TRIATHLON ASSOCIATION OF HONG KONG CHINA (“TriHK”)

TENDER NOTICE (Date of Notice: 31 January 2024)

Our Reference:

TRIHK/WC/TS

Invitation for Tender:

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

Subject:

TriHK intends to appoint a service provider to provide Timing 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:

General requirements

(a)       The service provider to secure the required quality if basic timing and result service;

(b)       The service provider should work on a “near invisible” basis during the vent, with absolute minimal presence on the event course;

(c)       The service provider must be able to produce data displaying the result of the event, including each individual leg (swim- bike- run) and with multiple splits during each le, where course layouts accommodate this;

(d)       The service provider must provide a director connection to the graphic company to provide the basic timing service data (if applicable)

(e)       Where possible, the timing system must be hidden from Media, Broadcast and still photographers.

Timing System

Requirements of the Transponder system:

l   The transponder timing system has been used in World Triathlon Championships Series or World Triathlon Cup events before without problem.

l   Active chip technology or World Triathlon-approved technology. Non-Word Triathlon-approved transponder timing systems are not allowed.

l   Reliability, nearly 100% detection rate – so all times are captured without the losses

l   Able to capture all splits for each individual leg, including multiple splits on the swim (on the water exit), bike, and run

l   Attached is the transponder for the athletes in an ankle band in a manner that does not influence the performance of the athlete. A second transponder is suggested onto the other ankle to avoid the negative effect of athletes’ transponder lost on the swim course;

l   Work under the regulation of CE and FCC

l   Weight must be not more than 20Kg

l   Transponders have to be provided for the athlete lounge in envelopes with athlete number and category (e.g. Elite Men, Elite Women) information on the envelope.

l   Deliver the transponder data live in real-time for all splits (including intermediate ones) into the timing and results software used by the Service Provider

l   Able to vary in width from two to eight meters without obstructing the course, the thickness of the detector loops should be 6mm maximum.

Use of Timing System

1.          Timing system should be installed to isolation each discipline (swim, Transition One (T1), Bike, Transition, bike, transition two (T2) and run) and capture multiple split times during each leg (if the athlete exit swim after each lap and if athletes lap through transition area during the bike and the run) and provide backup lap counting on the bike and run segments. The following time data is required:

• Swim Intermediate times
• Transition 1 Time
• Bike Lap Time
• Intermediate Bike lap times (the system should be placed approximately mid-way on bike lap)
• Transition 2 Time
• Run Lap Time
• Intermediate Run Lap times (the system should be placed approximately mid-way on Run lap)
• Finish Time

2.          The Service Provider must have live real-time connection to timing locations to pull or retrieve data with as minimal latency as possible. World Triathlon emphasizes the use of direct cable connections to the timing locations and avoids Wifi or Cellular connection at the venue.

3.          On locations where this is not possible the Service Provider must aim to use the internet, a based connection via DSL or cellular connection in that order of priority

4.          Important Noted: Manually Transporting times via a USB or similar device is not allowed.

Software

l   The service provider’s software must be able to receive transponder data live in real-time from the locations of the timing systems.

l   The captured data will be accessible in real-time with direct access to the data provided to the Broadcast Graphic company, connection details to be provided by Broadcast Graphics company.

l   Additional information coming from the Field of Play will be included manually by the Technical Official e.g. DNS, FND, LAP, DSQ, and penalties information.

l   World Triathlon requires World Triathlon live Timing API export to facilitate live timing coverage on the World Triathlon Web site.

l   Test sessions are required which include timing, result, link with live timing, and link with Broadcast graphics two weeks prior to the event remotely and the day before on-site.

Event Venue Services

l   The timing provider should be able to provide an intranet CIS (Commentator Information System) capable of connecting to various feed points such as the Sports Presentation booth, TV Commentator cabin, and OB van.

l   Physical printouts of all relevant data (e.g start lists, official results) are also required

l   The timing provider should be able to deliver updates via SMS and mobile technology if requested.

l   The timing provider should provide a gantry finish clock or LED screen capable of displaying athlete data such as name, nationality, category, etc. an electronic lap counter, and a scoreboard capable of graphic display.

l   A printed result (as per competition rules) distribution procedure should be able to be delivered.

l   At least one Filed of Play operator is required to:
- Manage last minutes chips replacement
- Backup the start signal
- Identification of chipless athletes

Event Venue Services

Manual Back-up

All timing systems should work on a failsafe basis, with zero tolerance for data error or system failure due to live Broadcast requirements. The timing company must prepare a manual backup to cover the contingency of missed data because of chips lost during competition. Furthermore, in the event of catastrophic and unavoidable failure of the timing systems, the timing company should have a manual backup system to provide accurate finish time and position data.

Photo Finish System

1.          The Service Provider must supply Photo Finish Services with certified equipment to decide positions on close finishes in the event.

2.          The minimum resolution of the Photo Finish camera: 1000 pixels high and 1000 frames per second.

3.          Two photo finish cameras must be provided and positioned on either side of the finish Gantry and an official finish line must be marked for the decision of the final result. Mounting the cameras onto the finish gantry scaffolding is preferred to using tripods.

4.          For close finishes, the Service Provider must be able to export the picture immediately according to a previously agreed communication protocol to the host broadcast company and World Triathlon Media team

Other information to be considered

l   The Service Provider must arrange a site visit with the organizer 1 month before the race.

l   Service Provider required to submit a Set Up diagram after site visit. The race organizer must approve the Set Up diagram.

l   The organizer has the right to change the venue set up prior to the event. The timing company is required to accommodate such requests.

l   The organizer will provide the start list to the timing company no earlier than 2 days after the event registration deadline. A finalized start list will be made available on the Tuesday of the race week.

l   Full results of award winners must be made available within 20 minutes after the last athletes of the respective age category cross the finish line unless there is a pending protest whereby the race jury and Service Provider have been informed.

l   The proposal submitted must include a breakdown of the actual charging method per race.

l   The service provider is required to submit the full result with all checkpoints (Excel Format) to the organizer within 6 hours of the event completion.

l   Sound timing experience in multi-sports events, such as World Cup or International is expected for consideration of Service Provider selection.

l   TriHK reserves the right to change the venue setup prior to the event and the service provider is expected to accommodate changes when necessary.

l   TriHK reserves the right of the final decision on Event Name and Event information without prior notice.

l   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.

l   If the Service Provider cannot fulfill the agreed services or terminates the Agreement during the year, the vendor will be required to

compensate TriHK for all associated losses incurred.

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

Submission of Tenders:

Tender must be made in the prescribed Form of Tender. Tender in respond to this Invitation must be submitted to TriHK by email before the closing time. Late submissions will not be accepted. In the event that a typhoon signal No. 8 or above is hoisted or a black rainstorm warning signal is issued between Hong Kong time 09:00 and 15:00 on the closing date, the closing date/time will be extended to Hong Kong time 15:00 on the next working day. For the purpose of this paragraph, Saturdays, Sundays and Public Holidays are not counted as working days.

Result will be announced on 17 February 2024 (Hong Kong time)

For further information, please email trihk@triathlon.com.hk or tel: 25048282.

Remarks:

All costs and expenses incurred for or in connection with any response to this Invitation to Tender, including the preparation and/or submission of the Tenders, shall be entirely the responsibility of the interested parties. TriHK reserves the right to accept the Tender which TriHK in its sole discretion considers to be the most advantageous overall to TriHK. TriHK is not bound to accept any Tender irrespective of whether the Tender is the lowest bid or has the highest overall mark. TriHK also reserves the right to suspend, not to proceed with or to cancel this Invitation to Tender or to negotiate with any Tenderer. The Tender is subject to TriHK’s Privacy Policy Statement.