General

1. For the purpose of this request for proposal, the word Producer is interchangeable with Contractor.

2. The following are the terms and conditions for submitting a proposal for a Canadian Forces (CF) Show Tour.

Requirements

3. Producers are to meet the following requirements:

1. Proposals are to be received at CFPSA headquarters, no later than 2 p.m. on the date indicated in the Statement of Work (SOW). It is highly recommended that proposals be sent to the CFPSA by courier to ensure that they arrive on time,

2. Proposals are to be addressed to the:

   Deployment Administrator
   Canadian Forces Personnel Support Agency
   1600 Star Top Road (2nd Floor/SHO7)
   Ottawa, Ontario K1A 0K2

3. Proposals are to be signed by the producer or an authorized representative of the producer for the proposal to be valid,

4. Proposals are to give a clear indication that they have met the language profile requirement in the statement of work,

5. Proposals are to clearly indicate who will represent the producer as the show director during the show tour. The Show Director must be skilled and experienced in the entertainment industry and responsible for coordinating 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 sole right to allow this person to be a part of the show as an entertainer, if so requested, and

6. Proposals are to include a VHS or DVD video profiling the headline entertainers that will be on tour.

Compact Disc

4. A compact disc for each headline singer is highly recommended for evaluation purposes.

Rated Requirements

5. Proposals will be evaluated on a 100 point scale as follows:

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

Basis of Selection

6. The winning proposal will be selected based on compliance with the requirements and the score obtained in the rated requirements.

Delays in Departure and Return

7. 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.

Documentation

8. All personnel should be Canadian citizens in possession of a valid Canadian passport where applicable.

9. All personnel must be able to meet entry requirements and acquire the necessary Visa's for all countries visited.

Immunisations & Health Requirements

10. All personnel are responsible for their own immunisations and health insurance or any other personnel requirements where applicable.

Minimum Age

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

Replacement of Cast or Crew Member

12. 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 proposal is submitted to departure time is subject to approval by the Project Authority or the Deployment Administrator.

Termination of Employment for Just Cause

13. 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.

Restrictions

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

15. Toxic chemicals or any chemical of an explosive nature will not form part of the proposal.

Pre-Award Costs

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

17. No payment shall be made for costs incurred in the preparation and submission of a proposal in response to any Request for Proposal.

Accommodation

18. The CFPSA will provide accommodation for the duration of the tour.

Transportation

19. The CFPSA will provide transportation for personnel, luggage and equipment at a designated time and date from a Canadian city, to a CFPSA designated location, during the tour and return to the same designated location. All members will travel as a group and return together on the same flight. An extended stopover will not be authorised. Entertainment personnel voluntarily not returning with the group will cease to be the responsibility of the CFPSA.

20. Specific travel arrangements and all other details concerning the tour will be discussed in detail with the producer who is successful in winning the contract.

Travel Expenses

21. 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 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.

Lost or Damaged Equipment

22. DND or CFPSA will not be responsible for lost or damaged equipment.

23. All musical equipment must be in a hard covered road cases.

Basis of Payment

24. The CFPSA will pay the winning producer one half the amount of the contract annotated in the Statement of Work (SOW) 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.

Termination of Tour Before Departure

25. Should a tour be cancelled for unforeseen military circumstances, the contract will be considered void.

26. The following payment schedule will be followed in the event of cancellation:

1. Nil contracted payment will be made when a show tour is cancelled 31 or more days prior to departure,

2. Between 16-30 days prior to departure 50% of the contract amount will be paid, and

3. Between 0-15 days prior to departure 100% of the contract amount will be paid.

27. 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.

Escort Officer

28. The Escort Officer (EO) assigned to a tour by the CFPSA shall be considered as the official CFPSA representative while the tour is on the road. In this capacity and with CFPSA approval the EO is empowered to handle emergencies and discipline personnel if necessary. Upon consultation with the CFPSA, he or she may exercise the right to relieve of duty any member on the show tour, at any time for just cause.

Contact with Entertainers

29. CFPSA personnel may directly contact any cast member of a contracted show tour without the permission or consultation of a producer before or after a CF Show Tour for the purpose of obtaining the individuals services for direct hire at another time.

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 expressed approval of the CFPSA.

Evaluation Team

31. The Evaluation Team shall consist of three CFPSA personnel, one of who will serve as Chairman.

Inquires - Solicitation Stage

32. All inquires regarding a solicitation process must be submitted in writing by Email to the Project Authority or Deployment Administrator as early as possible within the solicitation period. Inquires must be received no less than seven (7) calendar days prior to the closing date to allow sufficient time to provide a response. Inquires will not be accepted after that date.

Project Authority

33. The CFPSA Project Authority is:

    Manager Deployment Policies and Resources
    Canadian Forces Personnel Support Agency
    1600 Star Top Road (2nd Floor/SHO6)
    Ottawa, Ontario K1A 0K2
    Email: larose.m@forces.gc.ca

Show Tour Co-ordinator

34. The Deployment Administrator is:

    Deployment Administrator
    Canadian Forces Personnel Support Agency
    1600 Star Top Road (2nd Floor/SHO7)
    Ottawa, Ontario K1A 0K2
    Email: Guerard.JP@forces.gc.ca

Notification of Bid Results

35. All producers who submit proposals will be notified of the outcome of the selection process. This information will include:

1. The name of the winning company and their total points received on the evaluation, and

2. The total cost of the contract.

Waiver

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

37. 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 and will remain as in the Statement of Work.

Indemnity Against Third-Party Claims

38. 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.

39. The Minister shall give notice to the Contractor of any claim, action, suit or proceeding referred to in para 38 and the Contractor shall, to the extent requested by the Attorney General of Canada, at its own expense participate in or conduct the defense 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.