_______________________________________________________ City of Bradford Metropolitan District Council Tender for Production & Operations for Bingley Music 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, Manic Street Preachers, Pet Shop Boys, Chase and Status, Primal Scream, Example, Jake Bugg and Calvin Harris 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