What the buyer needs
AI summaryThe Regional Recreation Corporation of Wood Buffalo seeks a vendor to provide 2027 outdoor summer event production services in Fort McMurray, Alberta, for a one-year contract term. The required scope includes backline equipment for seven to eight bands, power distribution, a festival-style lighting rig, trussing and rigging, a video wall, full setup and teardown, on-site technicians, and stage managers. Only onshore Canadian vendors are eligible to bid, and proposals must remain valid for 90 days and include a signed Acknowledgement Form. A pre-bid tele-conference and the deadline for submitting questions both occur on November 23, 2026, at 12:00 PM MT, with addenda due by November 24, 2026. Proponents must submit responses digitally by November 30, 2026, at 12:00 PM MT, ahead of an anticipated December 1, 2026 award date. The buyer will evaluate eligible proposals using a weighted matrix based on proposal cost, past experience, and capacity.
Scope of work
- Audio package, FOH/monitor mix positions, and backline equipment
- Lighting rig (festival-style with programmable scenes), trussing, and rigging
- Video wall for the Hello Summer Music Festival
- Power distribution including generators, cabling, and distro boxes
- Full equipment setup, operation, teardown, and transportation
- Dedicated audio, lighting, and video technicians on-site
- Stage/production managers to coordinate artist transitions
- Liaison to support Stageline 320 setup and build
How proposals are evaluated
| Criterion | Weight / scoring |
|---|---|
| Proposal Cost | 50 |
| Past Experience | 40 |
| Capacity | 10 |
Minimum qualifications
- Minimum of three (3) projects completed of a similar nature and scope
- Minimum of three (3) references with contact information
- Licenses to operate in the Province of Alberta (for successful Proponent)
- Regional Municipality of Wood Buffalo municipal business license (for successful Proponent)
- Onshore (Canada Only) eligibility
Documents to include with your response
- Signed Acknowledgement Form (Appendix B)
- Company introduction and corporate history
- Three (3) similar project examples and three (3) references
- Project team, readiness, and schedule to achieve operational readiness by June 30, 2027
- Complete pricing breakdown in Canadian funds, exclusive of G.S.T.
- Funding disbursement schedule
- WCB Alberta clearance letter (during submission and prior to project execution)
- Conflict of interest disclosure (if applicable)
How to submit
- Method
- Instructions
- Submit one copy via email to the Contact before Closing Time with subject line referencing RFP #2026-11-12 2027 Outdoor Summer Event Production.