TWO OCEANS MARATHON (TOM) NPC MEDICAL AND RESEARCH MANAGEMENT PROPSAL DOCUMENT – AUGUST 2015 1. BACKGROUND The Two Oceans Marathon (TOM) NPC is inviting University Institutions to participate in a proposal process, which will result in the appointment of the Medical and Research Management Service Provider to the TOM NPC. This proposal is not open to individuals or a group of individuals.
For ease of reference in this document – the Medical and Research Management Service Provider, will be referred to as “The Service Provider” (SP).
TOM NPC Vision: To be an iconic brand associated with world-class sporting events that benefit all stakeholders. TOM NPC Mission: To host world-class sporting events for the benefit of the community and all our stakeholders.
The Old Mutual Two Oceans Marathon, known as the world’s most beautiful marathon, takes place every year in Cape Town over the Easter weekend (dates: 26 March 2016, 15 April 2017) and is currently comprised of the following events:
56km Ultra Marathon 21km Half Marathon Trail Runs Fun Runs International Friendship Run 3 day Expo
That said – our event footprint and brand expands annually and our intent is to have a 365 days a year relevance to our market.
The event was founded in 1970 by Dave Venter with 26 athletes lining up for that first race. 2010 saw the introduction of a trail running event over 2 different distances along the lower slopes of Devils Peak. The event provides participants with a mixture of breathtaking scenery, a gruelling test of fitness and endurance for both the elite and recreational runner, and an unrivalled race atmosphere with unparalleled vistas of Cape Town. We also strive to educate our runners and to create a sense of community and camaraderie in the build up to our iconic events.
The Old Mutual Two Oceans Marathon is a profile builder for Cape Town and a traditional boost to the Easter tourism industry in the Western Cape. Athletes and Runner’s World readers have voted the race as the best, (over any distance) in South Africa, for several years and it continues to attract strong fields and an increasing number of entrants with waiting lists for many of the races.
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A record field of close to 27 000 runners lined up for the Old Mutual Two Oceans Marathon events on Easter Saturday 4 April 2015. The Ultra Marathon attracted a record field of 11 000 entrants. The Half Marathon is the biggest in South Africa with 16 000 participants and broke all entry records again. The Trail Run also broke records with the entire 1 000 entries sold in under 3 hours.
The 2015 event attracted over 30 000 entrants in total making it the biggest running event in Africa. Close to 2 000 entrants from 78 different countries participated. More than two-thirds of the Ultra Marathon entrants were from outside of the Western Cape. Each runner brings an average of 2.2 supporters/visitors.
The Old Mutual Two Oceans Marathon Expo and race registration takes place at the Cape Town International Convention Centre (CTICC) on the three days prior to race day. The Expo profiles over 100 exhibitors with interactive displays and the number of visitors grew to 50 000. Over the past number of years we have provided the runners with a medical screening opportunity at the Expo Health Village where experienced doctors have been available for medical advice and information and content relating to risk factors, being healthy enough to run and sports injuries.
As already mentioned - an objective of the TOM NPC is to create year-round awareness (named our 365 project), which would include educating runners, providing year-round training programmes, health tips and general wellness over the various platforms available.
With our commitment to both developing more extensive running communities and assisting development in the sport, we have introduced the Mini Marathon Series, where together with skills transfer to Clubs, we offer a 2.6km and 5.6km fun run. We would like to extend the medical research and educational elements to these projects, thus empowering the runners of the future and further realizing our 365 approach.
2. MEDICAL AND RESEARCH ELEMENT OF THE OLD MUTUAL TWO OCEANS MARATHON
We see the medical services and research elements as separate and yet also working hand in glove. Needless to say – our main concern is to optimize the safety of the actual race – by having all the necessary planning, procedures and medical expertise in place.
However, over and above that – we recognize that the OMTOM runners and the event – provide a “live” laboratory 365 days of the year- and that by researching relevant questions – many aspects of running, including health promotion, injury prevention, improved performance etc. can be enhanced. We therefore recognise the valuable role that a research element can add to the TOM brand and runners’ experience and would want the medical and research team to work hand-in-hand at the actual events.
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3. PROPOSAL FOR MEDICAL AND RESEARCH MANAGEMENT SERVICES
One of the TOM NPC’s key objective is to maintain a high level of health and safety across all our events, as well as the provision of the pre-event screening and education, medical care at the start, on the route and at the finish of the various OMTOM events over the Easter week end.
Runners are required to fill-in a medical screening questionnaire in order to complete their entry for the Ultra, the Half Marathons and the Trail Runs via the OMTOM electronic entry system or by filling in the details on the hard- copy entry form (Ultra marathon only).
Since 2012, the TOM NPC has been successful in creating awareness amongst participants about basic health risk factors and warning signs – with the intention of reducing the risk of medical complications (illness and injuries) during the events. The TOM NPC, and its partners, has developed a system of medical screening and intervention at the OMTOM and the Expo, where registration takes place prior to the race. The confidentiality and protection of the runner’s information is of utmost priority for the OMTOM.
The TOM NPC are seeking a medical service provider (SP) to ensure the successful implementation and management of an electronic based medical screening and intervention system to reduce the risk of medical consequences during the OMTOM events, as well as to facilitate the management of the Medical Research portfolio within the overall OMTOM race Medical requirements.
Due to the nature of the OMTOM race, the overall medical services are extensive and in keeping with the International Association of Athletics Federation (IAAF), the race is required to be represented by an official Race Doctor. The Race Doctor is the official medical spokesperson for the OMTOM and co-ordinates the overall medical elements of the race – the structure is illustrated in Annexure A.
The SP, to be represented by one official contact person for the purpose of each annual race, will work hand-in-hand with the Race Doctor, prior to the race in the planning and execution phase, as well as on race week end and post event.
The SP will therefore manage the following processes:
3.1 Screening : (To be implemented when the runner enters the Half or the Ultra). To develop a relevant questionnaire for runners to complete on race entry which is integrated with the TOM NPC entry back-end technical system. Follow-up: Follow-up on screening and flagging of runners risk factors. Provide relevant content regarding safe running for the TOM NPC to communicate on social media platforms. Report: Provide a post event report to the TOM NPC.
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3.2 Form part of the OMTOM Medical Team: Create SOPs for all medical personnel working on the race, together with the Race Doctor, with specific consideration of exercise physiology added to environmental conditions and how that affects treatment. Liaise with the Race Doctor pre, during and post race as part of the Medical Team. Liaise with the TOM NPC medical sponsor – if applicable, in terms of provisions and set-up for race week end. 3.3 Management of Finish Medical Tent on race day: Liaise with the medical sponsor (if relevant). Determine the finish medical area requirements (equipment, consumables etc.). Setup of the Finish Medical Tent. Provide relevant medical staff possibly in conjunction with the medical sponsor – Annexure B. Consumables – Annexure B. NOTE: Physiotherapists to be provided by the existing Physio SP. 3.4 Expo and Registration Liaise with the medical sponsor (if relevant). Relevant medical staff – Annexure B. Determine the medical area requirements (basic screening, advising and answering runners’ queries).
3.5 Medical Research: The SP’s official representative will form part of the TOM NPC Medical Research Committee, which will comprise the Race Doctor, representatives from the TOM NPC Board, the General Manager and the Operations and Logistics Manager. All research to be approved on merit basis by the Medical Committee. Full research team and research-related equipment and consumables to be provided by the SP. All information to be made available to the TOM NPC. The information must further be translated into layperson’s terms – and also carry advice and recommendations for runners’ for dissemination where the TOM NPC see fit ( OMTOM database, stakeholders/sponsors; all media platforms; event magazine). Select research personnel to be available for agreed-upon presentations, workshops and other platforms as part of the overall 365 plan developed by the TOM NPC.
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4.The TOM NPC responsibilities:
4.1 Screening: TOM NPC to provide back-end system and development of technical support. TOM NPC to provide the runner’s database required for this purpose. Content communication platform dissemination – to be discussed.
4.2 Form part of the OMTOM Medical Team: TOM NPC to manage and drive the OMTOM Medical Team. TOM NPC to facilitate the communication and liaison between the Race Doctor, the SP, physiotherapists and the medical team.
4.3 Management of Finish Medical Tent on race day: TOM NPC to provide the finish medical marquee. Provide meals and bibs for identification. Computers for database access. Liaison with medical sponsor.
4.4 Medical Research: TOM NPC to manage the Medical Committee. TOM to drive communications and social media platforms to runners.
5. REQUIREMENTS FROM THE SERVICE PROVIDER
5.1 Phase one: Screening & Medical Services
The TOM NPC are seeking an University Institution with the necessary medically qualified staff and expertise to partner with them in the above services for the 2016 race for an initial one year period; where-after a three year renewal period will be considered.
5.2 Phase 2: Research element
At this stage provide the TOM NPC with a concept document of proposed research that your institution might want to conduct at the OMTOM.
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This can take two different forms: 1. Research that is relevant to your Institution’s research agenda – but that would be of benefit to the OMTOM and our runners. 2. Possible commissioned research – where your Institution recommends some research questions that you believe we need answered and you propose these projects to the TOM NPC.
In this concept document please provide: proposed research projects: Titles of some suggested research projects Name, qualifications, organisation, university links and overview of previous research experience for the principal investigators, supporting investigators, people directly involved in research and any advisors to projects A synopsis of awards or recognition in the past 3 years of your Institution A brief outline of the purpose, background and methodology for proposed research studies Expected outcomes of the project The benefits to the Two Oceans Marathon NPC in terms of translation and application of the research findings or other A brief summary of the financial model, if relevant Expected timelines of the projects.
The Institution (SP) must demonstrate their ability to: Adequately service the project in Cape Town with an accompanying resource plan. Provide experienced resources within the field. Acquire permission of an accredited Research Ethics Committee. Be innovative and add to previous research –where appropriate, as well engage in new research that will directly or indirectly benefit runners, running globally, health promotion, safe running, injury prevention and performance in sport.
6. RACE ENTRY TIMELINES
Entries for the 2016 OMTOM event open in a staggered approach. Provisional dates are as follows:
Ultra Marathon opening – 25 October 2015 Half Marathon – Blue Number Club – 4 November 2015 Half Marathon – Club Members – 7 or 11 November 2015 Half Marathon – Novice – 14 or 17 November 2015 Trail Runs – 2 December 2015 Substitutions open – 11 January 2016 Closing of entries – 23 February 2016 Race week end: 25 & 26 March 2016
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7. FINANCIAL MODEL
7.1 Because of tight timelines and phase one being our priority, we would like to request the proposal be submitted as one overall document detailing the information required for the Screening and Medical Management, as well as the Research element. 7.2 Projected cost estimates linked to this phase one must accompany the proposal. 7.3 The Research element will be dealt with in Phase two once the Medical Research Committee is formed. We realise that being a concept document – detailed funding models and costs are potentially unavailable at present and are at best hypothetical.
8. OVERALL MEDICAL FACILITIES AT THE OMTOM
8.1 In addition to the Medical Research portfolio, the TOM NPC retains the right to utilize the services of a medical service provider from the Western Cape Government, as well as possible sponsors in this regard. However, synergy and communication lines will be optimised in order to ensure a highly professional medical services pre, during and post the race for all stakeholders.
9. PROPOSAL INFORMATION
The completed proposal is to be submitted to: The Operations and Logistics Manager – Shaun Thurtell By Hand: No 17 Torrens Road, Ottery, Cape Town. By Mail: Address: P.O. Box 2276, Clareinch, 7740 OR By email [email protected] Closing date: Friday 11 September 2015 TOM revert: Monday 28 September 2015 SP Commencement: on signature of contractual agreement
The Two Oceans Marathon NPC, the Board of Directors and any of the staff of the Two Oceans Marathon NPC, will not be permitted to engage in person with any of the agencies or their staff involved in the bidding process, nor any of the directors and staff members of bidding Institutions, sponsors and associated advisors.
The Institution (SP) will disclose any relationships with any existing TOM NPC sponsors, suppliers, partners or stakeholders. Failure to comply will result in immediate disqualification.
The Two Oceans Marathon NPC subscribes and is committed to the principles of employment equity and Broad Based Black Economic Empowerment (BBBEE).
Should you require any further information or clarity on the requirements, please submit your query in writing to [email protected].
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