Rugby World Cup 2015 Team Base Tender Response Questionnaire

Applicants should complete all sections of the Tender Response Questionnaire, the Heads of Terms, and return hard and electronic copies, along with the relevant supporting documentation to:

Electronic Copy sent to

Hard Copy sent to: Team Bases

England Rugby 2015

Webb Ellis House

Twickenham

TW1 1DZ

The tender Response will only be deemed complete on receipt of both the electronic and hard copy documents, including the signed Heads of Terms, by the Deadline: Friday 21stJune, 2013.

  1. Applicant Details

Lead Applicant

(The organisation leading the application to be a Rugby World Cup 2015 Team Base)

Company Reg. Number
Company Name
Address
Lead Contact Name
Telephone
Email address
Website

Outdoor Training Venue Owner/Operator

Company Reg. Number
Company Name
Address
Lead Contact Name
Telephone
Email address
Website

Indoor Training Venue Owner/Operator

Company Reg. Number
Company Name
Address
Lead Contact Name
Telephone
Email address
Website

Gym Owner/Operator

Company Reg. Number
Company Name
Address
Lead Contact Name
Telephone
Email address
Website

Swimming Pool Owner/Operator

Company Reg. Number
Company Name
Address
Lead Contact Name
Telephone
Email address
Website

If the application includes other consortium members that are not listed above, please include their details below:

Company Reg. Number
Company Name
Address
Lead Contact Name
Telephone
Email address
Website
Company Reg. Number
Company Name
Address
Lead Contact Name
Telephone
Email address
Website
  1. Team Base Facilities and Services

Ref / Requirement / Yes/No / Comments
Hotel
Please advise the name and address of the recommended 4/5 star hotel for the Team Base.
What is the distance in miles and travel time in minutes from the hotel to the closest match venue?
What is the distance in miles and travel time in minutes from the hotel to the outdoor training venue?
How many double (single occupancy) bedrooms does the proposed hotel(s) have?
How many twin bedrooms does the proposed hotel(s) have?
Do the twin bedrooms have single beds or double beds?
Does the hotel have in excess of 400m2 of function room as detailed in the team base requirements? Please provide a floor plan of the meetings and function rooms at the hotel including the sizes of the rooms in m2
Is there a swimming pool at the hotel? If not please advise the name and location of the nearest swimming pool.
Is there a gym on-site? If not please advise the name and location of the nearest gym.
Does the hotel have any previous experience of hosting elite athletes? If so, please provide details.
Does the Applicant have any existing preferential room rates with the hotel(s)? If so, please provide details of these rates and what they include.
Outdoor Training Venue (OTV)
Please advise the name and address of the Outdoor Training Venue
Please advise the distance in miles and the travel time in minutes between the team hotel and the outdoor training venue.
In your view does the pitch meet the required standard for an international rugby team to train on? If not, what pitch upgrades will you undertake in order to bring the pitch up the required standard?
Is the outdoor training pitch naturally screened off for privacy? If not, would you be happy for England Rugby 2015 to install a 2m/1.8m high privacy screen around the outdoor training venue pitch?
Please advise the current security regime at the outdoor training venue. E.g. man-guarding, locked gates, CCTV etc.
What other training facilities are located on the same site as the outdoor training venue? E.g. indoor training venue, swimming pool, gym.
Will the outdoor training venue be made exclusively available to England Rugby 2015 10 days before the first team arrival and 2 days after the last team departure?
What is the maximum duration that the facility can be used by England Rugby 2015?
What will be the impact on the regular patrons? How will this impact be managed?
Does the Applicant agree to no rugby being played on the outdoor pitch for 4 weeks prior to the arrival of the first team?
Will the venue allow flexible team training times?
Will the Applicant ensure the teams have exclusive use of the facility for the duration of their stay?
How many pitches are offered for use?
Where only a single pitch is available, will additional scrum and lineout practice space be provided?
Does the pitch comply with IRB regulations?
Does the pitch exceed 100m by 70m?
Will the Applicant ensure the training pitch matches the match pitch dimensions? (match pitch dimensions to be provided at a later date)
What is the distance from the goal line to the dead ball line?
What is the size in m2 of the playing enclosure space around the pitch?
Will the venue follow the mowing instructions provided by England Rugby 2015? (instructions will be provided at a later date)
Do the goal posts comply with IRB regulations whereby the distance between the two goal posts is 5.6m and the cross bar is placed between the two goal posts so the top edges is 3m from the ground?
Will England Rugby 2015 be able to place advertising perimeter A-boards around the Field of Play?
Will England Rugby 2015 be able to paint a logo(s) onto the training pitch within the venue?
Does the proposed training pitch have floodlights? If not, where is the closest pitch (artificial or grass turf) with floodlights and what lux level are they?
Are there any elevated positions of 3m height where a video analyst can film from at the half way line and an 'end-on' position?
Does the venue have a suitable space for a team room as detailed in the team base requirements? If so, please state the name of the room and the size in m2
Does the venue have changing rooms for 30 people? Please state the number and size of the changing rooms, and the number of shower heads, toilets and urinals.
Does the venue have a room suitable for physiotherapy and massage area? If so, please provide the name the room and the size in m2
Please advise the number of coach and car parking spaces that will be made available to the team free of charge?
Does the venue have a lockable storage area for the teams? If so, what is the size in m2?
Will Wi-Fi be provided free of charge to the team at the outdoor training venue?
Does the venue agree to the security and accreditation requirements as detailed by England Rugby 2015 in the Team Base Requirements appendix?
Will the facility provide a private environment for teams to conduct training without being watched?
Is the training pitch overlooked by any other buildings which would make it possible to record training sessions?
Does the venue agree that no other personnel will be permitted to watch the team during training sessions unless specifically directed by the team?
Are there any spectator seats at the venue? If so, how many?
Would the venue be suitable for the hosting of ‘open training sessions’, where members of the public were invited in to watch training?
Has the venue hosted any spectator events in the past? If so, please provide details of the events and how many spectators were in attendance?
If there is a more suitable venue for an open training session than the proposed outdoor training venue, please advise?
Does the venue have the required medical treatment facilities as stated in the statement of requirements? If so, please provide the size of the room in m2
Will all the equipment items listed in the Team Base Requirements be provided in the medical room?
Will there be space for 3 ice baths, with sufficient drainage and a cold water hose?
Will the Applicant make any additional training equipment available to the team?
Does the venue have a ground maintenance plan? If so, please provide this as an attachment to your tender response.
Please state the numbers and roles of the staff or volunteers responsible for the pitch maintenance. Please advise if they are full time, part time or volunteers, and provide details of their qualifications.
Will a first aid trained member of staff be on duty at all times?
Please provide a list of the staff or personnel who will be on duty at all times during the operation of the venue?
Indoor Training Venue (ITV)
Please advise the name and address of the Indoor Training Venue
Please advise the travel time in minutes and distance in miles between the indoor training venue and the hotel
Please advise the travel time in minutes and distance in miles between the indoor training venue and the outdoor training venue
Will the privacy of the team be guaranteed when using the facility?
How many basketball courts does the indoor facility have? If more than 1, how many are offered?
Does the ITV have a sprung floor? Please provide details of the surface.
Will the opening hours and availability of the venue be flexible to the needs of the team?
Please provide the dimensions of the indoor hall, including length, width and ceiling height.
Does the facility currently have equipment to play basketball and indoor football? If not will this be provided?
Is there a private room for physio and massage? If so please advise the size of the room.
How many coach and car parking spaces will be available to England Rugby 2015 at no cost?
Is it possible for the indoor hall to be a completely private area for the team?
Does the venue have the required medical treatment facilities as stated in the statement of requirements? If so, please provide the size of the room in m2
Will all the equipment items listed in the Team Base Requirements be provided in the medical room?
Will ice be provided free of charge to the teams for the treatment of injuries?
Please provide a list of staff that will be on duty during the team's attendance at the venue?
Will a first aid trained staff member be on duty?
Gym
Please advise the name and address of the gym
Please advise the travel time in minutes and distance in miles between the gym and the hotel.
Please advise the travel time in minutes and distance in miles between the gym and the outdoor training venue.
Is the Applicant considering erecting or fitting out any temporary gym facilities adjacent to the pitch at the outdoor training venue?
Will there be studio space available for stretching and rehabilitation exercises?
Will the athletes be sharing the gym with other users, or will they have the use of the gym exclusively?
If they are sharing the gym, will they have priority over other users for key pieces of equipment, such as free weights areas and lifting platforms?
Does the gym agree to make the gym available at the request of the team as per the Team Base Requirements?
Does the gym have all of the following equipment?
Please indicate in the comments section, specifically identifying if there are any items that are not provided.
4 lifting platforms
6 Olympic bars with 1000kg of Olympic plates or coated plates
Stretching area
A chin bar
2 flat benches (one of which should be a bench press)
A glute ham raise
A leg extension
A leg press
A squat support
Incline bench
Flat bench press
A set of dumbbells – must go up to 70kg, in 2-2.5kg increments
4 stationary bikes (spin bikes or watt bikes)
2 treadmills
4 rowing machines
4 squat racks (cage style)
1 x Hamstring curl
6 swiss balls
3 plyometric boxes – 60, 80 and 100cm
6 medicine balls – 5kg
Assorted stretch bands and cords
10 x stretching mats, 2m x 1m
If the gym does not currently have specific items of the above equipment, will this equipment be provided by the Applicant at the time of the team's use in 2015?
Will the gym have space and a table for the setup of a drinks and snacks station at the gym?
Will there be a private space for 2 physio and massage treatment tables?
Will the Applicant provide one coach parking space and 5 car parking spaces at the gym at no cost to the team?
If a team brings their own equipment, will there be a safe place for them to store it between training sessions?
If the gym will be shared with other users, does the gym owner/operator agree to ensure that no other non-members who would not normally enter the facility do so without the express permission and agreement of the team?
Does the gym owner/operator agree to ensure that nobody films the team or distracts them when they are training?
Will the gym ensure ice is available for the treatment of injuries?
Swimming Pool
Please provide the name and address of the swimming pool, and advise the travel time in minutes from the proposed team hotel(s)
Please provide the length, width and depth of the pool in metres.
How many lanes does the pool have (width of 2-2.5m)
Would the pool be for the exclusive use of the teams or would they have dedicated lanes?
If dedicated lanes - how many lanes are offered for use by the team?
Does the pool owner/operator agree to provide the pool whenever required by the team on a bookable service, as explained in the Team Base Requirements?
Will a space and table be made available for the teams to set up a drink and snack station at the pool?
Will a private physio and massage area large enough for two treatment tables be made available?
How many coach and car parking spaces will be provided for the team at no cost?
Does the venue have a room that could be used for medical treatment?
Does the pool have a space for the set-up of 3 x portable ice baths including drainage and access to a cold water tap?
Please provide a list of staff that will be on duty during the team's attendance at the venue including the number of appropriately qualified lifeguards?
General Points
If England Rugby 2015 requested that certain members of venue personnel and other people operating in and around the training venues wore official tournament uniforms provided, would this be facilitated?
Will all the team base facilities be operational by 18th September 2014? If not, and the facilities are due to be redeveloped or constructed from new, please advise when the facilities will be completed and open for use?
What facility upgrade works are intended by the Applicant in order to bring the facilities up to the standard required of an international team?
Will all the training venues undergo a thorough 'deep clean' ahead of each team’s arrival for use?
What would being selected as an Official Team Base mean to the Applicant organisation(s) and what legacy benefits could be leverage from this opportunity?
What resources, in terms of personnel, will the Applicant provide to support the coordination of team base arrangements with England Rugby 2015 and the teams?
Does the Applicant commit to comply fully with all relevant legal and statutory requirements relating to being a team base?
Are the local authority aware of and support of the Applicants bid to be a Team Base?
Will the local authority provide funding or resource to the Applicant to support their bid to become a Team Base?
Hosting Offer – Refer to Appendix B ‘Hosting Offer’ for Guidance
How would the applicant look to use their hosting of a team during the Rugby World Cup to engage their local community in the sport of rugby?
Will the local authority make space available for England Rugby 2015 to dress the local area in the build up to and during the Rugby World Cup?
Please indicate which space will be made available from the following:
  • Lamp post banners
  • Flag poles
  • Electronic/Digital Sites
  • General banner sites (e.g. temporary space on public buildings, bridges etc.).
  • Floral displays
  • Other available space

Will the local authority erect and take down any such banners and dressing free of charge if the materials are provided by England Rugby 2015?
Will the local authority support the general marketing if the tournament via it's channels and partner agencies? If so please advise which of the following:
  • Access to marketing staff
  • Access to any marketing databases (communication controlled by the local authority)
  • Inclusion in any local authority publications or newsletters
  • Content on websites
  • Promotion through social media channels

Will the local authority make available an iconic building or other venue as an event space for a tournament launch or PR related activity?
Provision of the space would include the following at no charge to England Rugby 2015:
  • Venue hire fees
  • Any catering required
  • Staging, AV and Lighting
  • Staffing support
  • Security and Stewarding

Will the local authority or the Applicant pledge additional support to the development of rugby in the local area within the 2 years leading up the tournament and 2 years post tournament?
Support could include funding or resources for activities supporting the RFU’s seven national legacy strands:
  • Better facilities
  • Investing in people
  • More schools
  • Returning players
  • Touch rugby
  • Other nations
  • Cultural engagement
Please provide details.
As part of the bid to host teams, will the local authority and/or other third party facility owners or funding partners be upgrading or building new facilities that will leave a legacy after the tournament? If so, please provide details.
Are there any annual events in the city, town or region that could be included within Rugby World Cup promotional or celebration activities?
What will the Applicant do to ensure a ‘home from home’ environment at the Team Base?
Does a functional area have any existing relationships or associations with any of the participating unions?

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