Wyong Office: 2 Hely St / PO Box 20 Wyong NSW 2259 l P 02 4350 5555

Gosford Office: 49 Mann St / PO Box 21 Gosford NSW 2250 l P 02 4325 8222

E ask@centralcoast.nsw.gov.au l W www.centralcoast.nsw.gov.au l ABN 73 149 644 003

Request for Proposal

Professional Services < $150K

Central Coast Council is seeking Proposals for the following contract:

Contract Skate, BMX and/or Scooter Competitions and Events

Services Description

Central Coast Council would like to procure Skate, BMX or Scooter

competitions and / or events to be held at the below listed Council

owned skateparks during the period February – December 2020. See Part

1 – Contract Information for further details.

• Banjo’s Skatepark, Terrigal

• BATO Yard, Bateau Bay

• Berkeley Vale Skatepark

• Copacabana Skatepark

Closing Time 17:00 on Friday 1 November 2019

Submissions received after this deadline will not be considered.

Method of Lodgement

By email to: quotations@centralcoast.nsw.gov.au

Council Contact Officer

Adam Kidd - Sports Activation and Development Officer

Phone: (02) 4350 5148

Email:Adam.Kidd@centralcoast.nsw.gov.au

Pre-Proposal meeting

There is no preliminary meeting nor on-site briefings scheduled. If your

submission should require detailed information in terms of the location,

site, precinct of specific Skate Parks, then please undertake your own site

inspection – venues are open to public and no formal arrangements need

be made.

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 2 of 17

Proposal Evaluation Criteria

(not necessarily in order of

weighting)

➢ Conformity with the Request for Proposal Documents

➢ Suitability of your proposed Event/s to meet

Council objectives (described below)

➢ Demonstrated Experience and credible Referees

➢ Local Supplier Status or Local Content

➢ Demonstrated Capacity to satisfy WHS, Risk

and Liability requirements

➢ Strength of the Event to provide a pathway for

winners to participate in international

competitions

➢ Provides and opportunity to promote

participation in Skate, BMX and Scooter

➢ Provides an opportunity to showcase Skate,

BMX and Scooter at a high level

➢ Provides an opportunity for Competition and /

or Development Pathways

➢ Value for Money

Documents to be submitted

with Proposals

• All the Returnable Forms in Part 4, completed and signed where

required

• Note anything else to be returned e.g. methodology/program etc.

This is not a Purchase Order

Structure and Contents of this Request for Proposal

This Request for Proposal consists of the following parts:

Cover Page: Request for Proposal

➢ The Cover Page contains the specific information and instructions regarding this Request for

Proposal including the Closing Time, Contact Person, Method of Lodgement and Evaluation

Criteria

Part 1: Contract Information and Contract Brief

➢ This part sets out Council’s requirements for the Services

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 3 of 17

Part 2: Conditions for Submitting Proposals

➢ This part contains the general instructions, conditions and guidelines to be followed in

submitting Proposals

Part 3: Returnable Forms

➢ This part contains the forms, schedules and information Service Providers are required to

provide with their Proposal

Part 4: Attachments ➢ Contract Brief

➢ CCC’s Standard Conditions of Contract – Professional Services

➢ Site Plan for Listed Skate Parks

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 4 of 17

Part 1 – Contract Information and Contract Brief

Central Coast Council is seeking Proposals for a contract for services for the engagement

of qualified and experienced associations and or organsiations to run Skate, BMX or Scooter

competitons and / or events at Council owned skateparks during the period from February-

December 2020.

Council is seeking to use this Request for Proposal as a basis for negotiating a contract with the

Preferred Service Provider.

1.1 Background

Council wishes to secure events that will either attract state, national and/or international

participation and interest, or provide an opportunity to promote participation, showcase or

provide an opportunity for competition in the disciplines of Skate, Scooters and/or BMX.

BATO Yard - Bateau Bay:

BATO Yard Skate Park is fast gaining attention across the country as one of Australia’s top skate

parks attracting world-class events designed for skate, scooters, BMX and WCMX use.

BATO Yard was opened in 2016 and covers approximately 2800m2, and has a mixture of transition

and street with additional activities including parkour and basketball, pathways and the inclusion of

social spaces and refuge areas.

The highlight of the park could be considered the bowl, which has the ability to hold international

competitions. At a depth of 3.6m (12ft) and 450mm (1.5ft) of vert, it is the deepest bowl in Australia

- while the inclusion of an additional mini flow bowl area allows for users to develop their skill sets

whilst increasing the number of users within the facility.

Banjo’s Skatepark – Terrigal:

Constructed within the last year, Banjo’s skatepark facility is well spaced, with good flow between

obstacles, and provides a variety of opportunities for beginner and intermediate skatepark users.

The facility is approx. 560m² with a mix of street and park obstacles, including an open bowled

mini-ramp with hip and extension, A-frame banks and block, flat bank hip, grind blocks, rails,

manual pad and small pump track.

The surrounding reserve has open grassed areas with additional sheltered seating and BBQ’s.

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 5 of 17

Berkeley Vale Skatepark – Berkely Vale:

Berkley Vale Skatepark contains a mixture of beginner to intermediate features with good variety in

height / complexity and opportunity for progression. The layout also allows for combination lines

throughout the skatepark and caters for mostly street riders, with the addition of the mini-ramp

providing opportunities for riders that prefer transitions.

The skatepark is approx. 550m² and consists of 3-4 linear combination street lines and a miniramp

with numerous rails, manual pads and ledges. A flat bank to the north east and quarter pipe to the

south west provide run-up for the street features.

Copacabana Skatepark – Copacabana:

Copacabana Skatepak is a local scale facility with a footprint area of approx. 300m². The layout

includes an open bowl with mini-ramp section, spine, blended roller, hips and pockets. There are

two grind ledges and large platform spaces.

The facility caters well for transition/bowl riders with a lot of space between the transitions to the

south of the skatepark.

1.2 Contract Brief

➢ Council wishes to secure events that will either attract state, national and/or

international participation and interest, or provide an opportunity to promote

participation, showcase or provide an opportunity for competition in the

disciplines of Skate, Scooters and/or BMX.

➢ The events should be staged between the period of February – December 2020.

Council will consider extending contracts for recurring annual events based upon

the successful outcomes of the first year’s event

➢ Council must be awarded certain Rights to procure Sponsorships to the proposed

Events – either exclusively or in association with the successful Promoter /

Organiser

➢ The proposed Events should contribute to the local economy by supporting Local

business, participation, spectatorship and increased visitor attendance to the

Central Coast

• Resources to be supplied by Council include:

- Council media release prior to event and post event

- Social media awareness ads on Council’s website and SM platforms

- Local newspaper ad

- Supply and use of Central Coast Council logo and approved wording

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 6 of 17

- Cleaning and stocking of amenities

- Waste collection

- Entrants indemnity and photo/video release forms

- Distribution of posters and flyers in key locations on the Central Coast

• Central Coast Council reserves the commercial rights to raise sponsorship for any event.

• Council encourages the development of events that offer equal prize money for males and

females and to host a women only event/s and mixed ride events.

• Your Proposal is required to contain/address the following elements:

- Introduction to the Respondent Organisation / Promoter

- Relevant experience in organising and hosting similar events.

- Proposed Event details including:

o targeted participant demographics - age, town, country, male/female, qualifying

and/or ranking status.

o The number of anticipated competitors and spectators

o Suggested dates

o Duration of the event

o Program of event

o Contingency plan for wet weather/adverse circumstances

- Declaration of existing sponsors and sponsorship arrangements covering the timeframe

of this contract

- Marketing and Communication strategy

- Risk Assessment

- Economic Benefits

- Council’s Rights and Benefits

- Detailed costs to Council

- Relevant payment terms.

1.3 Fee Structure and Payments

The fee structure for the provision of Services under the proposed Contract is a fixed lump sum .

Service Providers are also required to provide hourly rates for any additional work that may be

requested by Council that is outside the scope of the Services.

All other costs and expenses necessary to provide the services under the Contract must be

included in the lump sum fee or rates proposed, including without limitation the cost of all

personnel, support systems, overheads, profit, expenses, disbursements and all other associated

costs.

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 7 of 17

There is a limited budget for this project and any changes to the timing or scope of work under the

Contract need to be managed by the successful Service Provider in consultation with Council to

ensure there is no increase in the overall fee payable by Council under the contract.

1.4 Invoicing and Payment

Invoices may be submitted on completion of each milestone.

Council’s payment terms are 30 days from the end of the month an accurate invoice is received

(see clause 3 of Council’s Standard Conditions of Contract – Professional Services for more details

about payment and invoicing).

1.5 Timeframes

The timeframe for the Contract is as follows:

• Commencement – Seven (7) days from the date of the Letter of Acceptance.

• Completion - 12 months from the date of the letter of acceptance.

1.6 Location of Work

The Contractor will be required to undertake an hold the event / competitions from the assigned

skatepark for their event / competition. These options are comprised of the four venues listed in

the services description.

1.7 Insurance

The Service Provider will be required to have the following insurances under the Contract (see

Clause 16 of Council’s Standard Conditions of Contract – Professional Services for more details):

• Public Liability: $20 million in respect of any one claim.

• Workers Compensation insurance covering its employees

1.8 Council’s Representative under the Contract

Adam Kidd - Sports Activation and Development Officer

Phone: (02) 4350 5148

Email:Adam.Kidd@centralcoast.nsw.gov.au

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 8 of 17

Part 2 – Conditions for Submitting Proposals

Proposals are invited in accordance with these Conditions for Submitting Proposals:

1. Validity Period: Proposals to remain valid for 120 days.

2. Acceptance: A Proposal will only be accepted by Council when a signed Letter of

Acceptance is given to the successful Service Provider by or on behalf of Council or via the

issuing of an official Council Purchase Order. The successful Service Provider will be

required to enter into a Contract for the Provision of the Services within 14 days of the date

of the Letter of Acceptance or in accordance with details specified on Council’s Purchase

order. The terms of this Request for Proposal, the Preferred Service Provider’s Proposal and

Council’s Standard Conditions of Contract – Professional Services will form the basis of

negotiations for a contract with the Preferred Service Provider.

3. Closing Time: Proposals must be received by the Closing Time specified on the Cover Page

of this Request for Proposal. Proposals received after the Closing Time will only be

considered in exceptional circumstances (e.g. technical problems loading documents onto

e-mail).

4. Lodgement instructions: Proposals may ONLY be lodged by the lodgement method(s)

specified on the Cover Page of this Request for Proposal. Proposals must NOT be placed

in the Proposal Box, handed to counter staff or sent to any other Council personnel or

address.

5. Enquiries: All enquiries are to be made to the Council Contact Person referred to on the

Cover Page of this Request for Proposal, between 8.30 am and 4.00pm, Monday to Friday.

Enquiries must not be made to any other person. Verbal enquiries must be confirmed in

writing.

6. Addenda: Council may vary the terms and requirements of this Request for Proposal at any

time before the Closing Time, by issuing addenda.

7. Evaluation Criteria: Proposals will be evaluated on the basis of the Proposal Evaluation

Criteria specified on the Cover Page of this Request for Proposal. Service Providers should

not place any significance on the order in which the criteria are listed nor should it be

assumed the criteria have equal weight or significance. Any Proposal that does not comply

with or address the evaluation criteria may be eliminated from consideration from the

evaluation process.

8. Acceptance of Proposals is at the absolute discretion of Council. Council is not bound to

accept the lowest Proposal or any Proposal submitted, whether conforming to this Request

for Proposal or not. Council reserves the right to suspend, terminate or abandon this

Request for Proposal at any time during or after the Closing Time.

9. A Proposal which proposes alternative standard or general conditions to Council’s

Standard Conditions of Contract will be regarded as a non-conforming Proposal.

10. Ethics: Any person responding to this Request for Proposal agrees to be bound by

Council’s Statement of Business Ethics for Tenderers and Contractors which can be viewed

and downloaded from Council’s web site. In particular, persons responding to this Request

for Proposal must not:

a) submit a Proposal without a firm intention to proceed;

b) engage in any form of collusive practice; and

c) directly or indirectly canvass support from an elected member or employee

of Council at any time.

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 9 of 17

Part 3 – Returnable Forms

Form 1 – Acknowledgement

Form 2 – Pricing Schedule

Form 3 – Key Personnel

Form 4 – Experience and Referees

Form 5 – Additional Information Required

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 10 of 17

Form 1: Acknowledgement – Sign and return this form

Note to Service Providers: This form must be signed by the entity submitting the Proposal. If the Service

Provider is a company it must be signed by a director or person(s) authorised to sign for the company.

The Service Provider hereby submits a Proposal to carry out the services in accordance with the Request

for Proposal Documents and for the price/rates set out in Form 2.

The name of the Service Provider in relation to the Proposal is:

Name of Provider:

(Must be a legal entity):

Business or Trading Name:

ABN:

Phone: Fax:

Mobile: Email:

Address:

Suburb: Post Code:

The Service Provider’s Contact Person in relation to the Proposal is:

Name:

Phone: Fax:

Mobile: Email:

The person nominated to be the Contractor’s Representative for the purposes of all notices to be given

by Council under the Proposed Contract is:

Name:

Phone: Fax:

Mobile: Email:

In submitting its proposal the Service Provider declares that it has complied with and will continue to be

bound by the requirements set out in:

• Conditions of Proposal

• Council’s Statement of Business Ethics for Tenderers and Contractors.

Signature: _______________________________________ Name and Position: _______________________________

Signature: ________________________________________ Name and Position: _______________________________

Date: _________________________________________

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 11 of 17

Form 2: Pricing Schedule – Complete and return this form

1 Lump Sum Price for the Services

The Service Provider offers to perform the services under the proposed contract in accordance with the

Request for Proposal Documents, for the following price(s):

Item Particulars of Services Total Lump Sum

Amount

(ex GST)

Total Lump

Sum

Amount

(incl GST)

All Services required under the Contract – the lump

sum includes but is not limited to the cost of all

personnel, support systems, overheads, profit,

expenses, disbursements and all other associated

costs

Contract Milestone Lump sum fee

(Ex GST)

Lump sum fee

(Incl GST)

% Fee payment

of completion of

milestone

Conclusion of event 100%

Total lump sum fee for the

completion of the Services

under the Contract (excl GST)

2 Hourly Rates for Additional Services

The Service Provider offers the following rates that may be used for the purpose of assessing invoices and

as a basis for any additional services that may be requested in writing by Council under the contract.

Item Key Personnel Hourly rate

(ex GST)

Hourly rate

(incl GST)

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 12 of 17

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 13 of 17

Form 3: – Key Personnel - Complete and return this form

The Service Provider nominates the following Key Personnel to carry out the Services under the Contract:

Name Position Experience &

Qualifications

Hourly rate

(excl GST)

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 14 of 17

Form 4: - Experience and Referees – Complete and return this form

Describe the Service Provider’s experience in services of a similar nature to the contract, completed in the

last 3 years.

Note: Council reserves the right to make its own independent enquiries

Client Project

Name and

Value

Contract

Value $

Contract

dates/

duration

Brief Description of Services

and names of the key

personnel who provided the

services

Listed below are three referees who may be approached to establish that the Service Provider has, in the

recent past, satisfactorily executed services of a similar nature to Council’s requirements.

Client Name of Referee Contact Phone Number

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 15 of 17

Form 5: - Additional Information Required – Complete and return

this form together with any additional documents requested

The Service Provider is required to provide the following additional information and/or documents,

to assist in demonstrating compliance with the Request for Proposal evaluation criteria:

Additional information or documents required Documents to

form part of

contract?

Documents

submitted?

(Service Provider

to indicate “Yes”

or “No” for each

document)

Curriculum Vitae of the Service Provider and Key

Personnel – to include information about skills,

qualifications and experience relevant to the evaluation

criteria

YES

Copies of certificates evidencing the currency of

insurances required under the Contract

YES

A Statement which demonstrates the Tenderer’s

Capability and Methodology for carrying out the Services

including the following:

1. Details of the Tenderer’s understanding of Council’s

requirements.

2. Process for delivering the services.

3. Back-up and support services available.

4. The proposed program for carrying out the services,

including key personnel.

YES

Social Impact

Evidence that demonstrates the organisations status as

any of the following:

• Social Enterprise

• Disability Organisation

• Indigenous Business

YES

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 16 of 17

VENUE AERIALS:

BATO YARD

Banjo’s

T133-B: Request for Proposal – Professional Services Under $150K – V1.7 Page 17 of 17

Berkeley Vale

Copacabana