Invitation to Tender

BIRMINGHAM SCHOOL GAMES – EVENT MANAGEMENT

Client – Birmingham Sport and Physical Activity Trust

Deadline for receipt of tenders: 12noon, Friday 13th September 2019

Contact InformationOrganisation Birmingham Sport and Physical Activity Trust Contact Name James GrinstedPosition Senior Partnerships Manager (Young People)Address 11th Floor Cobalt Square, 83-85 Hagley Road,

Birmingham, B16 8QGTelephone 0121 296 5190Email James.grinsted@sportbirmingham.org

TimelineIssue invitation to tender WC 19th August 2019 Deadline for receipt 12noon, Friday 13th September 2019Interviews WC 23rd September 2019Contract Award & Start WC 30th September 2019Contract Completion 31st July 2020

1. Project Brief

IntroductionBirmingham Sport and Physical Activity Trust (Sport Birmingham) is the Active Partnership for Birmingham and is one of 43 partnerships across England. We work collaboratively with a range of partners in the city to use the power of sport and physical activity to improve lives.

A key focus of our work is on the children and young people that live in Birmingham. We are funded by Sport England to deliver on a number of programmes that aim to increase the activity levels of young people and give them a positive experience of sport and physical activity.

The Birmingham School Games is our flagship school sport programme that offers sporting opportunities to a large number of school children each year. In 2018/19, 4,804 young people participated at the Birmingham School Games Finals. This programme complements our other work with schools including promotion of The Daily Mile, support for primary schools and the roll-out of the Active Lives CYP survey.

The national School Games programme has been running since 2012 and Birmingham’s events have been growing in size and quality year on year, offering a varied programme of city-wide sports competitions and participation festivals. The calendar of events includes standalone events, multi-sport festivals and the main summer festivals.

BriefWe are inviting tenders from suitably experienced organisations to provide the event management function of the Birmingham School Games across the 2019/20 academic year.

This will consist of a Winter and Summer programme of events: WINTER – 11 standalone events; 1 multi-sport festival SUMMER – 2 standalone events; 2 multi-sport main festivals

Please see Appendix 1 for a more detailed breakdown of events

We would expect the successful applicant to provide all elements of the on-day event management for the standalone events, including:

set-up/pack-down of venue branding of venue registration of all participants, teams, volunteers overall timekeeping and logistics of the day welfare management and oversight collection/distribution of lunches organisation of medal ceremonies

For the multi-sport festivals, we would expect the successful applicant, in addition to the above, to:

organise and lead the Opening Ceremony organise the Activity Zone procure additional equipment, e.g. portable toilets, radios, PA

system, gazebos, etc. organise the sport boxes (medals, t-shirts, registration forms) develop accessibility plans, Welfare Plan, car parking plan, etc. deliver a pre-event briefing for all staff

As a rough outline for staffing requirements on event days, we would suggest that 2 staff are required for the standalone events, 4/5 for the Winter multi-sport festival and 7/8 for the main summer festivals.

Funding / BudgetFunding for this contract will be taken from the overall Birmingham School Games budget. The School Games funding is National Lottery funding through Sport England and therefore we are required to report and reconcile all funding used to Sport England.

It is anticipated that this work will require a commitment of roughly 60-65 days across the event days and pre-event support.

SubmissionYou are asked to provide a response to the brief outlining staffing and cost breakdown.

Submission of tenders must be made via electronic submission to james.grinsted@sportbirmingham.org and must be received no later than 12noon on Friday 13th September 2019.

Assessment ProcessAll tenders will be assessed by a panel of individuals consisting of Sport Birmingham staff members, Sport Birmingham Board members and representative from the Birmingham School Games LOC Strategy Group.

Assessments will take into account the value for money offered, quality assurance and fit with key criteria detailed in the questions below.

ManagementThe contract will be managed by the Senior Partnerships Manager (Young People) and regular communication will need to be maintained. In addition to the above half termly meetings will be held to review progress throughout the term of the contract.

2. Application

Please answer the questions below to outline your suitability for fulfilling the role. There are no word counts so please provide as much information as you can in a concise manner and please take into account the weighting of each section.

Organisation NameAddress

Main Contact NameContact E-mailContact Phone Number

What staffing would you assign to this contract? In your answer, where possible, please outline specific individuals or

roles and any relevant experience. Please also include, where possible, costings for staff members.

What experience do you have in managing sports events? (30% weighting)

In your answer, please detail the sizes, locations and types of events

What is your experience of school sport? (20% weighting) In your answer, please detail your understanding of the School Games,

wider school sport initiatives

How can you provide a link with the Commonwealth Games 2022 and wider sport and physical activity opportunities? (20% weighting)

In your answer, please cover any direct links that you have or could develop to link the Birmingham School Games with the upcoming Commonwealth Games, and wider exit route links for young people from across the city to continue participating in sport and physical activity

Would you be able to store and transport equipment required for each of the School Games events? (10% weighting)

For example, branding, t-shirts, medals, etc Please detail what storage space is available and how equipment would

be transported

Please detail any other relevant experience or added value that you could provide (10% weighting)

Please include here any other information that you feel is relevant

What would be the overall cost of the tender? (10% weighting) Please include the final cost and a breakdown of costs as appropriate

Appendix 1

Birmingham School Games Winter 2019/20 Calendar of Events

Planned Dates & Venue Sport Age GroupThursday 21st November 2019

University of Birmingham Netball Yr 10-11

WC 20th January 2020Kings Heath Boys School (TBC)

Table Tennis KS3 BoysTable Tennis KS4 BoysTable Tennis Girls

Thursday 6th February 2020Doug Ellis Sports Centre

Badminton Boys KS3Badminton Boys KS4

Wednesday 12th February 2020PlayFootball Arena

Handball U15 BoysHandball U15 Girls

Participation Festival KS3 Boys

Tuesday 25th February 2020Doug Ellis Sports Centre Change 4 Life Festival Yr 3-4

Thursday 27th February 2020Doug Ellis Sports Centre Para Sportshall Athletics Secondary

Thursday 5th March 2020PlayFootball Arena

Football Girls Yr 7Football Girls Yr 8-9Football Girls Yr 10-11Football Para

TBCNechells Wellbeing Centre Boccia / Kurling Secondary

Wednesday 11th March 2020GMAC Gymnastics Yr 3/4

TBCBirmingham Hippodrome

Dance KS2Dance KS3Dance KS4

Wednesday 25th March 2020University of Birmingham

Sportshall Athletics Yr 5/6Sportshall Athletics Yr 7&8 Boys & Girls

Thursday 26th March 2020University of Birmingham

Basketball Yr 5/6Dodgeball Yr 3/4Para Sportshall Athletics KS2Para Football KS2Hockey Yr 5/6

Birmingham School Games Summer 2019/20 Calendar of Events

Planned Dates & Venue Sport Age GroupTuesday 28th April 2020

Nechells Wellbeing Centre Basketball Yr 8/9 BoysFriday 19th June 2020

Cannon Hill ParkTennis Yr 3-4Tennis Yr 5-6

Thursday 9th July 2020KES / KEHS / UoB Track

Netball Yr 7 GirlsNetball Yr 8/9 GirlsAthletics Year 7 BoysAthletics Year 7 GirlsAthletics Year 8 BoysAthletics Year 8 GirlsRounders Yr 9-10 GirlsSoftball Yr 7-9 BoysGirls Cricket Yr 7-9 GirlsArchery Secondary

Friday 10th July 2020KES / KEHS / UoB Track

Athletics Yr 3-4Tri-Golf Yr 3-4Megafest Rugby Yr 3-4Archery Yr 3-4Rounders Yr 5-6Kwik Cricket Yr 5-6Handball Yr 5-6Netball Yr 5-6Para Kwik Cricket Yr 4-6Kurling KS2Boccia KS2Change 4 Life Yr 5-6

Please note that some of the Event dates/venues are subject to change