4. PROJECT REQUIREMENTS 4.1. SCOPE OF WORK The scope of work required for this project comprises of: 4.1.1. 5 Year LPT Transformation Journey Report Launch and LPT Symposium
a.i. Research and Concept Development
To carry out research and propose a minimum of two concepts in a layout to scale floor plan which encompasses the themes, as well as the 3D build-up of sets, and the props utilised in the launch and symposium.
Theme : Public Transport : Transforming The Nation (final theme as agreed and approved by S.P.A.D.)
Venue : Plenary Hall, Kuala Lumpur Convention Centre
To discuss and further refine the concept with SPAD if and when necessary.
The final concept must be finalised and approved by SPAD prior to the commencement of work.
Requests for amendments to the concept from SPAD should be accepted for a reasonable number of revision rounds.
a.ii. Event Management
The appointed Event Manager must engage only an appointed Contractor by the Kuala Lumpur Convention Centre. The Full list of approved and accredited suppliers contact details can be obtained from the Kuala Lumpur Convention Centre. To set up a help desk to handle all enquiries during build-up, during the duration of the Exhibition & Conference, and teardown periods. To provide onsite coordination and management to facilitate the launch and symposium as well as the various activities that are taking place at the venue. To provide sufficient and capable personnel to ensure the highest quality of service. To coordinate with facilities for logistics, including any audiovisual equipment. To institute contingency plans for any disruptions that may occur. To provide detail briefing and full support during rehearsal. Dismantling and clearing of the event area and cleaning of the Plenary Hall to its original condition after the event. a.iii. Video, Sound and Lighting System
To provide adequate video, sound and lighting system for the event including a wide LED screen and panels.
The tenderer is required to suggest the equipment needed that would best complement the event during the RFP submission. The rationale for the selection must also be included.
The final list of equipment that will be used must be verified and approved by SPAD prior to the commencement of work.
The equipment that will be used must be sourced from contractors appointed by the Kuala Lumpur Convention Centre. The Full list of approved and accredited suppliers contact details can be obtained from the Kuala Lumpur Convention Centre.
a.iv. Videography & Photography Services
To provide static and mobile videographer services for a Live Feed video streaming.
To arrange two (2) professional photographers to capture photographs during the event
To prepare and edit the final version of the event video recording and photos in DVDs and to deliver to the Secretariat within two (2) weeks after the event
a.v. Attendee Management
To propose a full brief/plan to carry out online and on-site attendee registration which includes the payment process to create an easy, seamless and cost-effective registration process.
To propose the type of data that can be collected from the attendee registration
To collect attendee data as per SPAD’s requirement during registration and hand in the data report 2 weeks after the event.
To provide and manage six (6) computers for registration system at visitors’ counters throughout the Conference. To compile and provide reports to the organiser on the Conference and to conduct post-visit questionnaire at random to the visitors as well as to submit the post Event report. a.vi. Event Launch Gambit
A minimum of two proposed launch gambit for the launch should be submitted to SPAD during the RFP submission.
Upon selection, to discuss and further refine the proposed launch gambit with SPAD if and when necessary.
Requests for amendments to the launch gambit from SPAD should be accepted for a reasonable number of revision rounds.
The final launch gambit must be approved by SPAD prior to the commencement of work.
To provide on-site coordination and management of the launch gambit on the day of the event.
a.vii. Stage Setup
A minimum of two proposed stage setup for the launch and conference should be submitted to SPAD during the RFP submission.
Upon selection, to discuss and further enhance the stage setup with SPAD if and when necessary.
Requests for amendments to the stage setup from SPAD should be accepted for a reasonable number of revision rounds.
The final stage setup must be finalised and approved by SPAD prior to the commencement of work.
To provide on-site coordination and management of the stage during the launch and symposium.
a.viii. Checklist
• A complete checklist of pre, during and post activities/tasks should be submitted to SPAD during the RFP submission.
a.ix. Post Event Report
To prepare and submit a post event report to SPAD within one week following the event. Requests for amendments to the report from SPAD should be accepted for a reasonable number of revision rounds.
a.x. Photo Wall Display for Gala Dinner & Industry Awards
To design and build a photo wall display for the Land Public Transport Gala Dinner and Industry Awards on the 16th October 2016 (Sunday).
Theme : Public Transport : Transforming The Nation (final theme as agreed and approved by S.P.A.D.) Venue : Conference Hall 1,2&3, Kuala Lumpur Convention Centre
To propose a minimum of two photo wall display which encompasses the themes, as well as the 3D build-up of sets should be submitted to SPAD during the RFP submission.
To discuss and further refine the photo wall display with SPAD if and when necessary.
Requests for amendments to the photo wall display from SPAD should be accepted for a reasonable number of revision rounds.
The final photo wall display must be finalised and approved by SPAD prior to the commencement of work.
To include and propose the buildup cost of the photo wall display in the overall costing of the whole project aligned with the theme propose.
4.1.2. 5 Year LPT Transformation Journey Exhibition
i. Research, Concept Development & Construction of the Exhibition
• To propose a minimum of two concepts , designs, development and construction of the exhibition based on the mood board depicting the LPT Transformation Journey shared by SPAD. • Theme : Public Transport : Transforming The Nation (final theme as agreed and approved by S.P.A.D.) • Venue : Ballroom 1&2, Kuala Lumpur Convention Centre • The final concept must be finalised and approved by SPAD prior to the commencement of work. • Requests for amendments to the concept from SPAD should be accepted for a reasonable number of revision rounds. • The exhibition materials that will be used must be sourced from Kuala Lumpur Convention Centre’s accredited suppliers. • To provide a detailed layout to scale floor plan which encompasses the themes, as well as the 3D build-up of sets depicting respective land public transport modes, and the props utilised in the exhibition. • To provide interactive boards, high definition screens, necessary flooring, safety measure and traffic control for the exhibition. • To dismantle and safely dispose nonessential materials after the exhibition. • To provide and propose digital signage and other visual material at the venue and around its vicinity to inform the public of the exhibition. • To obtain all required license and insurance coverage for the venue, the elements, the exhibitors and participants. • To provide on site repair for any elements that needs immediate attention. • To include and propose the buildup cost of 30 SPAD LPT Sponsor booths (3x3 standard shell scheme) in the overall costing of the whole project aligned with the theme propose. ii. Event Management
• To provide onsite coordination and management to facilitate the exhibition as well as the various activities that are taking place at the venue.
• To provide sufficient and capable personnel to ensure the highest quality of service
• To coordinate with facilities for logistics, including any audiovisual equipment and exhibition materials.
• To be the key liaison for the exhibitors and SPAD LPT Sponsors pre and during the event. • To institute contingency plans for any disruptions that may occur.
• To provide detail briefing and full support during rehearsal.
• Operational Facilities: To provide services in the moving-in and moving- out: o Moving-in of exhibits pre-Exhibition: - to assist in the moving-in of exhibits from point of entry to the allotted space. o Moving-out of exhibits after the Exhibition:
- to assist in the moving-out of exhibits from the allotted space to the point of exit. • Dismantling and clearing of the Exhibition area and cleaning of the Ballroom 1&2 to its original condition after the event. iii. Video, Sound and Lighting System
• To provide adequate video, sound and lighting system for the event including a wide LED screen and panels.
• The tenderer is required to suggest the equipment needed that would best complement the event during the RFP submission. The rationale for the selection must also be included.
• The final list of equipment that will be used must be verified and approved by SPAD prior to the commencement of work. • The equipment that will be used must be sourced from contractors appointed by the Kuala Lumpur Convention Centre. The Full list of approved and accredited suppliers contact details can be obtained from the Kuala Lumpur Convention Centre. iv. Videography & Photography Services
To provide static and mobile videographer services at the exhibition
To arrange two (2) professional photographers to capture photographs during the event
To prepare and edit the final version of the event video recording and photos in DVDs and to deliver to the Secretariat within two (2) weeks after the event
v. Compliance with Forms, Rules, Regulations, and Procedures
• The appointed vendor must comply with KLCC’s Code of Conduct, Rules, and Regulations; all required forms and any changes in procedures.
vi. Checklist
• A complete checklist of pre, during and post activities/tasks should be submitted to SPAD during the RFP submission.
vii. Post Event Report
• To prepare and submit a post event report to SPAD within one week following the event.
viii. Door gifts, Merchandise & Giveaways
• To propose suitable goodie bags, merchandise as well as giveaways for the exhibition. • The proposed items must be related to the land public transport modes, the upcoming projects as well as the overall land public transport themes approved for the event. • The proposed items should carry informative content about land public transport. 5. PROPOSAL EVALUATION CRITERIA The evaluation of proposal will be based on the following factors:
5.1. Requirements
1.1 The proposals are assessed based on two (2) categories, mandatory requirement and technical criteria:
Mandatory A. 5 Year LPT Transformation Journey Report Launch and LPT Symposium 1. Research and Concept Development To propose a minimum of two concepts in a layout to scale floor plan which encompasses the themes, as well as the 3D build-up of sets, and the props utilised in the launch and symposium. 2. Event Management Provides clear diagram of project structure with indicative resources Provides a description of roles and responsibilities, resource schedule that matches against the company's organisational chart. To provide detail briefing and full support during rehearsal. To provide services in the moving-in and moving-out. 3. Video, Sound and Lighting System To recommend the equipment needed that would best complement the event during the RFP submission. The rationale for the selection must also be included. The recommended equipment must be sourced from contractors appointed by the Kuala Lumpur Convention Centre. The Full list of approved and accredited suppliers contact details can be obtained from the Kuala Lumpur Convention Centre. 4. Videography & Photography Services To provide static and mobile videographer services at the exhibition. To arrange two (2) professional photographers to capture photographs during the event. To prepare and edit the final version of the event video recording and photos in DVDs and to deliver to the Secretariat within two (2) weeks after the event. 5. Attendee Management To propose a full brief/plan to carry out online and on-site attendee registration To propose the type of data that can be collected from the attendee registration To collect attendee data as per SPAD’s requirement during registration and hand in the data report 2 weeks after the event. 6. Event Launch Gambit To propose a minimum of two launch gambit for the launch should be submitted to SPAD during the RFP submission. 7. Stage Setup To propose a minimum of two proposed stage setup for the launch and conference should be submitted to SPAD during the RFP submission. 8. Checklist To provide a complete checklist of pre, during and post activities/tasks 9. Post Event Report To prepare and submit a post event report to SPAD within one week following the event. 10. Photo Wall Display for Gala Dinner & Industry Awards To propose a minimum of two photo wall display which encompasses the themes, as well as the 3D build-up of sets should be submitted to SPAD during the RFP submission. To include and propose the buildup cost of the photo wall display in the overall costing of the whole project aligned with the theme propose. B. 5 Year LPT Transformation Journey Exhibition 1. Research, Concept Development & Construction of the Exhibition To propose a minimum of two concepts , designs, development and construction of the exhibition based on the mood board depicting the LPT Transformation Journey shared by SPAD. The exhibition materials that will be used must be sourced from contractors appointed by the Kuala Lumpur Convention Centre. The Full list of approved and accredited suppliers contact details can be obtained from the Kuala Lumpur Convention Centre. To provide a detailed layout to scale floor plan which encompasses the themes, as well as the 3D build-up of sets depicting respective land public transport modes, and the props utilised in the exhibition. To provide and propose digital signage and other visual material at the venue and around its vicinity to inform the public of the exhibition. To include and propose the buildup cost of 30 SPAD LPT Sponsor booths (3x3 standard shell scheme) in the overall costing of the whole project aligned with the theme propose. To propose a minimum of two concepts , designs, development and construction for 30 SPAD LPT Sponsor booths 2. Event Management Provides clear diagram of project structure with indicative resources Provides a description of roles and responsibilities, resource schedule that matches against the company's organisational chart. To be the key liaison for the exhibitors and SPAD LPT Sponsors pre and during the event. To provide detail briefing and full support during rehearsal To provide services in the moving-in and moving-out 3. Video, Sound and Lighting System To recommend the equipment needed that would best complement the event during the RFP submission. The rationale for the selection must also be included. The recommended equipment must be sourced from contractors appointed by the Kuala Lumpur Convention Centre. The Full list of approved and accredited suppliers contact details can be obtained from the Kuala Lumpur Convention Centre. 4. Videography & Photography Services To provide static and mobile videographer services at the exhibition To arrange two (2) professional photographers to capture photographs during the event To prepare and edit the final version of the event video recording and photos in DVDs and to deliver to the Secretariat within two (2) weeks after the event 5. Compliance with Forms, Rules, Regulations, and Procedures To comply with KLCC’s Code of Conduct, Rules, and Regulations; all required forms and any changes in procedures. 6. Checklist To provide a complete checklist of pre, during and post activities/tasks 7. Post Event Report To prepare and submit a post event report to SPAD within one week following the event. 8. Door gifts, Merchandise & Giveaways To propose suitable goodie bags, merchandise as well as giveaways for the exhibition. The proposed items must be related to the land public transport modes, the upcoming projects as well as the overall land public transport themes approved for the event. The proposed items should carry informative content about land public transport. To present the proposal/full brief of the plan to SPAD Project completion within 1 month APPENDIX 4
Schedule of Fees and Cost
Instructions
Tenderer is required to fill Cost columns.
Cost per unit Cost in lump Description (RM) (RM) A. 5 Year LPT Transformation Journey Report Launch and LPT Symposium Research and concept development Event Management Video, Sound and Lighting System Videography & Photography Services Attendee Management Event Launch Gambit Stage Setup Post Event Report Photo Wall Display for Gala Dinner and Industry Award B. 5 Year LPT Transformation Journey Exhibition Research, Concept Development & Construction of the Exhibition Event Management Video, Sound and Lighting System Videography & Photography Services Post Event Report Door gifts, Merchandise & Giveaways Other expenses, if any SUB TOTAL Applicable Government Tax which is enforced (eg. GST) TOTAL I hereby certify that all information submitted is true, complete and will be will be bound accordingly.
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Principle Name :
I.C No. :
Date :
Company Stamp : APPENDIX 5 MANDATORY WORKSCOPE
Description Yes No
A. 5 Year LPT Transformation Journey Report Launch and LPT Symposium Research and concept development Event Management Video, Sound and Lighting System Videography & Photography Services Attendee Management Event Launch Gambit Stage Setup Checklist Post Event Report Photo Wall Display for Gala Dinner and Industry Award B. 5 Year LPT Transformation Journey Exhibition Research, Concept Development & Construction of the Exhibition Event Management Video, Sound and Lighting System Videography & Photography Services Compliance with Forms, Rules, Regulations, and Procedures Checklist Post Event Report Door gifts, Merchandise & Giveaways Others To present the proposal/full brief of the plan to SPAD Project completion within 1 month
Please marked (√ ) accordingly I hereby certify that all information submitted is true, complete and will be will be bound accordingly.
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Principle Name :
I.C No. :
Date :
Company Stamp :