Request for quotation

Transcription

1 Request for quotation Request: Provide a quote for the provision of Vivid Sydney Retail Activation and Signage Coordinator services for Vivid Sydney Background on Destination NSW: Destination NSW is the lead Government agency for the New South Wales (NSW) tourism and major events sectors. Our role is to market Sydney and NSW as one of the world's premier tourism and major events destinations; to secure major sporting and cultural events; to work in partnership with Business Events Sydney to win major international conventions and incentive travel reward programs; to develop and deliver initiatives that will drive visitor growth throughout the state; and to achieve the NSW Government's goal of doubling overnight visitor expenditure within the state s visitor economy by 2020 and tripling by Vivid Sydney, the world s largest festival of Light, Music and Ideas is owned, managed and produced by Destination NSW. Vivid Sydney features large-scale light installations and projections - Vivid Light; music performances and collaborations - Vivid Music (including Vivid LIVE at Sydney Opera House); and creative ideas, discussion and debate - Vivid Ideas, showcasing Sydney as the creative hub of the Asia-Pacific. Period: Destination NSW requests an itemised quotation for services detailed in this document, during the period outlined below. Planning Period Event Period: Post Event Period Upon commencement, as required and determined by the successful proponent to successfully deliver the Scope and Specification of Service required outlined in Annexure A Vivid Sydney 2019: 24 May June 2019 (inclusive) From June 2019 to July 2019, as required and determined by the successful proponent to attend debrief meetings and deliver the Scope and Specification of Service required outlined in Annexure A Should a variation in period or supply of services be required, a quote variation will be sought from the service provider. Destination NSW may opt not to engage with the successful service provider on specific elements of this request for quotation due to ongoing operational variations. An agency or company can appoint a person to this service or the service can be provided by an individual with ABN present. Timeline: Deadline for receipt of Clarification Requests Deadline for receipt of quotations 10:00am on Tuesday 29 January 2019 (Sydney Time) 5:00pm, Monday 4 February 2019 (Sydney Time) Interviews Week commencing 4 February 2019 Successful applicant notified Unsuccessful applicants notified 6:00pm, Monday 11 February 2019 (Sydney Time) 6:00pm, Friday 15 February 2019 (Sydney Time)

2 Commencement of Contract Monday 18 February 2019 Leave: Due to the length of engagement of some positions within the Vivid Sydney team, Destination NSW allows a set number of days of unpaid leave to be taken, commensurate with the contracted period and position scope. All leave is to be taken as agreed with the Vivid Sydney Project Director and Director, Event Development Arts, Lifestyle & Entertainment. Any leave not taken by the conclusion of the contracted period will be forfeited. Destination NSW acknowledges that the successful applicant is not required to work public holidays except those falling within Vivid Sydney event period. The contracted unpaid leave allowances for this position are: Unpaid Leave Not applicable. No leave is allocated for this position due to the short length of contracted period. Please note this is not a position of employment, but a contract for supply of services. Thus, employment entitlements are not provided: superannuation, sick leave, maternity leave, etc. Selection criteria: Selection Criteria Weighting (%) Value for money 30% Demonstrated experience in brand activations, and event operations ideally within large scale, outdoor public events and festivals. Demonstrated experience in stakeholder relationship management; experienced in working and negotiating with a wide range of stakeholders including suppliers, contractors, businesses and colleagues. Capacity to deliver the specifications and services required, key considerations and general items outlined in Annexure A Human resource capacity including qualifications, skills, experience and proposed extent of the respondent s key personnel involvement including sub-contractors. Highly developed and demonstrated project management skills, ability to meet deadlines and to balance competing priorities in a dynamic and high profile work environment. 25% 20% 10% 10% Compliance with the request for quotation. 5% TOTAL 100% What Destination NSW requires: 1. A written response which addresses the Selection Criteria and Specifications of Service outlined in Annexure A 2. A detailed and itemised Quotation 3. Current curriculum vitae including details for two (2) referees. Clarification of requests for quotes: If you require clarification on the above request, please contact only via Adam Lowe, Project Director, Vivid Sydney adam.lowe@dnsw.com.au

3 Please note that any clarification will be given to the other goods/service providers that have been offered the opportunity to provide a quote. Lodgement Details: Please your quotes and supporting documentation (If any) to: Adam Lowe, Project Director, Vivid Sydney adam.lowe@dnsw.com.au

4 ANNEXURE A Background: Vivid Sydney is an annual festival of light, music and ideas, featuring the world s most important creative industry forums, a mesmerising free public exhibition of outdoor lighting sculptures, a cuttingedge contemporary music program and the spectacular lighting of Sydney s iconic CBD buildings (the Event ). Vivid Sydney is where art, technology and commerce intersect; it provides a summit, forum and playground for the creative industries to collaborate, experiment, conduct business, and showcase their creativity. Visitors from Sydney, interstate and across the world are invited to interact and immerse themselves in an array of lighting experiences, live performances and inspiring ideas. Vivid Sydney is strategically positioned to increase interstate and international visitation to Sydney during what is traditionally the quieter winter months Specifications of service required: The Retail Activation and Signage Coordinator will work with Destination NSW and Vivid Sydney personnel to effectively plan for and coordinate the Retail Activation Program and Event Signage Plan for Vivid Sydney. The specifications of service include: Retail Activation Program Work with Destination NSW Marketing team to develop the Retail Activation Kit (typically window signage and branded point-of-sale marketing collateral) and offers and, prepare a participant Expression of Interest (EOI) edm/brochure Prepare and implement a communications plan to engage previous participants (circa 400 businesses) in the Vivid Sydney 2019 Retail Activation Program. Identify and Communicate EOI/Offer for Retail Kits to new participants and ensure relevant databases are updated Prepare and deliver retail and stakeholder briefings and information sessions as necessary, designed to foster and encourage participation in the Vivid Sydney Retail Activation program. Collaborate with the Destination NSW Communications team on messaging regarding the program Work with the Vivid Sydney Project Director to coordinate a Request for Quotation (RFQ) for the Retail Activation Kit Installation Contractor Work with Retail Activation Program participants and the successful installation contractor to develop and manage an agreed installation schedule including any late notice requests Light Box Signage Work with Destination NSW design studio and Vivid Light production team to coordinate the artwork for upwards of 100 light box signage units Coordinate a RFQ for procurement of a Light Box Signage Installation, Maintenance and Removal contractor. Site Hoardings Work with Event Manager Light to determine site hoarding locations and dimensions for o Information Booths o Projector Towers o Boneyard Hoarding / Wrap o Truss Work with Destination NSW design studio to coordinate the hoarding artwork Procure and coordinate production requirements of hoarding signage taking into account any environment and sustainability factors Work with Event Manager Light and Operations Manager to manage installation and removal schedule

5 Procure and coordinate installation and removal requirements Wayfinding Signage Stocktake Destination NSW storage of General Wayfinding Signage (Generic and Branded) Stocktake Destination NSW storage of Transport Wayfinding Signage (Branded) Stocktake of Destination NSW storage for Access & Inclusion Signage (Generic and/or Branded) Work with Destination NSW Operations Manager and ERSCEMP Contractors and Community Engagement Manager to develop Access & Inclusion, General and Transport Wayfinding Signage Plan Determine any additional or new Wayfinding Signage design and/or production requirements and work with the Destination NSW Design Studio to design and produce to requirements Work with Destination NSW Operations Manager and Event Manager Light to determine installation schedule Procure and coordinate installation crew requirements Event Accreditation Work with Vivid Sydney Operations Team to determine the event accreditation requirements including o Personnel & Contractor Accreditation o Volunteer Accreditation o Lanyards o Ready Reference Cards (Radio Channels/Important Contacts etc) for Lanyards o Vehicle Access Passes (VAPs) o Managed Access Signage o Car Park Closure Info Signage Work with Destination NSW Design studio to coordinate design, production and distribution of event accreditation Operational Collateral Work with Vivid Sydney team to determine other event operational collateral requirements o Fencing and Barrier Scrim Destination NSW produced sites/precincts 3 rd Party produced sites/precincts Access & Inclusion o Busking footpath decals o Directional footpath decals o Other site/precinct specific footpath decals o Light Installation Signage (Risk/Danger/Usage Guidelines etc) Work with Destination NSW Design studio to coordinate artwork and production of such operation collateral Procure and coordinate delivery and installation of such operational collateral On-Site Event Period During the event there is daily on-site work including: o Installation and Bump In of all Retail Activation and Event Signage o Maintenance of signage plan and crew to ensure weather/theft etc hasn t impacted on delivery o Cleaning of event signage and light boxes o Necessary changes to roll-out in accordance with Vivid Sydney Levels-of- Operations, traffic and crowd management plans and associated variations o Necessary response to damage/replacement requirements due to weather/theft etc. o Removal and Bump Out

6 General Prepare necessary documentation, including but not limited to, stakeholder presentations, briefings, post-event reports, budgets and requests for quotations Upkeep of the Vivid Sydney Retail Activation CRM/database, including but not limited to performing routine database maintenance, produce engagement reports, ensuring accuracy of data, and producing the relevant post event reports. Prepare a debrief report against budgets and schedules as to the success or learnings Required Skills Flexible and be able to work autonomously and within a team. Sound organizational and IT skills and knowledge of a number of office software packages, particularly Microsoft Excel Previous experience in managing consumer/client database solutions is desirable Meticulous attention to detail Demonstrated ability to work under pressure, as the majority of the work is responding to the needs of other people Proven ability to develop and manage internal and external relationships Please note: this role will be required to be on site during the event period. Further detail regarding the dates and times will be provided in April, prior to the event. General items: Appropriate public liability insurance. Minimum $20 million (AUD). DNSW to be noted as an 'interested party'. Appropriate footwear and clothing Copies of all relevant Safe Work Method Statements (SWMS). Appropriate Workers Compensation Insurance, as required by law. Services of the highest quality. An Australian Business Number or Australian Company Number. Supplier/s must have qualifications, licencing and accreditations relevant to undertake the works detailed herein. Key Considerations: The successful service provider will be required to enter into a contract with Destination NSW which includes, but is not limited to the following terms: Indemnifying Destination NSW for all work carried out. Abiding by a suppliers code of conduct as issued by the NSW Government. Ownership of all intellectual property (including copyright) in any project material will vest in and/or be assigned to Destination NSW on a royalty free, for use worldwide, free of charge in perpetuity basis. The contractor will agree to execute all documents and do all things required for the purposes of giving effect to this. The project material once assigned will be used by Destination NSW, tourism trade stakeholders, media and the NSW Government Termination Clause: Destination NSW may at any time terminate the contract without cause and for any reason by giving 30 days notice in writing to the contractor with such termination being effective upon expiration of the 30 day period. Destination NSW is not liable for any payments to the contractor beyond the 30 day notice period, and such amount will be received by the contractor in full satisfaction and discharge of any claims of any nature whatsoever in connection with this contract. Destination NSW would not be liable for any further/pro-rata payments

7 If the service provider not perform the services required, the service provider is not entitled to receive any further payments and must if so required by notice in writing to the service provider by Destination NSW, repay to Destination NSW all payments made under this contract or such part of the payments as so demanded by Destination NSW with respect to expenses already incurred and services rendered to date and must make such repayment within 7 days of the date of such demand by Destination NSW or within such longer period as specified by Destination NSW. During the contracted period, the service provider will be required to work full-time on the premises of the Destination NSW offices currently located at Level 2, 88 Cumberland Street, The Rocks within standard business hours (9am 5:30pm). Flexibility with work hours will be required. No overtime will be paid or time in lieu provided. Please note: this role will be required to be on site during the event period(s). Destination NSW will provide the following: Office facilities when working on site including: desk, chair, access to computer and printing facilities, phone line and internet access. Parking is not provided however demonstrated work-related travel costs can be reimbursed. A mobile phone is not provided however demonstrated work-related telephone costs can be reimbursed.