatory that the producer, prior to the tour beginning, give each member on tour the pro-rated amount. In the event that the tour is cancelled at the last moment, the producer is to return the total value of the travel expenses to the CFPSA. In the event the show tour itinerary changes due to operational reasons, the amount allocated for travelling expenses will not change.

Contract with Performers

28. The CFPSA reserves the right to contact any performer associated with the CF Show Tour program and/or his or her agent or manager without the permission or consultation of a producer, agent or manager. This may be done for the purpose of obtaining the performers services for direct hire at another time or to discuss a CF Show Tour.

Replacement of Cast Memeber

29. After the contract is awarded, the producer is obligated to replace any member of the cast who is unable to attend the tour due to illness or accident. The replacement person must be of the same calibre of the individual submitted and must be able to perform the same duties within the same linguistic abilities identified. Replacement of any personnel from the time the original bid is submitted to departure time is subject to approval by the Project Authority or the Show Tour Co-ordinator.

Promotional Material

30. The CFPSA reserves the right to record performances for non-revenue generating promotional purposes. Entertainers may only record performances for non-generating promotional purposes with the approval of the CFPSA.

Response to the RFP

31. The response to this RFP must include:

1. A description of the show and how it will be choreographed,

2. A proposed script for the show including timings,

3. A list of the cast and their role in the show (i.e. singer, drummer, show director),

4. A detailed budget including individual salaries, production costs and producers fee, and

5. Other information as necessary.

32. Promotional material such as biographies and press releases of entertainers should be included with the bid along with a VHS or DVD videotape profiling the entertainers. The video will be instrumental in the selection process. Promotional materials will not be returned.

Evaluation of Bids

33. Bids will be evaluated by a team consisting of three CFPSA personnel, one of who will serve as Chairperson. Bids will evaluated on a 100 point scale as follows:

a.	Type of acts (Performers, songs, music, variety),	20
b.	Level of talent (Awards, versatility, accomplishments)	20
c.	Show choreography (Flow, timing, presentation),	20
d.	Language profile (As indicated in the SOW),	10
e.	Clarity of bid submitted (Easy to follow, clear, brief), and	10
f.	Overall suitability (Company, cast).	20




34. The Evaluation Team reserves the right to contact any or all of the references supplied in accordance with paragraph eight above, and request supporting or supplementary data related to the bid. The Producer warrants that supporting data shall be made available upon request and within a time frame acceptable to the Evaluation Team.

35. The winning bid will be based on total points awarded by the three evaluators, then divided by three in order to obtain the average points earned on the 100 point scale.

36. All producers who submit bids will be notified of the outcome of the selection process and provided the following information:

1. The name of the winning company and the total points that the winning company received in the evaluation,

2. The total number of points that they received in the evaluation.

Travel Documents

37. All personnel on tour must have a valid passport with an expiry date greater than six months from the time the tour returns to Canada.

38. No member(s) of the tour shall have travel restrictions imposed upon them, such as a criminal record, that would preclude their entry into a specific country.

Immunisations & Health Requirements

39. All personnel are responsible for their own immunisations and health insurance or any other personnel requirements necessary for this tour.

Insurance

40. The CFPSA will provide the following Accidental Death and Dismemberment (AD&D) insurance for civilian members travelling on the show tour from the date of departure on the military aircraft to the date of return on the military aircraft. Members will also be covered while located at a CF, foreign or multinational operational base overseas.

a.	$250,000	24/7 Terrorism / War Risk,
b.	$250,000	Emergency Medical, and
c.	$100,000	Medical Evacuation.

Minimum Age

41. All personnel must be at least eighteen (18) years of age.

Accommodation

42. The CFPSA will provide accommodation throughout the tour.

Transportation

43. The CFPSA will provide transportation for personnel, personal luggage and equipment throughout the tour from the person's or equipment city of origin and return to that city of origin.

44. Transportation will not include personal stopovers and/or travel that are not related to the CF Show Tour program.

45. While on tour, all personnel will travel as a group.

46. Upon completion of the last performance, personnel wishing to leave the tour may only do so with prior approval of the CFPSA at least 24 days prior to the tour departing and subject to there being no security issues or threat to the individual that would restrict them from leaving the tour. If a person is approved to leave the tour they will do so at their own expense and will no longer be the responsibility of the CFPSA.

47. Specific travel details concerning the tour will be discussed in detail with the producer who is successful in winning the contract.

Dalays in Departure and Return

48. The CFPSA will not be liable for any cost due to delays in the departure or return of show tour personnel and/or equipment due to unforeseen circumstances beyond the control of the Agency such as bad weather, accidents, aircraft or vehicle breakdowns or military commitments.

Lost or Damaged Equipment

49. DND will not be responsible for loss or damage of equipment that occurs at no fault to DND.

50. To ensure that no damage occurs, all musical equipment must be in a hard covered road cases.

Termination of Employment for Just Cause

51. Any member of the cast or crew may be relieved from the tour for just cause resulting from, drug or alcohol related incidents, sexual impropriety, gross negligence of duty or any other reason that is clearly disruptive to the show tour.

Vendor Performance

52. A bid may be rejected where any of the following circumstances is present:

1. The Producer, or any person associated with the bid has been convicted under The Criminal Code of Canada, or shown to have committed fraudulent activity against the Government of Canada, or

2. The Producer is subject to a Vendor Performance Corrective Measure, under the Vendor Performance Policy, which renders the Producer ineligible to bid on the Work, or

3. An employee or subcontractor included as part of the bid, is subject to a Vendor Performance Corrective Measure, under the Vendor Performance Policy, which would render that employee or subcontractor ineligible to bid on the Work, or the portion of the Work the employee or subcontractor is to perform, or

4. With respect to current or prior transactions with the CFPSA:

1. The Producer is bankrupt or where, for whatever reason, its activities are rendered inoperable for an extended period, or

2. Evidence, satisfactory to the CFPSA, of fraud, bribery, fraudulent misrepresentation or failure to comply with any law protecting individuals against any manner of discrimination, has been received with respect to the Producer, any of its employees or any subcontractor included as part of its bid, or

3. The CFPSA has exercised its contractual remedies of suspension or termination for default with respect to a Contract with the Producer, any of its employees or any subcontractor included as part of its bid, or

4. The CFPSA determines that the Producer's performance on other contracts, including the efficiency and workmanship as well as the extent to which the Producer executed the work in accordance with contractual terms and conditions, is sufficiently poor to jeopardize the successful completion of the requirement being bid on.

Restrictions

53. Live plants, animals, birds, fish, reptiles or any other living creature will not form part of the bid.

54. Toxic chemicals or any chemical of an explosive nature will not form part of the bid.

Waiver

55. The CFPSA reserves the right not to award a contract, regardless of the number of bids received.

56. Within the contracted time frame the number of shows and location may change due to military requirements. Payment of the contract amount will not change under these circumstances.

Indemnity Against Third-Party Claims

57. The Contractor shall indemnify and save harmless Canada, the Minister and their servants and agents from and against any damages, costs or expenses or any claim, action, suit or other proceeding which they or any of them may at any time incur or suffer as a result of or arising out of:

1. Any injury to persons (including injuries resulting in death) or loss of or damage to property of others which may be or be alleged to be caused by or suffered as a result of the performance of the Work or any part thereof, except that Canada and the Minister shall not claim indemnity under this section to the extent that the injury, loss or damage has been caused by Canada, and

2. Any liens, attachments, charges or other encumbrances or claims upon or in respect of any materials, parts, work-in-process or finished work furnished to, or in respect of which any payment has been made by Canada.

58. The Minister shall give notice to the Contractor of any claim, action, suit or proceeding referred to herein and the Contractor shall, to the extent requested by the Attorney General of Canada, at its own expense participate in or conduct the defence of any such claim, action, suit or proceeding and any negotiations for settlement of the same, but the Contractor shall not be liable to indemnify Canada for payment of any settlement unless it has consented to the settlement.