Tender Notice_Invitation for Tender for the provision of Venue Setup Service for the 2024 World Triathlon Cup Hong Kong in March 2024 (“the Event”).

2024.01.31

 

TRIATHLON ASSOCIATION OF HONG KONG CHINA (“TriHK”)

 

TENDER NOTICE (Date of Notice: 31 January 2024)

Our Reference:

TRIHK/WC/VSU

Invitation for Tender:

Invitation for Tender for the provision of Venue Setup Service for the 2024 World Triathlon Cup Hong Kong in March 2024 (“the Event”).

Subject:

TriHK intends to appoint a service provider to provide Venue Setup Service for the 2024 World Triathlon Cup Hong Kong (the “Service”) in Hong Kong (the “Venue”), to be held on 23 and 24 March 2024 (the “Period”)

Description of Services to be provided:

  1. Venue Set Up, Press conference Set Up
  2. Details of marquees (including material, size, sidewalls, flooring, carpet, no of sockets electricity supply, lighting, etc)
  3. Plants (including types and number of chairs, tables cover, etc, with reference photo)
  4. List of furniture (including no. of chairs, tables, A- board, Finished Arch, Winner tape, Barrier Cover Interview backdrop, Awards Ceremony backdrop, Press backdrop Led wall, PA System, Marquee size (3x3) and (5x5), Foldable table, Foldable chairs.
  5. Trihk welcomes any idea in reducing the number of marquees and any other better arrangement or suggestion on the setup items without affecting the operational needs. Please highlight such suggestions in the proposal.
  6. The Tenderer has to be responsible for any damage to the venue in connection to the services provided to Trihk under this tender.
  7. The Tenderer has to comply with any regulatory requirements, restrictions, etc, in relation to the service provided to Trihk under this tender, including those imposed by the government of the HKSAR and the venue management company.
  8. The cost as listed in the fee proposal should match the creative design and plan provided in the technical proposal.

 

Other information to be considered:

  1. The Service Provider is to measure the required course(s) during promotion with verification by TriHK officials.
  2. Well-Versed in organizing events ranging from initial event conceptualization, and vendor sourcing to on-site execution.
  3. Drive and facilitate government and stakeholder lobbying for clients, ranging from handling license approval to building relationships with decision-makers. 
  4. Maintained good relationships with key journalists across traditional and new media outlets.
  5. A site visit will be arranged by TriHK with the Service Provider 3 weeks prior to each event date.
  6. TriHK reserves the right to the final decision on Event Name and Event information without prior notice.
  7. TriHK reserves the right to change the venue setup prior to the event and the Service Provider is expected to accommodate such changes as necessary.
  8. TriHK does not bind itself to accept the lowest tender (or the highest combined score for a tender that adopts a marking scheme) or any tender and reserves the right to negotiate with any tenderer about the terms of the offer.

 

Eligibility Requirements:

Tenderer should meet and submit proof of the requirements and documents as detailed:

1.          Copies of Company registration documents.

2.          Key management staff should have experience in organizing sport events.

3.          Key management staff should have experience in community and social responsibility engagement projects.

4.          Details of cost and charging method for the event

5.          Information of successful track record in multi-sports and international events and qualification of on-site personnel of the Service Provider who may be assigned to the event(s).

6.          Tender shall agree to provide long term event management service such as sports event to TriHK in other local and international races to be organized by TriHK during the annual year terms and details of which to be further agreed.

Closing date/time:

17:00 on 14 February 2024 (Hong Kong time)

Contact:

Ms. Rebecca Mok, Acting Senior Sports Executive

Room 1020, Olympic House, 1 Stadium Path, So Kon Po, Causeway Bay, Hong Kong

Tel. No. : (852) 2504 8282

Fax No. : (852) 2576 8253

Email : trihk@triathlon.com.hk

 

Form of Tender (2024 World Triathlon Cup Hong Kong)_Venue setup