CITY OF PARRAMATTA MAJOR EVENTS REQUEST FOR QUOTE … · Production of a post event report summarising activities, including an incident log and incident reports ... pre‐event and

CITY OF PARRAMATTA MAJOR EVENTS

REQUEST FOR QUOTE (RFQ):

FIRST AID SERVICES

OCTOBER 1 2018 – JUNE 30 2021

City of Parramatta 126 Church Street, Parramatta, NSW

Page 1 of 20

TableofContents

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

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

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

Quoting Submissions ........................................................................................................................... 2

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

Key Performance Indicators ................................................................................................................ 3

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

2. Section 2 ‐ Event Specific Details .................................................................................................... 5

A. Parramatta Lanes 2018 ............................................................................................................... 5

B. Loy Krathong 2018 ...................................................................................................................... 8

C. Christmas 2018 ........................................................................................................................... 9

D. New Year’s Eve 2018 ................................................................................................................. 11

E. Australia Day 2019 .................................................................................................................... 13

F. Lunar New Year 2019 ................................................................................................................ 15

G. Winterlight 2019 ....................................................................................................................... 17

H. NAIDOC Burramatta 2019 ......................................................................................................... 19

Page 2 of 20

1. 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 is looking to appoint a provider of event first aid services for the period October 1 2018 – June 30

2021 in order to service the events detailed below and, in addition, any ad hoc events that may arise.

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 for the 2018‐19 event season 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 First Aid Provider will be responsible at each event for:

Provision of appropriate equipment for the use in first aid treatment

The timely response to on‐site first aid requests as required

Treatment of casualties

Assistance with facilitation of Ambulance attendance as required

Completion of incident reports and an incident log

Liaison with event management and coordination of on‐site first aid teams

Production of a post event report summarising activities, including an incident log and incident

reports

Quoting Submissions

Please provide an itemised quote for the events listed below:

In your quote please indicate:

Event/s you are quoting on with a separate section of your submission dedicated to each event

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

Costs should include the production of a First Aid Management/Operational Plan and a debrief report

– these will be required for all events

Associated equipment you will be bringing to each event and any on‐costs, including any operational

vehicles you will provide for Australia Day and New Year’s Eve only

Equipment you need/expect to be provided e.g. tables, chairs, marquee, lighting, signage

Essential vehicle parking requirements for each event, where it is available (please read the brief for

each event)

Page 3 of 20

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

[email protected]

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 first aid providers resulting from submissions for this RFQ.

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

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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 [email protected] or you can contact Josh

Engelbrecht on (02) 9806 5434.

Page 5 of 20

2. Section 2 ‐ Event Specific Details

A. Parramatta Lanes 2018

Event Date/s: Tuesday 09 October to Friday 12 October 2018

Event Location: Parramatta CBD

Event Start: 5.00 pm nightly

Event Finish: 10.00 pm – except on Friday 12 October, when venues will close at 10.30 pm

General Event Description: Parramatta Lanes is a key event produced by City of Parramatta Council and is now

in its seventh year. The event will run from Tuesday 09 to Friday 12 October 2018, from 5.00 pm – 10.00 pm

(Tues – Thurs) and 5.00 pm – 10.30 pm (Fri).

As a food and arts festival Parramatta lanes attracts a diverse demographic from CBD workers to families.

The event will be held across 12 CBD sites in 2018 and will include approximately 45 food stalls and up to 6

bars.

Refer to the plan below which shows the site layout of the 2017 event.

Crowd Attendance: Expected attendance in 2018 is as follows:

Tuesday 09 October: 15, 000

Wednesday 10 October: 15, 000

Thursday 11 October: 20, 000

Friday 12 October: 50, 000

First Aid Requirements and Provisions:

We would like to engage 2 x teams of people – one team covering the northern event sites and one team

covering the southern event sites. Event history has demonstrated that this is a low incident event with

minimal requirements for first aid callouts.

We will provide radios as required for the event, power (240v 10 Amp), a marquee/structure/building within

which to set up and other essentials as specified by the appointed provider.

Requirements are as per the table below:

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Vehicle Access and Parking Details: Vehicles will be able to drop off and collect equipment only. No on‐site

parking available. Providers are responsible for sourcing their own CBD parking.

Site Plan:

Parramatta Lanes 2017 Sites, Parramatta CBD

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B. Loy Krathong 2018

Event Date/s: Saturday 17 November 2018

Event Location: Parramatta River Foreshore, between Barry Wilde Bridge and Elizabeth St footbridge

Event Start: 4.00 pm

Event Finish: 10.00 pm

General Event Description: Parramatta Loy Krathong Thai Water Festival is Australia’s largest water festival. It

is hosted by the City of Parramatta in conjunction with the Tourism Authority of Thailand and the Thai

Australia Association of New South Wales. The festival is an opportunity to explore the exotic sights, sounds,

flavours and spirit of Thailand. It attracts approximately 10,000 people from Parramatta, Greater Western

Sydney and Asian communities from all around Sydney.

The event showcases a variety of family activities, information booths about travel destinations in Thailand

and a variety of Thai food stalls.

Crowd Attendance: 10, 000

First Aid Shift Commence: 3.30 pm – set up and site familiarisation

First Aid Shift End: 10.30 pm – available until this time to provide first aid service

First Aid requirements and provisions: A team of 2 people will be required from 3.30 pm to 10.30 pm based in

the location indicated in the 2017 site plan below.



Vehicle Access and Parking Details: Vehicles may access the site for set up and pack down from George

Khattar Lane and a nearby parking spot will be provided for essential vehicles.

Site Layout:

Loy Krathong Site Plan 2017, Parramatta River Foreshore

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C. Christmas 2018

Event Date/s: Thursday 29 November 2018

Event Location: Centenary Square, Parramatta CBD



General Event Description: The City of Parramatta event is a free public event. The demographic range is very

wide and anticipated to be between infants and 75 years of age. The event crowd format is General Admission

(participating in kid’s workshops, standing upright, stalls and food area). The main mode of arrival and

departure is on foot and by public transport.

The event includes a number of stage performances, free family workshops, quality food stalls, Christmas

market stalls and a visit from Santa Claus.

Crowd Attendance: 5,000

First Aid Shift Commence: 4.00 pm – set up and site familiarisation



the location as indicated in the 2017 site plan below.





Site Plan: See Over Page

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Christmas in Parramatta 2017, Centenary Square

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D. New Year’s Eve 2018

Event Date/s: Sunday 31 December 2018

Event Location: Parramatta Park



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

and attracts audiences of up to 65,000 people to watch the 9.00 pm fireworks.

The main stage will be in the Crescent Amphitheatre (central area), with activations either side (the Long

Paddock (West) and the Pavilion Flats area (East)) consisting of food, amusement rides, DJ’s or acoustic stages

and roving entertainment. Please refer to the 2016 plan below.

The event attracts a family friendly crowd and whilst patrons are permitted to bring a small amount of alcohol

on‐site for personal consumption, alcohol affected behaviour is traditionally very limited to non‐existent.

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.

First Aid Shift Commence: 3.30 pm ‐ site familiarisation and set up.

First Aid Shift End: 9.45 pm – available until this time to provide first aid service.

First Aid requirements and provisions: We would like to engage a maximum team of 11 people so that we can

have 2 pairs of roving first aid responders, 6 staff members based in first aid locations and a separate staff

member to help coordinate the teams and be based in our Event Control office. Teams of 2 people will be

based in the three (3) indicated First Aid locations as per the 2016 plan below.

Please quote as per the roster below:



Vehicle Access and Parking Details: Vehicles should enter and leave the park via the Queens Rd Gate (western

side of the park). There is space for service vehicles only on site.

Site Layout: See Over Page

1600 1630 1700 1730 1800 1830 1900 1930 1800 1830 1900 1930 2000 2030 2100 2215

Event Control Liaison 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

Cattle Paddock Post 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Crescent Post 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Fairground and Rides 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Roving 4 4 4 4 4 4 4 4 4 4 4

Total Staff Present 7 7 7 7 7 11 11 11 11 11 11 11 11 11 11 11

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NYE 2017, Parramatta Park

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E. Australia Day 2019

Event Date/s: Saturday 26 January 2019

Event Location: Parramatta Park

Event Start: 6.00 am


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 is the culmination of Australia Day celebrations. It follows

immediately on from the headline act of the Concert. The sound‐track and fireworks will build on the

atmosphere generated by the concert and form the finale of the show.

Crowd Attendance: 60, 000 across the day

First Aid Shift Commence: 5.30 am ‐ Set up to commence work at 6.00 am


First Aid requirements and provisions: There will be three first aid posts set up as per the 2018 site plan

below. One will be located adjacent to the main stage in the Crescent (Concert Post); One will be located at the

entrance to Pavilion Flats (Amusement Rides); One will be adjacent to the Big BBQ in the Cattle Paddock

(Aerial Post).

The City of Parramatta requires a maximum team of 15 staff in total. For the purposes of quoting, please quote

on a roster of staff as follows (once a provider is selected we will determine the best roster with that provider):

Page 14 of 20



Vehicle Access and Parking Details: Vehicles should enter and leave the park via the Queens Rd Gate (western

side of the park). There is space on site for service vehicles only.

Site Layout:

Australia Day 2018, Parramatta Park

530 600 630 700 800 830 900 930 1000 1030 1100 1130 1200 1230 1300 1330 1400 1430

Event Control Liaison 1 1 1 1 1 1 1 1 1 1 1 1

Aerial Post Staff 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Concert Post Staff 2 2 2 2 2 2 2 2 2 2

Amusement Rides Post Staff 2 2 2 2 2 2 2 2 2 2 2 2

Roving ‐ Cattle Paddock 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Roving ‐ Monumental Lawn 2 2 2 2 2 2 2 2 2 2 2 2

Roving ‐ OGH Lawn/Rides 2 2 2 2 2 2 2 2 2 2

Roving ‐ The Crescent 2 2 2 2 2 2 2 2 2 2

Total Staff Present 4 4 4 4 4 4 9 9 15 15 15 15 15 15 15 15 15 15

1500 1530 1600 1630 1700 1730 1800 1830 1900 1930 1800 1830 1900 1930 2000 2030 2100 2130

Event Control Liaison 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1

Aerial Post Staff 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Concert Post Staff 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Amusement Rides Post Staff 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Roving ‐ Cattle Paddock 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Roving ‐ Monumental Lawn 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2

Roving ‐ OGH Lawn 2 2 2 2

Roving ‐ The Crescent 2 2 2 2 4 4 4 4 4 4 4 4 4 4 4 4 4 4

Total Staff Present 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15 15

Page 15 of 20

F. Lunar New Year 2019

Event Date/s: Friday 15 February 2019

Event Location: Centenary Square



General Event Description: Lunar New Year is an annual community festival to mark the New Year in the

Chinese and Asian Calendars.

The event includes a main stage entertainment program from 5.00 pm ‐ 9.30 pm and has a strong food focus.

There is also a family focus to the event and this includes interactive workshops, games for children and

families and various workshops and themed craft activities.

The event will also feature a firecracker display and fireworks finale at 9.30 pm.

Crowd Attendance: Approximately 5, 000 people across the evening

First Aid Shift Commence: 4.00 pm for set‐up



the location indicated in the 2017 site plan below.






Page 16 of 20

Lunar New Year 2018, Centenary Square

Page 17 of 20

G. Winterlight 2019

Event Date/s: Friday 29 June to Sunday 15 July 2019

Event Location: Prince Alfred Square

Event Start: 10.00 am


General Event Description: The Parramatta Winterlight Festival is Parramatta’s major winter event and draws

thousands of visitors across a two‐week period in July to coincide with the school holidays. The event is aimed

at families with children and local CBD workers and features two ice skating rink (one specifically for children),

an ice slider, snow play area, amusement rides, children’s workshops, live entertainment, roving performers,

and a food village.

Beyond the ice rink the event will include carnival rides a food village, a winter bar and roving and stage

entertainment. Weekends are busier with nightly ice shows, circus workshops, spectacular roving

entertainment and DJ sets.

Crowd Attendance:

100 – 400 on weekdays (morning/afternoon)

500 – 700 on weekdays (evening)

Up to 1500 on weekend (morning/afternoon)

Up to 1500 on weekend (evening)

First Aid Shift Commence: 10.00 am

First Aid Shift End: 9.00 pm (Sun – Thursday) and 10.00 pm (Friday and Saturday) – available until this time to

provide first aid service

First Aid requirements and provisions: A team of 2 x people for the hours indicated above



Site Location: See Over Page

Page 18 of 20

Winterlight Location, Prince Alfred Square

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H. NAIDOC Burramatta 2019

Event Date/s: Sunday 7 July 2019 (TBC)

Event Location: Parramatta River Foreshore, between Barry Wilde Bridge & Elizabeth St footbridge



General Event Description: NAIDOC Burramatta is the City of Parramatta’s NAIDOC week celebration of the

importance of Aboriginal culture, especially in regard to Darug people, lands and places. It seeks to provide

opportunity for community engagement. It is aimed especially at local families with children (5‐15), who are

interested in celebrating Aboriginal culture. The audience is varied and is largely multicultural, including

Aboriginal people from across Western Sydney.

The Programming of activities on the day includes live music, dance, children’s workshops and entertainment,

bush tucker outlets, and food stalls. It’s a rich cultural experience aimed at being a key part of national

identity. It includes educational workshops and a stage program with a view to encouraging children to be

more appreciative of and inquisitive with regards to Aboriginal culture.

Crowd Attendance: Approximately 2000 ‐ 3000 people

First Aid Shift Commence: 12.30 pm set up to commence work at 1.00 pm


First Aid requirements and provisions: 2 x staff for the times as indicated above



Vehicle Access and Parking Details: Vehicles may access the site for set up and pack down from George

Khattar Lane and a nearby parking spot will be provided for essential vehicles.


Page 20 of 20

NAIDOC Burramatta 2018, Parramatta River Foreshore

Documents

CITY OF PARRAMATTA MAJOR EVENTS REQUEST FOR QUOTE … · Production of a post event report summarising activities, including an incident log and incident reports ... pre‐event and