Invitation to tender:

Design and production of promotional & event materials

for FIVB Volleyball Nations League – HK 2018

Issued by:

Introduction:

FIVB Volleyball Nations League – Hong Kong (VNLHK) is a new international sport event that will attract over

30,000 spectators and millions TV audience in Hong Kong and mainland China. The participation of China

Women's Volleyball National Team and other national teams arrests a lot of local and overseas media and

results in plenty of news report. The tournament will be held from 29 – 31 May (Tuesday to Thursday) at Hong

Kong Coliseum with the participating national teams of Argentina, China, Italy and Japan.

Objective:

Volleyball Association of Hong Kong, China (VBAHK) would like to invite qualified suppliers to respond to this

tender invitation for the design and production of promotional and event materials for the VNLHK 2018. This

tender invitation sets out the requirements and the selection criteria to be used in the evaluation and provides

information regarding how the tender process will be managed.

Service Overview:

Provide design and production service for VNLHK 2018 event including items listed below:

A. Pre Event

Description Qty Design Artwork

Modifications

Printing/

Production

Setup&

Dismantle

1 Pre-event promotional poster 50cm(W) x

75cm(H), 128gsm

2,000

2 Title Sponsor Press Conference(To be held in a shopping mall)

a. Wooden Backdrop (Main Body): 9.6m (W)

x 3m (H)

1

Similar design of item 1

b. Wooden Backdrop for interview: 3m(W) x

2.25m(H)

1

Similar design of item 1

c. Wooden Backdrop for sponsor: 3m(H) x

2.25m(W)

1 To be

provided by

organizer

d. A-board Panel with 2 sides (display size:

0.9mH x 2.4mW)

10

Logo only

e. Marquee rental (2m x 2m) with 4 panels 2

3 Official Event Poster – 50cm(W) x 75cm(H),

128gsm

500 To be

provided by

organizer

4 Event Banner – 0.9m(H) x 3m(W)

(hanging in 40 locations of LCSD venue)

40

Similar design of item 1

5 Newspaper adv. (1)26.5cm x 32.7cm(H) x 3

versions (2)17.5cm x 21.6cm(H) x 2 versions

5

Similar design of item 1

6 Souvenir Programme:

Page Total: 58 pages (Cover – 210gsm art card

with matt lamination, Inside – 128gsm art paper)

1,500

A4 size, 32 pages design

& artwork

7 Pass Badge x 13 versions x 200pcs/version:

10 x 14.5cm, 4C + 4C, 180gsm wood free

paper

B. Arena Dressing

Description Qty Design Artwork

Modifications

Printing/

Production

Setup&

Dismantle

Court Area

1 Giant backdrop

a. 20.20m(W) x 3.23m(H) at Yellow Gate

1 To be

provided by

organizer

b. 25.6m(W) x 3.73m(H) at Blue Gate 1

c. 24.3m(W) x 3.73m(H) at Red Gate 1

2 LED Panel Rental

Specifications:

Module height >1000mm

Led SMD

Pitch 16mm

Power supply 230 Vac

Refresh rate 300 Hz

Brightness 2000Nit

Expected lifetime of led 100.000 hours

File JPG; MOV

*Flashy and disturbing animation should not

be allowed as it distracts the players,

spectators and television viewers

appx.

16m x

2 set,

15m x

2 set

Extra

graphic on

demand

To be provided by

organizer

or Logos only

Suitable and

customized

LED cover and

cable cover

should be

included if

need

Including

transportation,

onsite,

operator in

match day,

technician,

electricity

connection

and any

related

manpower

3 T-board in wooden base with two sides

(front & back) logo banner:

3m(W)x1m(H)x0.1m(D)

4 To be

provided by

organizer

4 Metal frame covered with banner in two

sides: 3m x 1m

6 To be

provided by

organizer

5 Fireproof finishing for any wooden

materials of item 3 & 4 with certificate

6 Logo Floor sticker: 3.6 x 1.6m

(3m removable sticker)

1

Logos Only

Officials & Athletes area

7 Indoor Marquee with 4 panels: 1.5m x

1.5m (changing area for players)

2

(rental)

8 Foamboard: 148.5 x 74cm(H)

(place at the front of CC President

Tables)

5 To be

provided

by

organizer

9 Foamboard: 440 x 97cm(H) (place at the

front of players & official bench)

4

10 Foamboard: 380 x 97cm(H) (place at the

front of players & official bench)

4

(rental)

11 Red Carpet 10m x 50m 1

(rental)

Emcee & Performance/Games Corner

12 L shape Backdrop for games corner:

- 5.7m(W) x 2.4m(H)

- 4.2m(W) x 2.4m(H)

1 set Same

as item

B1

Logos Only

C. Other Area

Description Qty Design Artwork

Modifications

Printing/

Production

Setup&

Dismantle

Media Room

1 Backdrop in Media Room with lighting:

4.8m(W) x 2.4m(H)

1 To be

provided

by

organizer

Logos only

2 Foamboard 358cm(W) x 72.4cm(H)

placed at the front of the table

1

Mixed zone, Foyer, Piazza

3 Foamboard Backdrop for mixed zone:

7m(W) x 2.2m(H) (place in backstage)

1 To be

provided by

organizer

4 Outdoor Marquee (for souvenir sales

booth) 3m x 3m with lighting at Piazza

3

(rental)

5 Backdrop at Foyer with lighting

5.4m(W) x 2.4m(H)

1 Similar to item B1

6 Foamboard: 180 x 72.4cm(H)

(place at the front of press interviews

tables)

6 To be

provided by

organizer

D. Ceremony & Promotional Activities

Description Qty Design Artwork

Modifications

Printing/

Production

Setup&

Dismantle

Autograph Session

1 Wooden Backdrop for Autography

Session: 8.4m x 3m(H)

1

2 Foamboards for Autography Session:

179cm x 73cm(H)

(place at the front of tables)

8

Logo only

3 Red carpets 9m x 9m 1

Prize Presentation

4 Giant Cheque Foamboard: 152cm x

76cm(H)

4 To be

provided by

organizer

5 Individual Award Foamboard: 100cm x

40cm(H)

8

6 Podium sticker:

7.2m x 0.31m(H)

7.2m x 0.41m(H)

7.2m x 0.15m(H)

3 sets

Team Welcoming Dinner

7 Backdrop 600 x 240cm(H) 1 Similar to

item B1

Others

8 Foamboard for worship 179 x 73cm(H) –

place at the table front

1 Similar to

item B1

9 Banner for welcoming teams: 240 x

90cm(H)

3

2 versions

Remarks:

1. Setup time of B & C: 27/5(Sat) from 00:00 to 27/5(Sun) 16:00

2. Dismantle time of B & C: 31/5(Thur) 00:00 to 1/6(Fri) 11:00

3. Please include the cost of surveyor / RSE report of production items in HK Coliseum (B, C, D1-2).

Reference Photos:

A2a – Press Conference Backdrop A2b – Backdrop for interview

B1 – Giant Backdrop at Arena

B2 – LED Panels B3 – Floor Sticker

B1: Giant

backdrop – blue gate

B1: Giant

backdrop – red gate

B1: Giant

backdrop – yellow

gate

B11: L-shape

backdrop

B2: LED

Panel

B5 – Foamboards place at the front of tables B6 - Foamboards place at players & officials bench

B7 - Carpet

B8 – L-shape Backdrop at corner The back side of backdrop 570 x 240cm(H)

LED at green gate:

Around 15m x 2

B4 – Banner on

metal frame

B3: T-board

LED at yellow/blue

gate: Around 16m

C1 & 2– Backdrop for Media Room C4 – Outdoor Marquee at Piazza

C5 & 6 – Backdrop and table foamboard at Foyer C3 - Foamboard at mixed zone

D6 – Podium sticker D1 & 2 – Backdrop & Table Foamboard

for Autograph Session

Timetable:

Issue of tender documents 9 November 2017

Tender return deadline 8 December 2017, 17:00

Award & commencement of contract on or before 31 January, 2018

Required components of tender:

1. Breakdown: Breakdown into fees of design, artwork, printing, setup & dismantle is highly appreciated.

2. Previous Experience: List any relevant experience your company has had in supplying to sport events.

3. Key Benefits and Additional Services: List any key benefits and / or additional services you can provide

before / during / after event.

4. Delivery cost: Should your quotation included all delivery cost to any district and area.

5. Long term Partner: Please state if you would consider a cross year partnership with special package offer.

Selection Criteria (Listed in no particular order)

1. Cost of design and production

2. Any additional service or significant items could be provided

3. Quality of production and services.

4. Past experience and good track record

Tender Submission:

The tender shall be valid for at least 6 months from the date of the tender.

Please submit the duly completed and signed tender in a sealed envelope marked conspicuously

“Confidential - Tender Document for Design & Production of Promotional & Event Materials for FIVB

Volleyball Nations League – Hong Kong 2018” and send to the tender box at Room 1007, Olympic House, 1

Stadium Path, So Kon Po, Causeway Bay, Hong Kong on or before 8 December 2017, 17:00. EMAIL

submission is not accepted.

LATE SUBMISSION OR EMAIL WILL NOT BE CONSIDERED.

Tender Response - required actions:

Volleyball Association of HK, China

Mr. Ronson CHAN – Sports Executive

Tel: 2771 0688

Email: ronsonc@vbahk.org.hk

Warning Clauses:

1. The tenderer shall not and shall ensure that his agents and employees shall not give or offer any advantages as

defined under the Prevention of Bribery Ordinance to any agent or employee of Volleyball Association of Hong Kong,

China Limited, the “Association”. The tenderer is also prohibited from colluding with other bidders in this tendering

exercise in whatever forms (e.g. price rigging). Any breach of or non-compliance with these clauses by the tenderer

shall, without affecting the tenderer’s liability for such breach or non-compliance, invalidate his tender.

2. If the supplier/contractor or any employee or agent of the supplier/contractor shall be found to have committed

an offence under the Prevention of Bribery Ordinance in relation to the tender or the contract, the Association may

terminate the contract without entitling the supplier/contractor to any compensation therefore, and the

supplier/contractor shall be liable for all losses and expenses necessarily incurred by the Association as the result of

such termination of the contract.

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