St. Michael’s Theatre in partnership with the Arts Department of Wexford County Council invites tenders from filmmakers for a three year Contract of Services ( Oct 2018 – Sept 2021) to facilitates and manage County Wexford Youth Film Programme based in St Michael’s Theatre in New Ross.

This Contract of Servicers subject to an annual review, continuing satisfactory performance, and continued funding from Wexford County Council. The successful tenderer will report directly to the Theatre Director and be required to attend quarterly progress meetings with the Theatre Director and the Arts Officer.

The deadline for receipt of tenders is 4.00 p.m. Friday, August 24th, 2018. Completed tenders are to be returned to Tomás Kavanagh, Theatre Director, St. Michael’s Theatre, New Ross, Co. Wexford with envelope clearly marked tender for County Wexford Youth Film Project.

BRIEF

Contents

1. Background

2. The Brief

3. Requirements

4. Criteria for Selection

5. Contents of Tender

6. Term of Contract

7. Budget

8. Freedom of Information

1. Background

County Wexford Youth Film Project (CWYFP) is a youth film project based in St. Michael’s Theatre, New Ross, Co. Wexford which was initiated during 2005 as a partnership project between St. Michael’s Theatre, Wexford County Council and the Arts Council. Its primary purpose is to provide an opportunity for young people to develop their creative potential through the process of filmmaking.

CWYFP is a partnership project that aims to:

 Strengthen the base for youth arts participation within County Wexford

 Strengthen the position of film as a recognised art form within County Wexford

 Provide work opportunities for professional filmmakers

 Create increased access to and participation in filmmaking among young people, with a particular emphasis on social inclusion.

 Provide a high quality training ground for young people in the art of the filmmaking

 Provide career progression routes for young people in Film making

 Nurture creativity and artistry within young people

 Develop audiences for film

Since its establishment during 2005, County Wexford Youth Film Project has involved hundreds of young people in a range of filmmaking initiatives. These have included:

 An annual programme of courses incorporating all elements of filmmaking

 The development of specialist courses in Acting for Screen, Camera Operation, Postproduction, Directing and Scriptwriting

 The development of advanced video editing training

 Designing of D.I.Y & One Minute Wonder filmmaking initiatives through smart phones

 An annual festival and film screening

While based in New Ross CWYFP remit is to provide high quality film training for young people
( 13-18yrs) countywide and has built links with various community and youth programmes around the county including FDYS Ferns Diocese Youth Services , Gorey School of Arts , and Kilmore Quay Documentary Film Festival. It is hopped to build these links further over the coming years and develop new ones. Additionally, many of the films produced have been featured at festivals around the country including the Fresh Film Festival, Limerick; Co-Motion Youth Film; Galway Film Fleadh, Cork Film Festival and international festivals. The project also produces an annual festival with a gala screening of films developed by the project participants, which is held at St. Michael’s Theatre.

CWYFP is driven by a strong youth arts ethos where each and every participant is valued; individuality is nurtured; creativity is unleashed and personal, social and artistic developments are equally weighted.

2. The Brief

The 2018- 2021 phase of CWYFP will develop out of the project’s existing achievements. Tenderers are invited to submit proposal relating to the provision of the following services for this phase.

Service Description
1. Project Design & Delivery Devise and deliver a series of filmmaking programmes to young people 13-18 years of age.
These can be either 1 day per week during the school year, or a series of intensive short courses during mid-term breaks etc., or a combination of both.

Invite at least three professional artists to participate in short term projects with the participants spread over the course of the year e.g. directing, animation, scriptwriting etc.

Develop an outreach programme by actively engaging with groups i.e. FDYS, Gorey School of Arts, Kilmore Quay Documentary Film Festival and others as appropriate.

Organise and curate annual Festival & Gala Screening to a high professional standard Including preparation of participant’s films for the annual screening (either by editing the films or participant’s editing the films, or both)

Identifying and researching screening opportunities at local, regional, national and international festivals

Assist in career progression for young people in Film making e.g. New assistant filmmaker programme – in CWYF
Internships s (Kilmore Quay Documentary Film festival) and develop links to 3rd level institutes e.g. Gorey School of Arts, IADT, DIT etc.

The film facilitator will link some of the youth film programme with arts activities in St. Michael’s Theatre. This will be planned in advance by the film facilitator and director of St. Michael’s – Tomás Kavanagh and with an agreed timeframe e.g. max 2-3 days in total. This work should not compromise the overall aims and integrity of the youth film programme and be undertaken if and when it complements the youth film programme and its objectives

St. Michael’s Theatre and Wexford County Council view social inclusion as a significant factor in the makeup of the course participants and the successful tendered will actively engage with stakeholders for example FDYS, youth, educational organisations and other relevant local, national and international organisations, as required for continuing development of CWYFP.

2. Liaison & Development Liaise with St. Michaels’ Theatre and the Arts Department in relation to implementation, development and evaluation of project

Liaise with FDYS, youth, educational organisations and other relevant local, national and international organisations as required for continuing development of CWYFP

3. Evaluation & Documentation Document work produced by participants

Monitor and evaluate all aspects of the project on an on-going basis, including quarterly reports to be emailed to St. Michael’s Theatre and the Arts Department

Compile an annual progress and evaluation report

4. Project Management Project Administration e.g. participant database, general correspondence, venue/location organisation etc.

Project Promotion e.g. devising of press releases, dissemination of same, radio interviews etc.

Project Screenings e.g. technical set-up etc.

3. Requirements

The lead Filmmaker will have

 A third level professional qualification in film production

 At least three years’ experience as a professional filmmaker

 At least three years’ experience in the facilitation of professional participatory arts programmes

 At least three years’ experience of arts related project management

 A developed knowledge and understanding of the aesthetic, artistic, creative, education and youth related issues within youth arts practice

 An innovative perspective on youth arts practice

 Will comply with the Child Protection Policy of St. Michael’s Theatre and will be required to undergo Garda vetting. The National Vetting Bureau (Children and Vulnerable Persons) Act 2012 to 2016 provides a statutory basis for the vetting of persons carrying out relevant work with children of vulnerable persons. Further details and paper vetting forms can be found at https://vetting.garda.ie/

 Only Filmmakers with a proven track record of the above will be considered.

4. Criteria

Applications will be assessed on the following basis:

Criteria Marking
1. Experience of working in film 25%
2. A developed knowledge and understanding of youth arts practice 25%
3. Project management skills 20%
4. Quality of overall proposal 15%
5. Budget Breakdown 15%

5. Contents of Tenders

 An up to date C.V.

 Documentation of examples of your work. [Minimum of 3 examples / Maximum of 6 examples] A Statement of Interest [i.e. reasons why you are interested in this tender, how it is related to your overall practice etc.]

 A detailed submission outlining interpretation of and approaches to the implementation of the brief

 Timescale breakdown

 A budget breakdown i.e. your overall fee – contact hours, preparation hours, administration hours etc.

 Copies of Tax Clearance Certificate

6. Term of Contract

St. Michael’s Theatre will award the successful tenderer a three-year Contract for Services. The period of agreement will be from October 2018 – September 2021. The total period of agreement is subject to annual review, continuing satisfactory performance, and subject to continued funding from Wexford County Council. The successful tenderer will report directly to the Theatre Director and be required to attend quarterly progress meetings with the Theatre Director and the Arts Officer.

St. Michael’s Theatre and the Arts Department will shortlist candidates for possible interview in September 2018.

Any service agreement arising from this tender shall not be assigned or subcontracted, in whole or in part, without the prior written permission of St. Michael’s Theatre.

St. Michael’s Theatre in conjunction with Wexford County Council reserves the right to terminate the agreement at any time by giving thirty days’ notice in writing, if the Tenderer fails to adhere to the agreed requirements.

7. Budget
The overall budget for the project is as follows:

1. Lead Film Artist €17,000
2. Invited Artists €5,000
3. Assistant Artist (166 hrs. & €15 per hr.) €2,500
4. Annual Film Festival & other expenses €3,000

Overall Budget €27,500

1. Facilitator – €17,000
 Contact hours Minimum of 200 contact hours (1 day per week – 4-5 hours ) this also includes workshops with invited filmmakers)
 Preparation hours
 Editing hours
 Project management, research and administration

The facilitator’s budget must cover the following costs:

 Preparation, research, project development

 Facilitation [Workshops / courses, shoots, screening etc.]

 Facilitation of workshops with invited artists

 Post Production [Final picture edit, sound edit, sound mix, colour correction, encoding for DVD, DVD authoring, graphic design etc.]

 Screenings

 Evaluation, documentation

 Project Management & Administration

 Equipment & Materials

 Travel

 Insurance1

 Office Overheads

 Any other relevant costing not listed in the above.

2. Invited Artists – €5,000
This budget must cover all the costs of inviting at least three professional artists to participate in short terms projects with the participants.

3. Assistant Film maker
To assist the lead film maker in weekly deliver of workshops. Assistant be selected by lead filmmaker from former film workshop participants. Contact hours 166 X €15 per hour = €2,490 (€2,500)

4. Annual Film Festival & other related costs – €3,000
The film festival budget must cover all the costs including:
 Festival co-ordinator fee
 Marketing & Promotion of Festival – to include design and print of information, distribution and marketing (all material must be approved by St. Michael’s Theatre and the Arts Department)
 School workshop and postproduction
 Invited guest
 Theatre rental & staff costs
 Other costs e.g. upgrade equipment, software etc.

1 Proof of Public Liability Insurance Cover will be required to be produced by the Tenderer before contract signing.

8. Freedom of Information

St. Michael’s Theatre is co-ordinating the administration for this contract. As such St. Michael’s Theatre undertakes to use its best endeavours to hold confidential any information provided by you in this tender subject to the Theatre’s obligations under law including the Freedom of Information Act 2014. If you consider that any of the information supplied by you in this tender should not be disclosed because of its sensitivity, you should, when providing the information, identify the same and specify reasons for its sensitivity. St. Michael’s Theatre will consult with you about this sensitive information before making any decision on any Freedom of Information request received. In the event of a decision to release particular information provided by you, you will have the option of appealing the Theatre’s decision to the Information Commissioner. Please note that unless information is identified by you as sensitive, with supporting reasons, then it is likely to be released in response to a request under the Freedom of Information Acts.

The deadline for receipt of tenders is 4.00 p.m. Friday, August 24th, 2018. Completed tenders are to be returned to Tomás Kavanagh, Theatre Director, St. Michael’s Theatre, New Ross, Co. Wexford with envelope clearly marked tender for County Wexford Youth Film Project.

The successful tenderer will be awarded a 3 year Contract for Services by St. Michael’s Theatre. As tenders may be shortlisted on the basis of information supplied, please ensure that information given is sufficiently comprehensive. Details of all relevant information relating to experience, qualifications, response to the brief etc. must be supplied. Failure to include this information may result in tenders not being shortlisted. Please supply FOUR COPIES of your completed tender.

Incomplete, late, faxed or emailed tenders will not be accepted. St. Michael’s Theatre is not responsible for travel costs incurred by the tenderer if invited to meet a Selection Panel.