Chin Lai Ping (M0901011) Muhammad Hakim Salim (N0707153) Audrey Lau Cheng Shan (B0704389)
ORGANISING COMMITTEE FOR CHINGAY PARADE 2011 (RFP: SCP2011)
PROPOSAL FOR CHINGAY PARADE 2011
22nd August 2010
Presented by ASHCOM Events
ASHCOM Events Pte Ltd 73A Duxton Road Singapore 080011 Tel: 6332 4227 Fax: 6334 5051 This Proposal is a confidential document between Ashcom Events Pte Ltd and the Chingay Organizing Committee. Its content shall not be revealed to any other person without prior written consent of Ashcom Events Pte Ltd. Should the Organizing Committee decides not to use the service of Ashcom Events; the proposal remains the property of Ashcom Events and as such must be treated with confidentiality.
2 1. Executive Summary
1.1 Introduction
In response to the Organising Committee’s request to engage a company to undertake the proposed planning, developing and executing of the Chingay Parade 20011 according to the specifications in the RFP, AshCom Events intent to be the agency of choice in the supporting of the above planning, developing and executing of a successful Chingay Parade 2011.
The Chingay Parade, an equivalent to Mardi Gras in New Orleans, has always been one of the most anticipated event in the Singapore’s calendar. Hailed as Asia's grandest street and floats parade, this year’s event will see an even more exhilarating celebration of spontaneity and colours as the parade's elaborately dressed floats and performers showcasing the rich, vibrant multi-ethnic and cosmopolitan cultures of Singapore and exciting performances from overseas against the backdrop of the Marina Waterfront.
With an array of activities galore catered for the young and old, both local and international visitors will be able to engage in this celebration of colours. And for the second year running, Chingay 2011will have a fun-filled carnival themed “Colours of the World” on the 2 parade days. Visitors will be able to meet different characters from different countries giving them a multi-cultural and multi-ethnic experience. Riding on the success of Chingay 2010, this upcoming event is expected to attract at least half a million visitors.
Equipped with the right blend of people and network, AshCom Events will provide the services required for the conceptualization and development, content management, execution, response management, event KPI tracking, event infrastructure capabilities and event management of pre-event communication materials and communication activities.
Working closely with the Organising Committee, AshCom will ensure that all-important data which are needed will be accounted for the Chingay Parade 2011. A Post-Event Report will then be presented to the Organising Committee which includes, but is not limited to, monitoring and compilation of news coverage and evaluation report of feedback. These post-event report will come in useful for the next organizing committee. We believe that by the time the next year’s show comes up, you should all have a complete idea of what to expect.
1.2 The Objective
To supply and install temporary facilities in Marina Waterfront including providing service support, liaison and carnival promotion, technical support and training, and operation and maintenance of the facilities throughout the entire parade duration.
3 1.3 The Proposal
Chingay 2011 Carnival and Parade will run for 2 consecutive days on 11th February and 12th February 2011. The Carnival will start from 9 am to 11 pm at the Marina Waterfront and the Parade will start from 7pm to 9pm and runs along Raffles Avenue towards Saint Andrew’s Road. This yearly event is expected to attract at least half a million visitors with an estimated cost of $1.7 million.
Chingay 2011 will include the following:
1) Nightly fire eating and Samba performances 2) International and local food stalls 3) Special Appearances from characters of Universal Studios 4) Foam pool 5) Mini-theme Park 6) Fireworks display 7) Guest DJ performance 8) International Percussion Band Competition 9) Local and International Celebrities
During the 2 nights of excitement, expect an international percussion band competition and a one night only special performance by world renowned DJ at the makeshift stage with a foam pool besides the floating platform from 8pm to 11pm. And of course the highlight of the day would be the choreographed fireworks display which is scheduled at 9 pm during the two days of event.
1.4 The Benefits
AshCom Events have the right mix of experience and knowledge to plan, develop and execute such a large-scale event without you worrying. Meeting your needs are important to us but we will do one better by exceeding your expectations to make this event a spectacular and exciting Chingay Parade ever.
1.5 Our Service
AshCom Events Pte Ltd has been responsible some of the major events in the local or regional scenes with average attendances ranging from 100,000 to 400,000 people. We have a dedicated team of professionals that will advise and guide you to a successful event. Our team of dedicated professionals shall manage the following deliverables:
• Event Conceptualization • Content management • Production Time Line and Scheduling • Budget Monitoring • Response Management (pre, actual and post) • Event KPI Tracking
4 • IT Infrastructure • Human Resource
We believe that the proposals which we have proposed will definitely meet your specifications in its entirety and with AshCom as your event partner, we believe that Chingay Parade 2011 will be one of the most memorable and exciting one ever.
5 Table of Contents
1. Executive Summary...... 3 1.1 Introduction...... 3 1.2 The Objective...... 3 1.3 The Propose Proposal...... 4 1.4 The Benefits ………………………………………………………………………………… 4 1.5 Our Service…………………………………………………………………………………… 4 2. Company Background…………………………………..…………………………………….. 8 2.1 About Us………………… ……………………………………………………………… 8 2.2 Mission…….………………………………………………………………………… 8 2.3 Vision…………………………………………………………………………………………. 8 2.4 Philosophy………………………………………………………………………………………. 8 2.5 Services…………………………………………………………………………… 8 2.6 Previous Projects……………………………………………………………………………….. 8 2.7 Awards & Recognition…………………………………………………………………………….. 9 2.8 Prospects……………………………………………………………………………………… 9 2.9 Financial and Operating Information……………… …………………………………………………. 9 2.10 Location….….……………………………………………………………………………………… 9 2.11 Project Team………………………………………………………………………………………… 10 3. Proposed Facilities…………………………………………………………….. 10 3.1 Carnival/Amusement (Mini Theme Park)…………………………………………………………... 10-11 3.2 Performance / Venue Layout……………………………………………... …………………. 11-13 4. Implementation Plan Consideration ………………………………………………….……... 13 4.1 Objectives…………………………..……………………………………………………… 13 4.2 Project Team……………………..………………………………………..….…………. 14-15 4.3 Deliverables……………………..……………….…………………….………………….... 16 4.4 Project Schedule………….……………………………………………………………….… 17-20 4.5 Communication Channels………………………………. …………….………….… 21-22 5. Implementation Support & Maintenance …………………………………………………… 23 5.1 Carnival Operating Schedule………………….…………………………….………….. 23 5.2 Total Number of Staff…..……………………………………………….….……..… 23 5.3 Implementation of Support and Maintenance Vendor Profiles……………. 23-29 6. Response to Operational Requirements……………………………………………....……. 30-34 7. Risk identification, Assessment and Contingency Plan…………………………....……. 34-36 8.Client References……… ……………………………………………....……. 36-37 9. Contract Terms & Condition……………………………………………………………….….. 37-39 10. Cost Quotation…………………………………..…………………………………...……….…. 39 11. Referencing List………………………………………………………………...………….
Appendix A: Work Breakdown Structure - Activity List ……………………………...…….. Appendix B: Gantt chart with Critical Path……………………………………………...…….. 25 Appendix C: Slack Table…………………………..………………………………………...……. 26 Appendix D: Network Diagram…………………………………………………………………… 26 Appendix E: Responsibility Matrix…………………………………………………………..….. 27
6 2. Company Background
2.1 About Us
Established in 1978, AshCom Events Pte Ltd is an events management and consultancy company based in Singapore.
7 AshCom Events has successfully organized and implemented various lifestyles as well as business events both locally and regionally. It has since grown to be the ideal choice of company for major events in Singapore. We understand the importance of creating a memorable event, therefore, we fully customized all events to tailor-fit your requirements so that each events are fresh and unique.
2.2 Mission
To make every event a fantastic, satisfying and memorable experience through creative and revolutionary ideas.
2.3 Vision
To be the world’s leading events management and consultancy company while maintaining our philosophy.
2.4 Philosophy
“Love and Appreciation for Customers” AshCom Events has advocated a spirit of “Love and Appreciation for Customers” to ensure customer satisfaction ever since it was established.
2.5 Services
With more than 30 years of experience, AshCom Events is active in general contracting and technical services for areas such as event hall and facility management; trade show organizers, events, conferences and show management; permanent exhibits for themed environment, supply and installation of overlays and interior fit-out.
2.6 Previous Projects
• Singapore Garden Festival, 2010 • Shanghai World Expo, 2010 • Shanghai International Auto Show, 2009 • Formula 1 Singtel Singapore Grand Prix, 2009 (2nd year of 5 year contract) • Beijing Olympic Games, 2008
2.7 Awards and Recognition
• 2010 - Singapore Experience Award • 2009 - Singapore Event Marketing Agency of the Year Award, Silver • 2009 - Best of Show Award (Exhibits over 200 square feet), Las Vegas • 2008 - Best of Contractor Award, Thailand • 2008 - Top 50 International Design Award • 2008 - Singapore Best Booth Design Award
8 2.8 Prospects
• Commonwealth Games in Delhi, 2010 • Asian Beach Games in Oman, 2010 • World Expo in South Korea, 2012
2.9 Financial and Operating Information (In brief)
Figures in Singapore Dollars (hundred) unless otherwise stated. SGD$’00 2008 2009 Pre-tax Profit 21,081 33,466 Profit (loss Attributable to Shareholders) 23,721 25,513 Interest Expense / (Income) – Net (420) (895) Depreciation and Amortization 4,810 5,764 EBITDA 35,470 38,335 Shareholders Funds 119,706 136,218 Total Assets 256,007 285,249 Earnings Per Share (Cents) Basic 2.03 2.13 Earning Per Share (Cents) Diluted 2.02 2.11 Dividends Per Share (Cents) 0.96 1.22 Return on Average Shareholders’ Funds (%) 3.82 3.49 Long-term Debt / Total Assets (%) 0.19 0.20 Current Assets / Current Liabilities Ratio 0.25 0.26 (times) Average Inventory Turnover (%) 0.20 0.17
2.10 Location
Singapore Office 8 Boon Lay Way #08-08 8@TradeHub 21 Singapore 609964 Tel: (65) 6558 7374 Fax: (65) 6558 7333 Website: www.AshCom-events.com.sg
2.11 Project Team
The whole project team consist of a Steering Committee, a project manager, 26 project team members and a business analyst.
Mr Hakim – Project Manager Graduated with a BA (Hons) in International Events Management from the European Business School of London, Hakim has a wealth of experience in planning and executing
9 a range of complex events. Prior to joining AshCom Events, Hakim was a senior events executive with MediaCorp Singapore. After coming on board, Hakim has handled and successfully completed various projects such as the Formula 1 Singtel Singapore Grand Prix 2008 and 2009. Hakim will be the overall in-charge for this project as well as hiring and training staff for this project.
Ms Audrey Lau – Marketing Manager Audrey has been in the marketing and public relations trade for more than 8 years. She holds a Master Degree in Mass Communication from NTU, Wee Kim Wee School of Communications. Audrey has strong and burning passion for marketing, PR, events and all disciplines related to marketing. She has previously worked for companies like Sony and Bain and Mercer. Audrey will be responsible for all the marketing activities of this project.
Ms Shereen Chin – Production and Quality Assurance Manager A QA manager with a decade of quality assurance experience, Shereen has strong knowledge in areas pertaining to International Organization for Standardization (ISO). Previously from Spring Singapore, she has the knowledge and skills in performing quality cost analysis and system audits, troubleshooting and solving quality problems and performing reliability, safety and maintainability system reviews. For this project, Shereen will be in-charge of the venue location and the setting up of facilities and equipments.
Mr Rayner Lim – Purchasing and Procurement Manager Currently a Purchasing and Procurement Manager of AshCom Events, Rayner has a Bachelor Degree in Supply Chain Management from the Singapore Institute of Purchasing and Materials Management. Equipped with both theoretical and practical skills in purchasing, supply chain, material and logistic management, Rayner will be responsible for all acquisition of goods and services for this project.
3. Proposed Facilities
3.1 Carnival/Amusement (Mini Theme Park)
Located at the Marina Promenade Floating Platform, the whole area will be transformed into a Mini Universal Studio. Universal Studio Singapore is no doubt a new player in the market and this will be the first time for Universal Studio Singapore to open its doors outside the Resort World Sentosa since its opening in 2009.
Riding on the theme of “Colours of the World”, Universal Studios Singapore will be collaborating with Universal Studio Hollywood, Florida, Japan and Spain to bring in some of the popular rides. This is one mini-themed park worth waiting for kids and adults alike.
10 Here are some of the proposed rides and attractions that will be provided by Universal Studio Singapore:
Rides & Attractions Total Area Description Jurassic Park Themed Themed around the Jurassic Park Bumper Car rides series, this designated are will be filled with dinosaur like bumper cars to attract teenagers and young adult. Madagascar Themed Themed around the Madagascar Carousel characters, this ride will surely attract the younger children and parents. Harry Potter Wizardry Hogwarts is turned into a haunted Haunted Hogwarts Castle castle where spirits and magic comes alive. Surely not for the faint hearted. King Kong Train Ride Ride around the city of mini New York with King Kong. It will be a 3 minutes ride throughout New York where King Kong has terrorised. The 3 metre train ride will definitely attract the toddlers and kids. Photo-Ops with Characters Marilyn Monroe, Frankenstein, Shrek, from Universal Studio Princess Fiona, Woody Wood Pecker will walk around the mini-theme park for a photo opportunity with the visitors.
3.2 Performance
3.2.1 Performance Venue Layout
The carnival and performances will be concentrated along Raffles Avenue where the mini-theme park will be situated at the Marina Promenade Floating Platform itself and another centre-stage complete with a foam pool will be constructed 800 metres away from the floating platform.
The Marina Promenade Floating Platform is the ideal place for the mini-theme park as it is a very big open area with a size of 120 metres by 83 metres. The need for a big open area is critical taking into the excitement of people towards the mini-theme park. Designated areas inside the floating platform are taken into consideration for other mini- activities by the theme park.
Another centre stage which will be located 800 metres away will be constructed for other local and international performances. The centre stage measuring 15 metres wide by 4 metres depth and 3 metres high with a foam pool measuring about the same size of the stage will be able to accommodate 200 party goers and an open area just after the foam pool will be able to accommodate 1000 more party goers.
11 Parade Route
Parade itself will be formed up at the “Assembly Area” at Republic Boulevard and move along Raffles Avenue where the parade will stop and perform at the “Parade Performing Area” - Area 4 and making a turn at Connaught Drive where there is 2 more “Parade Performing Area” – Area 2 and Area 3 and will make a right turn moving towards Saint Andrew Road where there is one more “Parade Performing Area – Area 1 where the parade will proceed to Coleman St to the “Dispersal Area”. There will be two seating area, one at Area 4 and the other at Area 1. The seating area, which is tiered, will be able to accommodate 5000 spectators at each location.
Below is the proposed site layout and the parade route for Chingay 2011.
3.2.2 Performance Highlights
Various local and international performances have been lined up to ensure that everyone will be entertained and thrilled during the two days of the carnival and parade.
Samba dance performances and professional fire performers will be performing during the night throughout the carnival ground during the two days of the parade. Expect breathtaking fire-eaters, fire jugglers and fire breathers by the local group The Fire Starters winner of the One Moment of Glory organized by MediaCorp Studios. The other performance would be the Samba dance and especially imported from Brazil, these ladies will gyrate to Latin music and samba their way through the carnival ground.
12 Local performances by winners of the 3 seasons of Singapore Idol, Taufik Batisah, Hady Mirza and Sesairi Sezali and also an award winning local band Electrico will be the highlights for first night of the Carnival.
The second night will see a performance by world renowned DJ, Paul Oakenfold which will be spinning his brand of music with party goers sure to jump into the foam pool for the last night of entertainment.
3.2.3 Exhibitions (Activity Booths / Food Festival)
Activity Booths
8 units of marquee tentage each having an area of 400 square feet will be set-up at different location along the carnival ground. These activity booths will showcase the different cultures and merchandise of the 7 continents of the world and 1 booth dedicated to the local cultures and merchandise of Singapore.
Food Pavilion
There will be a huge pavilion covering an area of 2000 square feet will be dedicated to food. The International and local food festival will be housed in this huge pavilion. The pavilion will house 30 food booths from all over the world dedicating to almost every taste bud. This pavilion is set to be one of the other highlights during the Chingay 2011.
Fireworks
Every major event will be always be greeted with spectacular firework and Chingay 2011 will be no different. This years’ firework display will showcase 5 international companies from Spain, Italy, South Korea, Japan and Singapore vying to wow the crowds with their own breathtaking and spectacular display that will light up the whole Marina Downtown area. The fireworks schedules are as follows:
Date Showtime Duration Country 11/02/2011 2100 hrs 5 minutes Singapore 11/02/2011 2200 hrs 5 minutes Spain 11/02/2011 2300 hrs 5 minutes South Korea 12/02/2011 2100 hrs 5 minutes Italy 12/02/2011 2200 hrs 5 minutes Japan
4. Implementation Plan Consideration
4.1 Objectives
The purpose and scope of the RFP is to supply and installation of temporary facilities in Marina Waterfront for the Chingay Parade 2011 including service support, liaison and
13 carnival promotion, technical support and training, and operation and maintenance of the facilities throughout the entire parade duration.
4.2 Project Team
To ensure that the project will be completed on time and the event will be a spectacular one, a Steering Committee will be formed and led by Mr Andrew Tan, Chief Executive Officer (CEO) of AshCom Events Pte Ltd. Mr Muhammad Hakim will be appointed as the Project Manager to overall in charge of the project. Besides that, various sub project teams will be formed to perform the list of major work tasks in carrying out the project.
The sub project teams and major work tasks include:
1. Human Resource Management
- The sub-project team will be led by Ms Eileen Tan, Human Resource Manager of AshCom Events. - The team will be responsible for employment and deployment of manpower for the project. - Handle human resource related issues e.g. employment contracts, work permit, visa etc. - Interview and hire of operations manager, security manager, traffic manager and support staff. Support staff includes ushers and volunteer workers. - To arrange training (trainers, training venue, materials etc) for all project members, contractors, sub-contractors, staff and all parties involved in the project.
2. Site and Facilities Development
- The sub-project team will be headed by Mr Kevin Lam, Director of Site and Facilities Services Division, Wincorr Pte Ltd. - To provide site and road map, information, hardware, software and equipments, infrastructure and expertises to project members in developing security plan, traffic plan, firework display plan and site infrastructure plan. - Liaise with authorities in the name of “The Organising Committee of Chingay Parade 2011” for applying licenses and permits to run the Parade. E.g. License for road closure, rental of venue, application for electricity and water etc.
3. Advertising and Promotion (Marketing)
- Ms Audrey Lau, Marketing Manager of AshCom Events will be appointed as the sub-project manager of the Marketing sub project team. - The team will be sub divided into advertising and promotion, sponsorship and artistes’ management. - The responsible tasks include selection, finalise and invitation of Guest of Honour (GOH), appoint advertising agency for local and international publicity and promotion, design and communication of carnival promotional and exhibition
14 materials, finalise advertising media, arrangement for media release and press conference, liaison with sponsors and sponsor servicing, select cultural programmes and performers, arrangement for travel and accommodations of overseas performers.
4. Production and Quality Assurance
- The sub-project team will be headed by Ms Shereen Chin, Production and Quality Assurance Manager of AshCom Events. - She will lead the team in erecting and dismantling of the temporary facilities e.g. booths, pavilions, stage, exhibition facilities, lighting, signage, sound systems etc. - The team will also take charge of the installation and testing of the PA system, power, water, utilities, sound systems, equipments etc. - The team will provide service support and maintenance for all temporary facilities throughout the project duration.
5. Events Management
- The sub project team will be headed by Mr Rayner Lim, Purchasing and Procurement Manager of AshCom Events. - The team will develop Parade programs and highlights, decide and finalise carnival and exhibitions activities as well as arranging for the rehearsal. - The team will handle tender and contracts with contractors and subcontractors mainly tender for exhibition booths, carnival events, security, mechanical and electrical supply, food stalls, sanitary systems, sound systems. - The safety management is to manage the safety of the venue and people. - The team will be liaised with Insurance and Risk Management Company for risk management and insurance plan. - They will arrange for catering and transportation for all people involved in the project.
6. Administration
- Rebecca Lim, Administration Manager of AshCom Events will be handling all out of scope sub-project administration related issues. e.g. service helpdesk, enquiry platform etc.
4.3 Deliverables
The lists of all deliverables (tangible products/items) that will be provided during the project are:
- Finalised the list of Guest of Honour (GOH) and sending out the invitation to the GOH on 17th Sep 2010 in the name of “The Organising Committee Chingay Parade 2011”.
15 - The art works and drawings of the advertising and promotional materials will be delivered to “The Organising Committee” for reference on 20th Oct 2010.
- The profiles of all the cultural performers will be delivered to “The Organising Committee” on 20th Oct 2010, which is 1 week before the selection starts on 27th Oct 2010.
- By 2nd Dec 2010, all application for license, rights, and permit with the local government authorities will be completed.
- The parade programs and highlights activities list will be sent to “The Organising Committee” on 15th Dec 2010.
- A copy of the security plan, traffic plan and site infrastructure plan will be delivered to “The Organising Committee” by 16th Dec 2010.
- PA system, power, water, sanitary facilities, lightings, sound systems and directional signs will be installed by 17th Dec 2010.
- The setting up of booths, pavilion, performance stage, carnival and mini theme park will be completed by 29th Dec 2010
- All overseas artistes and performers will arrive by 1st Feb 2011 for the preparation of the Chingay Parade 2011. 500 overseas artistes and performers will be staying at YMCA Hostel, Orchard from 1st Feb 2011 to 13th Feb 2011.
- The stretch of road along Raffles Avenue between Raffles Link and Temasek Avenue, Connaught Drive, Saint Andrews Road and Republic Boulevard will be closed on 10th Feb and 13th Feb 2011 to vehicular traffic between 1900 hrs and 2100 hrs to facilitate the parade.
- Legal – A Set of contracts, SLA and Performance Outcome Agreements will be provided to “The Organizing Committee Chingay Parade 2011”
- Setup of a “Chingay Parade 2011 Administration team” to Support organization, SLA and KPI monitoring, commercial interface with other parties, government authorities’ relationship and Certification scheme.
- Training will be held at Expo Conventional Hall from 4th Jan 2011 to 10th Jan 2011 for the followings:
. All project teams – Safety and security training, knowledge of site plan, rules, regulations and guidelines imposed for the project
. Special Ushers – To guide GOH to the allocated seat
16 . Ushers – To guide guests to the allocated seat and distributing goodies bags
- User guides and operation manuals will be distributed to all people involved in simple terms on the procedures and steps needed to be performed on the equipment and systems. They contain step-by-step instructions with diagrams and FAQs found at the back.
- Training instructions are explained and written in English, which will consists of task scheduling, duration of the training and important deadlines to meet. To support Green Living, staffs will not be given a hardcopy training material. All training materials and manuals will be uploaded to the Learning Management System under Project portal. However, a set of hardcopy training manuals will available for all classroom-led lessons.
- The parade program organising team will guide GOH on launching of the parade on 11th Feb 2011 at 1900 hrs.
4.4 Project Schedules
MS Project 2007 is used as the main software to track the progress of the project. Various diagrams have drawn with the MS Project 2007 to support the implementation plan considerations including estimated time-frame and deliverables for various, perceived stages of the project. The various diagrams are:
1. Work Breakdown Structure (WBS) breaks a project down into manageable items, to help ensure that all of the work elements needed to complete the project work scopes are identified. It also indicates the individual responsible for each work item. (Appendix A - Work Breakdown Structure - Activity List)
2. Network Diagram illustrates the overview of all interconnected elements/groups of the entire project. This includes the name of the person in-charge, the duration of each activity and the duration of the entire activity. (Appendix B – Network Diagram)
3. Gantt chart is used to illustrate the project schedule. It shows the start and finish dates of the terminal elements and summary elements of a project. It also shows the dependency (i.e. precedence network) relationships between activities as well as the Critical path. The paths highlighted in red are the important tasks that need to be completed and pay more attention. (Appendix C – Gantt Chart with Critical Path)
4. Slack Table enables the tracking and allocating of the project time line to maximize time management (Appendix D – Slack Table)
5. Responsibility Matrix provides an overview of each project member’s responsibility. The matrix is able to display each task handled by respective project members.
17 Advantages of this matrix enable individual member to function effectively and efficiently throughout the entire project. (Appendix E – Responsibility Matrix)
The Organising Committee requests the project team to start the project from 1st Sep 2010. The actual parade day falls on 11th and 12th Feb 2011. Subsequently, the dismantling and removal works after the parade takes 5 days to be completed. Therefore, the duration of the project will be from 1st Sep 2010 to 18h Feb 2011. The site has to be hand over to Singapore Land Authorities on 18th Feb 2011 once the dismantling and removal works have been completed.
Propose Start Date 1st Sep 2010 (Wednesday) Propose Finish Date 18th Feb 2011 (Friday) Daily working hour 08:00am - 05:00pm (8Hr, excluding lunch time) Total Time duration to complete the project 120 working days (appx 30 weeks)
In the event of delay, the propose start and finish date are as follows. The project can only be delayed by 3 working days.
Propose Late Start Date 3rd Sep 2010 (Friday) Propose Late Finish Date 18th Feb 2011 (Friday) Daily working hour 08:00am - 05:00pm (8Hr, excluding lunch time) Total Time duration to complete the project 117 working days (appx 30 weeks)
In the event of arisen of unforeseen circumstances, the following activities can be postponed without delaying the earliest start time of the immediately succeeding activities of the project.
Activities Date Start Finalise media rights 15 days Rehearsal 17 days Local & international promotion 25 days Training 28 days Carnival & Exhibitions 37 days Safety Management 37 days Develop site infrastructure plan 41 days Logistics management 45 days Risk Management 51 days Travel & accommodation for artistes 56 days Sponsorship 60 days Sponsor servicing 60 days Catering 68 days Secure merchandise deals 75 days
18 4.4.1 Activity Schedule
The lists of activities that are crucial and form a critical path are as follows. Delay in any of the following activities will jeopardize the completion of the project.
Activities Appoint advertising agency Artistes Management Design promotional website Determine utilities & power requirements Develop Parade programs & highlights Develop the firework display plan Dismantling & removal after the Parade Hire Event Manager Invite Guest of Honour (GOH) Launching of the Parade by the GOH Liaise with authorities Media release & press conference Operation & maintenance of temporary facilities throughout the parade duration Select cultural performers Site & Facilities Development Testing the utilities & facility systems
4.4.2 Project Schedule Milestones
Activities Date Start Date End Total Duration (Days)
Procurement Phase 1st Sep 2010 1st Dec 2010 92 -Management Planning
• Appoint Parade Promoter • Hire Event Manager • Advertising & Promotion activities • Marketing campaigns
Provision Phase 2nd Dec 2010 6th Jan 2011 35 -Design/Build/Install/Set Up
Development, installation and testing of site temporary facilities and equipments
19 Operation Phase 4th Jan 2011 25th Jan 2011 21 -Routine Operation/Event Response
• Training • Media release and press conference • Rehearsal • 11th Feb 2011 Launching of the Parade by GOH th th • Actual Parade Day 11 Feb 2011 12 Feb 2011 2
Project Closure Phase 14th Feb 2011 18th Feb 2011 5 -End of Project
• Dismantling & Removal after the Parade • Handover the site to The Land 18th Feb 2011 Authorities
Procurement Phase - Management Planning
The activities involve the commencement of project and related administrative activities. This encompasses activities such as setting up of basic facilities as per the layout by the operations team, and recruitment activities by the Human Resource Team. It also encompasses collection of information; brainstorming of ideas, engage sub project teams, contractors and sub-contractors, roll out advertising and promotional and marketing campaigns.
Provision Phase - Design/Build/Install/Set Up
It involves development, installation and testing of site temporary facilities and equipments. The project members must ensure all facilities and equipments are in good working condition to ensure the smooth delivery of Chingay Parade 2011.
Operation Phase - Routine Operation/Event Response
Training will be provided for all project members and support staff to equip them with the essential skills and knowledge of the work flow process. Kick off the events with media release and press conference, rehearsal and launching the parade by GOH.
Project Closure Phase - End of Project
This is the final phase of the project. The activities involve dismantling and removal of all temporary facilities at Marina Waterfront. The project closeout stage will be a 5
20 consecutive days’ work from 14th Feb to 18th Feb 2011. Once completed, the site will be handover to The Land Authorities on 18th Feb 2011.
4.5 Communication Channels
Communication Plans
Once we have awarded with the project, a kick off meeting will be held to walk through the entire project with “The Organising Committee” and all project members. The date and venue will be confirmed at a later date. All presentation materials and reports will be forwarded to all participants on the next business day via email.
Subsequently, a recurring weekly meeting will be held to discuss the progress of the project, important issues, updates and feedbacks, such as any unforeseen circumstances that may occur during the implementation period. Client and all project members must be notified of any changes to the project. This may include changes from the project committee or the event organiser.
Minutes of the meeting will be dictated by the business analyst and communicated through email with 1 day turnaround time. Furthermore, the project manager or business analyst must update all changes in the Share Point of the company’s website. “The Organising Committee” will be assigned a unique User ID and Password to log onto the Share Point to keep track the progress of the project and post discussion in the forum/discussion board. In addition, a weekly report will be sent to “The Organisation Committee” via email. This report serves as an update on the progress of the project.
Stakeholder Analysis
The following stakeholders are involved in the project:
Stakeholder Information needed Output Information Interacts with “The Organising - Status and progress -Feedback to status -Minister Committee report and progress. -Government Authorities Chingay Parade -Requirement Concerns on their -Project Manger 2011” specifications behalf. -Sub Project Managers -Change request -Monthly status approvals. reports. -Legal documents -Issues and risks to be such as contracts and addresses. performance -Change requirements outcome, Ops Guide... Contractors/Sub- -Operation guides, fee -Signed Operation -Project Manager Contractors and other contractual Guides -Sub Project Managers discussions -Training materials -Human Resource -Training Management Public/Visitors/ -Information about the -Media Conference -Marketing & Guests events venue, date, -Advertising and Communication team
21 event highlights, Publicity materials - Media & Publicity exhibition etc Service Support Training Training materials -Project Manager Staff -Sub Project Managers -Human Resource Management
Project Organization
The Steering Committee is led by Mr Andrew Tan to provide guidance on overall strategic direction of the project. The project manager, Mr Muhammad Hakim is responsible for the overall performance of the project. It includes planning, executive, and closing of the project. Mr Muhammad Hakim has a wealth of experience in planning and executing a range of complex events and has handled and successfully completed various projects. The project team consists of 26 project members and 1 Business Analyst. The project is sub divided into 6 sub project team.
Steering Committee (Andrew Tan)
Business Analyst (Trisha)
Project Manager (Muhammad Hakim)
Site & Facilities Human Resource Marketing Events Management Administration Development Production & QA (Eileen Tan) (Audrey Lau) (RaynerLim) (Rebecca Lim) (Kevin Lam) (ShereenChin)
Advertising & Hiring Development of Risk Management plans Promotion (June) Installation (Eve) Other administration (Vince) (Kristal) supports (Alward) (Christy)
Liaise with Carnival & Exhibitions Training Artistes authorities Activities (Ali) Management Testing (Mei Ling) (Rodney) (Rosemary) (KahWai)
Security Support & Parade Program (Eddie) Sponsorship Maintenance (Richard) (Josephine) (Ken)
Catering & Logistics Media Set up/ Removal (Louis) (Wendy) (JunJie )
Safety (Monica)
22 5. Implementation Support & Maintenance
5.1 Carnival Operating Schedule
Carnival operating days 10th Feb 2011 (Friday) - 12th Feb 2011(Saturday) Launching of the Carnival by the GOH 11th Feb 2011 (Friday) Daily operating hour 1000 hrs – 2300 hrs Daily performance hour 1900 hrs – 2300 hrs Handover of site back to the Land 18th Feb 2011(Friday) Authority
5.2 Total Estimated Number of Manpower
Event/Activity Primary Remarks Staffs Steering Committee 1 Provide guidance on overall strategic direction of the project Project Manager 1 Responsible for overall performance of the project Sub Project Manager 6 Responsible for overall performance of the sub-projects Sub Project Team Members 20 Oversee the sub- projects
38 booths (30 food stalls and 8 40 * 4 = 160 Minimal 2 people attending to a activity booths) stall. 4 fun ride stations in mini-theme 4 * 4 = 12 2 person for operating the park equipments and 2 person to manage the queue with
1 Photo Opportunity with 5 2 * 5 = 10 1 person for each of the 5 characters Characters from Theme Park and 5 back-ups Technical Staff & Contractors 200 For the installation, service support (Principal Support Specialist, IT and maintenance of the temporary Specialist, Technical & Service facilities, equipments, sound and Support) lighting etc
Artistes & Performers 800 Local and overseas artistes & performers to have live performances and shows on 11th Feb 2011 and 12th Feb 2012
Ushers 100 To guide GOH, VIP and all guests to the allocated seats
23 Volunteers/Support staff 200 Station around the Parade, booth, service kiosks, information counters for helping in general enquiries and emergency and contingency Cleaners 20 To provide sanitary services, clean washing areas and mobile toilets 2 times a day Security Guards 100 To provide security services, manage human and car traffic Paramedic Specialists 5 To provide emergency health and safety support Auxiliary Polices 20 To manage traffic
5.3 Implementation of Support and Maintenance Vendor Profile
5.3.1 Health and Safety
Singapore Civil Defence Force (SCDF) will be in charge of the safety and security of the site. The Singapore Civil Defence Force (SCDF) is a uniformed organisation under the purview of the Ministry of Home Affairs. The main role of SCDF is to provide fire- fighting, rescue and emergency ambulance services; mitigating hazardous materials incidents, as well as formulate, implement and enforce regulations on fire safety and civil defence shelter matters.
5 fulltime Paramedic Specialists from the emergency ambulance service team will be deployed to the site in providing efficient and accurate pre-hospital care to accident victims and patients in critical condition. 3 ambulances will be parked along the site to standby for emergency used or accidents.
Besides that, the support staff will also be trained in the basic first-aid training before the start of the event. They will be standby to land a helping hand for emergency rescue.
5.3.2 Cleaning and Sanitary Facilities
ACM Pte Ltd will be responsible for the cleaning and sanitary services. The company has more than 15 years of experience in providing world class hygiene services for indoor and outdoor to the clients.
The services provided include installation of mobile toilets (include wheelchair friendly), sinks and basins. 20 temporary mobile toilets will be set up along the site. 5 units at each location and the distance between each location is approximately 500 meter. 10 part-time cleaners will be deployed to clean and sanitize the toilets, sinks and basins 2 times per day for each location. (1st shift: 05:00pm – 06.00pm, 2nd shift: 10:00pm – 11:00pm). These will be tracked by a maintenance record log.
24
5.3.3 Mechanical and Electrical
ZIL Engineers Pte Ltd is an established and fast-growing integrated Mechanical and Electrical (M&E) service provider in Singapore. The company is proud to be recognised in the industry as an M&E specialist who delivers professional, dependable and high standard services.
ZIL Engineers Pte Ltd will deploy 2 Principal Technical Support Specialist, 30 Technical Support Officers, 10 Sound Specialists and 6 Lighting Specialists and 2 IT Specialists to provide one stop installation, service support and maintenance for the following services.
Electrical Lighting and Power System – Electrical lighting, power system installation and maintenance, preventive maintenance, emergency generator, testing and maintenance and single trade electrical renovation/installation for the venue. They work closely with the Fire Protection Team in the installation of the fire protection systems and provide power and communication raceways.
Audio Visual System – Audio and intelligent lighting support during the parade and performances will be installed at the five designated sites during the parade and which is at the floating platform, the pavilion and the centre stage.
Truss and Rigging System – Special truss and rigging system will be used during the parade and performances to install sound and intelligent lightings at the 5 designated sites.
Fire System and Alarm system - 5 fire hydrants, 30 fire sprinklers and 5 fire alarms will be installed along the Parade venue, in the pavilion, performance stage and information counters. All support booths and customer service counters will have a fire extinguisher and smoke and heat detector. The fire alarm system will send a SOS signal to the fire station when it detected smoke and heat. The Fire and Rescue Specialists and Officers will evacuate people out of the site in the event of fire breakout following the safety contingency plan.
Air Conditioning & Mechanical Ventilation System - The air conditioning system for the booths, pavilion, exhibition and event halls will be design based on 100% fresh air and exhaust system with no recirculation.
Card Access Security System to the back stage and customer service booths.
25 Plumbing and Drainage System – To manage and cater for emergency plumbing and drainage service support and maintenance.
IT Infrastructure System – To supply computer hardware, software and wireless support during the event.
Flammable Storage System - The M&E services for Flammable Storage room will be designed with all explosion proof material/ equipments according to the regulatory board guidelines.
On top of the submissions for the above M&E works to the relevant Regulatory Authorities, the company also entrusted to produce and submit all the architectural drawings for approval accordingly for the Fire Safety.
A daily inspection will be carried out by the Technical Support Officers at 1300 hrs and 2200 hrs daily. The operation manager will oversee the overall operation of the stage and electrical devices, ensuring that they are satisfactorily install and maintained. The security manager will inspect to ensure the safety precautions are adhered to.
5.3.4 Traffic and Security
Certis CISCO provides a comprehensive range of security and consultancy services to cater to the customers’ needs and provide peace of mind. With more than 50 years' experience in security, Certis CISCO has the expertise to protect customers’ value.
Certis CISCO will deploy 100 full-time Security Guards at the site to perform the access control to ensure only the authorised persons enter, patrolling the site to unsure nothing is out of the ordinary, managing traffic control of the sites, helping to keep the site and people safe. Furthermore, they need to be alert of the bombing and terrorist attack.
As part security measures for Chingay Parade 2011, the event and respective areas, namely along Marina Waterfront, have been declared as “Special Events” and “Special Event Areas” under the Public Order Act. The areas around the venues that are not used for the event will remain publicly accessible. Therefore, there will be road closure along the Marina Waterfront.
20 Auxiliary police officers will be deployed at the affected roads to assist motorists and regulate traffic. Parking restriction along the peripheral roads will be strictly enforced and vehicles found parking indiscriminately or causing obstruction will be towed away;
5.3.5 Power and Water Facilities
26 SP Services Ltd, a member of Singapore Power Group, is the leading company in providing one-stop customer services for electricity, water and piped gas supplies in Singapore. The company will offer service and technical support and maintenance for power and water facilities of the project.
2 fulltime Service Support Officers from SP Services Pte Ltd will be tasked to monitor situation for any power malfunction. External backup generators will be used if there is a power failure. Gates to the external power generations will be used to prevent any sabotage and tempers.
Furthermore, 2 temporary water tanks with 200,000 gallons of water will be placed at the site for contingency used in the event of water pipe leaking or breaking on the rehearsal day until the end of parade.
The Service Support Officers will also check and ensure of all power and water switches are turn off at the end of the day. For general service support and maintenance, people can contact SP Services helpdesk at 1-800-2338000 or email [email protected]
5.3.6 Vending Machines
2 Service Support from F&N will be stationed at the support kiosk in the pavilion to replenish and maintain the stock level of the vending machines. Furthermore, they will be around to provide technical support if the vending machine is malfunction.
5.3.7 Booths, Pavilion, Kiosks, Exhibition Facilities
Sun Yau Expo was established in Singapore since 1997 as an Exhibition and Events service provider. Backed by a team of experienced staff, the abilities engulf full turn-key suite, from design support, architectural design, professional endorsements to coordination, planning, project management, up to the execution and follow-up for the next event. The track records are special corporate design stand clienteles which include China National Tourism Administration (CNTA) and Japan National Tourism Organisation (JNTO)
The company will deploy 2 fulltime designers and 30 fulltime contractors for design and setting of booths, pavilion, kiosks and exhibition facilities. After the set up, they also provide service and maintenance support of all the above mentioned facilities throughout the project.
The facilities will be dismantled and removed by the contractors on 14th Feb 2011 to 18th Feb 2011.
5.3.8 Floral Design, Decorations and Architectures
27 FastEastFlora Ltd was established in 1978. The company has over 1000 choices in floral arrangements are made available with more ease and efficiency. It specializes in event decoration, enhancing the ambience with impeccable designed floras. The company has received the Singapore Service Class Award in 2006.
FastEastFlora Ltd will be appointed as the floral designer for the floral design, decorations and architectures for Chingay Parade 2011. They will provide a theme integration and custom floral décor design for the event. All floral and decoration items will be provided by the company.
5 fulltime Professional Floral Artists will be stationed at the site to maintain and upkeep the freshness of the floral and decoration items. All floral will be watered everyday 4 hours. Floral arrangement and designs will change on 11th Feb 2011 and 12th Feb 2011. Guests and visitors will have different view and impression of the Chingay Parade 2011 on different day.
5.3.9 Logistics Management
SBS Transit owns 75% of the scheduled bus market share in Singapore with 250 bus services and has a total fleet of close to 3,000 buses. 97% of our buses are air- conditioned. Types of bus services provided include trunk services, feeder services, Express services as well as special bus services like Premium, Nite Owl, Chinatown Direct, Fast Forward, Stadium Direct and Parks.
10 charter buses will be ferrying artistes, performers, support staff from Marina Waterfront to Raffles Place MRT and City Hall MRT daily from 22nd Jan 2011 to 12th Feb 2011.
4 special bus services will be in operation after midnight to complement train hours that have been extended on the rehearsal day and actual parade day on 22nd Jan, 11th Feb and 12th Feb 2011.
To work with SMRT to extend train services on the rehearsal day (22th Jan 2010) and second parade day (12th Feb 2011) and 24 hours train services on first parade day (11th Feb 2011)
The routes and operating details will be provided nearer to the event days.
5.3.10 Waste Management
28 Colex Holdings Ltd is one of Singapore’s pioneers in waste management. The company established in 1971, with more than three decades of track record in waste disposal services.
30 units of 240 litre Mobile Garbage Bin will be placed at the. The bins will be emptied 2 times daily at 1pm and 10pm. The company will also deploy 10 cleaners to clean the exhibition booths and event hall one time per day from 18th Dec 2010 to 12th Feb 2011.
5.3.11 Promotion/Advertising Methods
The following promotion and advertising methods will be used to promote the Chingay Parade.
AshCom Events have previously worked together with MediaCorp on various occasions. Therefore, we will once again work together with MediaCorp to create awareness for the Chingay Parade. Advertisement on the parade which includes the date, time, venue and places to purchase the tickets will be advertised on Channel 5, Channel 8, Suria and Vasantham. By advertising on television, we are able to reach out to 70% of Singaporeans.
Posters of the Chingay Parade will also be displayed on the display boards at every bus stop and Mass Rapid Transport (MRT) Stations island-wide. Statistics shows that in 2008, an average of 3.7 million journeys were made daily on public transport from January to August (The Straits Times Print Article, 2008). The posters will be noticed when the commuters wait for the public transport to arrive. Since Chingay is organized by the People’s Association, Posters of the Chingay Parade will also be put up at all community clubs in Singapore. All “Passion” card members will be entitled to a 20% discount on the tickets purchased.
AshCom Events will also take this opportunity to collaborate with those hotels situated near the event venue such as Pan Pacific Hotel, Ritz Carlton Hotel, Marina Bay Sands, etc. Occupants of these hotels will get a pair of free tickets if they stayed a minimum of three nights. Those occupants who stayed only one or two nights will get the option of purchasing the tickets at a discount of 20%. AshCom Events believe that through these promotion and advertising methods, we are able to reach out and attract many viewers to the Chingay Parade.
5.3.12 Helpdesk and Service Support
We provide 24 hours help line and technical support on phone by dialing the toll free helpline number 1-800-222-2011. Our Customer Service Support team are well trained to provide effective solutions to the clients. In the event that the Customer Service team is unable to provide instant solution to the clients , the response time is within 2 hours.
Email support is available via [email protected]. All Enquiries will be responded within 1 day of receipt of the email.
29 We provide the web support through the share point in the company’s website. “The Organising Committee” and all project members will be assigned with an unique User ID and password to log onto the SharePoint to track the progress of the project, eg. Project status, project costs, contract, and post discussion via http://www.AshCom- events/sharepoint/Chingay2011
6. Responses to Operational Requirements
WBS No. Operational Requirements Responses to Activities 1.1 Human Resource Management 1.1.1 Hire Event manager - Engage Unilite Recruitment 1.1.2 Hire operations manager Agency Pte Ltd as the recruitment 1.1.3 Hire security manager agent. 1.1.4 Hire traffic manager - Online recruitment through JobsDB.Com and JobStreet.com. - Target on candidates with relevant working experience especially outdoor events. - Interview by HR Manager and Sub Project Manager. - Full time hire for the project "Chingay Parade 2011" only.
30 1.1.5 Hire support staff - Online recruitment through JobsDB.Com and JobStreet.com - Interview by HR Manager - Target on students and part time workers age between 18 - 23 Candidates must be able to work on shift 1.2 Site & Facilities Development 1.2.1 Develop the security plan - Sub Project Team, Security 1.2.2 Develop the traffic plan Manager and Traffic Manager to work with Certis CISCO. - Certis CISCO to provide expertise and consultation. - Planning and managing the site/venue internal and external security arrangements. - Perform risk assessment. - Formulate contingency plans dealing with bomb threats, suspect packages and possible evacuation. - Liaising with the police, other emergency services and local authorities. - Decide route and time for road closure. 1.2.3 Develop the firework display plan - Sub Project Team to work with Parade Program Highlights organizer. -Plan and mark out the areas for spectators, firing fireworks (and a safety zone around it) as well as an area where the fireworks will fall. - Plan on how people will get into and out of the site. - Keep pedestrian and vehicle routes apart. - Mark exit routes clearly and ensure they are well lit. - Ensure emergency vehicles can get access to the site. 1.2.4 Develop site infrastructure plan - Operations Manager to work with designers and architects to develop the site infrastructure plan. - Submit site infrastructure plan to The Land Authorities for approval.
31 1.2.5 Liaise with authorities - Provide administration service and support in liaise with URA, Land Authorities and other authorities to apply for license and permit to use the venue and facilities. 1.3 Advertising & Promotion (Marketing) 1.3.1 Invite Guest of Honour (GOH) - Send invitation to GOH - Mr President Nathan and Minister for Community Development, Dr Vivian Balakrishnan. - Follow up on attendance. 1.3.2 Design promotional website - Engages SWD As the web designer - Finalize design - Set up carnival promotional website 1.3.3 Secure merchandise deals -Handle merchandising of T-shirts, posters, CDs -Secure merchandising for goodies bags and door gifts 1.3.4 Finalize media rights -Appoint MediaCorp, Chan Brother Travels,Rus Art Studio and One Art Studio as the media & publicity channel 1.3.5 Appoint advertising agency - Marketing Manager to Liaise with MediaCorp, People’s Association and Land Transport Authority (LTA). - Provide advertising materials 1.3.6 Local & international promotion - Advertisement and publicity in Hotels and Community Clubs, NTU, NUS, La Salle College of Art and Raffles Art School - Prepare Discount Vouchers -Appoint Utt & Denise Keller as the Chingay Parade 2011 Ambassadors. 1.3.7 Media release & press conference -Hold media release & press conference at Marina Bay Sands -Media announcement by “The Organising Committee Chingay Parade 2011”, Chan Brothers/Rus Studio, One Art Studio, CDC and project manager 1.4 Sponsorship
32 1.4.1 Finalize sponsors - Source sponsorship 1.4.2 Sponsor servicing - Liaise with Sponsors - Sign confirmation/agreement. 1.5 Artistes Management 1.5.1 Select cultural performers - To work with Flyer Talents Management Pte Ltd. - Target and engage talents from local and overseas from China, Taiwan, Hong Kong, Korea, Japan, Thailand, Vietnam, Malaysia, Indonesia etc. - Audition for the shows and performances. - Select and decide the outstanding and creative shows and performances. 1.5.2 Travel & accommodation for - Arrange and provide travel & artistes accommodation for overseas artistes and performers - Book YMCA Hostel, Orchard for 500 overseas artistes - All artistes will travel by SIA/Silk Air on Economy Class - Seek sponsorships for travel & accommodation for artistes 1.6 Operations & Maintenance (Production & OA) 1.6.1 Erect booths, pavilions, stage, - Setup double-storey pavilions that exhibition facilities can house 15,000 pax 1.6.2 Install lightings & directional - Set-up seating area at 2 sites 1.6.3 signs which can accommodate 5000 pax Install PA system, power, water, at each site 1.6.4 & sanitary facilities - Install air ventilation system and Testing the utilities & facility fan with mist to improve comfort 1.6.5 systems level. Determine utilities & power - Install temporary chemical toilets requirements to improve on site sanitization. -Install power sources for operational needs. - Set up performance and back stage. - Set up artistes & performers’ waiting room. - Set up First-aid and security booth. - Set up individual event stalls,
33 stage and exhibition area.
1.6.6 Operation & maintenance of -Deploy specialists, technical and temporary facilities throughout service support staff and contractors the parade duration to provide service support & maintenance for the overall temporary facilities 1.6.7 Dismantling & removal after the -Dismantling and removal works Parade will be handled by waste management company - Workers will start to tear down the carnival and exhibitions on 14th Feb 2011. - Unwanted items will be sent to the disposal centre. 1.7 Events Management 1.7.1 Risk Management - Security Manager to work with Certis CISCO to perform risk management - Develop contingency plans to manage the risks - Liaise with Insurance company to undertake the risk management 1.7.2 Carnival & Exhibitions - Open bidding to request for tenants and exhibitors. - Select tenants and exhibitors. 1.7.3 Develop Parade programs & - Project manager will discuss with highlights team members on parade programs. - Programs will be listed down in proposal and submit to organizing committee for approval. - Construction will start once proposal Is approved. 1.7.4 Appoint Parade Promoter "The Organising Committee" will be appointed by the Parade Promoter 1.7.5 Launching of the Parade by the - Certis CISCO will escort all GOH GOH to the Parade venue - GOH will reach the Parade venue 30 minutes before the event start - GOH will launch the Parade by lighting up the lights and fireworks 1.7.6 Catering - To appoint Neo Garden Catering as the caterer for food for all artistes and performers staff and
34 workers at the site. - Request for quotation, select the dishes and place order with Neo Garden. 1.7.7 Logistics management - Appoint SBS for bus transport -Work with SMRT to extend train services 1.7.8 Safety Management - Security Manager to work with Certis CISCO, Red Cross Singapore and Singapore Police Force -Develop Safety Management Manual 1.7.9 Rehearsal -To work with “The Organizing Committee” 1.7.10 Training -Develop a role-based training program for different roles -Conduct training for every role of users. -Develop user’s guide and manual.
7. Risk Identification, Assessment and Contingency Plan
In every event, there will be a contingency plan in case of any unforeseen circumstances. AshCom Events have identified and assessed the following risks and came out with the contingency plan as well.
Bad Weather
Bad weather like heavy rain is common in Singapore. In recent months, these rains caused flooding in many areas in Singapore. People have difficulties walking around those places that are flooded. Also, the heavy rain may damage the fixtures that are being set up at the stage, carnival and exhibition area. Therefore, we need to get well prepared so that we will not panic at the last minute.
The trigger point will be the trend of monthly weather forecast from Jun 2010. Tents will be set up to cover all the carnival, stage, exhibition and sitting area. Wooden Floorings will be used at the carnival and exhibition area so that visitors can still walk around without getting their shoes caught in mud. Sand bags will be used to surround the areas to prevent flooding. We will only hire reputable tent Suppliers to set up the tents. Before the event day, our QA manager and her assistants will personally check all the tents to ensure that there are no defects.
Terrorist Attacks
35 In recent years, there were many news of Singapore being the target for terrorist groups. Although no such acts have been carried out, we still should not let our guards down. Moreover, there will be a lot of visitors coming to the Chingay Parade, we should the more be well prepared. The trigger point will be the bomb, threat, sabotage, suspected person or items.
There will be two Special Operation Command (SOC) vehicles with members from the SOC unit stationed at the event venue. These officers are specially trained to tackle volatile and dangerous situations. With the SOC unit stationed nearby, they are able to act and move in quickly if terrorist attacks were to happen.
There will also be members from the Singapore Police Force as well as plain clothes officers on patrol during the event. In the event where there is a terrorist threat, the whole parade will temporary be suspended and relevant staff will guide visitors out of the event venue in the fastest orderly manner. There will be “Emergency Exit” signage being put up in various locations in the parade. Investigations will be done immediately. Visitors will be allowed back only when thorough investigations are done and it is found to be a hoax.
Failure of Equipment
Equipments are not always guaranteed to be working well all the time. There are bound to be circumstances where equipments breakdown during the process. We will suffer huge financial losses if these equipments breakdown and do not restart. We have to prepare counter measures for such unpredictable instances. The trigger point will be the technical issues arise.
All equipments will be inspected before the start of the event. There will also be technical support staff on stand by during the event day and they will be performing inspection on the equipments every six hours. There will be a few back up equipments kept in the store and will be used in the event where a machine, etc breaks down.
Fire Breakout
There are always possibilities that a fire would breakout in such occasions, where the venue will be packed with people. The start up of a fire may be caused by electrical short circuits or smokers throwing their buds on papers, etc. to prevent this from happening, all electrical wirings will be inspected prior to the event day. The trigger point will be the activation of fire alarms, smoke dictator and combustible materials.
Electricians will also be on standby during the event day. We will implement a few designated smoking areas with cigarette buds disposal bins around the event venue. Fire extinguishers will also be placed at the event venue and workers will be trained to use the extinguishers in a correct way.
Power Failure
36 One of the bigger worry that the organizers might have is that of an occurrence of a power failure. It will cause delay to the whole event and will cause some chaos to all booths and event. The trigger point will be the power shut down.
In order to prevent a power failure, an external backup generator will be in place and will be triggered immediately should there be a power failure at any time.
8. Client References AshCom Events has successfully completed numerous projects with strong project management skills and an unrelenting focus on quality and customer satisfaction, AshCom has become a trusted brand. Following are some of our valued clients’ references.
1. Singapore Garden Festival, Suntec Singapore, 15th – 22nd July 2010 The Singapore Garden Festival is a biennial event and it is considered one of the top flower and garden show on the international calendar. It is the first event that brings together top international award winning landscapes and garden designers, horticulturists and florists from all over the world and work alongside with our very own talented horticulturists. AshCom was engaged to both manage the event and provide contracting services for the 24,600 sqm exhibition area.
Company: National Parks Board Person-in-charge: Ms Alice Chiu Address: 1 Cluny Road, Singapore 259569 Phone: (65) 6471 7300 Fax: (65) 6472 3003 Email: [email protected] Contract Value: S$600,000
2. Beijing Olympic Games, China, 8th August – 24th August 2008 The Olympic Games is a major international multi-sport event which takes place every two years with summer and winter Olympic Games alternating. The most recent summer game was held in Beijing in 2008. AshCom was responsible for handling the event logistic management for the entire 106-cities nationwide torch relay. AshCom also helped various partners and sponsors to design, develop and build magnificent showcases.
Company: Singapore Sports Council Person-in-charge: Mr Steven Tan Address: 230 Stadium Boulevard, Singapore 397799 Phone: (65) 6500 5000 Fax: (65) 6440 9205 Email: [email protected] Contract Value: S$960,000
3. Formula 1 Singtel Singapore Grand Prix
37 The Singapore F1 Grand Prix is Asia’s first F1 street race and also the first night race in F1 history. The race promoter for the Formula 1 Singtel Singapore Grand Prix, Singapore GP Pte Ltd holds a five-year renewable right to stage the Singapore Grand Prix starting from 2008 and has engage AshCom for the contracting works. AshCom was responsible for the development, fabrication and installation of the medical centre, hospitality suites and garage fit-outs for the teams who will be racing. In addition, AshCom also installed over 140 marquees around the track.
Company: Singapore GP Pte Ltd Person-in-charge: Mr Henry Khoo Address: Level 20, 79 Anson Road, Singapore 079906 Phone: (65) 6738 6738 Fax: (65) 6738 6700 Email: [email protected] Contract Value: S$1,790,000
9. Contract Terms and Conditions
Type of Contract – Cost-reimbursement Contract This agreement is made by and between AshCom Events Pte Ltd, an events management and consultancy company organized and existing under the Laws of Singapore, having its principal place at 8 Boon Lay Way #08-08, 8@TradeHub 21, Singapore 609964.
And The People’s Association Singapore, a government organization organized and existing under the Laws of Singapore, having its principal place of business at 23 Somerset Road, Singapore 222532. The contractor and company hereby agree as follows:
Scope of work
• AshCom Events shall carry out and complete the supply and installation of temporary facilities in Marina Waterfront including liaison, service support, technical support and training, carnival promotion and operation and maintenance of facilities throughout the whole parade duration.
• In the event of any error or discrepancy committed by the company in this contract, the company shall resolve the error or discrepancy and the resolution shall be final and no binding and there shall not be any increase in price payable to the contractor.
• In the event of any error or discrepancy committed by the contractor in this contract, the contractor shall resolve the error or discrepancy to the company’s satisfaction and there shall not be any increase in price payable to the contractor.
Duration
38 The duration of the project will commence on September 1st, 2010 and end on February 18th, 2010.
Contract Price
The total price quote in the cost quotation will represent the total cost to the company excluding the Goods and Service Tax (GST). The total price will include the following:
1. All transport, freight, packing, delivery, handling, insurance, duties, taxes, where applicable. 2. The cost of all equipment inclusive of accessories. 3. All on-site/off-site labor for the preparation of event venue and installation of equipments or other items required for complete installation at event venue. 4. Replacement of any damages during installation.
Standards and Codes of Practice
AshCom Events shall be responsible to ensure and provide evidence that all Articles or parts thereof supplied by him conform to all relevant Singapore Laws and the International Standards and Code of Practice.
Security Pass and Work Permit
All employees engaged by AshCom Events to carry out works at the event venue must obtain and display the company’s security pass. This includes contractors, supervisors, etc. AshCom Events is responsible in ensuring that all foreign workers must have valid work permits. AshCom Events must provide the company with a comprehensive list of the workers as well as recent copies of their photographs and work permit.
Confidentiality of Information
The illustration, drawings, samples and other information of either party (the “Disclosing Party”) which is designated or marked confidential proprietary and submitted by or on behalf of the disclosing party to the other party (the “Receiving Party”) shall remain the property of the Disclosing Party. No such confidential information, without the prior written consent of the Disclosing Party shall be duplicated or disclosed to any third party.
Terms of Payment
1. All payments made by the company must be in Singapore Dollars. 2. The contract price shall not be subject to change during the term of this contract. 3. All payments shall be made by the company thirty (30) days upon successful completion of each phase or upon receipt of invoice by the company.
39 4. Any payment not made on the due date will be subjected to a late fee until payment of 2.4% per month.
5. All payments made by the company to AshCom Events shall be made without any deduction or withholding of any amount, including without limitation, on account of any taxes.
The Contract Price will be paid to AshCom Events as follows: • Deposit of 20% upon acceptance of proposal • 10% upon completion of Phase 1 • 10% upon completion of Phase 2 • 10% upon completion of Phase 3 • 50% upon successful completion of project
10. Cost Quotation
The cost computation is based upon project start date from 1st September 2010 to 18th February 2011. Sub section on PR Campaign are based on estimated budget dependent on client’s confirmation of action campaign direction. The total cost of the project is estimated at SGD $1,632,527.00. Please see the breakdown of price is Appendix F.
40 http://www.straitstimes.com/print/Breaking+News/Singapore/Story/STIStory_304145.ht ml
Appendix
** Double Click to open diagrams **
Appendix A – Work Breakdown Structure – Activity List
Appendix B – Network Diagram
Appendix C – Gantt Chart with Critical Path
41 Appendix D – Slack Table
42 Appendix E – Responsibility Matrix
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a n m i T a g i a y a L n y y r d d e d r l h i r k e r c e r n e e d m i i a L e e n e p a a W a s O r
J a n i t e i r n i n e e n c i e h h d s H i v n d s e d y e h e u e e n i s n w o . l n e c c l u l l i e r a e a o i o i i d h v h o u o u
W BS ItemW ork Item M E J A K E V M A K W J R S J A K K R E R R R L M T 1 PROJECT : CHINGAY PARADE M2011 uhammad Hakim P S S S S S 1.1 Human Resource M anagementEileen Tan S P S S 1.1.1 Hire Event M anager J u ne S P 1.1.2 Hire operations manager J u ne S P S 1.1.3 Hire security manager J u ne S P S 1.1.4 Hire traffic manager J u ne S P S 1.1.5 Hire support staff J u ne S P S 1.1.6 Traning A lli S P 1.2 Site & Facilities DevelopmentKevin Lam S P S 1.2.1 Develop the security plan Eddie S P S 1.2.2 Develop the traffic plan V ince S P S 1.2.3 Develop the firework displayV plan ince S P S 1.2.4 Develop site infrastructure planV ince S P S 1.2.5 Liaise with authorities M e i Ling S P S 1.3 Advertising & Promotion (M arketing)Audrey Lau S P 1.3.1 Invite Guest of Honour (GOH)Kristal S S P S 1.3.2 Design promotional website Kristal S P S 1.3.3 Secure merchandise deals Kristal S P S 1.3.4 Finalise media rights W e ndy S S P 1.3.5 Appoint advertising agency Kristal S P S 1.3.6 Local & international promotionKristal S P S 1.3.7 M edia release & press conferenceW e ndy S S P 1.4 Sponsorship Audrey Lau S P 1.4.1 Finalise sponsors J o se phine S P 1.4.2 Sponsor servicing J o se phine S P 1.5 Artistes M anagement Audrey Lau S P 1.5.1 Select cultural performers Ro se mary S P 1.5.2 Travel & accommodation for Roartistes se mary S P 1.6 Operations & M aintenance (ProductionShereen Chin & OA) S S P 1.6.1 Erect booths, pavilions, stage,J u exhibition n J ie facilities S P 1.6.2 Install lightings & directionalA signs lw ard S P 1.6.3 Install PA system, power, water,A lw ard& sanitary facilities S P 1.6.4 Testing the utilities & facilityKah systems W ai S P 1.6.5 Determine utilities & power Arequirements lw ard S P 1.6.6 Operation & maintenance ofKe temporary n facilities throughout the parade duration S P 1.6.7 Dismantling & removal after Jthe u n JParade ie S P 1.7 Events M anagement Rayner Lim S P 1.7.1 Risk M anagement Eve S P 1.7.2 Carnival & Exhibitions ActivitiesRo dne y S S P 1.7.3 Develop Parade programs & highlightsRichard S P 1.7.4 Appoint Parade Promoter The Organising CommitteeS S P 1.7.5 Launching of the Parade by theRichard GOH S S S S P 1.7.6 Caterin g Lo uis S P 1.7.7 Logistics management Lo uis S P 1.7.8 Safety M anagement M o nica S P 1.7.9 Re hearsal The Organising CommitteeS S P
ORGANISING COMMITTEE FOR CHINGAY PARADE 2011 PROJECT BUDGET From 1st Sep 2010 – 18 Feb 2011
44 UNIT OF AMOUNT (SGD) MEASUREMENT UNIT OF 8 Pre-production and Production Crew for event duration 4 Lot x $4,500 $18,000 MEASUREMENT AMOUNT (SGD) 4 Audio- 01 x TechnicalVisual Equipment Director and Support Service 4 Lot x $12,500 $50,000 - 1001 x MeyerSoundman UPA-1P self powered speaker - 0401 x Meyergraphics subwoofer operator UNIT OF - 0401 x JBLlighting Eon programmer 10 front still speaker MEASUREMENT AMOUNT (SGD) HUMAN- 0106 x MackieManpower RESOURCE 24 Channelfor installation Audio Mixer 91 Hire-Traffic 03 xEvent BSS and ManagerSecurityStereo Graphics Manpower Equilizer Service Support 1 X 8,000 $8,000 3 Hire- 01Auxilliary xOperation Drawmer Police Manager DAG Officer Audio @ Distribution$27.00 per hourAmplifier 20 x1 12 x 5,000x $27 x 3 $19,440$5,000 4 Hire- 02Protection xSecurity CD Player Officer Manager @ $15.00 per hour 100 1x 12X 3,500 x $15 x 3 $54,000$3,500 5 Hire- 04Development xTraffic Shure Manager UHF of SecurityWireless Plans Handheld 1 X 3,500- $3,500- 106 Hire-Power 04 xSupport Shure and Water SM58Staff Facilities(To Wired assist Microphone Manpower in 3 days Carnival)Service Support (S$6/Hr/day) 200 x $6 x 8 x 3 $28,800 Sub- 012 Full xTotal 24 time channel Service snake Support cable Officers from SP during event duration 2 X $2,000 $48,800$4,000 11 PR-Booth, 01 CAMPAIGN x essential Pavilion andcables Seating and accessories System 51 CampaignLighting- Erection Equipment ofManagement 08 units and Booth SupportFee (400sq/ft) Service 4 Lot8 x1 $3,000x Lot $8,500 $34,000$24,000$48,000 -- Production06Erection x ETC of Source requirement01 unit 4 Staging Panel study (575w) System and w/Bamdoor co-ordination (15m x 4m x with3m) client 1 x $6,000 $6,000 -- Advertising06Erection x ETC of Source FoamMedium 4Pool (19and withor third 26 foam Degree)party equipment liaison (15m x 10m) 1 x $10,000 $10,000 -- Preparation04Erection x Martin of 2Macof storey detailed 300 Pavilion Moving production (2000sq/ft)Lights and activation schedules 1 x $20,000 $20,000 -- Design04Erection x Martic and of 02Maccreative units 250 of directionMoving tentage Lights for performers’ Assembly & Dispersal 2 x $4,000 $8,000 with lights and mist fan -- development01 x Dimmer and2kw preparation– 12 Channels of final artwork - Erection of tiered seating system (accommodate 5000 pax) with 2 x $15,000 $30,000 - Prop development -plastic 01 Jands seats HOG 500 Lighting Controller - Manpower Management and co-ordination of campaign and launch - 01Provision x Essential of square Lee Colour tables Filter(4ft x 4ft) with table cloth 300x $3 $900 event Essential- Provision Profile of plastic :Lights, chairs Moving with chairHeads cover for Effect Lighting and Washes 600 x $1.50 $900 2 Media Buying 1 Lot $200,000 12 -Logistic 01 x Essential Management cabkes and accessories - Poster/Brochure/Collateral printing 6 Trussing- Rental of and 10 Riggingchartered buses during event duration 44 Lot x 10 x $4,000x 250 $10,000$16,000 - Bust Stop ads, radio ads, magazine ads, Press ads, etc 13 -Waste 03 x 12” Management x 12” Box Truss 50’ (L) * Estimated budget only. To be consolidated upon further - 02 x 1 tonne motor developments- Rental of 30 unitsand confirmation of 240 litre Mobile of action Garage campaign Bin direction 30 x $100 $3,000 - 01 x 4 Way Motor Control Sub- Manpower Total support for clearing of rubbish during event duration 10 x $6 x 12 x 4 $248,000$2,880 - 01 Essential Truss Accessories 14 FACILITIESFloral Design, Decorations and Architectures during event duration 1 Lot $50,000 - 01 Structural Drawing and P.E Endorsement for Truss 1 Finalize- Provision site of & flower lease sitedecorations for a space of 6000 sq/ft of area 3 x $15,000 $45,000 - 01 x LEW endorsement and single line drawing 2 Cleaning- Replacement and Sanitary of flower Facilities decorations during rehearsal and event days 1 Lot $30,000 7 Projection System 1 Lot x $12,000 $12,000 -- Mobile05 x Floral Toilets Designers x 20 units - 02 x Eiki LCD Projector 8500 Ansi Lumens -- Mobile02 x Gardeners Basins and washing point x 20 units - 02 x Projection Rigging Support -Sub Part-time Total cleaners x 20 $501,120 - 02 x 15’ x 18’ Front Projection Screen 3 MechanicalENTERTAINMENT and Electrical Equipment and Service Support 1 Lot $80,000 - 02 x Extron RGBHV Distribution Amplifier 1 -Fireworks Installation and of pyrotechnicstemporary electrical show and power system 1 Lot $1,000,000 - 02 x Extron SGS408 Seemsless Graphic Switcher -- Rental Development of 4 units of offireworks temporary plan generator - 01 x Analogway Smart Cut 2 Video Scaler -- InstallationLaison with of relevant fire and authorities alarm system for booths and pavilion - 02 x 15” TFT LCD Preview Monitor -- AirLicense conditioning fees and ventilation system - 01 x JVC Multi System VJS/S-VHS Player 2 -Artiste Card accessManagement seucrity Fees system - 01 x VCD/DVD Player -- IT30 Infrastructure minute gig per System artiste (Local) 4 x $6,000 $24,000 - 01 x Essential Cables and accessories -- Flammable2 hour gig (International Storage Syetem Artiste) 1 x $20,000 $20,000 -- ManpowerEmcee for SupportParade Day(2 Principal (Gurmit TechnicalSingh & Michelle Support Chia) Specialist, 30 2 x $5,000 $10,000 Technical support officers, 2 IT Specialist
45 UNIT OF MEASUREMENT AMOUNT (SGD) Sub Total $1,054,000 ADDITIONAL EXPENSES 1 Rental of venue for Training 7 x $1,300 $1,300 2 Rental of venue for press-conference 1 x $4,500 $4,500 3 Training for support staff $2,000 $2,000 Sub Total $8,700 ADMINISTRATIVE AND PROFESSIONAL MANAGEMENT FEE 1 Event Management Fee $60,000 - Site Survey and co-ordination at event venue - Production requirement study and co-ordination with client - Preparation of detailed production and activation schedules - Conceptualisation and Design - Programme Management - Event Administration; Detailed programme flow and emcee script - Production Planning and execution event - Production direction & rehearsal direction - Prop Development - Manpower Management & Co-ordination of event crew - Website design and Management - Event photography - Liaison with relevant authorities Sub Total $60,000
Grand Total $1,920,620 Discount (15%) $288,093 Total Cost Of Tender $1,632,527
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