CITY OF PARRAMATTA MAJOR EVENTS REQUEST FOR QUOTE … · The City of Parramatta (CoP) presents a...

CITY OF PARRAMATTA MAJOR EVENTS

REQUEST FOR QUOTE (RFQ):

RISK ASSESSMENT AND EMERGENCY

PLANNING SERVICES

City of Parramatta 126 Church Street, Parramatta, NSW

Table of Contents

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

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

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

Selection Criteria ................................................................................................................................. 2

Section 2 - Event Specific Information .................................................................................................... 4

A. Parramatta Lanes ........................................................................................................................ 4

Event Details ................................................................................................................................... 4

B. New Year’s Eve ............................................................................................................................ 9

Event Details ................................................................................................................................... 9

C. Australia Day 2018 .................................................................................................................... 16

Event Details ................................................................................................................................. 16

Section 1- General Information for Applicants

Background The City of Parramatta (CoP) presents a number of events across its event season for which Risk Assessment and

Emergency Planning Services are required. These events are:

• Parramatta Lanes 2017 - October

• New Year’s Eve 2017 - December

• Australia Day 2018 - February

City of Parramatta is seeking to appoint a contractor/company who can provide comprehensive Risk Assessment and

Emergency Management Planning Services for the above events. We seek to appoint a contractor/company with whom we

may engage in a consultative process in order to best assess event risks and develop plans for their effective management

and the effective management of any emergencies.

Quoting Submissions Applicants are asked to read the description of events in Section 2 of this document and supply the following:

• Itemised costs for the production of:

o A detailed Risk Assessment for each event

o A detailed Emergency Management Plan for each event

• Methodology outline, including projected timelines and requirements for the production of each of the

above documents to align with the given event dates. The City of Parramatta requests that all

documentation is finalised no later than two weeks prior to each event.

• An indication of Risk Assessment and Emergency Management Planning Certification achieved in training

undertaken and completed by the company/contractor.

• 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.)

• Company and staff profile. A maximum 2-page résumé that indicates examples of other major events you

have previously serviced, and includes two referees.

Submissions should be less than 5MB in size.

All quotes must be submitted no later than 5pm, Monday 3 July 2017 and should be emailed to

[email protected]

Selection Criteria Quotes will be assessed on:

• Pricing (value for money)

• Methodology and timelines

• Experience and references

All proposals will be evaluated by a panel. The City of Parramatta aims to make appointments in the second week of July,

2017, for the period October 2017 to July 2018.

The City of Parramatta reserves the right to not appoint a provider/s of Risk Assessment and Emergency Planning Services

resulting from submissions for this RFQ. Following the appointment of a provider/providers the City of Parramatta reserves

the right to change the parameters and requirements for Risk Assessment and Emergency Planning for its events.

Enquiries: Any questions can be submitted by email to [email protected] or you can contact Josh

Engelbrecht on (02) 9806 5434.

Section 2 - Event Specific Information

A. Parramatta Lanes

Event Details

Event Date/s: Tuesday October 10 – Friday October 13, 2017

Event Location: Various locations Parramatta CBD

Event Start: 5 pm

Event Finish: 10, 11, 12 October - 10 pm; 13 October - 11 pm

The City of Parramatta will also be holding two (2) charity dinners in Parramatta Park on Thursday 12 October and Friday

13 October only, from 6pm to 9pm.

General Event Description: Parramatta Lanes is a food, art and music event that operates in conjunction with Good Food

Month in October of each year. Lanes are activated throughout the Parramatta CBD with food stalls, entertainment and

art. The event is now in its 6th consecutive year.

Crowd Attendance and estimated crowd profile: In 2016 the event attracted 90, 000 people across the 4 nights, starting

slowly on Tuesday and building to a crowd of approximately 50,000 on Friday. The attendance profile expected for this

year is as follows:

General CBD Attendance

Tuesday 10: 15, 000

Wednesday 11: 22,000

Thursday 12: 38,000

Friday 13: 60,000

Charity Dinner Attendance

Thursday 12: 200

Friday 13: 200

Event Profile: Refer to Maps 1 and 2 below which indicate the 2016 event layout. Whilst the 2017 event will likely be held

across more sites than in 2016, applicants should supply quotes applicable to the following 12 sites and profile indicated

below, expected patronage and the above indicated times. If necessary, the City of Parramatta will seek an updated

quote from the appointed provider following appointment and upon confirmation of event parameters.

The sites will be set up with a configuration similar to the following:

1. The Piazza

• 6 x Food Stalls

• Live stage music

2. Centenary Square

• 1 x Temporary Bar

• 5 x Food Trucks

• 1 x Food Stall

• DJ/Background music

3. Leigh Memorial Church and the Fellowship Centre

• 3 x Food Stalls

• Performance space inside church hall

4. Batman Walk


• 4 x Food Stalls

• Live stage music

6. Roxy Car Park

• 2 x Temporary Bars

• 4 x Food Stalls

• Live music and performance

7. Red Cow Lane

• Art Lane – art exhibition and thoroughfare

8. Pineapple Lane


• 1 x Food Stall

• 1 x Food Truck

• Small outdoor cinema setup

9. Willow Grove


• 5 x Food Stalls

• Live music

10. Erby Place/The Emporium


• 1 x Food Stall

• 1 x Food Truck/Stall

• Live music

11. UNE

• 2 x Food Stalls

• Live music and performance

12. Parramatta Park

• Marquee in Parramatta Park, near George Street Gates

• Temporary Outdoor Kitchen

• Sit down dinner for 200 people

• Live music/speeches

Map 1 (2016 Event) – CBD Sites

Map 2 (2016 Event) – Charity Dinner Location, Parramatta Park

B. New Year’s Eve

Event Details

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 major event produced by City of Parramatta Council and attracts

a family friendly crowd of up to 60,000 people to watch the stage performances (from 6pm) and the 9pm fireworks.

The main stage is in the Crescent Amphitheatre (central area) – “The Crescent”, with activations either side (the Long

Paddock (West) – “Carnival on the Green” and the Pavilion Flats area (East) – “The Fairground”), consisting of food,

amusement rides, live stage performance and roving entertainment. The “Food Village” area sits above the Crescent.

Please refer to the 2016 site plans below (Maps 1-5).

Crowd Attendance: Crowd numbers increase until 8.30pm in anticipation of the 9pm Fireworks display. Estimated peak

crowd of 60, 000 people for Fireworks viewing.

Fireworks Display: The NYE fireworks spectacular is the premier fireworks display for the City of Parramatta and is the

finale for NYE event celebrations in Parramatta Park. It follows immediately on from the stage headline acts and, along

with the accompanying soundtrack, is aimed at building on the atmosphere generated by the stage performances.

Crowd Attendance: 60, 000 in attendance for the fireworks spectacular.

Estimated Crowd Profile:

4.00pm 500

5.00pm 1 000

6.00pm 5 000

7.00pm 20 000

8.00pm 40 000

8.30pm 60 000

Event Profile: Refer to Maps 1-5 below. The maps refer to the 2016 event layout and the 2017 event will have a similar

layout. Applicants should supply quotes applicable to the site layouts and profiles indicated below, expected patronage

and the above indicated times. If necessary, the City of Parramatta will seek an updated quote from the appointed

provider following appointment and upon confirmation of event parameters.


Carnival on the Green Area:

• 4 x food stalls

• 3 x product/merchandise stalls

• A face painting stall

• First Aid marquee and information booth

• Rides

The Food Village Area:

• 8 x food stalls

• Table and chairs

Crescent Area:

• Main stage and BOH compound, including Police stand down area

• 4 x food stalls (top of the hill)

• 1 x product/merchandise sales stall (top of the hill)


The Fairground Area:

• 9 x food stalls

• 2 x product/merchandise stalls

• A face painting stall


• Rides

Map 1: NYE whole of Site, Parramatta Park

Map 2: Carnival on the Green

Map 3: The Food Village

Map 4: The Crescent

Map 5: The Fairground

C. Australia Day 2018

Event Details

Event Date/s: Friday 26 January 2018

Event Location: Parramatta Park

Event Start: 6.00 am

Event Finish: 9.15 pm

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 Hottest 100 attract a

broader demographic.

Australia Day is made up of the following components (refer also to the 2017 Site Plan below – Map 1):

• 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, held adjacent to the main stage, 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 the Hottest 100,

featuring six unearthed artists and broadcasting the countdown.

• Concert (4.30pm – 9.00pm). The Concert will take place in the Crescent and features a line-up of current artists.

The event concludes with a 10 minute fireworks display at 9pm.

Fireworks Display: The fireworks spectacular forms the culmination of the Australia Day. 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 as the

finale of the show.

Crowd Attendance: 60, 000 across the day

Event Profile: Refer to Map 1 below. The map refers to the 2016 event layout and the 2017 event will have a similar

layout. Applicants should supply quotes applicable to the site layout and profile indicated below, expected patronage

and the above indicated times. If necessary, the City of Parramatta will seek an updated quote from the appointed

provider following appointment and upon confirmation of event parameters.


Aerial/Hottest 100/Big BBQ – Western side of the Park:

• 13 x food stalls

• 12 x BBQ smoker’s competition tents

• Bar area

• 2 x stages

• Information fete stall

• Ticket fete stall

• Tethered Balloon Ride sites

• BOH Area including:

o 3 x dressing rooms

o Outdoor Broadcast compound

o Stage BOH areas

• Fireworks Firing Zone

The Concert Site and Kids Crescent

• 7 x food stalls

• 6m x 18m VIP marquee and tables and chairs

• Main Stage – 22.7m x 16.4m

• Kids Crescent Stage – 6m x 6m

• Tables and chairs

• Stage Compound and BOH area including 4 x site sheds

• 5 x workshops and workshop storage area

Monumental Lawn – above (south of) the Crescent

• 8 x food trucks

Kids Rides (Eastern side of the Park)

• 3 x food stalls

• Children’s amusement rides

CARnival

• 2 x food stalls

• Sponsorship fete stalls and marquees

• Marshall tents

• Children’s rides

• Display area for 300 vehicles

Map 1

Site Plan, Australia Day 2017, Parramatta Park

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