TRIATHLON ASSOCIATION OF HONG KONG CHINA (“TriHK”)

TENDER NOTICE (Date of Notice: 31 January 2024)

Our Reference:

TRIHK/WC/PRM

Invitation for Tender:

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

Subject:

TriHK intends to appoint a service provider to provide Public Relations Media 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.          Marketing & PR Communication

2.          Media Relations

3.          Digital Solutions

4.          Athlete Representation & Management

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 journalist 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

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.