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CITY OF PARRAMATTA MAJOR EVENTS
REQUEST FOR QUOTE (RFQ):
FIRST AID SERVICES
City of Parramatta 126 Church Street, Parramatta, NSW
Table of Contents
1. Section 1 - General Information for Applicants .............................................................................. 2
Background ......................................................................................................................................... 2
General Scope of Works...................................................................................................................... 2
Quoting Submissions........................................................................................................................... 2
Selection Criteria ................................................................................................................................. 3
Enquiries ............................................................................................................................................. 3
2. Section 2 - Event Specific Details .................................................................................................... 4
A. Parramatta Lanes 2017 ............................................................................................................... 4
B. Loy Krathong 2017 ...................................................................................................................... 6
C. Christmas 2017 ........................................................................................................................... 8
D. New Year’s Eve 2017 ................................................................................................................. 10
E. Australia Day 2018 .................................................................................................................... 12
F. Lunar New Year 2018 ................................................................................................................ 15
G. Winterlight 2018 ....................................................................................................................... 17
H. NAIDOC Burramatta 2018 ......................................................................................................... 19
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/s of event first aid services for the 2017 / 2018 event season
commencing with the Parramatta Lanes 2017 event in October and finishing with the NAIDOC event in July
2018. We invite applications for all or some of the events as detailed below.
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 and including an incident log and incident
reports
Quoting Submissions
Please provide an itemised quote for the events listed below that are you are available for and interested in
servicing based on the information provided.
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 – this will
be required for Parramatta Lanes, New Years Eve and Australia Day only;
• 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).
All submissions must include:
• Public Liability Insurance details and Workers Compensation Insurance details - please
forward us certificates of currency with your quote/s. (Public liability insurance cover must
be for a minimum of $10, 000, 000 per instance)
• A one-page résumé 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 5pm, Monday 26 June 2017 and should be emailed to
Selection Criteria
Quotes will be assessed on:
• Pricing (value for money)
• Experience
All proposals will be evaluated by a panel. The City of Parramatta aims to make appointments in the first week
of July, 2017.
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.
Enquiries
Any questions can be submitted by email to [email protected] or you can contact Josh
Engelbrecht on (02) 9806 5434.
2. Section 2 - Event Specific Details
A. Parramatta Lanes 2017
Event Date/s: October 10 to October 13, 2017
Event Location: Parramatta CBD
Event Start: 5pm nightly.
Event Finish: 10pm except on Friday 13 October when venues will close at 11pm.
General Event Description: Parramatta Lanes is a key event produced by City of Parramatta Council and is now
in its sixth year. The event is held in conjunction with Sydney Morning Herald Good Food Month and will run
from Tuesday 10 to Friday 13 October 2017, from 5pm - 10pm (Tues – Thurs) and 5 - 11pm (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 2017 and include approximately 45 food stalls and up 6 bars.
Refer to the plan below which shows the site layout of the 2016 event.
Crowd Attendance: Expected attendance in 2017 is as follows:
• Tuesday 10 October: 15, 000
• Wednesday 11 October: 15, 000
• Thursday 12 October: 25, 000
• Friday 13 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 experience informs us that it is a low incident event with minimal
requirements for first aid callouts. We will engage 2 x teams of 2 people on Monday, Tuesday and Wednesday
and 2 x teams of 4 people on Friday night.
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.
Tuesday 10 October: 4 x Staff
Commence: 4.45 pm
Finish: 10.15pm
Wednesday 11 October: 4 x Staff
Commence: 4.45 pm
Finish: 10.15pm
Thursday 12 October: 4 x staff
Commence: 4.45 pm
Finish: 10.15pm
Friday 13 October: 8 x staff
Commence: 4.45 pm
Finish: 11.15pm
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 2016 Sites, Parramatta CBD
B. Loy Krathong 2017
Event Date/s: Saturday November 18, 2017
Event Location: Parramatta River Foreshore between Barry Wilde Bridge and Elizabeth St footbridge
Event Start: 4 pm
Event Finish: 10 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 as indicated in the 2016 site plan below.
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.
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 Plan: See Over Page
Loy Krathong Site Plan 2016, Parramatta River Foreshore
C. Christmas 2017
Event Date/s: Thursday 30 November, 2017
Event Location: Centenary Square, Parramatta CBD
Event Start: 4.30 pm
Event Finish: 9.30 pm
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
First Aid Shift End: 10.00 pm – available until this time to provide first aid service
First Aid requirements and provisions: A team of 2 people will be required from 4.30 pm to 10.00 pm based in
the location as indicated in the 2016 site plan below.
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.
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: See Over Page
Christmas in Parramatta 2016, Centenary Square
D. New Year’s Eve 2017
Event Date/s: Sunday 31 December 2017
Event Location: Parramatta Park
Event Start: 4 pm
Event Finish: 9.15 pm
General Event Description: Parramatta New Year’s Eve is a key event produced by City of Parramatta Council
and attracts audiences of up to 60,000 people to watch the 9pm 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 9pm Fireworks display.
Estimated peak crowd of 60, 000 people for Fireworks viewing.
First Aid Shift Commence: 3.30 pm - site familiarisation and set up.
First Aid Shift End: 9.45pm – 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.
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.
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 Plan: See Over Page
1530 1600 1630 1700 1730 1800 1830 1900 1930 1800 1830 1900 1930 2000 2030 2100 2145
Cattle Paddock Post 2 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 2
Fairground and Rides 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
Event Control Liaison 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Roving 4 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 11
NYE 2016, Parramatta Park
E. Australia Day 2018
Event Date/s: Friday 26 January 2018
Event Location: Parramatta Park
Event Start: 6.00 am
Event Finish: 9.15 pm
General 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 Hottest 100
attracting a broader demographic. The crowd is generally well behaved with minimal incidents.
Australia Day is made up of the following components (refer also to the 2017 Site Plan below):
• Aerial (6am – 11am)
Aerial is based around a hot air balloon display commencing at dawn.
• Big BBQ (6am – 8pm)
The Big BBQ is based around a BBQ competition, with teams cooking for over fifteen hours to prepare their
best offerings for the judges.
• CARnivale (10am – 5pm)
CARnivale has been taking place for over 29 years in Sydney in various locations and in 2016 it found its home
in Parramatta. It features a display of between 400 – 600 vintage cars, fire trucks and motorcycles.
• Kids Crescent (10am – 4.30pm)
Kid’s Crescent is full of workshops and entertainment for children. Interactive workshops, face painting and a
stage program will be taking place in the shady Crescent, with spots for parents to enjoy a coffee as well.
• Kid’s Rides & Activation (9am – 5pm)
Amusement rides and various stalls and family activity will be taking part near the George St gatehouse
throughout the day
• Hottest 100 (12pm – 8pm)
After Aerial concludes in the morning, the Cattle Paddock hosts Hottest 100, featuring six unearthed artists
and broadcasting the countdown.
• Concert (4.30pm – 9.00pm)
Concert will take place in the Crescent and features a line-up of current artists. The event concludes with a 15
minute fireworks display at 9pm.
Crowd Attendance: 60, 000 across the day
First Aid Shift Commence: 5.30 am - Set up to commence work at 6am
First Aid Shift End: 9.30 pm – available until this time to provide first aid service.
First Aid requirements and provisions: There will be two first aid posts set up as per the 2017 site plan below.
One will be located adjacent to the main stage in the Crescent (Concert Post); the other will be adjacent to the
Big BBQ in the Cattle Paddock (Aerial Post).
The City of Parramatta requires a maximum team of 13 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):
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.
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.
530 600 630 700 800 830 900 930 1000 1030 1100 1130 1200 1230 1300 1330 1400 1430
Aerial Post Staff 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
Event Control Liaison 1 1 1 1 1 1 1 1 1 1 1 1
Concert Post Staff 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 7 7 13 13 13 13 13 13 13 13 13 13
1500 1530 1600 1630 1700 1730 1800 1830 1900 1930 1800 1830 1900 1930 2000 2030 2100 2130
Aerial Post Staff 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2 2
Event Control Liaison 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1 1
Concert 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 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13 13
Site Plan:
Australia Day 2017, Parramatta Park
F. Lunar New Year 2018
Event Date/s: Friday 16 February 2018
Event Location: Centenary Square
Event Start: 4.30 pm
Event Finish: 9.30 pm
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 - 9:30pm 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 9:30pm at Town Hall.
Crowd Attendance: Approximately 5, 000 people across the evening.
First Aid Shift Commence: 4pm for set-up
First Aid Shift End: 10pm – available until this time to provide first aid service
First Aid requirements and provisions: A team of 2 people will be required from 4.30 pm to 10.00 pm based in
the location as indicated in the 2017 site plan below.
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.
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: See Over Page
Lunar New Year 2017, Centenary Square
G. Winterlight 2018
Event Date/s: TBC - Friday 29 June to Sunday 15 July
Event Location: Prince Alfred Square
Event Start: 10 am
Event Finish: 9 pm
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 site during weekdays (morning/afternoon)
500 – 700 on weekdays (evening)
Up to 1500 on site weekend (morning/afternoon)
Up to 1500 on weekend (evening)
First Aid Shift Commence: 10 am
First Aid Shift End: 9 pm (Sun – Thursday) and 10 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.
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.
Site Plan: See Over page
Winterlight Location, Prince Alfred Square
H. NAIDOC Burramatta 2018
Event Date/s: Saturday July 7 2018 (TBC)
Event Location: Parramatta River Foreshore between Wilde St Bridge & Elizabeth St Footbridge
Event Start: 1 pm
Event Finish: 6 pm
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 2 - 3000 People
First Aid Shift Commence: 12.30 pm set up to commence work at 1 pm
First Aid Shift End: 6:30 pm – available until this time to provide first aid service
First Aid requirements and provisions: 2 x staff for the times as indicated above.
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.
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 Plan: See Over Page
NAIDOC Burramatta 2018, Parramatta River Foreshore
LEGEND
1. Face painting – 3mx3m
2. Paint workshop – 3mx3m
3. Free BBQ – Own tent 6mx3m
4. Mud Totem Workshop - – 3mx3m
5. Jewellery making workshop - – 3mx3m
PRCG – Our Living River – 2.4mx2.4m
6. ICE Recording tent – 3mx3m
7. Coffee & Gelato van – 3mx3m
8. Service tent – 12mx3m
9. Healers tent – 9mx3m
10. Flower arranging 6mx3m
11. Elders tent 6mx3m
12. Sun spot & Star gazing – No marquee
13. Wrights clothing 2.4mx2.4m
14. First Aid – 3mx3m
F1- Fred’s Bush Tucker - 3mx3m
F2- Kallico – 3mx3m
F3- TBC – 3mx3m
L – Library Gunya story telling
B1- Raw Kreations – 2.4mx2.4m
B2- Cyclopes Press – 2.4mx2.4m
B3- Lemon Mrytle Harvest – 2.4mx2.4m
B4- Blak Markets Coffee – 2.4mx2.4m