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HONG KONG OPEN 2018 Event Tender for Structures, Fencing and Temporary Flooring

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HONG KONG OPEN 2018 Event Tender for Structures, Fencing and Temporary Flooring HONG KONG OPEN 2018 Event Tender for Structures, Fencing and Temporary Flooring Briefing Document Prepared by the European Tour on behalf of the Hong Kong Golf Club Unit 1101, 11/F, Lee Garden Two, 28 Yun Ping Road Causeway Bay, Hong Kong Contents 1) Background to the event 2) The Key Stakeholders 3) Strategy 4) Operational Guidelines 5) Award Criteria 6) Questions for Tenderers 7) Pricing 8) Time Table 9) Q & A Form 10) Marking Scheme 11) Probity Clause 12) Anti-Collusion Clause 13) Expression of Interest 14) Appendix 1 – Warranty 15) Appendix 2 – Hong Kong Open Venue Map 1. Background to the Event The Hong Kong Open is recognized as one of the region’s most prestigious golf championships with a unique and special history. Established in 1959, it is the oldest professional sporting event in Hong Kong. This year’s event will be the 60th edition of the tournament. The Hong Kong Open is the only golf tournament in the world, apart from the US Masters (Augusta, Georgia, US) and the Omega European Masters (Crans Montana, Switzerland), to be played at the same venue for more than 50 years. The tournament attracts significant local interest and support, in addition to a large number of guests from overseas. On average, over 40,000 spectators visit the event over the course of the tournament week, and over 25% of them are from overseas. The main hospitality structures are the four large marquees surrounding the 18th Green of the HK Golf Club’s Eden Course, which are used by Tournament sponsors. 1. Background to the Event (cont.) The Spectator Village will once again be located on the 18th Fairway of the Old Course, which is adjacent to the 1st Hole of the Eden Course and approximately 50m away from the main hospitality structures. The Village is a virtual showroom for all of the event sponsors’ products, as well as a place for the public spectators to relax, eat, drink and enjoy the various interactive activities on offer. The tent and marquee structure provision is central to the spectator experience. Our customers expect the very best quality finishing. Outside of the Spectator Village and Hospitality Marquees, other structures will be required for the Media Centre, Media Catering, Ticket Tent, Volunteer Headquarters, Will Call, Score Recording, Stats/Media and a Starter’s Hut. A 220-seat grandstand and additional small viewing platform will also be required. The choice of tent supplier for this year’s Hong Kong Open is recognized by the European Tour as a key decision in the Tournament’s development, and the chosen tent supplier will need to share our ambitions to take the event to an even higher level. 1. Background to the Event (cont.) Key Event Details: •Title – Hong Kong Open •Venue – Hong Kong Golf Club, Fanling •Dates – November 22nd – 25th, 2018 •Prize Fund – US$2 million •Attendance – 40,000+ (Thursday – Sunday) •Defending Champion – Wade Ormsby •Field – 138 Players from the European Tour, Asian Tour and HK Golf Association •TV – LIVE on nowTV, worldwide coverage •Media – upwards of 150 journalists and 40 photographers 2. The Key Stakeholders Promoters: Hong Kong Golf Club Championship Director: Vicky Jones Operations Director: Mike Uyede Operations Manager: Cecilia Chan Title Sponsor: TBC Host Venue: Hong Kong Golf Club Captain: Arnold Wong General Manager: Ian Gardner Official Premier Partners Official Partners DP World Rolex HK Golf & Tennis Academy Others TBC Official Suppliers Courtyard Marriott Hotel JW Marriott Hotel Evian Others TBC 3. Strategy for Structures and Grandstands The European Tour is looking to appoint a supplier for structures, fencing and temporary flooring for the next three years. The successful tenderer will be contracted to provide the aforementioned equipment to the Hong Kong Open for a period of three years, however there will be a break clause after each year of the contract to ensure that the successful tenderer continues to have the capability to deliver the project as per the brief. The successful tenderer must share our vision of maintaining and enhancing the status of the Hong Kong Open as one of the top professional golf events in the region. All structures will need both creative attention and top quality finishing, from the public areas to the VIP Hospitality experience to the Media requirements. The supplier must demonstrate a commitment to the event that encompasses team leadership and stability of management. Robust experience of supplying structures of the highest quality at large scale professional sporting events to multiple and demanding target groups is required. The supplier must be able to offer innovative suggestions and potential improvements/enhancements for subsequent editions of the Hong Kong Open. The supplier must be able to work with the Title Sponsor (TBC) on the design and interior fit out of their marquee, and also be able to work with all of the other sponsors and suppliers who will have display tents within the Tented Village. 3. Strategy (cont.) Tent Supplier to Provide: •Public Liability Insurance to cover a maximum level of HKD 8 million and provide the European Tour with a copy. •Liaison with Health & Safety authorities appointed by the European Tour, and also a guarantee that the tent supplier will comply with all instructions/advice from the ET Health and Safety Consultant. •Up-to-date and locally relevant Registered Structural Engineer (RSE) endorsements, drawings, pull tests and calculations for all structures as requested by the Health & Safety authority and local Government Departments. •The necessary fire extinguishers, fire blankets and illuminated ‘Exit’ signs for all tent structures. The tent supplier must agree to work with the European Tour in promoting a ‘Green Hong Kong Open’ and must remove from site any and all refuse produced by them. The tent supplier must also agree to work with the European Tour in developing and managing its Recycling Programme at the Hong Kong Open. 4. Operational Guidelines Tenderers to note the following dates and restrictions: 1)Set-up to start on Monday, October 22, 2018. 2)Hand-over for the completion of all structures is at 5:00pm on Friday, November 16, 2018 (but all Hospitality structures, the Media Centre and Sponsor Display tents will have earlier structure hand-over dates to allow time for interior fit outs). Hand- over dates for those respective structures will be determined in conjunction with the winning tenderer. 3)Working hours are 8:00am – 6:00pm from Monday to Friday. 4)Work will not be permitted at the venue on the weekends of October 27-28, November 3-4, or November 10-11, 2018. 5)Dismantling and take-down will be from Monday, November 26 to Wednesday, December 6, 2018. The deadline for all equipment and trucks to be off-site is 6:00pm on Friday, December 7, 2018. Note: Whilst the dismantling of the Spectator Village, Media Centre and some selected smaller tents may begin on Monday, November 26, the dismantling of the 18th Green structures cannot begin until the morning of Thursday, November 29. 5. Award Criteria The Hong Kong Open is one of the region’s largest and most prestigious professional golf events. As such, it requires meticulous planning, stringent controls and strict adherence to regulations, guidelines and schedules. The European Tour prides itself on its attention to detail, quality control and understanding of the local environment in which it operates. The successful tenderer will reflect this mode of operating and more. The European Tour will award the contract according to a Marking Scheme detailed in Section 10 of this document. In order to facilitate the assessment of tenderers, please submit answers to all of the questions in Section 6 in a sealed envelope labelled ‘Replies to Questions in Section 6’. Then in a SEPARATE sealed envelope, please submit the prices for all tents, marquees, grandstands and miscellaneous items listed in Section 7 and label this envelope ‘Prices’. Please also submit a signed ‘Expression of Interest’ on Section 13, in addition to a signed Warranty (Appendix 1), and include them in the envelope labelled ‘Replies to Questions in Section 6’. 5. Award Criteria (cont.) Please submit all information together in a sealed envelope by 5:00pm (HK time) on Tuesday, March 27th, 2018 addressed to: Cecilia Chan European Tour 1101, 11/F, Lee Garden Two, 28 Yun Ping Road Causeway Bay, Hong Kong (T) 3951-0364 If you have any questions pertaining to this tender, please submit them by email to [email protected] no later than 5:00pm (HK time) on Monday, March 12th, 2018. Please submit questions using the Q&A Form in Section 9, or at least in a similar format (e.g. Microsoft Word or Excel). Replies to your queries will then be sent back to you on or before March 14th, 2018. 6. Questions for Tenderers (A ) Company Information i.Nature of Organization – please provide a brief description of your business highlighting areas you identify as matching the requirements within this tender. ii.Address of registered office iii.Address for correspondence (if different to above) iv.Name of contact for correspondence v.Telephone numbers (Office and Mobile) vi.Email address vii.Website address viii.Number of Employees ix.Annual Turnover (US Dollars) 6. Questions for Tenderers (B) Experience Please provide examples that demonstrate your event experience and ability to deliver goods, services or works similar to the requirements for this contract. 6. Questions for Tenderers (C) Skills Please provide a statement of the professional and technical skills available within your organization that are required for the production of goods and services. 6. Questions for Tenderers (D) Quality Control Please provide details of how you will ensure and monitor the quality of the goods and services provided under the contract, including equipment, installation timeframes and maintenance.
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