hong kong open 2015 · the hong kong open is recognized as one of the region’s most prestigious...

HONG KONG OPEN 2015

Event Tender for Tentage, Marquee

and Grandstand Structures

Briefing Document

Prepared by the European Tour

Level 8, 88 Gloucester Road, Wanchai, Hong Kong

Contents

1) Background to the event

2) The Key Stakeholders

3) Strategy

4) Operational Guidelines

5) Award Criteria

6) Questions for Tenderers

7) Pricing

8) Time Table

9) Q & A Form

10) Marking Scheme

11) Probity Clause

12) Anti-Collusion Clause

13) Expression of Interest

14) Appendix 1 – Warranty

15) Appendix 2 – Hong Kong Open Venue Map

1. Background to the Event

The Hong Kong Open is recognized as one of the region’s most prestigious

golf championships with a unique and special history. Established in 1959, it

is the oldest professional sporting event in Hong Kong. This year’s event will

be the 57th edition of the tournament.

The Hong Kong Open is the only golf tournament in the world, apart from the

US Masters (Augusta, Georgia, US) and the Omega European Masters

(Crans Montana, Switzerland), to be played at the same venue for more than

50 years.

The tournament attracts significant local interest and support, in addition to a

large number of guests from overseas. On average, over 30,000 spectators

visit the event over the course of the tournament week, and over 25% of

them are from overseas.

This year the Hong Kong Open has been awarded HK$15 million of funding

by the Hong Kong Government under the Mega Events Fund (MEF). This

money will be spent on star player procurement and an assortment of event

marketing initiatives.

The main hospitality structures are the four large marquees surrounding the

18th Green of the HK Golf Club’s Eden Course. These marquees consist of a

large double-deck structure for the Title Sponsor, and then three single-deck

structures for other tournament sponsors.

1. Background to the Event (cont.)

The Tented Village will be located on the 18th Fairway of the Old Course,

which is adjacent to the 1st Hole of the Eden Course and approximately 50m

away from the main hospitality structures.

The Village is a virtual showroom for all of the event sponsors’ products, as

well as a place for the public spectators to relax, eat, drink and enjoy the

various interactive activities on offer.

The tent and marquee structure provision is central to the spectator

experience. Our customers expect the very best quality finishing.

Outside of the Tented Village and Hospitality Marquees, other structures will

be required for the Media Centre, Media Catering, Score Recording and

Statistics, Volunteer Headquarters, Ticket Tent, Will Call and Starter’s Hut. A

220-seat grandstand and additional small viewing platform will also be

required.

The choice of tent supplier for this year’s Hong Kong Open is recognized by

the European Tour as a key decision in the Tournament’s development, and

the chosen tent supplier will need to share our ambitions to take the event to

an even higher level.

1. Background to the Event (cont.)

Key Event Details:

•Title – Hong Kong Open

•Venue – Hong Kong Golf Club, Fanling

•Dates – October 22nd – 25th, 2015

•Prize Fund – US$2 million

•Attendance – 30,000+ (Thursday – Sunday)

•Defending Champion – Scott Hend

•Field – 144 Players from the European Tour, Asian Tour and HK Golf

Association

•TV – LIVE on nowTV, worldwide coverage

•Media – upwards of 150 journalists and 40 photographers

2. The Key Stakeholders

Promoters: The European Tour

Championship Director: Vicky Jones

Operations Director: Mike Uyede

Operations Manager: Cecilia Chan

Title Sponsor: To be announced

Host Venue: Hong Kong Golf Club

Captain: Ken Lam

General Manager: Ian Gardner

Official Premier Partners Official Partners

Amundi Asset Management Emirates

DP World Jumeirah Golf Estates

Rolex

Official Suppliers

BMW

Courtyard Marriott Hotel

Evian

PCCW

Ricoh

Stella Artois

3. Strategy for Structures and Grandstands

The European Tour is looking to appoint a supplier for tents, marquee

structures and grandstands that shares our vision of maintaining and

enhancing the status of the Hong Kong Open as one of the top professional

golf events in the region. All structures will need both creative attention and

top quality finishing, from the public areas to the VIP Hospitality experience to

the Media requirements.

The tent supplier must demonstrate a commitment to the event that

encompasses team leadership and stability of management. Robust

experience of supplying structures of the highest quality at large scale

professional sporting events to multiple and demanding target groups is

required.

The tent supplier must be able to offer innovative suggestions and potential

improvements/enhancements for subsequent editions of the Hong Kong

Open.

The tent supplier must be able to work with the Title Sponsor on the design

and interior fit out of their double-deck marquee, and also be able to work with

all of the other Sponsors and Suppliers who will have display tents within the

Tented Village.

3. Strategy (cont.)

Tent Supplier to Provide:

•Public Liability Insurance to cover a maximum level of HKD 8 million and

provide the European Tour with a copy.

•Liaison with Health & Safety authorities appointed by the European Tour.

•Registered Structural Engineer (RSE) endorsements, drawings and

calculations for all structures as requested by the Health & Safety authority.

•The necessary fire extinguishers and fire blankets for all tent structures.

The tent supplier must agree to work with the European Tour in promoting a

‘Green Hong Kong Open’ and must remove from site any and all refuse

produced by them.

The tent supplier must also agree to work with the European Tour in

developing and managing its Recycling Programme at the Hong Kong Open.

4. Operational Guidelines

Tenderers to Note the Following Dates and Restrictions:

1)Set-up to start on Monday, September 21, 2015.

2)Hand-over for the completion of all structures is at 5:00pm on Friday,

October 16, 2015 (but all Hospitality structures, the Media Centre and

Sponsor Display tents will have earlier structure hand-over dates to allow time

for interior fit outs). Hand-over dates for those respective structures will be

determined in conjunction with the winning tenderer.

3)Working hours are 8:00am – 6:00pm from Monday to Friday (inclusive of the

Public Holidays on Monday, September 28 and Thursday, October 1, 2015.

4)Work will not be permitted at the venue on the weekends of September 26-

27, October 3-4, or October 10-11, 2015.

5)Dismantling and take-down will be during the week of Monday, October 26

to Friday, October 30, 2015. The deadline for all equipment and trucks to be

off-site is 7:00pm on Friday, October 30, 2015.

5. Award Criteria

The Hong Kong Open is one of the region’s largest and most prestigious

professional golf events. As such, it requires meticulous planning, stringent

controls and strict adherence to regulations, guidelines and schedules.

The European Tour prides itself on its attention to detail, quality control and

understanding of the local environment in which it operates. The successful

tenderer will reflect this mode of operating and more.

The European Tour will award the contract according to a Marking Scheme

detailed in Section 10 of this document.

In order to facilitate the assessment of tenderers, please submit answers to all

of the questions in Section 6 in a sealed envelope labelled ‘Replies to

Questions in Section 6’. Then in a SEPARATE sealed envelope, please

submit the prices for all tents, marquees, grandstands and miscellaneous

items listed in Section 7 and label this envelope ‘Prices’. Answers and prices

may be submitted in either Microsoft Word or Excel format.

Please also submit a signed ‘Expression of Interest’ on Section 13, in addition

to a signed Warranty (Appendix 1), and include them in the envelope labelled

‘Replies to Questions in Section 6’.

5. Award Criteria (cont.)

Please submit all information together in a sealed envelope by 5:00pm (HK

time) on Friday, August 14th, 2015 addressed to:

Cecilia Chan

European Tour

Level 8, 88 Gloucester Road

Wanchai, Hong Kong

(T) 3973-5917

If you have any questions pertaining to this tender, please submit them by

email to [email protected] no later than 5:00pm (HK time) on

Monday, July 27th, 2015. Please submit questions using the Q&A Form in

Section 9, or at least in a similar format (e.g. Microsoft Word or Excel).

Replies to your queries will then be sent back to you on or before August 3rd,

2015.

mailto:[email protected]

6. Questions for Tenderers

(A ) Company Information

i.Nature of Organization – please provide a brief description of your business

highlighting areas you identify as matching the requirements within this tender.

ii.Address of registered office

iii.Address for correspondence (if different to above)

iv.Name of contact for correspondence

v.Telephone numbers (Office and Mobile)

vi.Email address

vii.Website address

viii.Number of Employees

ix.Annual Turnover (US Dollars)


(B) Experience

Please provide examples that demonstrate your event experience and ability

to deliver goods, services or works similar to the requirements for this

contract.


(C) Skills

Please provide a statement of the professional and technical skills available

within your organization that are required for the production of goods and

services.


(D) Quality Control

Please provide details of how you will ensure and monitor the quality of the

goods and services provided under the contract, including equipment,

installation timeframes and maintenance.


(E) Resources and Flexibility

Please explain how you’ll manage the delivery of all equipment and services

during the planning and installation period.


(F) Health & Safety

Please provide details of your company heath & safety policy and how this is

monitored during delivery of goods and services.


(G) General Information

Please provide any further information you feel necessary/helpful relating to

this contract.


(H) Conviction of Criminal Activity

Have any of the Directors, Partners, or any other person who has powers or

representation, decision or control of your organization ever been convicted of

any of the below criminal offences?

1)Conspiracy (where the conspiracy relates YES / NO

to participation in a criminal organization

1)Bribery or corruption YES / NO

2)Incitement to commit a crime YES / NO

3)Theft or fraud YES / NO

4)Money Laundering YES / NO

5)Any other offence YES / NO

Note: Failure to disclose information relevant to this section may result in your exclusion from this

tender process or the termination of any contract that may be awarded to you.

7. Pricing

Product Quantity Total (USD)

15m x 25m Clearspan Eave Marquee with interior

gable (4m side wall height)

1

Glass Walls 25m

ABS Cassette Walls 70m

Double wing glass doors 3

Single door 1

10HP Air Conditioners for Marquee Tent 4

15m x 25m Raised platform (height variation 0.2m -

1.5m approx.) (weight loaded to 500kg/sqm) 375 sqm

Staircases 2

Grey Needle Punch Carpet375 sqm

Platform CladdingAs applicable

Interior False Wall (4m height) 78 linear m

Stages (including carpet): (1) 3.5mL x 1.8mW x

0.2mH (2) 3mL x 2mW x 0.2mH

2

Radio Booths (2mD x 1.5xW x 2.2mH)2

Fire Extinguisher6

Lighting (sufficient for whole tent)As applicable

Total

MEDIA CENTRE

Please supply pricing for the following (including all

transport and labour costs):

7. Pricing

MEDIA CATERING TENT:


5m x 5m Pagoda Marquee (2.4m side wall height) 2

10HP Air Conditioner for Marquee Tent 1

Raised Cassette Flooring (to make a terrace) 75 sqm

Glass Walls 15m

ABS Cassette wall 10m

Double wing glass door 1

Cladding All Sides As applicable

Grey needle punch carpet 75m

Fire extinguisher 1

Basic LED lighting 1 set

Total



Raised Cassette Flooring 9 sqm

Fire Extinguisher 1


Total

MEDIA SERVICES TENT:

7. Pricing

TICKET TENT:

VOLUNTEER HEADQUARTERS (HQ) TENT:



Raised Cassette Flooring 32m

Grey Needle Punch Carpet 32m

Basic LED lighting 2 sets

Fire Extinguisher 1

Total




Grey Needle Punch Carpet 25 sqm

Basic LED Lighting 1 set

Fire Extinguisher 1

Total

7. Pricing

STAFF CATERING TENT:

SCORE RECORDING & STATS/MEDIA TENTS:




Fire Extinguisher 1


Total


3m x 3m Pagoda Marquee (2.4 side wall height) 3

3m x 9m Raised platform 27 sqm


ABS Cassette Walls (9 sides) 27m

Double Wing Glass Doors 2

Single Door 1

10HP Air Conditioners 2

Cladding two sides of the Score Recording 2

Cladding two sides of the Stats/Media 1

Fire Extinguishers 2


Total

7. Pricing

AMUNDI PAVILION:


6m x 15m Clearspan Eave Marquee (2.6m side wall

height)

1

10m x 15m Platform (weight loaded to 500kg/sqm)

with 3m x 3m extension for additional landing

space at top of staircase

159 sqm

Platform Cladding As applicable

Handrail Plus Cladding (including bar shelf) 21 linear m

Staircases (2mw x 2mh) 2

10HP Air Conditioner 1

Glass Walls 21m




Roof Lining 150 sqm

Gable Lining 2 x 10m

Side Wall Lining 2

Interior fit out package including: 4 leg clads, 15m

window soffit, 10m perimeter soffit, 2 portal beam

covers, lighting package, plug sockets, first cable

fit out

1

False walls for catering partitions (2.6mH) 6 linear m


Total

7. Pricing

TITLE SPONSOR PAVILION (2 FLOORS):


10m x 25m (double-deck) 1

10m x 25m Platform 1

Cassette Floor 500 sqm


Set back wall for terrace 25 lm

Glass handrail 31 lm

Staircases (1 x internal and 1 x external) 2

Staircase Cladding (internal and external) 1 set

10HP Air Conditioners 9

Glass Walls 48m


Double Wing Glass Doors (push bar) (for

entrances)

2

Double Sliding Doors (for terrace) 2

Water Proof Membrane PVC for between floors 1

Ribbed Needle Punch Carpet 500 sqm

Cont. on next page …

7. Pricing

TITLE SPONSOR PAVILION (2 FLOORS) (CONT.):


Internal Roof Lining 500 sqm

Fabric Wall Lining (balcony) 76 lm

Floor infills and terrace sloping floor 1 set

Belly wrap battening 38 lm

Leg Cladding (Window x 5, Centre x 4, Set back

wall x 4, Balcony x 6)

1 set

Perimeter soffit 90 lm

Transverse soffit 25 lm

Pendant Lights for 1st Floor 4 nos

Wall Lights for Ground Floor 8 nos

13 amp Double sockets 10 nos

All internal cabling 1 set


Total

7. Pricing

EMIRATES MARQUEE:



height)

1

9m x 16m Platform (weight loaded to 500kg/sqm) 144 sqm


Handrail Cladding (bar shelf only) 21 linear m



Glass Walls 21m




Roof Lining 90 sqm

Gable Lining 2 x 6m

Side Wall Lining 2

Interior fit out package including: 4 leg clads, 15m



fit out

1



Total

7. Pricing

PARTNER MARQUEE:


12m x 21m Clearspan Eave Marquee (2.6m side

wall height)

1

12m x 24m Platform (weight loaded to 500kg/sqm) 288 sqm


Handrail Cladding (bar shelf only) 20 linear m



Glass Walls 21m




Roof Lining 252 sqm

Gable Lining 2 x 12m

Side Wall Lining 2

Interior fit out package including: leg clads, 21m



fit out

1

Plywood Backdrop (3mW x 2.44mH) 1

Lockable Storeroom (2m x 1m) 1



Total

7. Pricing

11TH TEE STARTER TENT:

AMUNDI ‘WILL CALL’ TENT:



Total





Basic LED Lighting 1 set

Total

AMUNDI DISPLAY TENT:





Basic LED Lighting 2 sets

Fire Extinguisher 1

Total

7. Pricing

VILLAGE ENTRANCE TENT:

MERCHANDISE TENT:



Raised Cassette Flooring 50m

Grey Needle Punch Carpet 50m

Cladding All sides


Fire Extinguisher 1

Total


10m x 15m Clearspan Eave Marquee (2.4m side

wall height)

1



Cladding 2 sides



Total

7. Pricing

PUBLIC BAR:

SPONSOR DISPLAY TENTS:





4.8m x 4.8m Bar Counters 1 set



Total





Cladding 12 sides



Total

7. Pricing

EVIAN DISPLAY TENT:

HONG KONG OPEN HERITAGE TENT:






Fire Extinguisher 1

Total



height)

2




Fire Extinguisher 1

Total

7. Pricing

HONG KONG GOLF ASSOCIATION DISPLAY TENT:

INTERACTIVE AREA:



height)

2




Fire Extinguisher 1

Total



height)

2




Fire Extinguisher 1

Total

7. Pricing

PUBLIC CATERING TENT:

MISCELLANEOUS ITEMS:


Hard protective flooring (to protect grass from

heavy trucks and forklifts)

400 sqm

Plastic flooring for spectator walkways (on grass) 400 sqm

White Picket Fencing 300 lm

Scaffold Walling (2.4m height) (Plywood walling

held in place by metal scaffolding) (to create back-

of-house areas)

300 lm

Total


15m x 25m Clearspan Eave Marquee (4m side wall

height)

1



Fans for Air Circulation 8



Total

7. Pricing

18th GREEN GRANDSTAND:

1ST TEE VIEWING PLATFORM:


7m(D) x 7.5m(W) 3-tiered platform (height difference between each tier is 15-18cm)

1

Green Needle Punch Carpet 52.5 sqm

Staircase (approx. 3 steps) 1

Handrail (around entire platform) 1

Total


220 Seat Spectator Grandstand

(approx. 14.5m(W) x 9.5m(D) x 5m(H))

with either white or red seats

1

Vinyl wrapped wood cladding (front and back

sides) and solid vinyl wrapping for

left and right sides

1 set

Total

8. Time Table

• July 17, 2015 Event Tender goes out

• July 27, 2015 Deadline for tenderers to submit questions (5:00pm HK

time) (per the attached Q&A Form)

• August 3, 2015 Answers returned to tenderers

• August 11, 2015 Site visit to venue for all interested tenderers (9:30am

HK time)

• August 14, 2015 DEADLINE FOR SUBMISSION OF TENDER (5:00pm

HK time)

• August 24, 2015 Appointment of chosen Tent supplier

N.B. These dates are subject to change by the European Tour.

Notes:

Questions: All questions should be sent to: [email protected]

The European Tour will not circulate its responses to all tenderers,

but reserves the right to do so should a general notification be

deemed necessary.

Privacy: The European Tour will not publish details of its award decision, rankings of

tenderers or other information related to the award process.

mailto:[email protected]

9. Q&A Form

Hong Kong Open 2015 Questions

Question Answer

1

2

3

4

5

6

7

8

9

10

11

12

10. Marking Scheme

The selection of the winning tender will be based on the respective tenderers’

score out of 100 for the following areas:

Price 60

Quality of product/services 20

Relevant Experience 20

The criteria that will be used to assess the quality of products/services will be

as follows:

1) Does the tenderer’s product(s) fit the brief

2) Are the products/services fit for purpose

3) Does the tenderer have the resources to take on the project

4) Can the tenderer provide details of their company’s health & safety policies

and detail how they will be monitored throughout the delivery of the

products/services

The criteria that will be used to assess the relevant experience of a tenderer

will be as follows:

1) Can the tenderer provide evidence that they have delivered the

products/services to other large scale sporting events on time and within

budget

11. Probity Clause

Offering Gratuities:

1)The tenderer shall not, and shall procure that his employees, agents and

sub-contractors shall not, offer an advantage as defined in the Prevention of

Bribery Ordinance, (Cap 201) in connection with the tendering and execution

of this contract.

2)Failure to so procure or any act of offering advantage referred to in (1)

above committed by the tenderer or by an employee, agent or sub-contractor

of the tenderer shall, without affecting the tenderer’s liability for such failure

and act, will result in his tender being invalidated.

12. Anti-Collusion Clause

Anti-Collusion:

1)The tenderer shall not communicate to any person or entity other than the

European Tour the amount of any tender, adjust the amount of any tender by

arrangement with any other person, make any arrangement with any other

person about whether or not he or that other person should or should not

tender or otherwise collude with any other person in any manner whatsoever

in the tendering process. Any breach of or non-compliance with this sub-

clause by the tenderer shall, without affecting the tenderer’s liability for such

breach of rules and laws or non-compliance, invalidate the tender.

2)Sub-clause (1) of this Clause shall have no application to the tenderer’s

communications in strict confidence with his own insurers or brokers to obtain

an insurance quotation for computation of tender price and communications in

strict confidence with his consultants / sub-contractors to solicit their

assistance in preparation of tender submission.

3)The tenderer shall submit to the European Tour a duly signed warranty in

the form set out in Appendix 1 to the effect that he understands and will abide

by these clauses. The warranty shall be signed by a person authorized to sign

the contract on the tenderer’s behalf.

4)Any breach of any of the representations and/or warranties by the tenderer

may prejudice the tenderer’s future standing as a European Tour contractor.

13. Expression of Interest

__________________________ wishes to register interest and apply to be a (insert name of organization)

supplier of the 2015 Hong Kong Open. I confirm that the answers given on this

questionnaire are true, complete, accurate and not misleading.

Signed: ________________________________

Print Name: ________________________________

Title: ________________________________

Date: ________________________________

To: European Tour

Dear Sir/Madam,

Warranty

1) By submitting a tender, the tenderer represents and warrants that in relation to the tender of Tentage, Marquee and Grandstand

structures:

i. it has not communicated and will not communicate to any person or entity other than the European Tour the amount of

any tender price;

ii. it has not fixed or will not fix the amount of any tender price by arrangement with any person;

iii. it has not made and will not make any arrangement with any person as to whether it or that other person will or will not

submit a tender; and

iv. it has not otherwise colluded and will not otherwise collude with any person in any manner whatsoever in the tendering

process.

2) In the event that the tenderer is in breach of any of the representations and/or warranties in Clause (1) above, the European Tour

shall be entitled to, without compensation to any person or liability on the part of the European Tour:

i. reject the tender;

ii. if the European Tour has accepted the tender, withdraw its acceptance of the tender; and

iii. if the European Tour has entered into the contract with the tenderer, terminate the contract.

3) The tenderer shall indemnify and keep indemnified the European Tour against all losses, damages, costs or expenses arising out

of or in relation to any breach of any of the representations and/or warranties in Clause (1) above.

4) Clause (1) shall have no application to the tenderer’s communications in strict confidence with its own insurers or brokers to

obtain an insurance quotation for computation of the tender price, or with its professional advisers, and consultants or sub-

contractors to solicit their assistance in preparation of tender submission. For the avoidance of doubt, the making of a bid by a

bidder to the European Tour in public during an auction will not by itself be regarded as a breach of the representation and

warranty in Clause (1)(i) above.

Appendix 1

Warranty (cont.)

5) The rights of the European Tour under Clauses (2) to (4) above are in addition to and without prejudice to any other rights or

remedies available to it against the tenderer.

Authorized Signature & Company Chop : _______________________________________________

Name of Person Authorized to Sign (in Block Letters) : _______________________________________________

Name of Tenderer in English (in Block Letters) : _______________________________________________

Date : _______________________________________________

Appendix 1

Appendix 2Hong Kong Open Venue Map

Clubhouse

Caddie

Building

Buggy

Building

Pro

Shop

Player

Lounge

Putting Green Tournament

Office

Championship

Office

(1) Media Centre (5) Amundi Pavilion (9) Score Recording & (12) Volunteer HQ (16) Public Bar

(2) Media Catering (6) Title Sponsor Marquee Stats / Media (13) Amundi Will Call (17) Public Catering

(3) Media Services Tent (7) Emirates Marquee (10) 1st Tee Platform (14) Entrance Tent (18) Sponsor Displays

(4) Partner Marquee (8) Grandstand (11) Ticket Tent (15) Merchandise Tent (19) Interactive Area

1st Tee

18th Green

Tented Village

1

23

4

567

89

10

11

12

13

14

15

1617

19

18

hong kong open 2015 · the hong kong open is recognized as one of the region’s most prestigious...

Documents