CITY OF PARRAMATTA MAJOR EVENTS REQUEST FOR QUOTE … · • DJ • Outdoor seating 4. Horwood...

CITY OF PARRAMATTA MAJOR EVENTS

REQUEST FOR QUOTE (RFQ):

STALLHOLDER MANAGEMENT SERVICES

OCTOBER 1 2018 – JUNE 30 2021

City of Parramatta 126 Church Street, Parramatta, NSW

TableofContents

Section 1 ‐ General Information for Applicants ...................................................................................... 2

Background ......................................................................................................................................... 2

Quoting Submissions ........................................................................................................................... 2

Scope of Works ................................................................................................................................... 3

City of Parramatta Provisions ............................................................................................................. 4

Selection Criteria ................................................................................................................................. 4

Key Performance Indicators ................................................................................................................ 4

Enquiries ............................................................................................................................................. 5

Section 2 ‐ Event Specific Information .................................................................................................... 6

A. Parramatta Lanes ........................................................................................................................ 6

B. Loy Krathong ............................................................................................................................. 10

C. Australia Day ............................................................................................................................. 12

D. Lunar New Year ......................................................................................................................... 16

Section 1 ‐ General Information for Applicants

Background

The City of Parramatta (CoP) presents a number of events across its event season for which

stallholder management services are required. These Include:

Parramatta Lanes – October

Loy Krathong – November

Australia Day – January

Lunar New Year – February

CoP is looking to appoint a provider of Stallholder Management Services for these events as well as

any ad hoc events that arise throughout the year.

We invite applications for all or some of the events, as is of interest to individual providers, and will

seek to engage a provider/providers of Stall Management Services for the period October 1 2018 to

June 30 2021.

The City of Parramatta will engage the successful supplier on a 1‐year contract with two (2) options to

extend for an additional year each, based on an annual review of key performance indicators (KPI’s).

Quoting should be based on the indicated projected requirements for the 2018‐19 event season below

in Section 2 and the City of Parramatta will ask the successful supplier to requote on future events in

line with any changed parameters for those events.

Quoting Submissions

Applicants are asked to provide a quote for the events listed below that they are interested in

servicing. In your quote/s please indicate:

Event/s you are quoting on with a separate section dedicated to each event;

The cost for management services for each event based on the size, patronage, nature

and timings of the event as per the specific details for each event. Costs should cover all

items as detailed/requested in the scope of works below;

Estimated on site timings/rosters.

All submissions must include:

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 $10, 000, 000 per instance.)

A maximum 2‐page résumé that indicates examples of other major events you have

previously serviced, and includes two referees.

Submissions should be less than 5MB in size.

All quotes must be submitted no later than 5pm, Monday 30 July 2018 and should be emailed to

[email protected]

Scope of Works

Liaison with the City of Parramatta Major Events Management Team as required (phone

and email) and attendance at planning meetings (including onsite) and debrief meetings;

Curation (selection) of stallholders for Australia Day only and:

o Assistance with the collection of Public Liability Insurance and Workers

Compensation certificates of currency and Food Safety certificates for this event.

o Collate power requirements from all stallholders and organise the provision and

distribution of power on site as required for this event.

Management of the timely and safe bump in (including management of vehicles and

timings (coordinated with the CoP production schedule)) of all stallholders;

Management of the timely and safe bump out of all stallholders;

Management of stallholders at the event including the resolution of issues related to

power supply, queue management, general layout and positioning and general

operations;

Management and provision of hand wash (hot), gas checks, water point sourcing and

additional plumbing needs; (Do not include hire costs in your quotes as these will be

directly passed on to Council)

Liaison with CoP and an appointed waste management company to ensure provision and

management of oil collection and sullage containers as is required;

Provision of all staff as required to properly attend to all duties.

City of Parramatta Provisions

The City of Parramatta will:

Undertake curation of events and booking of stallholders for attendance at Parramatta

Lanes, Loy Krathong and Lunar New Year.

Collect Public Liability Insurance and Workers Compensation certificates of currency for

these events.

Collect Food Safety Certificates for these events.

Collate power requirements from all stallholders and organise the provision and

distribution of power on site as required for these events.

Provide stallholder infrastructure for operation as required including marquees,

marquee lighting, signage, service benches, food guards, flooring and additional tables

and chairs for all events.

Selection Criteria

Quotes will be assessed on:

Pricing (value for money)

Experience and references

All proposals will be evaluated by a panel. The City of Parramatta aims to make appointments by 10

August, 2018.

The City of Parramatta reserves the right to not appoint a provider of Stallholder Management

Services resulting from submissions for this RFQ. Following the appointment of a provider/providers

the City of Parramatta reserves the right to change the parameters of each event as detailed below.

Key Performance Indicators

Key Performance Indicators

Engagement with the principal: pre‐event and post event liaison, correspondence and reporting

Fail ‐ Ineffective and often late 1

OK ‐ Minimally effective and slow 2

Good ‐ Effective and punctual 3

Very Good ‐ Very effective, punctual and pro‐active 4

Product or Service Delivery

Fail – Not as specified/required, with shortfalls 1

OK – Not as specified/required, but no shortfalls 2

Good – met expectations, as specified and as per requirements 3

Very Good – Exceeding expectations 4

Onsite operations and communications

Fail – Ineffective and inefficient, did not respond to requests 1

OK ‐ Ineffective and inefficient, but did respond to requests 2

Good ‐ Effective and efficient and responded well to requests 3

Very Good ‐ Very efficient and responded very well to requests 4

Onsite WH&S

Fail ‐ Exhibited unsafe practise, nil or poor response to requests 1

OK ‐ Met minimum standards of safety and exhibited some response to requests 2

Good ‐ Exhibited safe practise and responded well to requests 3

Very Good ‐ Exhibited very safe practise and responded very well to requests 4

Enquiries

Any questions can be submitted by email to [email protected] or you can

contact Josh Engelbrecht on (02) 9806 5434.

Section 2 ‐ Event Specific Information

A. Parramatta Lanes

2018 Event Dates: Tuesday 9 October – Friday 12 October

Event Location: Parramatta CBD – 10 separate CBD locations.

Event Start: 5.00 pm nightly

Event Finish: 10.00 pm except on Friday 12 October when venues will close at 10.30 pm

General Event Description: Parramatta Lanes is a key event produced by City of Parramatta Council

and is now in its seventh year. The event will run from Tuesday 09 to Friday 12 October 2018, from

5.00 pm – 10.00 pm (Tues – Thurs) and 5.00 pm – 10.30 pm (Fri).

As a food and arts festival Parramatta lanes attracts a diverse demographic from CBD workers to

families.

The event will be held across 11 CBD sites in 2018 and will include approximately 42 food stalls, 12

food trucks and up 6 bars.

Refer to the plan below which shows the site layout of the 2017 event.

Crowd Attendance: Expected attendance in 2018 is as follows:

Tuesday 09 October: 15, 000

Wednesday 10 October: 15, 000

Thursday 11 October: 20, 000

Friday 12 October: 50, 000

Event Profile: Quotes are to be based on the maps provided below. These maps refer to the 2017

event layout. The 2018 event is expected to have the same footprint and applicants should supply

quotes applicable to the following sites and profile indicated below, expected patronage and the

above indicated times. The successful applicant will be asked to requote on an updated scope of

work closer to the actual event date.

Note that this event is largely transient and whilst small amounts of people can be accommodated in

any one site at a time, large amounts of people are often moving between sites.

The sites will be set up with a configuration similar to the following:

1. Aird Street ‐ Capacity 400 people

• 4 x Food Stalls

• 1 x Temporary Bar

• DJ

• Outdoor seating

2. St John’s Cathedral/Centenary Square – Capacity 3000 people

• 11 x Food Stalls

• Live stage music

• DJ

• 2 x Temporary Bars

• 2 x Food Trucks/Vans

• Outdoor seating areas

3. Batman Walk – Capacity 350 people

• Art works

• 3 x Food Stalls

• Coffee Bar

• DJ

• Outdoor seating

4. Horwood Place – Capacity 1500 people

• 4 x Food Trucks

• 1 x bar

DJ’s and street performance

• Outdoor seating

5. Roxy Car Park – Capacity 400 people

• 2 x Food Trucks

• 4 x Food Stalls

• Live stage music and performance

• Outdoor seating

6. Willow Grove – Capacity 500 people

• 4 x Food Stalls


• Outdoor seating

7. Leabeater – Capacity 500 people

• 5 x Food Stalls


• Outdoor seating

8. Dirrabarri Car Park – Capacity 1000 people


• 2 x Food Stalls

• 5 x Food Trucks


• Outdoor seating

9. Erby Place/Emporium – Capacity 150 people


• 2 x Food Stalls


• Outdoor seating

10. Red Cow Lane – Capacity 100 people

• Art works

11. UNE – Capacity 200 people

• 3 x Food Stalls


• Live music/speeches

Map 1

Parramatta Lanes 2017 ‐ CBD Sites

B. Loy Krathong

Event Details

2018 Event Date: Saturday November 17

Event Location: Parramatta River Foreshore, between Barry Wilde Bridge and Elizabeth St footbridge

Event Start: 4.00 pm

Event Finish: 10.00 pm

General Event Description: Parramatta’s Loy Krathong Thai Water Festival is Australia’s largest

water festival. It is hosted by the City of Parramatta in conjunction with the Tourism Authority of

Thailand and the Thai Australia Association of New South Wales. The festival is an opportunity to

explore the exotic sights, sounds, flavours and spirit of Thailand. It attracts approximately 10,000

people from Parramatta, Greater Western Sydney and Asian communities from all around Sydney.

The event showcases a variety of family activities, information booths about travel destinations in

Thailand and a variety of Thai food stalls.

Crowd Attendance: Approximately 10, 000

Event Profile: Quotes are to be based on the area indicated in Map 1 below. This maps refer to the

2017 event layout and the 2018 event will have a similar layout, across both sides of the Parramatta

river. Applicants should supply quotes applicable to the site layout and profile indicated below,

expected patronage and the above indicated times. If necessary, the successful applicant will be

asked to requote on an updated scope of work closer to the actual event date:

The site will constitute approximately:

• 18 x food stalls

• 4 x product/merchandise sales stalls

• VIP catering and dining marquee

• First Aid marquee

• 4 x activity workshops

• 1 x Bar

• Stage Ops marquee and three (3) dressing rooms

Map 1

Loy Krathong Site layout 2017, Parramatta River Foreshore

C. Australia Day

2019 Event Date: Saturday 26 January

Event Location: Parramatta Park

Event Start: 6.00 am


General Background and Event Description: Australia Day is a 15‐hour free public event that has been

running in Parramatta for 30 years. The event primarily attracts a family audience however new

components such as CARnivale and the Big BBQ attract a broader demographic.

Australia Day is made up of the following components (refer also to the 2018 Site Layout below):

Fireworks Display: The fireworks spectacular forms the culmination of the Australia Day. It follows

immediately on from the headline act of the Concert. The soundtrack and fireworks will build on the

atmosphere generated by the concert as the finale of the show.

Crowd Attendance: 70, 000 across the day

Event Profile: Refer to Map 1 below. The maps refer to the 2018 event layout and the 2019 event

will have a similar layout. Applicants should supply quotes applicable to the site layout and profile

indicated below, expected patronage and the above indicated times. If necessary, the successful

applicant will be asked to requote on an updated scope of work closer to the actual event date:

The sites will be set up with a configuration similar to the following:

Aerial/Big BBQ – Western side of the Park:


• 10 x BBQ competition team tents

• Bar area

• 2 x stages

• Information fete stall

• Ticket fete stall

• Tethered Balloon Ride sites

• BOH Area including:

o 3 x dressing rooms

o Outdoor Broadcast compound

o Stage BOH areas

• Fireworks Firing Zone

The Concert Site and Kids Crescent

• 7 x food stalls

• 6m x 18m VIP marquee and tables and chairs

• Main Stage – 22.7m x 16.4m

• Kids Crescent Stage – 6m x 6m

• Tables and chairs

• Stage Compound and BOH area including 4 x site sheds

• 5 x workshops and workshop storage area

Monumental Lawn – above (south of) the Crescent

• 8 x food trucks

Kids Rides (Eastern side of the Park)

• 3 x food stalls

• Children’s amusement rides

CARnivale

• 4 x food stalls

• Sponsorship fete stalls and marquees

• Marshall tents

• Display area for 300 vehicles

Map 1

Site Plan, Australia Day 2018, Parramatta Park

D. Lunar New Year

2019 Event Date: Friday 15 February

Event Location: Centenary Square

Event Start: 4.30 pm


General Event Description: Lunar New Year is an annual community festival to mark the New Year in

the Chinese and Asian Calendars.

The event includes a main stage entertainment program from 5.00 pm – 9.00 pm and has a strong

food focus. There is also a family focus to the event and this includes interactive workshops, games

for children and families and various workshops and themed craft activities.

The event will also feature a firecracker display during the evening and fireworks finale at 9:00pm at

Town Hall.

Crowd Attendance: Approximately 5, 000 people across the evening.

Event Profile: Refer to Map 1 below. The maps refer to the 2016 event layout and the 2017 event

will have a similar layout. Applicants should supply quotes applicable to the site layout and profile

indicated below, expected patronage and the above indicated times. If necessary, the successful

applicant will be asked to requote on an updated scope of work closer to the actual event date.

The site will be set up with a configuration similar to the following:


• 2 x food trucks

• Bar Area

• Stage

• Information fete stall

• 5 x sponsor stalls

• Workshop area

• First Aid Marquee

Map 1

Lunar New Year 2018, Centenary Square

Firing Site

CITY OF PARRAMATTA MAJOR EVENTS REQUEST FOR QUOTE … · • DJ • Outdoor seating 4. Horwood...

Documents

Transcript of CITY OF PARRAMATTA MAJOR EVENTS REQUEST FOR QUOTE … · • DJ • Outdoor seating 4. Horwood...