Notice to Bidders
Request for Quote
Status: Awarded
Bid#: 2013-00095-CN
Title: Sound Services - Summer Concert Series
Issue Date: 04/10/2013
Request Opens: 04/18/2013
Prebid/Preproposal Conference: N/A
Payment for Bid Document: None
Purpose
The intent of this Request for Quotation is to hire one contractor to furnish, deliver, set up, and operate technical sound equipment for certain bands scheduled to appear in the Department of Parks and Recreation???s 2013 Summer TGIF Concert Series to be held at the Constant???s Wharf Park and Marina and Bennett???s Creek Park in accordance with all specifications, terms, and conditions herein.
Notes
3.1 General Specifications The Contractor and crew shall arrive on site at the time specified by each individual band to set up the required technical needs for each performance and shall provide all technical assistance as may be required throughout the program. The Contractor shall report to the site regardless of the weather, unless previously notified; the system shall be tested and ready for operation for the scheduled start of the program. In the event of inclement weather, bad site conditions, or predicted severe weather, the Department of Parks and Recreation reserves the right to cancel any scheduled event and shall give notice to the sound technician by verbal or written communications. The Contractor will not be paid for any scheduled event if contacted at least one hour prior to the set-up time for the performance. The Contractor shall provide a toll-free number where they may be contacted in the event of cancellation. The Contractor shall have sufficient personnel to have equipment break-down and removal completed within one hour of the end of the performance. The Contractor shall be responsible for contacting the band scheduled for each event to determine specific equipment requirements. Sound for those bands whose technical requirements are not included with the bid documents will be of standard quality. Contractor shall ensure adequate manpower at each event. Contractor???s personnel must be at least eighteen (18) years of age with a supervisor of at least twenty one (21) years of age on site during all times of operation. The Contractor shall be responsible for providing and playing music prior to, and between, musical sets by the band, as well as announcing future Parks and Recreation events or any other relevant information. In the interest of safety, the Contractor shall set up and operate in accordance with applicable standards or instructions from the City of Suffolk Department of Community Development, the Fire Marshall, and other regulatory agencies. The Contractor shall not bring alcoholic beverages to the site for his/her use or sale. Alcoholic beverages shall not be sold, served or consumed by the Contractor???s personnel; violation by the Contractor or his personnel shall be reason for immediate cancellation of the agreement. The City reserves the right to delete or add events/bands to the schedule. Should any events be canceled, the Contractor will be notified in a reasonable amount of time by the Department of Parks and Recreation, and no payment will be made. The price for the addition of any band(s) to the current schedule may be negotiated with the Contractor; if the negotiated price is unacceptable, the City reserves the right to request pricing from other companies qualified to provide technical sound services. For questions regarding the bands, site, stage, etc., contact Lori Jessee-Carter, Special Events Coordinator, at (757) 514-7267. For questions regarding the Request for Quote, contact Cindy Norfleet, Senior Buyer, at (757) 514-7522.
Buyer Contact
Requests for information related to this Request for Quotation should be directed to: Cindy L. Norfleet Senior Buyer (757) 514-7522 Email address: cnorfleet@suffolkva.us
Associated Documentation
1641_Sound__Services_-_TGIF_-_Apr13.pdf

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