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City of Metropolitan District Council

Tender for Production & Operations for Live Festival

Tender Reference: DN322427 ______

Appendix 1 – Specification

Background & Summary

Introduction

Bingley Music Live (“BML”) is an annual music festival organised by the City of Bradford Metropolitan District Council (the “Council”) and set in the picturesque grounds of Myrtle Park, Bingley, West Yorkshire. The festival launched in 2007; emerging from a long-standing tradition of smaller music events held in the park for over 20 years. The event has rapidly emerged as a popular UK festival and an important driver of the local economy with businesses in the town centre revealing an average 40% increase in takings.

Over the years, BML has built to attract a range of internationally acclaimed artists including Kaiser Chiefs, , Pet Shop Boys, Chase and Status, Primal Scream, Example, Jake Bugg and

The festival is held each year at the end of August / beginning of September. In 2018, the festival will be held on:

• Friday 31 st August 2018 16.00pm – 21.30pm • Saturday 1 st September 2018 12.00pm – 21.30pm • Sunday 2nd September 2018 12.00pm – 21.30pm

For further details of the festival visit Website: www.bingleymusiclive.com

Aims of Bingley Music Live

• To showcase Bradford district as an attractive place to live and/or visit. • To boost Bradford district economy • To be economically and environmentally sustainable

Contract Overview

The Council is looking for a Contractor for the Production and Site Management for BML, who will manage all aspects of production, operations and site management for 2018, 2019 and 2020 with an option to extend this to 2021 and again to 2022. The current expectation is for this event to continue but Bidders should note that the festival currently only has funding for 2018. Years 2019 to 2022 will be subject to funding being granted and consequently work in those years cannot be guaranteed.

Contractor Role

• Ensure BML is accessible and welcoming to a diverse audience, and maintain recognition for BML locally, regionally and nationally • Make sure that the highest standards of production, operations and site management are adhered to including compliance with all relevant “Health and Safety” legislation and national guidelines. • Take public and stakeholder feedback into consideration in the development of BML. • The Contractor will be expected to mitigate against normal wear and tear/damage to the site and to cover costs for any reinstatement (including associated staffing costs). • The Contractor will be responsible for all event associated costs unless otherwise agreed with the Council. • The Contactor will be required to liaise with the Council over the use of the site and have the authorities agreement on how they are used. • In the event of an emergency event such as extraordinary weather conditions prior to the event, dynamic assessments between the Contractor and Council officers will determine and agree measures required to protect sites whilst still delivering the event. The Council has the authority to cancel the event on the grounds of safety or significant risk of damage to any part of the site. Any such decision would be taken after consultation with relevant Council staff, the Contactor and in consultation with the relevant agencies and emergency services

Council Role

• The Council “Events Team” will be the main contact for the Contractor for all aspects of the contract running and operations. • The Contractor will report directly to the Event Manager – BML. • As the commissioner of the event, the Council will not charge for the use of its land as part of the contract. • The Council will provide a scope and vision report based on information gathered from the evaluations and feedback and the Contractors de-brief report to inform future planning and development of the event. • The Contractor will be responsible for the noise management plan Whilst the Council will provide relevant content, the Contractor will provide event communications outline (public announcements, internal event communications, liaison with emergency services)

Event Planning Actions

• Liaise with City of Bradford MDC events team to ensure that all spaces are booked for the appropriate build and break days as well as event days • Ensure that all event documentation is submitted within the agreed dates • Represent BML at all relevant PSLG meetings. • Apply for and cover all costs relating to premises license and Temporary Events Notices • Apply for and cover relating to PRS licenses. • Ensure all documentation relating to Entertainment licenses are submitted within the appropriate time scales, in order that BML can proceed with full legal compliance.

Health and Safety

• The Contractor shall notify the Council of any reported injuries or safety incidents • The Contractor will plan detailed measures to minimise excessive noise from stages, and generators and positioning of concessions • The Contractor shall provide suitable levels of medical/first aid provision for staff on site during set up and breakdown as laid out in Construction (Design and Management Regulations 2015 (“CDM Regulations 2015”). • Provide all PPE for their staff.

Production

Event Site Production The Contractor shall;

• Act as CDM co-ordinator for the site and appoint sub-contractors who work in accordance with CDM Regulations 2015 • Procure and negotiate site service contracts with competent contractors. However for 2018, the Council already has contracts in place for the following areas and the Contractor is expected to work with these. However, for future years, the selection of these service contracts will be the responsibility of the Contractor with the exception of Stewarding which will remain with the Council. - Stewarding - Barrier Fencing - Staging - Roadway • Procure onsite infrastructure for all areas including site plant and vehicles. • Oversee and take responsibility for all sub-contractor activity on site. Arrange site visits with sub-contractors to clarify roles and responsibilities. • Ensure that sub-contractors comply with Council’s “Health and Safety Policy for Contractors” and all relevant Acts, Regulations and Guidelines in connection with the delivery of goods and services required in the contract. • Develop site plans • Arrange and attend meetings with relevant park staff and landowners to agree their requirements regarding site management, ground protection and traffic access. • Meet with stakeholders and venues (e.g by attending resident forum meetings) to ensure that BML will not disrupt pre-planned activities in venues • Programming of the site build and de rig. • Carry out pre and post event site inspections with member of Parks Team. • Ensure that Health and Safety assessments are carried out on all aspects of the event and ensure that procedures are carried out. • Procure and provide appropriate temporary structures, sound systems and backline for stages, public announcement system, mobile screens and suitable electrical supplies for event. • Water points and toilets for public and backstage areas. This will include the provision of disabled and accessible toilets. Bidders must ensure that facilities are in compliance with the Purple Guide to Health, Safety ad Welfare at Music and Other Events and with all other relevant legislation. • Arrange barriers and temporary track way • Arrange for the installation of CCTV and Wi-Fi network on site. • Ensure that all structures are removed promptly after the event, sites are cleared of rubbish and any damage reinstated. • Working with funfair operator and ensure that the RAMS and insurance are in place • Noise management plan • Manage noise levels during build up, event and breakdown

Site cleansing and Waste Management The Contractor shall;

• Ensure that the areas are kept clean and tidy at all times. • Ensure that the site is thoroughly cleaned, to the satisfaction of the Council by 10:00am on each event day and the following day after the day of the festival. • Demonstrate a commitment to waste reduction through reducing, re-using and recycling. • Maximise recycling and achieve 50% weight recycling through the segregation of waste, which will include as a minimum; mixed cans, plastics, cardboard and glass, paper, cooking oil and waste. • Provide details of Waste Carriers license number and waste broker’s license number for recipients of all waste types to the Council prior to the event. • Procurement and manage a competent sub-contractor to provide waste/litter managements services during the event

Staffing The Contractor shall;

• Appoint a dedicated Event Manager / Contract Manager to be the main point of contact throughout the Contract • Appoint an Operations Manager • Ensure that staffing levels are sufficient for the planning and delivery of the event and that the staff are appropriately qualified / experienced. • Ensure key staff members are available to attend meetings as required throughout the planning, delivery and de-brief. • Schedule and chair the operational event control meetings held throughout the event • Appoint and manage all site and production staff. • Write briefing packs for key site managers and carry out pre event briefings with key site staff. • Appoint stage managers, stage crew and artist liaison staff for two stages. • Provide, manage and staff Event Control facilities for show days. • Appoint staff to manage and operate search lanes ticket checks and wrist banding • Appoint and manage Lost Children and Vulnerable Adults team and arrange for facilities to operate the space • Where possible use suppliers and sub-contractors from the local area to ensure that they are benefiting from the event.

Stage Production Manager The Contractor shall;

• Liaise with tour managers re stage and technical requirements • Liaise with bands technical crew • Liaise with stage company • Liaise with Sound and Lighting Company • Liaise with Stage Managers • Liaise with Stage crews • Liaise with Artist Liaison

Artist Liaison The Contractor shall;

• Liaise with Tour Managers re Artists requirements • Liaise with Artists Managers and Artists. • Liaison with Artist guests. • Arrange hotel accommodation for Artists. • Arrange for Artist riders • Liaison with sound and lighting Technical crew • Arrange and manage artist transport for artists to and from hotel to site. • Arrange for artists passes and accreditation

Operations Manager The Contactor shall;

• Implement and manage Park and Ride scheme • Arrange Parking for People with Disabilities who are attending event. • Arrange area for Staff Parking. • Write staff briefing notes • Arrange for all festival staff to have accreditation • Issue staff and volunteer wristbands and passes • Liaise with British Transport Police and British Rail • Liaise with WYPTE • Arrange hotel contract and book rooms for staff and artists. • Order bottled water for crew, staff and artists • Arrange artist catering and provide all infrastructure required. • Write an overarching Security Plan for the Festival • Work with all contractors appointed by the Council. • Develop security plan/ crowd management plan with the security company to meet the safety requirements of the site and event’s content • The contractor shall be responsible for all aspects of security and stewarding for the duration of BML, including the build and break down periods • Arrange for sufficient security and stewards so that the crowds move around the event site safely and no unauthorised traders or uninvited entertainers try to take part • Ensure stewards and security are well briefed on BML and are able to provide basic knowledge of the local area • Ensure that all stewards and security are aware of all access facilities and policies are in place • Create a Medical plan • Work with the Medical Company appointed by the Council • Develop medical plan with the medical company to meet the meet the Medical requirements of the event site. • The contractor shall be responsible for all aspects of medical cover for the duration of BML, including the build and break down periods • Ensure medical team are well briefed on BML

Security and Stewarding The Contractor shall;

• Work with Security Company appointed by the Council. • Develop security plan/ crowd management plan with the security company to meet the safety requirements of the site and event’s content • The contractor shall be responsible for all aspects of security and stewarding for the duration of BML, including the build and break down periods • Arrange for sufficient security and stewards so that the crowds move around the event site safely and no unauthorised traders or unsuitable entertainers try to take part • Ensure stewards and security are well briefed on BML and are able to provide basic knowledge of the local area • Ensure that all stewards and security are aware of all access facilities and policies are in place

Stakeholder Liaison The Contractor shall;

• Liaise with relevant Council teams on regular basis including those teams responsible for site permissions and parks • Have regular consultation with all interested groups so that they are aware of the event and any support or requirements are included in the event planning • The Contractor shall be responsible for issuing letters of agreement or contracts, the format of which are to be agreed with the Council in advance

Audience Accessibility The Contractor shall;

• Ensure that the site is accessible and welcoming to people with Protected Characteristics as defined by the Equality Act 2010 and any subsequent legislation • Ensure provision of physical access aids within the parameters of the event- eg wheelchair accessible cable ramps, adequate lighting, stewarded viewing areas close to stages • Ensure adequate provision of accessible toilet units with appropriate access • Ensure all signage is easy to read • Create blue badge parking bays and drop off points with relevant signage • Plan the site layout to ensure adequate space in thoroughfares for wheelchair access.

On-site Communications The Contractor shall;

• Provide a Public Address System which will be staffed during the event and will be capable of making clear public announcements, including public information and information relating to emergencies, across the event site. • Make adequate and well- advertised provision for dealing with ‘lost children and vulnerable adults’ across the event site • Ensure customers can find their way around the site easily through the use of clear signage

Environmental Sustainability The Contractor is required to;

• Commit to the Council’s Environmental Policy: https://www.bradford.gov.uk/environment/climate-change/climate-change-framework-for- action/ • Develop an Environment Plan identifying all the environmental impacts of BML and how these will be mitigated • Work with the Council’s Environment team to produce environmental improvements year on year.

Pricing and Payment

• The Council will accept no responsibility for any losses caused by incidents beyond it’s control • The Council will link phased payments to the satisfactory completion of the milestones below • The contractor will be expected to mitigate against any normal wear and tear/damage to the site and to finance the reinstatement of the site in line with contract monitoring and milestones. • The final payment each year will be assessed against any actual grounds reinstatement and associated staffing and resource costs. • For 2018, it is expected that costs will be associated with Milestones 1, 2 and 3. For future years, this will be reflected across all 4 Milestones.

Milestones

• Milestone 1 (May) • Business plan to be submitted • Proposed footprint and content of site and site plan • Proposed major contractors • Schedule of CBMDC contact officer and contractor progress meetings to be agreed. • Liaise with the Licensing team and Parks team to programme meetings

• Milestone 2 (June - Aug) • Second stage payment to be made if decision is made to go ahead based on successful agreed progress on contract monitoring milestones. • First submission of projected expenditure budget in June • Quotations for supply of all infrastructure and other suppliers as specified in the tender specification • Attendance at PSLG MEETING • Confirmation that all contractors, suppliers and staff have been contracted • Final Event budget with detailed breakdown of all expenditure in August • Delivery of the event on the agreed dates

• Milestone 3 (September - November) • Post event sign off of the final contract • All clean up, get out and follow up services including post event inspections as agreed • Full evaluation report, to include post event analysis of event numbers, general comments, lessons learnt • Attend PSLG de-brief meeting

• Milestone 4 (December - February) • Post event sign off of the final contract • All clean up, get out and follow up services including post event inspections as agreed • Full evaluation report, to include post event analysis of event numbers, general comments, lessons learnt • Attend PSLG de-brief meeting