HONG KONG OPEN 2018 · 2018. 3. 2. · Operations Manager: Cecilia Chan (European Tour) Title Sponsor: TBC Host Venue: Hong Kong Golf Club Captain: Arnold Wong General Manager: Ian

HONG KONG OPEN 2018

Event Tender for Signage and On-Site Branding

Briefing DocumentPrepared by the European Tour on behalf of the Hong Kong Golf Club

Unit 1101, 11/F, Lee Garden Two, 28 Yun Ping Road Causeway Bay, 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 60th 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 40,000 spectators visit the event over the course of the tournament week, and over 25% of them are from overseas.

The main signage and branding pieces consist of scoreboards and leader boards dotted around the course, advertising boards on all tee blocks and most greensides, backdrops, welcome boards, arches, tent header fascia panels, flags, PVC banners, directional signage, and a number of other miscellaneous bits and pieces.

1. Background to the Event (cont.)

The tournament Spectator Village, the main gathering point for the majority of spectators, will be located on the 18th Fairway of the Old Course, which is adjacent to the 1st Hole of the HK Golf Club’s Eden Course and approximately 50m away from the main hospitality structures on the 18th Green.

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 signage and on-site branding provision is central to the spectator experience, and it must be attractive, neat, well finished and above all, sturdy and safe. Our customers expect the very best.

The signage in the Village will include items such as the main scoreboard, tent header fascia panels (which identify each of the sponsor booths), directional signage, entrance arches, and various decorative and branding elements such as flags and banners.

The choice of signage 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 signage 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 – November 22nd – 25th, 2018

•Prize Fund – US$2 million

•Attendance – 40,000+ (Thursday – Sunday)

•Defending Champion – Wade Ormsby

•Field – 132 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

Promoter: Hong Kong Golf ClubChampionship Director: Vicky Jones (European Tour)Operations Director: Mike Uyede (European Tour)Operations Manager: Cecilia Chan (European Tour)

Title Sponsor: TBC

Host Venue: Hong Kong Golf ClubCaptain: Arnold WongGeneral Manager: Ian Gardner

Official Premier Partners Official PartnersDP World RolexHK Golf & Tennis Academy Others TBC

Official SuppliersCourtyard Marriott HotelJW Marriott HotelEvianOthers TBC

3. Strategy for Signage and On-Site Branding

The European Tour is looking to appoint a supplier for signage and on-site branding for the next three years. The successful tenderer will be contracted to provide the aforementioned equipment to the Hong Kong Open for a period of three years, however there will be a break clause after each year of the contract to ensure that the successful tenderer continues to have the capability to deliver the project as per the brief.

The successful tenderer must share 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 signage and branding will need both creative attention and top quality finishing, from the public areas to the VIP Hospitality and Media areas.

The signage supplier must demonstrate a commitment to the event that encompasses team leadership and stability of management. Robust experience of supplying signage and branding of the highest quality at large scale professional sporting events to multiple and demanding target groups is required.

The signage supplier must be able to offer innovative suggestions and potential improvements/enhancements for subsequent editions of the Hong Kong Open.

The signage supplier must be able to work with the Title Sponsor on any relevant branding elements that pertain to them, and also be able to work with all of the other sponsors and suppliers who will have display tents within the Tented Village and may have specific branding requirements as well.

3. Strategy (cont.)

Signage Supplier to Provide:

•Public Liability Insurance to cover a minimum level of HKD 8 million and provide the European Tour with a copy.

•Liaison with Health & Safety authorities appointed by the European Tour, and also a guarantee that the signage supplier will comply with all instructions and advice from the ET Health and Safety Consultant.

•Up-to-date and locally relevant Registered Structural Engineer (RSE) endorsements, drawings and calculations for all scoreboard and scaffold structures (e.g. welcome arch) as requested by the Health & Safety authority and local Government Departments.

The signage 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 signage supplier must also agree to work with the European Tour in developing and managing its Recycling Program at the Hong Kong Open.

4. Operational Guidelines

Tenderers to Note the Following Dates and Restrictions:

1)Set-up to start on Monday, November 5, 2018.

2)The deadline for the completion of all signage installation is at 5:00pm on Friday, November 16, 2017, with the exception of greenside advertising boards which will be installed on Monday, November 19 and Tuesday, November 20. All greenside advertising boards must be installed by 5:00pm on Tuesday, November 20, 2018.

3)Working hours are 9:00am – 6:00pm from Monday to Friday.

4)Work will not be permitted at the venue on the weekends of November 10-11 or December 1-2, 2018.

5)Dismantling and take-down will be from Monday, November 26 to Tuesday, December 4, 2018. The deadline for all equipment and trucks to be off-site is 6:00pm on Tuesday, December 4, 2018.

Note: Whilst the dismantling of all off-course signage and branding may begin on Monday, November 26, the dismantling of the tee block advertising boards, leaderboards and tent headers on the 18th Green structures cannot begin until the late afternoon of Wednesday, November 28.

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 signage, branding and miscellaneous items listed in Section 7 and label this envelope ‘Prices’.

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 Tuesday, March 27th, 2018 addressed to:

Cecilia ChanEuropean Tour1101, 11/F, Lee Garden Two, 28 Yun Ping RoadCauseway Bay, Hong Kong(T) 3951-0364

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, March 12th, 2018. 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 March 14th, 2018.

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 / NOto 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 (HKD)

Main Scoreboard with Staircase

(NOT including letters & numbers)

Size: 14934mmW x 4192mmH

1 set

Scaffold for Main Scoreboard & Handrails

(inclusive of safety certification)

1 set

Main Leaderboard with Staircase

(NOT including letters & numbers)


1 set

Scaffold for Main Leaderboard & Handrails


1 set

Tee Yardage Board – single sided (inkjet)


14 pcs

Tee Yardage Board – double sided (inkjet)


4 pcs

Regular Directional Signage – single sided (inkjet)


56 pcs

Finger Post Directional Signage – double sided


4 sets

Road Side Directional Signage (inkjet)


4 pcs

Total

Please supply pricing for the following (including all

transport and labour costs):

7. Pricing


Notice Boards


5 pcs

Small Welcome Board (inkjet)


1 pc

Interview Backdrop


1 set

Prize Giving Backdrop


1 set

Carpark Signage (inkjet)


2 pcs

On-Course Leaderboards

(NOT including letter & numbers)

Size: 2133.6mmW x 3638.4mmH

5 sets

Scaffold for On-Course Leaderboards

(inclusive if safety certification)

5 sets

Carry Boards (NOT including letters & numbers)

Size: 609mmW x 671.9mmH

11 pcs

Tournament Flags


50 pcs

Total

7. Pricing


Giant Flag Poles

Size: 6000mmH

35 pcs

Tournament Logo Buggy Stickers


65 pcs

Race to Dubai Buggy Stickers


130 pcs

Caddie Bibs (fabric)


155 pcs

Caddie Bib Panels (fabric)


300 pcs

Quiet Please Batons (PVC Board)


200 pcs

Titleist Distance Markers (inkjet)


5 pcs

Tee Markers (PVC Board)


44 pcs

Nearest to the Pin Tee Marker (PVC Board)


2 pcs

Total

7. Pricing


Longest Drive Tee Marker (PVC Board)


2 pcs

Advertising Boards (Wood)


116 pcs

Advertising Boards (Aluminium)


46 pcs

Tent Headers

Size: 300mmH

450 mL

Tent Headers

Size: 700mmH

50 mL

Pin Flags (white)


22 pcs

Pin Flags (grey)


2 pcs

Pin Flags (with 2018; no pole)


10pcs

Tee Arch


3 sets

Live TV Presentation Backdrop


1 set

Public Catering Tent Internal Gable Banners

(Triangular shaped)


2 pcs

Stage Backdrop & Banner on front of cladding

Size: 6000mmW x 3000mmH (backdrop)

6000mmW x 800mmH (banner)

1 set

Total

7. Pricing


Pass Stands (Accreditation Boards)


14 pcs

Trophy Case with Stand


1 set

Drop Zone Signs (PVC Board)


14 pcs

Giant Course Map Board (inkjet)

Size: approx. 3500mmW x 2500mmH

2 pcs

Large Entrance Welcome Board


1 set

Foamboards for Ticket Booth Counters

Size: approx. 950mmW x 910mmH

4 pcs

Courtesy Car Batons (PVC Board)


25 pcs

Branded Folding Presentation Table

Size: 2000mmW x 730mmH x 600mmD

2 pcs

Vinyl Banner for Partner Marquee Backdrops (indoors)


5 pcs

Public Bar Foamboards


2 pcs

Public Bar Foamboard


1 pc

Total

7. PricingProduct Quantity Total (HKD)

Mobile Device Signs (inkjet)


12 pcs

Welcome Pillars (Toblerone shape)

Size: 1200mmW x 1200mW x 3000mmH

2 pcs

Bar Counters

Size: 2000mmW x 900mmD x 1100mmH

3 sets

Giant Welcome Arch


1 set

Scaffold for Giant Welcome Arch


1 set

Ticket Booth Vinyl Banner


1 pc

Media Centre Wall Stickers

Size: 11000mm x 1400mmH

2 sets

Grandstand Large Back Wall Banner


1 pc

Grandstand Front Banner (covering cladding)


1 pc

Grandstand TOP Front Banner (behind seats at top)


1 pc

Grandstand Back Banner (top – covering back of seats)


1 pc

TV Tower Mesh Banners (4 nos)

Sizes: 4300mmW x 6000mmH (x 2 nos)

3200mmW x 6000mmH (x 2 nos)

1 set

Clubhouse Banners

Sizes: 1300mmW x 7000mmH

7 pcs

Total

7. Pricing


Race to Dubai Yardage Post

Size: 3207mmH

1 set

Spectator Village Entrance Banner


1 pc

Caddie Building Banners


8 pcs

Night time Installation & Scaffold Rental for

Caddie Building Banners

1 set

Partner Marquee Wall Banner (for back-of-house wall)


2 sets

Partner Marquee Outer Wall ‘Champions’ Banners (3 nos)

(1) 7200mmW x 3600mmH

(2) 15600mmW x 3600mmH

(3) 6000mmW x 3600mmH

1 set

Media Centre Wall Banner (for back-of-house wall)


1 set

Score Recording Banner


1 set

Shuttle Bus Foamboards

Size: A4

16 pcs

Parasols (Canvas) with Metal Bases

Size: Large (approx. 2.5m x 2.5m)

35 pcs

Main Scoreboard Letters & Numbers (NEWLY PRODUCED)

(Standard European & Asian Tour sizes)

1 set

On-Course and Main Leaderboard Letters & Numbers

(NEWLY PRODUCED)

(Standard European & Asian Tour sizes)

7 sets

Total

7. Pricing


Storage for 12 months in warehouse 1 job

Transportation of all materials and equipment to HK Golf

Club

(Including Customs clearance, Quarantine Inspection Fee,

HK Import Declaration Handling Fee and any other duties

or fees

2 x 40’

containers

Return Shipment of all materials back to warehouse 2 x 40’

Containers

Transportation of all signage on and around site in a small

truck (18 days)

1 sum

Labour for installation

1 supervisor, 4 skilled workers,

4 non-skilled workers

14 days

9am – 6pm

1 hr for lunch

Labour on standby during Event

1 supervisor, 4 skilled workers

7 days

9am – 6pm

1 hr for lunch

Labour for installation

1 supervisor, 4 skilled workers,

4 non-skilled workers

3 days

9am – 6pm

1 hr for lunch

Overtime Labour Charges per person

per hour

Total

8. Time Table

• March 2, 2018 Event Tender goes out

• March 12, 2018 Deadline for tenderers to submit questions (5:00pm HK time) (per the attached Q&A Form)

• March 14, 2018 Answers returned to tenderers

• March 15, 2018 Site visit to venue for all interested tenderers (only if requested) (9:30am HK time)

• March 27, 2018 DEADLINE FOR SUBMISSION OF TENDER (5:00pm HK time)

• April 20, 2018 Appointment of chosen signage 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 2018 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 60Quality of product/services 20Relevant 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 brief2) Are the products/services fit for purpose3) Does the tenderer have the resources to take on the project4) 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 2018 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 Signage and On-site Branding:

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

Putting Green1st Tee

18th Green

Tented Village

Documents

HONG KONG OPEN 2018 · 2018. 3. 2. · Operations Manager: Cecilia Chan (European Tour) Title Sponsor: TBC Host Venue: Hong Kong Golf Club Captain: Arnold Wong General Manager: Ian