UBS HONG KONG OPEN 2017 · 2017. 6. 19. · UBS HONG KONG OPEN 2017 Event Tender for Structures,...

UBS HONG KONG OPEN 2017

Event Tender for Structures, Fencing and Temporary Flooring

Briefing DocumentPrepared by the European Tour on behalf of the Hong Kong Golf Club

Unit 1101, 11/F, Lee Garden Two, 28 Yun Ping Road Causeway Bay, Hong Kong

Contents

1) Background to the event

2) The Key Stakeholders

3) Strategy

4) Operational Guidelines

5) Award Criteria

6) Questions for Tenderers

7) Pricing

8) Time Table

9) Q & A Form

10) Marking Scheme

11) Probity Clause

12) Anti-Collusion Clause

13) Expression of Interest

14) Appendix 1 – Warranty

15) Appendix 2 – UBS Hong Kong Open Venue Map

1. Background to the Event

The UBS Hong Kong Open is recognized as one of the region’s most prestigious golf championships with a unique and special history. Established in 1959, it is the oldest professional sporting event in Hong Kong. This year’s event will be the 59th edition of the tournament.

The Hong Kong Open is the only golf tournament in the world, apart from the US Masters (Augusta, Georgia, US) and the Omega European Masters (Crans Montana, Switzerland), to be played at the same venue for more than 50 years.

The tournament attracts significant local interest and support, in addition to a large number of guests from overseas. On average, over 40,000 spectators visit the event over the course of the tournament week, and over 25% of them are from overseas.

The main hospitality structures are the four large marquees surrounding the 18th

Green of the HK Golf Club’s Eden Course. These marquees consist of a large double-deck structure for the Title Sponsor, and then three single-deck structures for other tournament sponsors.

1. Background to the Event (cont.)

The Spectator Village will be located on the 18th Fairway of the Old Course, which is adjacent to the 1st Hole of the Eden Course and approximately 50m away from the main hospitality structures.

The Village is a virtual showroom for all of the event sponsors’ products, as well as a place for the public spectators to relax, eat, drink and enjoy the various interactive activities on offer.

The tent and marquee structure provision is central to the spectator experience. Our customers expect the very best quality finishing.

Outside of the Spectator Village and Hospitality Marquees, other structures will be required for the Media Centre, Media Catering, Ticket Tent, Volunteer Headquarters, Will Call, Score Recording, Statistics and Starter’s Hut. A 220-seat grandstand and additional small viewing platform will also be required.

The choice of tent supplier for this year’s UBS Hong Kong Open is recognized by the European Tour as a key decision in the Tournament’s development, and the chosen tent supplier will need to share our ambitions to take the event to an even higher level.

1. Background to the Event (cont.)

Key Event Details:

•Title – UBS Hong Kong Open

•Venue – Hong Kong Golf Club, Fanling

•Dates – November 23rd – 26th, 2017

•Prize Fund – US$2 million

•Attendance – 40,000+ (Thursday – Sunday)

•Defending Champion – Sam Brazel

•Field – 138 Players from the European Tour, Asian Tour and HK Golf Association

•TV – LIVE on nowTV, worldwide coverage

•Media – upwards of 150 journalists and 40 photographers

2. The Key Stakeholders

Promoters: Hong Kong Golf ClubChampionship Director: Vicky JonesOperations Director: Mike UyedeOperations Manager: Cecilia Chan

Title Sponsor: UBS

Host Venue: Hong Kong Golf ClubCaptain: Arnold WongGeneral Manager: Ian Gardner

Official Premier Partners Official PartnersDP World EmiratesHK Golf & Tennis Academy Rolex

Others TBC

Official SuppliersCourtyard Marriott HotelJW Marriott HotelEvianOthers TBC

3. Strategy for Structures and Grandstands

The European Tour is looking to appoint a supplier for tents, marquee structures and grandstands that shares our vision of maintaining and enhancing the status of the UBS Hong Kong Open as one of the top professional golf events in the region. All structures will need both creative attention and top quality finishing, from the public areas to the VIP Hospitality experience to the Media requirements.

The tent supplier must demonstrate a commitment to the event that encompasses team leadership and stability of management. Robust experience of supplying structures of the highest quality at large scale professional sporting events to multiple and demanding target groups is required.

The tent supplier must be able to offer innovative suggestions and potential improvements/enhancements for subsequent editions of the Hong Kong Open.

The tent supplier must be able to work with the Title Sponsor (UBS) on the design and interior fit out of their double-deck marquee, and also be able to work with all of the other Sponsors and Suppliers who will have display tents within the Tented Village.

3. Strategy (cont.)

Tent Supplier to Provide:

•Public Liability Insurance to cover a maximum level of HKD 8 million and provide the European Tour with a copy.

•Liaison with Health & Safety authorities appointed by the European Tour, and also a guarantee that the tent supplier will comply with all instructions/advice from the ET Health and Safety Consultant.

•Registered Structural Engineer (RSE) endorsements, drawings and calculations for all structures as requested by the Health & Safety authority.

•The necessary fire extinguishers and fire blankets for all tent structures.

The tent supplier must agree to work with the European Tour in promoting a ‘Green Hong Kong Open’ and must remove from site any and all refuse produced by them.

The tent supplier must also agree to work with the European Tour in developing and managing its Recycling Programme at the Hong Kong Open.

4. Operational Guidelines

Tenderers to Note the Following Dates and Restrictions:

1)Set-up to start on Monday, October 23, 2017.

2)Hand-over for the completion of all structures is at 5:00pm on Friday, November 17, 2017 (but all Hospitality structures, the Media Centre and Sponsor Display tents will have earlier structure hand-over dates to allow time for interior fit outs). Hand-over dates for those respective structures will be determined in conjunction with the winning tenderer.

3)Working hours are 8:00am – 6:00pm from Monday to Friday.

4)Work will not be permitted at the venue on the weekends of October 28-29, November 4-5, or November 11-12, 2017.

5)Dismantling and take-down will be from Monday, November 27 to Wednesday, December 6, 2017. The deadline for all equipment and trucks to be off-site is 6:00pm on Wednesday, December 6, 2017.

Note: Whilst the dismantling of the Spectator Village, Media Centre and some selected smaller tents may begin on Monday, November 27, the dismantling of the 18th Green structures cannot begin until the morning of Thursday, November 30.

5. Award Criteria

The UBS Hong Kong Open is one of the region’s largest and most prestigious professional golf events. As such, it requires meticulous planning, stringent controls and strict adherence to regulations, guidelines and schedules.

The European Tour prides itself on its attention to detail, quality control and understanding of the local environment in which it operates. The successful tenderer will reflect this mode of operating and more.

The European Tour will award the contract according to a Marking Scheme detailed in Section 10 of this document.

In order to facilitate the assessment of tenderers, please submit answers to all of the questions in Section 6 in a sealed envelope labelled ‘Replies to Questions in Section 6’. Then in a SEPARATE sealed envelope, please submit the prices for all tents, marquees, grandstands and miscellaneous items listed in Section 7 and label this envelope ‘Prices’.

Please also submit a signed ‘Expression of Interest’ on Section 13, in addition to a signed Warranty (Appendix 1), and include them in the envelope labelled ‘Replies to Questions in Section 6’.

5. Award Criteria (cont.)

Please submit all information together in a sealed envelope by 5:00pm (HK time) on Friday, August 12th, 2017 addressed to:

Cecilia ChanEuropean Tour1101, 11/F, Lee Garden Two, 28 Yun Ping RoadCauseway Bay, Hong Kong(T) 3951-0364

If you have any questions pertaining to this tender, please submit them by email to [email protected] no later than 5:00pm (HK time) on Monday, July 11th, 2017. Please submit questions using the Q&A Form in Section 9, or at least in a similar format (e.g. Microsoft Word or Excel).

Replies to your queries will then be sent back to you on or before July 13th, 2017.

mailto:[email protected]

6. Questions for Tenderers

(A ) Company Information

i.Nature of Organization – please provide a brief description of your business highlighting areas you identify as matching the requirements within this tender.

ii.Address of registered office

iii.Address for correspondence (if different to above)

iv.Name of contact for correspondence

v.Telephone numbers (Office and Mobile)

vi.Email address

vii.Website address

viii.Number of Employees

ix.Annual Turnover (US Dollars)


(B) Experience

Please provide examples that demonstrate your event experience and ability to deliver goods, services or works similar to the requirements for this contract.


(C) Skills

Please provide a statement of the professional and technical skills available within your organization that are required for the production of goods and services.


(D) Quality Control

Please provide details of how you will ensure and monitor the quality of the goods and services provided under the contract, including equipment, installation timeframes and maintenance.


(E) Resources and Flexibility

Please explain how you’ll manage the delivery of all equipment and services during the planning and installation period.


(F) Health & Safety

Please provide details of your company heath & safety policy and how this is monitored during delivery of goods and services.


(G) General Information

Please provide any further information you feel necessary/helpful relating to this contract.


(H) Conviction of Criminal Activity

Have any of the Directors, Partners, or any other person who has powers or representation, decision or control of your organization ever been convicted of any of the below criminal offences?

1)Conspiracy (where the conspiracy relates YES / NOto participation in a criminal organization

1)Bribery or corruption YES / NO

2)Incitement to commit a crime YES / NO

3)Theft or fraud YES / NO

4)Money Laundering YES / NO

5)Any other offence YES / NO

Note: Failure to disclose information relevant to this section may result in your exclusion from this tender process or the termination of any contract that may be awarded to you.

7. Pricing

Product Quantity Total (HKD)

15m x 30m Clearspan Eave Marquee with interior

gable (4m side wall height). Interior gable to create

an Interview Room measuring 7.5m x 15m

1

Glass Walls 22m

ABS Cassette Walls 62m

Double wing glass doors 3

Single door 1

10HP Air Conditioners for Marquee Tent 4

15.4m x 30.4m Raised platform (height variation

0.2m - 1.5m approx.) (weight loaded to 500kg/sqm) 468 sqm

Staircases with carpet, handrails & cladding 3

Grey Needle Punch Carpet458 sqm

Platform CladdingAs applicable

Interior False Wall (4m height) 83 linear m

Stages (including carpet): (1) 4mL x 2.2mW x 0.2mH

(2) 4mL x 2mW x 0.2mH

2

Radio Booths (2mD x 1.5xW x 2.2mH)2

Fire Extinguisher6

Lighting (sufficient for whole tent)As applicable

Total

MEDIA CENTRE

Please supply pricing for the following (including all

transport and labour costs):

7. Pricing

MEDIA CATERING TENT:


5m x 5m Pagoda Marquee (2.4m side wall height) 2

10HP Air Conditioner for Marquee Tent 1

Raised Cassette Flooring (to make a terrace) 75 sqm

Glass Walls 15m

ABS Cassette wall 10m

Double wing glass door 2

Cladding All Sides As applicable

Grey needle punch carpet 75m

Fire extinguisher 1

Basic LED lighting 1 set

Total



Raised Cassette Flooring 9 sqm

Fire Extinguisher 1


Total

MEDIA SERVICES TENT:

7. Pricing

TICKET TENT:

VOLUNTEER HEADQUARTERS (HQ) TENT:



Raised Cassette Flooring 32m

Grey Needle Punch Carpet 32m

Basic LED lighting 2 sets

Fire Extinguisher 1

Total




Grey Needle Punch Carpet 25 sqm

Basic LED Lighting 1 set

Fire Extinguisher 1

Total

7. PricingSCORE RECORDING TENT:

STATS / MEDIA TENT:






Glass Wall (Tinted) 8

ABS Cassette wall 14

Interior False Wall (3mL) plus 1 single door 1




Fire Extinguisher 1

Total






ABS Cassette wall 14




Fire Extinguisher 1

Total

7. Pricing

STAFF CATERING TENT:




Fire Extinguisher 1


Total

HKGC MERCHANDISE & SIMULATOR TENT:


5m x 5m Clearspan Eave Marquee (2.4m side wall

height)

2



Cladding two sides (front and back) As applicable

Basic LED Lighting 2 sets

Fire Extinguisher 1

Total

7. PricingHK GOLF & TENNIS ACADEMY PAVILION:


10m x 15m Clearspan Eave Marquee (2.6m side

wall height) with set back wall

1

10m x 15m Platform (height variation 0.2m - 1.5m

approx.) (weight loaded to 500kg/sqm) with 3m x

3m extension for additional landing space at top

of staircase

159 sqm

Platform Cladding As applicable

Handrail Plus Cladding (including bar shelf) 21 linear m

Staircases (2mw x 2mh) 2

10HP Air Conditioner 1

Extraction Fan for Kitchen Area 1

Glass Walls 21m


Double Wing Glass Doors 3


Roof Lining 150 sqm

Gable Lining 2 x 6m

Side Wall Lining 2

Interior fit out package including: 4 leg clads, 15m

window soffit, 10m perimeter soffit, 2 portal beam

covers, lighting package, plug sockets, first cable

fit out

1

False walls for catering partitions (2.6mH) 6 linear m

Fire Extinguishers 2

Total

7. Pricing

UBS PAVILION (2 FLOORS):


10m x 25m (double-deck) 1

10m x 25m Platform (height variation 0.2m - 1.5m

approx.)

1

Cassette Floor 500 sqm


Set back wall for terrace 25 lm

Glass handrail 31 lm

Staircases (1 x internal and 1 x external) 2

Staircase Cladding (internal and external) 1 set

10HP Air Conditioners 9

Glass Walls 48m


Double Wing Glass Doors (push bar) (for

entrances)

2

Double Sliding Doors (for 1st floor terrace) 2

Water Proof Membrane PVC for between floors 1

Ribbed Needle Punch Carpet 500 sqm

Cont. on next page …

7. Pricing

UBS PAVILION (2 FLOORS) (CONT.):


Internal Roof Lining 500 sqm

Fabric Wall Lining (balcony) 76 lm

Floor infills and terrace sloping floor 1 set

Belly wrap battening 38 lm

Leg Cladding (Window x 5, Centre x 4, Set back

wall x 4, Balcony x 6)

1 set

Perimeter soffit 90 lm

Transverse soffit 25 lm

Pendant Lights for 1st Floor 4 nos

Wall Lights for Ground Floor 8 nos

Extractions Fans for Kitchen Area 2

13 amp Double sockets 10 nos

All internal cabling 1 set


Total

7. Pricing

EMIRATES MARQUEE:


6m x 18m Clearspan Eave Marquee (2.6m side wall

height)

1

9m x 24m Platform (weight loaded to 500kg/sqm)

(height variation 0.2m - 1.5m approx.)

216 sqm


Handrail Cladding (bar shelf only) 21 linear m



Extraction Fan for Kitchen Area 1

Glass Walls 21m




Roof Lining 108 sqm

Gable Lining 2 x 6m

Side Wall Lining 2


window soffit, 6m perimeter soffit, 2 portal beam


fit out

1

False walls for catering partitions (2.6mH) 6 linear m


Total

7. PricingPARTNER MARQUEE:


30m x 15m Clearspan Eave Marquee (4m side wall

height) with 2.5m or 3m set back wall

1

30.5m x 15.5m Platform (weight loaded to

500kg/sqm) (approx. 1.5m height)

473 sqm

Cassette Floor 450 sqm

Platform PVC Covered Cladding (4 sides) As applicable

Glass Handrail 41 running m



Glass Walls 32m


Single Wooden Doors 2



Roof Lining 450 sqm

Gable Lining 2 x 12m

Side Wall & Gable Lining 330 sqm


window soffit, perimeter soffit, 4 portal beam


fit out

1

Plywood Backdrop (3mW x 2.44mH) 1

Lockable Storeroom (2m x 1m) 1

Gable Lined False walls for partitions (4mH) x 2 22 running m


Total

7. Pricing

11TH TEE STARTER TENT:

UBS ‘WILL CALL’ TENT:



Total






Total

HKGTA DISPLAY TENT:







Fire Extinguisher 1

Total

7. Pricing

VILLAGE ENTRANCE TENT:



10m x 5m Clearspan Marquee 1

Gutters 2



Cladding All sides


Fire Extinguisher 1

Total







Fire Extinguisher 1

Total

EVIAN DISPLAY TENT:

7. Pricing

PUBLIC BAR:

SPONSOR DISPLAY TENTS:





4.8m x 4.8m Bar Counters 1 set



Total





Cladding 12 sides



Total

7. Pricing

HONG KONG GOLF ASSOCIATION DISPLAY TENT:

INTERACTIVE AREA (GOLF SIMULATOR TENT):



height)

1






Fire Extinguisher 1

Total







Fire Extinguisher 1

Total

7. PricingPUBLIC CATERING TENT:

MISCELLANEOUS ITEMS:


Hard protective flooring (to protect grass from

heavy trucks and forklifts)

800 sqm

Plastic flooring for spectator walkways (on grass) 600 sqm

White Picket Fencing 300 lm

Scaffold Walling (2.4m height) (Plywood walling

held in place by metal scaffolding)

300 lm

8m x 10m Stage (80cmH) – no handrail, with

carpet, 8m fascia and 10m x 5m A-Frame Tent

1

Total



height)

1

20m x 25m Raised platform (height variation 0.2m -

1.0m approx.) (weight loaded to 500kg/sqm)

500 sqm


Small Staircases & Ramp 4 + 1


Fans for Air Circulation 12



Total

7. Pricing

18th GREEN GRANDSTAND:

1ST TEE VIEWING PLATFORM:Product Quantity Total (HKD)

7m(D) x 7.5m(W) 3-tiered platform (height difference between each tier is 15-18cm)

1

Green Needle Punch Carpet 52.5 sqm

Staircase (approx. 5 steps) 1

Handrail (around entire platform) 1

Total


220 Seat Spectator Grandstand

(approx. 14.5m(W) x 9.5m(D) x 5m(H))

with either white or red seats

1

Vinyl wrapped wood cladding (front and back

sides) and solid vinyl wrapping for

left and right sides

1 set

Total

8. Time Table

• June 19, 2017 Event Tender goes out

• June 27, 2017 Deadline for tenderers to submit questions (5:00pm HK time) (per the attached Q&A Form)

• June 30, 2017 Answers returned to tenderers

• July 28, 2017 DEADLINE FOR SUBMISSION OF TENDER (5:00pm HK time)

• August 11, 2017 Appointment of chosen Tent supplier

N.B. These dates are subject to change by the European Tour.

Notes:

Questions: All questions should be sent to: [email protected]

The European Tour will not circulate its responses to all tenderers, but reserves the right to do so should a general notification be deemed necessary.

Privacy: The European Tour will not publish details of its award decision, rankings of tenderers or other information related to the award process.

mailto:[email protected]

9. Q&A Form

UBS Hong Kong Open 2017 Questions

Question Answer

1

2

3

4

5

6

7

8

9

10

11

12

10. Marking Scheme

The selection of the winning tender will be based on the respective tenderers’ score out of 100 for the following areas:

Price 60Quality of product/services 20Relevant Experience 20

The criteria that will be used to assess the quality of products/services will be as follows:

1) Does the tenderer’s product(s) fit the brief2) Are the products/services fit for purpose3) Does the tenderer have the resources to take on the project4) Can the tenderer provide details of their company’s health & safety policies

and detail how they will be monitored throughout the delivery of the products/services

The criteria that will be used to assess the relevant experience of a tenderer will be as follows:

1) Can the tenderer provide evidence that they have delivered the products/services to other large scale sporting events on time and within budget

11. Probity Clause

Offering Gratuities:

1)The tenderer shall not, and shall procure that his employees, agents and sub-contractors shall not, offer an advantage as defined in the Prevention of Bribery Ordinance, (Cap 201) in connection with the tendering and execution of this contract.

2)Failure to so procure or any act of offering advantage referred to in (1) above committed by the tenderer or by an employee, agent or sub-contractor of the tenderer shall, without affecting the tenderer’s liability for such failure and act, will result in his tender being invalidated.

12. Anti-Collusion Clause

Anti-Collusion:

1)The tenderer shall not communicate to any person or entity other than the European Tour the amount of any tender, adjust the amount of any tender by arrangement with any other person, make any arrangement with any other person about whether or not he or that other person should or should not tender or otherwise collude with any other person in any manner whatsoever in the tendering process. Any breach of or non-compliance with this sub-clause by the tenderer shall, without affecting the tenderer’s liability for such breach of rules and laws or non-compliance, invalidate the tender.2)Sub-clause (1) of this Clause shall have no application to the tenderer’s communications in strict confidence with his own insurers or brokers to obtain an insurance quotation for computation of tender price and communications in strict confidence with his consultants / sub-contractors to solicit their assistance in preparation of tender submission.3)The tenderer shall submit to the European Tour a duly signed warranty in the form set out in Appendix 1 to the effect that he understands and will abide by these clauses. The warranty shall be signed by a person authorized to sign the contract on the tenderer’s behalf.4)Any breach of any of the representations and/or warranties by the tenderer may prejudice the tenderer’s future standing as a European Tour contractor.

13. Expression of Interest

__________________________ wishes to register interest and apply to be a (insert name of organization)

supplier of the 2017 UBS Hong Kong Open. I confirm that the answers given on this

questionnaire are true, complete, accurate and not misleading.

Signed: ________________________________

Print Name: ________________________________

Title: ________________________________

Date: ________________________________

To: European Tour

Dear Sir/Madam,

Warranty

1) By submitting a tender, the tenderer represents and warrants that in relation to the tender of Tentage, Marquee and Grandstand

structures:

i. it has not communicated and will not communicate to any person or entity other than the European Tour the amount of

any tender price;

ii. it has not fixed or will not fix the amount of any tender price by arrangement with any person;

iii. it has not made and will not make any arrangement with any person as to whether it or that other person will or will not

submit a tender; and

iv. it has not otherwise colluded and will not otherwise collude with any person in any manner whatsoever in the tendering

process.

2) In the event that the tenderer is in breach of any of the representations and/or warranties in Clause (1) above, the European Tour

shall be entitled to, without compensation to any person or liability on the part of the European Tour:

i. reject the tender;

ii. if the European Tour has accepted the tender, withdraw its acceptance of the tender; and

iii. if the European Tour has entered into the contract with the tenderer, terminate the contract.

3) The tenderer shall indemnify and keep indemnified the European Tour against all losses, damages, costs or expenses arising out

of or in relation to any breach of any of the representations and/or warranties in Clause (1) above.

4) Clause (1) shall have no application to the tenderer’s communications in strict confidence with its own insurers or brokers to

obtain an insurance quotation for computation of the tender price, or with its professional advisers, and consultants or sub-

contractors to solicit their assistance in preparation of tender submission. For the avoidance of doubt, the making of a bid by a

bidder to the European Tour in public during an auction will not by itself be regarded as a breach of the representation and

warranty in Clause (1)(i) above.

Appendix 1

Warranty (cont.)

5) The rights of the European Tour under Clauses (2) to (4) above are in addition to and without prejudice to any other rights or

remedies available to it against the tenderer.

Authorized Signature & Company Chop : _______________________________________________

Name of Person Authorized to Sign (in Block Letters) : _______________________________________________

Name of Tenderer in English (in Block Letters) : _______________________________________________

Date : _______________________________________________

Appendix 1

Appendix 2UBS Hong Kong Open Venue Map

Putting Green1st Tee

18th Green

Tented Village

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