CITY OF PARRAMATTA MAJOR EVENTS

REQUEST FOR QUOTE (RFQ):

CONCERT AUDIO AND LX PACKAGE

OCTOBER 1 2018 – JUNE 30 2021

City of Parramatta 126 Church Street, Parramatta, NSW

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Table of Contents

Section 1 - General Information for Applicants ...................................................................................... 2

Background ......................................................................................................................................... 2

General Scope of Works...................................................................................................................... 2

Quoting Submissions........................................................................................................................... 3

Selection Criteria ................................................................................................................................. 3

Key Performance Indicators ................................................................................................................ 4

Enquiries ............................................................................................................................................. 4

Section 2 - Event Specific Details ............................................................................................................ 5

A. New Year’s Eve 2018 ................................................................................................................... 5

Event Details ................................................................................................................................... 5

Event Specific Scope of Works ........................................................................................................ 6

B. Australia Day 2019 .................................................................................................................... 14

Event Details ................................................................................................................................. 14

Event Specific Scope of Works ...................................................................................................... 15

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Section 1 - General Information for Applicants

Background

The City of Parramatta presents eight exciting and engaging major events across its event season, all

of which have recently experienced significant growth in attendance and media attention and

coverage.

The City’s New Year’s Eve and Australia Day events are two of the largest events on the Parramatta

event calendar and the City is looking to appoint a provider of Audio and Lighting equipment to service

both events. The City will appoint a provider of Concert Audio and LX in order to service these two

events for the period October 1 2018 – June 30 2021 and in addition any new events requiring similar

services within this period.

The City of Parramatta will engage the successful supplier on a 1-year contract with two (2) options to

extend for an additional year each, based on an annual review of key performance indicators (KPI’s).

Quoting should be based on the indicated projected requirements in section 2 below and the City of

Parramatta will ask the successful supplier to requote on future events in line with any changed

parameters for those events.

General Scope of Works

In all instances the Concert Audio and LX Provider will be responsible for:

The timely facilitation of all duties and equipment as agreed in accordance with a finalised

budget (signed off by the Principal and the Provider) for each event.

Attendance at meetings as required in order to effectively plan for, and review, the delivery

of each event.

Provision of all agreed Audio and LX equipment for the annual New Year’s Eve and Australia

Day events in accordance with the specifications outlined in Section 2 below and as adapted

on a yearly basis.

Provision of all transport for the supply of Audio and LX Equipment including any plant that

may be required for install/deinstall.

Provision of all staff to effectively manage the install, operation and deinstall of each event.

Oversight of own staff WH&S and welfare on site and supply and use of appropriate PPE as

required.

Provision of safe work method statements and engineering certification as appropriate.

Liaison and collaboration with City of Parramatta appointed event management staff, and in

particular the City of Parramatta appointed Production Manager for the coordination of on-

site work.

Install, operation and deinstall of all equipment in line with City of Parramatta production

schedule.

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Provision of all services such that any testing for Audio and or LX can be conducted on the day

prior to each event.

Quoting Submissions

Please provide an itemised quote for each event as per details listed in section 2. In your quote please

indicate:

Ex GST costs for the provision of services, staff and equipment as requested for each event.

Costs should include the production of a detailed concert Audio and LX install/deinstall

schedule in conjunction with the City of Parramatta appointed Production Manager.

A detailed inventory of Audio and LX equipment quoted on.

Equipment you need/expect to be provided for operational purposes e.g. tables, chairs,

marquees

All submissions must include:

Public Liability Insurance details and Workers Compensation Insurance details. Please forward

certificates of currency with your quote/s – Public Liability Insurance cover must be for a

minimum of $10, 000, 000 per instance).

A company profile that:

o indicates three (3) examples of other major events you have previously serviced

o includes the contact details for two (2) referees that we may contact

Submissions should be less than 5MB in size.

All quotes must be submitted no later than 5.00pm, Monday 30 July 2018 and should be emailed

to events@cityofparramatta.nsw.gov.au

Selection Criteria

Quotes will be assessed on:

Pricing (value for money)

Experience and references

All proposals will be evaluated by a panel. The City of Parramatta aims to make appointments by 10

August, 2018.

The City of Parramatta reserves the right to change the parameters of each event as detailed below.

The City of Parramatta reserves the right to not appoint a Concert Audio and LX provider resulting

from submissions for this RFQ.

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Key Performance Indicators

Key Performance Indicators

Engagement with the principal: pre-event and post event liaison, correspondence and reporting

Fail - Ineffective and often late 1

OK - Minimally effective and slow 2

Good - Effective and punctual 3

Very Good - Very effective, punctual and pro-active 4

Product or Service Delivery

Fail – Not as specified/required, with shortfalls 1

OK – Not as specified/required, but no shortfalls 2

Good – met expectations, as specified and as per requirements 3

Very Good – Exceeding expectations 4

Onsite operations and communications

Fail – Ineffective and inefficient, did not respond to requests 1

OK - Ineffective and inefficient, but did respond to requests 2

Good - Effective and efficient and responded well to requests 3

Very Good - Very efficient and responded very well to requests 4

Onsite WH&S

Fail - Exhibited unsafe practise, nil or poor response to requests 1

OK - Met minimum standards of safety and exhibited some response to requests 2

Good - Exhibited safe practise and responded well to requests 3

Very Good - Exhibited very safe practise and responded very well to requests 4

Enquiries

Any questions can be submitted by email to events@cityofparramatta.nsw.gov.au or you can contact

Josh Engelbrecht on (02) 9806 5434.

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Section 2 - Event Specific Details

A. New Year’s Eve 2018

Event Details

2018 Event Date: Monday 31 December

Event Location: Parramatta Park

Event Start: 4.00 pm

Event Finish: 10.00 pm

General Event Description: Parramatta New Year’s Eve is a major event produced by the City of

Parramatta Council and attracts a family-friendly crowd of up to 65,000 people, to watch the stage

performances (from 6.00 pm) and the 9.00 pm fireworks.

The main stage is in the Crescent Amphitheatre (central area) – “The Crescent”, with activations

either side (the Long Paddock (West) – “Carnival on the Green”; Coronation Hill – “The Picnic Lawns”

and the Pavilion Flats area (East) – “The Fairground”), consisting of food, amusement rides, live stage

performance and roving entertainment. The “Food Village” area sits above the Crescent. Please

refer to Map 1 below.

Crowd Attendance: Crowd numbers increase until 8.30 pm in anticipation of the 9.00 pm Fireworks

display. Estimated peak crowd of 65, 000 people for fireworks viewing. Please refer to the 2017 site

plans below (Maps 1-5).

Fireworks Display: The NYE fireworks spectacular is the premier fireworks display for the City of

Parramatta and the finale for NYE event celebrations in Parramatta Park. It follows immediately on

from the stage headline acts and, along with the accompanying soundtrack, is aimed at building on

the atmosphere generated by the stage performances.

Estimated Crowd Profile:

4.00pm 1 000

5.00pm 2 500

6.00pm 5 000

7.00pm 20 000

8.00pm 40 000

8.30pm 60 000

9:00pm 65 000

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Event Specific Scope of Works

In addition to the general scope of works, see section 1 above, the City of Parramatta is seeking:

1. Provision of Concert PA and Lighting at the Crescent Area of Parramatta Park (refer to

Maps 1 and 4 below).

The Crescent is the main audience entertainment area for the New Year’s eve event and can

cater for an audience size of up to 18, 000 people. It is an amphitheatre style area that

slopes from the flat stage area up to the surrounding perimeter fence at approximately a 15-

degree slope.

The City will install a stage (main stage) of dimension 9-12m by 6-8m or similar at the

bottom of the amphitheatre shaped Crescent area. The stage will be either a mobile truck

stage truck or ground built option at approximately 1.5m of height with stair access only. No

loading dock is available. A separate FOH marquee will be built.

The City of Parramatta requires:

Provision of ground/riser stacked/flown PA, including subs and monitors, for

appropriate audience coverage. Unlike Australia Day, there will be no pre-

constructed PA towers available.

Provision of stage lighting – moving/intelligent light set up to cater for 8-piece band.

Base quote on 2 x stage width truss at 10m.

Provision of operator/s for front of house audio and lx operation.

Backline, mics, radio mics, risers – do not provide a quote for these as part of this

RFQ but be aware that these will be required.

2. Provision of PA and Lighting at the Pavilion Flats/Fairground Area of Parramatta Park

(refer to Maps 1 and 5 below).

The Pavilion Flats/Fairground concert area caters for an audience size of up to 8, 000 people.

The City will install a stage of dimension 9m by 7m or similar at the bottom of the

amphitheatre shaped area as per map 5 below. The stage will be either a mobile truck stage

or ground built option at approximately 1.5m of height with stair access only. No loading

dock is available. A separate side of house marquee will be built.

The City of Parramatta requires:

Provision of ground/riser stacked or flown PA, including subs and monitors, for

appropriate audience coverage.

Provision of stage lighting – standard basic Lx rig with LED cans / floods / washes to

cater for children’s entertainment performers which will include small groups to solo

artists. Base quote on 2 x stage width truss at 9m.

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Provision of operator for side of house audio and lx operation

Backline, mics, radio mics, risers – do not provide a quote for these as part of this

RFQ but be aware that these will be required

3. Provision of PA to the Cattle Paddock/Carnival on the Green Area of Parramatta park

(refer to Maps 1 and 2 below).

The Cattle Paddock/Carnival on the Green area caters for an audience size of up to 15, 000

for the Fireworks finale.

The City of Parramatta requires:

Provision of ground/riser stacked x 4 or equivalent speakers on stands set up to

achieve adequate and effective audience coverage in this area.

PA will only be used to transmit Fireworks soundtrack and any signal transmission to

this area must have contingency to ensure there is no loss of signal.

4. Provision of PA to the Coronation Hill/Picnic Lawns Area of Parramatta park (refer to Maps

1 and 5 below).

The amphitheatre shaped Coronation Hill/Picnic Lawns area caters for an audience size of up

to 8, 000 people.

The City will install a large truck mounted LED Screen at the base of the hill which will be

used to view programming from the main stage.

The City of Parramatta requires:

Provision of ground/riser stacked or flown PA with an appropriate audience

coverage.

Audio will include main stage performance and fireworks soundtrack.

Any signal transmission to this area must have contingency to ensure there is no loss

of signal.

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Map 1: NYE whole of Site, Parramatta Park

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Map 2: Carnival on the Green

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Map 3: The Food Village

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Map 4: The Crescent

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Map 5: The Fairground

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Map 6: Coronation Hill

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B. Australia Day 2019

Event Details

2019 Event Date: Saturday 26 January

Event Location: Parramatta Park

Event Start: 6.00 am

Event Finish: 9.15 pm

General Background and Event Description: Australia Day is a 15-hour free public event that has been

running in Parramatta for 30 years. The event primarily attracts a family audience however new

components such as CARnivale and the Big BBQ attract a broader demographic.

Australia Day is made up of the following components (refer also to the 2018 Site Layout below):

Fireworks Display: The fireworks spectacular forms the culmination of the Australia Day. It follows

immediately on from the headline act of the Concert. The soundtrack and fireworks will build on the

atmosphere generated by the concert as the finale of the show.

Crowd Attendance: 70, 000 across the day

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Event Specific Scope of Works

In addition to the general scope of works, see section 1 above, the City of Parramatta is seeking:

1. Provision of Concert PA and Lighting at the Crescent Stage Area of Parramatta Park (refer

to the map below).

The Crescent is the main audience entertainment area for the Australia Day event and can

cater for an audience size of up to 18, 000 people.

The City will install a stage (main stage) with main stage deck size of approximately 20m x

15m @1.5m at the bottom of the amphitheatre shaped Crescent area – approximate slope

of 15-degrees. The stage will include graduated loading dock for trucks @1.2m, 2 x main PA

towers and 2 x delay towers. A separate FOH will be built.

The City of Parramatta requires:

Full concert line array PA (2 x PA towers and 2 x delay towers) set up to achieve

appropriate audience coverage, with subs and fold back.

Provision of concert stage lighting – moving/intelligent light set up to cater for iconic

Australian music performances. Base quotes on 4 x stage width truss.

Provision of operator/s for front of house audio and lx operation.

Backline, mics, radio mics, risers – do not provide a quote for these as part of this

RFQ but be aware that these will be required

2. Provision of Concert PA and Lighting for a 6m x 6m stage – Parravision stage

The Parravision stage at Australia Day will cater for an audience size of up to 3, 000 people in

flat open area.

The City will install a stage of dimension 6m x 6m or similar marquee covered stage @1.5m

with stair access only. No loading dock is available. A separate side of house marquee will

be built.

The City of Parramatta requires:

Provision of ground/riser stacked or flown PA set up to achieve appropriate

audience coverage, with subs and fold back.

Provision of stage lighting – standard basic Lx rig with LED cans / floods / washes on

push up bars to cater for performers which will include small groups to solo artists.

Provision of operator for side of house audio and lx operation.

Backline, mics, radio mics, risers – do not provide a quote for these as part of this

RFQ but be aware that these will be required.

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Map: Australia Day 2018, Parramatta Park