TENDER FOR THE

OFFICIAL TOURNAMENT ORGANISERS FOR THE HKFC 10’S

TO

Hong Kong Football Club – Rugby Section (the “CLUB”)

Section 1: INTRODUCTION AND CONTACT DETAILS

1.1 Your organisation (the “Tenderer”), along with others, is invited to submit a tender for the supply of services to HKFC – Rugby Section, to become tournament organiser for the HKFC 10s rugby tournament.

1.2 The deadline for submission of Tenders is the 30thJune 2017.

1.3 The information and instructions provided in this Invitation to Tender are designed to ensure that all tenders are given equal and fair consideration. If you have any doubts as to what is required, or you have difficulty in providing the information, please contact the person named below

1.4 If you have any queries relating to the tender documentation, or would like to request further information, please contact the person named below. You may be asked to submit your query in writing.

1.5 Contact for this tender:

William Thomas

Director of Rugby

Hong Kong Football Club

3 Sports Road, Happy Valley, Hong Kong

Email:

Section 2: TENDER

2.1 INTRODUCTION

The Rugby Section of Hong Kong Football Club is the leading rugby club in Hong Kong and is part of the greatest sports club in Asia.

Hong Kong Football Club has hosted the 10s every year since it was first staged in 1986 to celebrate the club’s 100th anniversary. The HKFC 10s is annually held on the Wednesday and Thursday before the world-famous Hong Kong Sevens and is also sanctioned by the Hong Kong Rugby Union (HKRU). The club had experience of staging such events, having been the original venue of the Hong Kong Sevens from 1976 to 1981.

Steinlager (1987-89), Carlsberg (1990-98), DHL (2003) and PCCW (2004) are former title sponsors. GFI, a leading provider of brokerage services and trading support products, has title sponsored the tournament each year from 2006.

The number of participating teams has fluctuated massively over the first three decades, starting with 12 in 1986 and 1987 and featuring 32 on five occasions in the 1990s. Since 2006, there have been 16 teams for all but two years.

  • 12 teams (1986-87)
  • 16 teams (1988, 2006, 2008-10, 2012-16)
  • 20 teams (1989, 2004)
  • 24 teams (1990, 1994-95, 1998-2003, 2005, 2007, 2011)
  • 32 teams (1991-93, 1996-97)

The HKFC 10s quickly grew into the world’s best 10-a-side rugby tournament, attracting top players and teams from around the globe, including seven of the New Zealand squad that won the 2015 Rugby World Cup. In the past decade, the tournament has featured Joe Roff and Toutai Kefu (both 2006), Jonah Lomu (2007), Brian Lima and Israel Dagg (2008), Bob Skinstad (2009), Waisale Serevi, Beauden Barrett and Sam Cane (2010), George Gregan and Christian Cullen (2011), Justin Marshall (2011) 2012), Mils Muliaina (2012), Marty Holah and Nehe Milner-Skudder (2013), George Smith, Alesana Tuilagi and Rupeni Caucaunibuca (2014), Todd Clever (2012, 2013, 2015) and Rico Gear (2011, 2013, 2015), Jimmy Cowan, Carl Hayman and Nate Ebner (2016).

Website:

2.2 TENDER DETAILS

2.2.1 Hong Kong Football Club – Rugby Section is seeking to review its current arrangements for its “official tournament orgainser” for the HKFC 10’s, with the previous contract expiring on the completion of the 2017 tournament.

The Club are seeking Tenders from tournament organisers and event management companies to become the Official Tournament Orgainsers for the HKFC 10s for Hong Kong Football Club – Rugby Section.

A new contract will be awarded for a period of 36 months.

2.2.2 The Club will make obligations to the successful supplier that will include:

2.2.2.1 Brand Association – with the world’s best 10-a-side rugby tournament and HKFC Rugby Section, the

2.2.2.2 Exclusive link from the new HKFC 10s web-site and acknowledgement in appropriate press releases.

2.2.2.3 Additional Advertising Rights as requested by the Tenderer as part of their Tender Document, and as detailed in TENDER DOCUMENT- 3.

Section 3: PROCUREMENT TIMETABLE

Stage in Procurement / Process Dates
Issue of Invitation to Tender / 30th May 2017
Deadline for submission of tenders / 30th June 2017
Evaluation of tenders - select 3 companies / 5thJuly 2017
Tender presentation for selected 3 companies / 15th July 2017
Notify successful company / 17th July 2017

The intended timetable for this procurement is:

In the event that we have to change any one date we will notify all effected parties at the earliest opportunity.

Section 4: INSTRUCTIONS FOR SUBMISSION OF TENDER

4.1 You must complete and return all the tender documentation listed below as your tender submission. The documents for completion can be found in Appendix A, and are:

• Supplier Questionnaire – section 1;

• Financial Offer – section 2;

• Additional Advertising Rights – section 3;

4.2 You must submit hard copies of your tender, addressed to:

William Thomas

Director of Rugby

Hong Kong Football Club

3 Sports Road, Happy Valley, Hong Kong

and / or email a copy to:

No later than the 30th June.

NOTES: Verbal tenders will not be accepted.

The HKFC Rugby Section will open all tenders on receipt and try to resolve any issues or clarifications needed prior to the expiration date.

Appendix A: (to be completed by the Tenderer)

TENDER DOCUMENT- 1.Supplier Questionnaire
COMPANY NAME AND ADDRESS (include parent company):
TRADING AS:
CONTACT NAME AND DETAILS
Name:
Tel No:
Email:
Detail your top three events that most closely match the HKFC 10s.
Do you or any of your senior executives have strong links, paid or otherwise, to any of HKFC Rugby Sections competitors or perceived competitors? If yes, please provide full details.
Detail the key elements to the role of tournament organiser for the HKFC 10s with details of your competencies in each area.
Will you outsource any of the tournament organisation services? If yes, name outsourced company.
HKFC Rugby Section and HKFC 10s wishes to grow and develop it’s brand domestically and internationally. Please provide details on how you could aid in the development and communication of our brand.
Other Information to Support Tender.
TENDER DOCUMENT- 2.Financial Offer
Payment for services as tournament organiser. / $
Other services/offerings given in lieu of payment for Rights of Sponsorship. (If applicable) / $
TOTAL TENDER AMOUNT / $
ANY CONDITIONS RELATING TO TENDER OFFER:
Details of Other Services Offerings:
If sponsorship generation were to be included in the contract, please detail how you would wish to structure the commission / payment for the service / generation. (Please note the Rugby Section will not consider paying commission for existing sponsors)

TENDER DOCUMENT- 3. Advertising Rights to be provided by HKFC Rugby Section

AREA / RIGHT REQUIRED
Perimeter Advertising
Jumbo Screen
Hong Kong 7s Tickets
Hospitality
Website Advertising
Other

TENDER for HKFC 10’S Tournament Organiser – HKFC Rugby Section - Tuesday 30th May