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CITY OF PARRAMATTA MAJOR EVENTS
REQUEST FOR QUOTE (RFQ):
AUDIO SUPPLY AND OPERATION, SELECT EVENTS
JULY 1 2019 – JUNE 30 2020
City of Parramatta 126 Church Street, Parramatta, NSW
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Contents
INFORMATION FOR APPLICANTS ............................................................................................................ 2
Background ......................................................................................................................................... 2
Quoting Submissions........................................................................................................................... 2
Selection Criteria ................................................................................................................................. 3
Enquiries ............................................................................................................................................. 3
SCOPE OF WORKS ................................................................................................................................... 4
A. Winterlight 2019 ......................................................................................................................... 4
Key Elements ....................................................................................................................................... 4
Key Timings ......................................................................................................................................... 5
B. PARRAMATTA LANES 2019 ......................................................................................................... 5
Key Elements ....................................................................................................................................... 5
APPENDIX A: SITE OVERVIEW – WINTERLIGHT 2019 ............................................................................ 10
APPENDIX B: PL19 – DRAFT OVERVIEW MAP ....................................................................................... 11
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INFORMATION FOR APPLICANTS
Background
The City of Parramatta (CoP) presents a number of events across its event season for which the
supply and operation of audio equipment and the supply of backline is required. CoP is seeking a
supplier who can service the following events and, in addition, any other non-contracted events that
arise throughout the period July 1 2019 – June 30 2020 for which audio equipment, operation
and/or backline is required:
• Winterlight: July 2019
• Parramatta Lanes: October 2019
Quoting Submissions
Applicants are asked to provide:
1. A quote for each of the two events detailed in Section 2: Scope of Works of this document,
these being:
A) Winterlight 2019. Quotes need to adhere to a fixed budget of no more than $25, 500 ex
GST
B) Parramatta Lanes. No fixed budget is given, however the City of Parramatta would expect
services to be delivered for a cost of between $40, 000 to 60, 000 ex GST.
2. A separate rates table that shows hourly rates for sound tech/audio operator staff only. The
City may have need at various times to call upon the service of audio operators.
Bidders should indicate rates for normal hours, show when penalty rates are applicable and
indicate the associated penalty rate that would be incurred.
3. Public Liability Insurance details and Workers Compensation Insurance details - please
forward us certificates of currency with your quote/s. (Public liability insurance cover must
be for a minimum of $20, 000, 000 per instance.)
4. A company résumé that indicates examples of other events your company has previously
serviced including (2) referees (not City of Parramatta referees) that we can contact
regarding your companies work.
5. A CV for key personnel who will act as account managers for the City of Parramatta.
All quotes must be submitted no later than 5pm, Friday 14 June 2019 and should be emailed to
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Selection Criteria
Quotes will be assessed on:
• Pricing (value for money)
• Experience: relevant experience in the delivery of audio in public outdoor events, as
assessed through the supplied company résumé and staff CV’s and reference check
A panel will evaluate all proposals. The City of Parramatta aims to make appointments by
Wednesday 19 June 2019.
The City of Parramatta reserves the right to not appoint a supplier resulting from submissions for
this RFQ. Following the appointment of a supplier the City of Parramatta reserves the right to
change the parameters of each event as detailed in the quoting tables.
Enquiries
Any questions can be submitted by email to [email protected]
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SCOPE OF WORKS
A. Winterlight 2019
Winterlight is Parramatta’s signature winter event, held during the July school holidays in Prince
Alfred Square. With an ice skating rink as the main attraction, the festival also seeks to create a
winter entertainment precinct. While the precinct is primarily targeted at families, an increasing
number of adults and people from the Parramatta worker market attend.
The event aims to provide a high quality entertainment program, which offers a range of activities
and opportunities, differentiating the event from other winter festivals. In addition to the ice-skating
rink, Winterlight also includes amusement rides, live music, roving entertainment, activities and
night-time workshops for children, interactive LED art installations, a strong winter-themed food
offering and a magical environment to experience with friends and family.
The festival has seen an exponential increase in attendance over the past 8 years. After relocating to
Prince Alfred Square in 2014, which allowed a larger rink to be built (36m x 20m), the festival saw a
70% increase in skaters. In 2016, the number of attendees doubled with the introduction of the Food
Village, Ice Slide and additional rides. In 2018, the event saw over 850,000 people visit the event
with over 20,000 skaters taking to the ice rink.
To help stage the event, CoP is seeking to engage the services of a company to supply and deliver
the audio requirements for the event. The chosen provider will work closely with the CoP
Winterlight Event Manager to deliver the event as required in accordance with the details below.
Key Elements
The provider will be required to deliver and manage the following elements in accordance with a set
budget:
i. Audio provision/speakers for:
a. Ice rink, extended viewing area and surrounding quadrant (approximately
3500 m²). Ice Rink itself is 35m x 20m with a 200-person capacity.
b. Food village quadrant of the park (approximately 3500 m²)
Refer to Appendix A for an overview of the event layout. Ice skaters should have a
focused audio experience whereas general visitors to the Ice Skating and Food Village
Quadrants should have an ambient background music experience.
ii. Facilitate the ability for a DJ to operate at the Ice Rink on the weekends including
provision of:
• 1 x Mega Deck Style DJ Table
• 1 x monitor
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DJ’s will bring their own CDJ’s and controllers/mixers. CoP is seeking a plug and play set
up.
iii. Audio operator for Friday 5 July only. Audio operation for VIP opening show on Friday 5
July, which will have an MC and speeches from VIPs. CoP will provide the PA,
microphones and a mixer.
Key Timings
Event Dates: Friday 5 July – Sunday 21 July 2019
Event Times: 11:00am – 10:00pm (Sunday – Thursday)
10:00am - 11:00pm (Friday - Saturday)
Bump In: Tuesday 25 June – Thursday 4 July 2019
Bump out: Sunday 21 July – Friday 26 July 2019
B. PARRAMATTA LANES 2019
Parramatta Lanes is a multi-site festival that seeks to temporarily transform utilitarian spaces in the
Parramatta CBD by reimagining them as themed outdoor food and entertainment destinations and
new spaces for art installations and performance work. It aims to be an engaging and immersive
experience for patrons with a high quality food offering at its heart.
The event is held in laneways, carparks and various public spaces throughout the CBD. Refer to
Appendix B for a draft site layout. It attracts an audience of approximately 100, 000 patrons over 4
nights.
To help stage the event, CoP is seeking to engage the services of a company to supply and deliver
the audio requirements for the event. The chosen provider will work closely with the CoP
Parramatta Lanes Production Manager to deliver the event as required in accordance with the
details below.
Key Elements
The provider will be required to deliver and manage audio/PA, staging and audio operators in
accordance with the following table – see over page. This table includes key timings.
Submissions should provide ex GST costs corresponding to specified requirements. The
downloadable quoting table is available at
https://www.cityofparramatta.nsw.gov.au/majoreventsbusiness
Applicants are asked to either add in a pricing column to this spreadsheet or provide a separate
itemised quote.
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Audio Location Audio - Specifics Backline
Eat Street Car Park Rooftop (Cnr Phillip & Horwood Place) - 800 Pax/Outdoor PA + DJ Setup
2 x Subwoofers
4 x FOH speakers w/ stands
1 x Booth monitor speaker w/ stand
1 x Vocal microphone
1 x Aux cable
2 x Turntables (Technics)
2 x CDJs (Pioneer CDJ 2000)
2 x DJ mixer (Pioneer DJM 900)
St John's Cathedral (Centenary Square) - 750 Pax/Outdoor PA + Small Band Setup
1 x Digital mixing console
1 x Digital rack / multicore
4 x FOH speakers w/ stands
3 x Foldback speakers
3 x Vocal microphones w/stands
3 x Instrument microphones w/ stands
1 x Aux cable
Centenary Square (Beside Jamie's Italian Trattoria) - 500 Pax/Outdoor PA + DJ Setup
1 x Small mixing desk
2 x Subwoofers
4 x FOH speakers w/ stands
1 x Booth monitor speaker w/ stand
1 x Vocal microphone
2 x Instrument microphones w/ stands
1 x Aux cable
2 x CDJs (CDJ 2000)
1 x DJ mixer (DJM 900)
Batman Walk - 250 Pax/Outdoor PA + DJ Setup + Riser for dance performance
1 x Small mixing desk
2 x Subwoofers
4 x FOH speakers w/ stands
1 x Booth monitor speaker w/ stand
1 x Vocal microphone
1 x Aux cable
1 x Active DI box
AUDIO
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Horwood Place - 1500 Pax/Outdoor PA + DJ Setup
2 x Subwoofers
6 x FOH speakers w/ stands
1 x Booth monitor speaker w/ stand
1 x Vocal microphone
1 x Aux cable
2 x CDJs (CDJ 2000)
1 x DJ mixer (DJM 900)
Roxy Car Park - 400 Pax/Outdoor PA + DJ Setup + Small Band Setup
1 x Digital mixing console 1 x Full drum kit
1 x Digital rack / multicore 1 x Guitar amplifier
4 x FOH speakers w/ stands 1 x Bass amplifier
5 x Foldback speakers
1 x Booth monitor speaker w/ stand
3 x Vocal microphones w/stands
4 x Instrument microphones w/ stands
1 x Aux cable
2 x CDJs (CDJ 2000)
1 x DJ mixer (DJM 900)
Erby Place - 150 Pax/Outdoor PA + Small Band Setup
1 x Digital mixing console
1 x Digital rack / multicore
2 x FOH speakers w/ stands
1 x Foldback speakers
3 x Vocal microphones w/stands
3 x Instrument microphones w/ stands
1 x Aux cable
Riverbank - 500 Pax/Outdoor PA + DJ Setup
1 x Small mixing desk
2 x Subwoofers
6 x FOH speakers w/ stands
2 x Booth monitor speakers w/ stands
1 x Vocal microphone w/ stand
1 x Aux cable
1 x Active DI box
AUDIO Cont.
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Willow Grove (34 Phillip Street) - 400 Pax/Outdoor PA + DJ Setup + Small Band Setup
1 x Digital mixing console 1 x Full drum kit
1 x Digital rack / multicore 2 x Guitar amplifiers
4 x FOH speakers w/ stands 1 x Bass amplifier
4 x Foldback speakers
1 x Booth monitor speaker w/ stand
2 x Vocal microphones w/stands
3 x Instrument microphones w/ stands
1 x Aux cable
2 x CDJs (CDJ 2000)
1 x DJ mixer (DJM 900)
2 x Turntables (Technics 1200)
1 x DJ mixer (Rane)
Dirrabarri Lane Car Park - 1000 Pax/Outdoor PA + DJ Setup + Small Band Setup
1 x Digital mixing console 1 x Full drum kit
1 x Digital rack / multicore 4 x Guitar amplifiers
6 x FOH speakers w/ stands 1 x Bass amplifier
4 x Foldback speakers 1 x Keyboard
1 x Booth monitor speaker w/ stand
3 x Vocal microphones w/stands
4 x Instrument microphones w/ stands
1 x Aux cable
2 x CDJs (CDJ 2000)
1 x DJ mixer (DJM 900)
Crew Details
Install/Set Up labour as required
1 x Operator for Centenary Square (also float to St John's, Batman Walk) - Bands and DJs
1 x Operator for Roxy Car Park (also float to Horwood Place) - Bands and DJs
1 x Operator for Willow Grove (also float to Erby Place) - Bands and DJs
1 x Operator for Eat Street Car Park Rooftop - DJs
1 x Operator for Dirrabarri Lane Car Park (also float to Riverbank) - Bands
Packdown labour as required
Warehouse prep and transport as required
CREW / LABOUR
Monday 8 / Tuesday 9 October
4.00pm - 10.30pm, Tuesday 15 - Thurs 17 October; 4.00pm - 11.30pm, Friday 18 October
4.00pm - 10.30pm, Tuesday 15 - Thurs 17 October; 4.00pm - 11.30pm, Friday 18 October
4.00pm - 10.30pm, Tuesday 15 - Thurs 17 October; 4.00pm - 11.30pm, Friday 18 October
4.00pm - 10.30pm, Tuesday 15 - Thurs 17 October; 4.00pm - 11.30pm, Friday 18 October
Timings
4.00pm - 10.30pm, Tuesday 15 - Thurs 17 October; 4.00pm - 11.30pm, Friday 18 October
Friday 18 October (from midnight); Saturday 19 October
As required
AUDIO Cont.
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APPENDIX A: SITE OVERVIEW – WINTERLIGHT 2019
Carnival Rides
Food Village
Workshops and
Activities
Ice Skating Rink
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APPENDIX B: PL19 – DRAFT OVERVIEW MAP
