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2019 World Rowing Coastal Championships

Invitation for Tender Submission

For Provision of Event Management Services

Project Brief

I. Event Background

The 2019 World Rowing Coastal Championships (WRCC) is organised by the

2019 WRCC Limited under the auspice of the Hong Kong, China Rowing

Association (HKCRA). The WRCC will be held from 1 November 2019 to 3

November 2019 (Friday to Sunday) at the Victoria Harbour, Hong Kong. This

is the first time for Asia and Hong Kong to host the WRCC. Up to 700 local

and international competitors from over 25 countries/regions are expected to

participate in the WRCC for a total of seven event categories with preliminary

heats, heats and final A and B. The start and finish points, and the race venue,

will be at the Royal Hong Kong Yacht Club (RHKYC) at the Kellet Island,

Causeway Bay on a 4km for heats & final B and 6km for final A, passing the

Hong Kong Convention & Exhibition Centre to Central Pier 10 and return

along the Central Harbourfront. The Opening, Flower Presentation and Medal

Presentation Ceremonies will be held over the Hong Kong Observation Wheel

(HKOW) at Central (tbc) with a series of activation activities for the

community along the Central Harbourfront. The race course and the proposed

activation sites are shown attached at Annex 1.

II. Service Timeline

Phase I (August- Late October):

Pre-Race Activation Programme

August

• Finalize all publicity planning and materials

• Finalize all set up and technical planning and

materials for activation programme and on-site

race programme

• Roll out the P&P programmes, offline and

online

Sep • Launch of education programme in partner with

Maritime Museum

• Launch of advertising campaign

• Trial days by the Central Harbourfront

• Press Conference

• Hong Kong Rowing Coastal Championships

cum Ranking Race for 2019 WRCC

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Phase II (26th October-5th November): Provisional Programme attached at

Annex 2

Race Period & During-Race Activation Programme

26th-31st October • Launch of “World Champ Square” in front of

the Observation Wheel, followed by a series of

public engagement activities, such as public

trials, game booths, education exhibitions

• Opening Ceremony (will be attended by the

Honorable Chief Executive of HKSAR, Mrs.

Carrie Lam)

• Trial days by the Central Harbourfront

• Event Venue Move in

• Opening Ceremony

• Accreditation & Crew Registration

• Crew Training

1st-3rd November • Crew Captains Meeting

• Race Day

• Trial days at Pier 10

• Promotional Counters at Central Pier 7

• Flower Presentations (presented at the

Observation Wheel after every race’s finals, by

government officials and sponsors) at the World

Champ Square

• Medal Presentation, Closing Ceremony,

Celebration Party (venue to be confirmed)

Phase III (Early November – Late November):

Post- Race Evaluation

• Report & Evaluation

• Debriefing and account settlement

III. Objectives

1 Raise the Race profile amongst the general public in Hong Kong

2 Foster positive understanding and interest towards coastal rowing in Hong

Kong

3 Ensure the integrated promotion and publicity strategy and programmes

are implemented in an efficient and effective way

IV. Proposition and Themes

Proposition – “Row in the City”

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1 For the first time ever, WRCC is hosted at a busy port of a metropolitan

city, in Asia

Theme – “Row n’ Rock”:

1 Let’s embrace the vibrancy / excitement of coastal rowing and the energy

of the Victoria Harbour that every Hong Kong people should be proud of

2 Turn a pure sports championship to a community event that embrace

public participation, enabling everyone residing and visiting Hong Kong

to experience and participate in this World Championships

V. Target Audience

1 Primary: general public in Hong Kong, esp. the youth and water-sports /

outdoor sports lovers, as well as families

2 Secondary: local and overseas rowers

VI. Scope of Services

The vendor is required to provide professional event management and event

branding services, with details as below:

1 Formulation of the event planning strategy

• Formulate an event planning promotion strategy that helps promoting

the Race’s profile, locally and internationally

• Propose and coordinate for the application of an activation activity that

is eligible for World Guinness Record

2 Provision of design and production services on creative event branding

• Provide professional and creative designs promoting the Race’s profile

and image. The designs shall cover, but not limited to the following

items:

• Banners

• Lamp-post banners

• Outdoor advertisement

• Posters

• “World Champ Square” – game booths, exhibition

panels, photo booths / backdrops

• Promotional Counters at Central Pier 7

• Spectator areas

• Event decorations at RHKYC, including VIP booth

• Event identity – access passes (media, VIPs, working

crew) and lanyards

3 Provision of event set-up services

• Pre-Race:

• Set up of “World Champ Square” in front of the HKOW

including but not limited to the event backdrop and facilities

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• Venue set-up, decoration and dismantlement for the Opening

Ceremony

• Propose creative idea(s) for the officiating ceremony and the

performance for the Opening Ceremony

• Provide creative design to decorate the Pier 9 & 10 by

maximising the Race’s branding

• Race Period

• Rental and set up of facility equipment, lighting, audio, main

stage with branded backdrop, stage for flower presentation,

media stage, changing rooms, doping room, venue decorations,

reception areas for accredited rowers, honourable guests and

officiating guests, media

• Set up VIP booth at the RHKYC / Central

• Set up of Promotional Counters at Central Pier 7. More

information at Annex 3

• Set up of media centre at the RHKYC including but not limited

to dedicated area for media interviews with photo backdrop,

media desks and chairs

• Set up spectator areas at the Golden Bauhinia Square, Pier 9 &

10, and Tsim Sha Tsui (outside the Cultural Centre)

• Set up of branded touchpoints including but not limited to main

stage backdrop, banners, easy-pull banners, A-boards, photo

backdrop etc.

• Provide technical assessment, evaluation, measurement, site

recces and regular working updates to the Organising

Committee (“OC”)

• Applications for all required and applicable licenses and

surveyor reports

• Overall event logistics coordination and liaison with the OC and

vendors / sub-contractors

4 Provision of event execution and on-site event management services

• Manpower debriefing and deployment including but not limited to

master of ceremonies (bilingual – Cantonese and English), security,

technicians, race helpers and other personnel, stage manager

• Development of programme rundown and MC scripts

VII. Tender Submission Details

To demonstrate your understanding of the Project Brief, you are invited to

submit a proposal for consideration. The proposal must meet all requirements:

1 Company profile of Tenderers, including:-

1.1 History, size of operation and scope of business. Please provide

electronic copies of relevant company’s registration documents such as

business registration certificates.

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1.2 Description of relevant experience in similar projects including years

of experience, projects undertaken and role of participation in each

project. If available, please provide a list of your existing clients.

2 Technical Proposal

2.1 Strategic approach and suggested programmes.

2.2 Deliverables for each phase of works / services and delivery schedule.

2.3 Implementation plan and timeline.

2.4 Manpower plan and team structure, including project leader(s) and

team members and their curriculum vitae.

3 Fee Proposal (to be submitted in a separate file) which should clearly state:

3.1 Total project fee should be provided and the price quoted shall include

all necessary cost (including insurance premium) for the supply of the

deliverables and for delivering the services to 2019 WRCC Limited’s

designated location.

3.2 Detailed cost breakdown with quantities of required facilities or

equipment.

3.3 Validity period of fee proposal.

3.4 Any extra costs of additional services.

3.5 Any other charges (if applicable)

VIII. Insurance

Tenderer shall arrange for proper and adequate Contractors’ All Risk

Insurance and Public Liability Insurance of Worldwide jurisdiction with

Cross Liability Clause, Occupiers Liability Extension and Primary Cover

Clause in the joint name of the Government of the Hong Kong Special

Administrative Region, the Leisure and Cultural Services Department,

2019 WRCC Limited, HKCRA sponsors, and tenderer’s sub-contractors of

every tiers involved covering installation, erection, display, maintenance,

dismantling and removal of Contractors Works in the sum of not less than

Hong Kong Dollars Thirty Million (HK$30,000,000) during the specified

period for any one accident and unlimited claims during the period of

insurance with a reputable insurance company authorized under Insurance

Companies Ordinance, Cap 41 and on such terms and conditions as shall

be approved by 2019 WRCC Company against liability to pay damages

and compensation for injury to or death of any persons and for loss or

damage to any properties whatsoever.

IX. Intellectual Property Right

Intellectual property right subsisting in any deliverables shall belong to

FISA absolutely and exclusively throughout the world in perpetuity and

in any media. Tenderer shall state in the tender documents any third

party intellectual properties likely to be involved and any additional

royalties payable for obtaining license from such third party.

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X. Details of any existing or potential conflict of interest.

XI. Tenderer may provide a copy of its proposed contract/ quotation

setting out details of contract terms and payment to 2019 WRCC

Limited for reference purpose. Acceptance of the Tender

Documents shall not constitute 2019 WRCC’s acceptance of the

proposed contract/quotation.

XII. Exceptions

Tenderer’s proposed quotation shall be fully compliant with the

Invitation to Tender and this Specification. However, tenderer may list

in an attachment to its tender documents its proposed exceptions, the

reason thereof and the effects of such proposals on its proposed

contract/quotation. 2019 WRCC Limited shall be under no obligation to

accept any proposed exception.

Tenderer is requested to note items below.

XIII. Selection Criteria

Criteria Weight

1. Technical Proposal

1.1 Creative event promotion and branding concepts 20%

1.2 Implementation and project management (project

timeline, team structure, manpower plan, technical

set up and support, contingency plan

etc.)

35%

2. Company profile and relevant experience 15%

3. Fee 30%

*Fee proposal will not be assessed for bidders who fail in the technical

assessment.

XIV. Award of Contract

2019 WRCC Limited reserves the right to select any tender in part or in

entirety or to reject all tenders. 2019 WRCC limited will notify the successful

tenderer of the acceptance of its offer in writing. No legal or financial

commitments of any kind shall be implied until a mutually agreeable

contract/quotation is drawn up and signed.

XV. Unsuccessful Tenders

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Tenderers who have not been notified of the acceptance of their tenders within

4 weeks after the closing date/time for submission of tenders (unless otherwise

extended), may assume that their tenders are unsuccessful.

Annex 1

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Annex 2

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Annex 3

Locations of the Promotional Counters at Central Pier 7

• 1/F, Central Terminal Building (C001)

Size: 50.04 sq. m; &

• 1/F, Central Terminal Building (C002)

Size: 122.40 sq. m

Floor plan can be downloaded from http://www.starferry.com.hk/en/Exhibition