CITY OF PARRAMATTA MAJOR EVENTS REQUEST …...1. The delivery and set up of all infrastructure including sulo bins, skip bins, compactors, trucks etc. within waste compounds. 2. Pre-event

CITY OF PARRAMATTA MAJOR EVENTS

REQUEST FOR QUOTE (RFQ):

WASTE MANAGEMENT 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 ................................................................................................................................. 3

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

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

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

Event Specific Scope of Works ........................................................................................................ 6

B. Loy Krathong 2017 ........................................................................................................................ 13

Event Details ................................................................................................................................. 13

Event Specific Scope of Works ...................................................................................................... 13

C. Christmas 2017 ......................................................................................................................... 18

Event Details ................................................................................................................................. 18


D. New Year’s Eve .......................................................................................................................... 23

Event Details ................................................................................................................................. 23


E. Australia Day 2018 .................................................................................................................... 33

Event Details ................................................................................................................................. 33


F. Lunar New Year 2018 .................................................................................................................... 40

Event Details ................................................................................................................................. 40


G. Winterlight 2018 ........................................................................................................................... 46

Event Details ................................................................................................................................. 46


Section 1- General Information for Applicants

Background The City of Parramatta (CoP) presents a number of events across its event season for which waste management services

are required. These Include:

• Parramatta Lanes – October

• Loy Krathong - November

• Christmas - November

• New Year’s Eve - December

• Australia Day - January

• Lunar New Year – February

• Winterlight – June/July

CoP is looking to appoint a Waste Management Provider/Providers for these events as well as ad hoc events that arise

throughout the year. Each event varies in scope and applicants are asked to read the scope for each event in detail, as

described below in Section 2.

We invite applications for all or some of the events, as is of interest to individual providers, and will seek to engage a Waste

Management Provider/Providers for the period October 2017 to July 2018.

Quoting Submissions Applicants are asked to provide a quote for the events listed below that they are interested in servicing. Submissions must

address the Event Specific Scope of Works for each event quoted on, as contained in Section 2.

In your quote/s please indicate:

• Event/s you are quoting on with a separate section dedicated to each event;

• The Ex GST cost for each event based on the size, patronage, nature and timings of the event as detailed in

each event specific scope of works;

Costs should be itemised and cover all items as detailed/requested in the event specific scope of works as is

appropriate and clearly show:

o Consumable costs

o Plant/vehicle and any other on-costs

o Waste infrastructure hire costs – all bins, skips, cardboard cages, bin toppers, IBC

o Waste management costs showing per tonne general waste and commingled costs and any other

known tipping costs

o Staff costs

• Staffing rosters;

• Estimated waste infrastructure requirements for each event;

• Any applicable environmental waste management initiatives;

• An indication of any requirements e.g. waste compound areas.

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 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 26 June 2017 and should be emailed to

[email protected]

Selection Criteria Quotes will be assessed on:

• Pricing (value for money)

• Environmental management measures indicated

• Experience and references

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 not appoint waste management providers resulting from submissions for this

RFQ. Following the appointment of a provider/providers the City of Parramatta reserves the right to change the

parameters of each event as detailed below.

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, and for which quotes should apply, 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: Quotes are to be based on Maps 1 and 2 below. These maps refer to 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. The successful applicant will be

asked to requote on an updated scope of work closer to the actual event date.

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

• Men’s toilet – 1 x Stall

• Women’s toilet – 1 Stall

Event Specific Scope of Works

Waste Management Services

The provider will be responsible for:

1. The management, collection and removal of waste from the event sites and associated staffing;

2. The associated provision of all waste management infrastructure and equipment including:

a. Separate commingled and general waste 240 Litre Bins on all sites in FOH areas. Solutions for the

management of BOH waste as detailed below;

b. All bin liners and consumables as required;

c. Large skip bins, 1100L and 660L bins as required for the management and removal of bulk waste

including in BOH areas;

d. All trucks, transport equipment, forklifts and plant for the management of waste services for the event;

e. Equipment and materials for:

i. Cleaning tables

ii. General waste collection

iii. Collection of broken glass

iv. Collection of sharps

v. Other waste management duties as may be required

Note: Cleaning of toilets will not be the responsibility of the Waste Management Services Provider except in the case of the

charity dinners as detailed below.

Specific Operations and Tasks

Attendance to the following duties should be captured in the costings for all applicants:

A. General

1. Provision of a Manager with whom Event Staff from the City of Parramatta can liaise for bump in,

bump out and during the event and who can attend meetings as required.

2. Liaison with City of Parramatta Event Staff prior to the event in order to finalise services and develop a

waste management plan.

A. Pre Event

Bump in for waste management infrastructure can be conducted on Monday 9 October and the morning of Tuesday 10

October.

The following task should occur on a daily basis prior to the commencement of the event at 5pm:

1. The delivery and set up of all infrastructure including sulo bins, skip bins, compactors, trucks etc. within

waste compounds.

2. Pre-event set out of bins & lining of bins with bin bags.

3. Set out of appropriate signage at bin stations using bin toppers or similar.

4. Wiping down of tables and chairs as required in event areas and BOH areas.

5. Pre-event tidy and rubbish removal in BOH areas and marquees.

6. Tidying site and collecting rubbish as required.

7. Working with site management and responding to requests as required.

8. For the outdoor diners in Parramatta Park only, providers will need to unlock toilets and ensure that

they are clean prior to opening at 6pm

B. During Event

Duties to include:

1. Site clean/collecting loose litter from the site.

2. Maintaining cleanliness of tables and eating areas.

3. Responding to calls from site managers including but not limited to additional cleaning, breakage

response, and any ad hoc requirements needed for the servicing of the event. It is imperative that all

staff communicating over radio have a good command of English and can communicate clearly.

4. Emptying event bins during event.

5. Ensuring linking spaces and fringe areas are also free of event waste.

6. Transporting waste to waste compound locations/trucks.

7. For the outdoor diners in Parramatta Park only, providers will need to clean and restock toilets as

required between 6pm and 9pm.

C. Post event

A. After event every night; 10pm -11pm Tue – Thurs, 11pm – Midnight Fri: Site sweep - site to be cleared

of all waste, including loose litter; emptying and consolidation of all bins within the site by the

contractor (most areas will be open to the public during the morning of each event day). Collection

and removal of any waste on fringe and adjoining areas as agreed with CoP.

B. Saturday 14 October, 8am – 4pm. Final site cleaning and removal of all waste infrastructure. Includes

removal of waste under marquee locations, BOH areas, areas where stages have been removed,

linking spaces and fringe areas and office spaces.

C. By Friday 3 November 2018: provision of a post-event report that details issues, what worked well at

the event, suggestions for improvement for future years and a detailed waste report indicating

percentages and weights of recycled and general waste collected at the event.

Waste Generation, streams and environmental management

Primarily, waste will be generated from the food vendors and the associated food and beverage consumption by patrons.

Waste will be generated in the back of house areas corresponding to the locations of the vendors and in the front of house

areas as patrons move around the site.

Waste generated will largely be food containers, serviettes, cardboard, aluminium cans, paper cups and plastic drinking

vessels and general food waste. Note: no glass will be allowed to be used for serving vessels. There will be a mix of general

and recycled waste produced.

Applicants are asked to provide (and indicate the provision of within their quote) waste streaming options for patrons

either via the use of bin toppers (standard yellow recycling and red for general waste) or signage. Applicants are asked to

provide a solution for FOH and BOH streaming that covers:

FOH

- General Waste

- Commingled Recycling

BOH

- General Waste

- Cardboard Boxes

- Oil

- Waste Water

Other environmental management measures and initiatives proposed by applicants should be addressed in submissions.

Staff Rosters

Applicants are asked to consider rostering needs and to submit a staff roster as part of the quoting services. Below is an

indicative roster only, based on the 2016 event. Applicants are encouraged to divide the sites into Northern and Southern

teams, each with a supervisor, in order to best service the requirements of the event and manage the sites.

Sample Roster (2016 Event)

Waste Infrastructure

In your quote, please provide an indication of:

• The number of Waste Compounds required across the sites for use as collection points, skip and bin storage.

• The total number of skip bins, and sulo bins that will be used

• Any additional infrastructure requirements from CoP

Phase Day Date Time Team Location Cleaning Staff Roaming/Supervisor on Radio

Centenary Square & The Piazza

UNE

Fellowship Centre

Batman Walk

City Centre Car Park

Roxy Car Park

Willow Grove

Erby Place

Pineapple Lane


UNE

Fellowship Centre

Batman Walk


Roxy Car Park

Willow Grove

Erby Place

Pineapple Lane


UNE

Fellowship Centre

Batman Walk


Roxy Car Park

Willow Grove

Erby Place

Pineapple Lane

Parramatta Park


Fellowship Centre

Batman Walk


Roxy Car Park

Willow Grove

Erby Place

Pineapple Lane

1Bump Out- Removal of Waste Infrastructure Saturday 15/10/2016 0700 - 1600 NA Waste Compounds As required

Thursday 13/10/2016

1630 - 2300

Event Operations

Bump In - Delivery of Waste Infrastructure Tuesday 11/10/2016 0700 - 1600

1630 - 2300

11/10/2016Tuesday

Wednesday 12/10/2016

1630 - 2300

Friday 14/10/2016

1630 - 0030 Southern Team 1

1630 - 0030 Northern Side 4 1

5

1630 - 2300 Northern Side 2 1

NA 1Waste Compounds As required

1630 - 2300

1630 - 2300 2

3

Southern Team

1

1

Southern Team

Northern Side 4 1

5

Northern Side

1

Southern Team 1

3

CoP Provisions

• CoP will provide the successful applicant with radios as required for communications with Managers/Supervisors.

• CoP will provide fencing for waste compound areas.

Map 1 (2016 Event) – CBD Sites

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

B. Loy Krathong 2017

Event Details

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’s 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: Approximately 10, 000

Event Profile: Quotes are to be based on the area indicated in Map 1 below. This maps refer to the 2016 event layout and

the 2017 event will have a similar layout, across both sides of the Parramatta river. Applicants should supply quotes

applicable to the site layout and profile indicated below, expected patronage and the above indicated times. If

necessary, the successful applicant will be asked to requote on an updated scope of work closer to the actual event date:

The site will constitute approximately:

• 18 x food stalls

• 4 x product/merchandise sales stalls

• VIP catering and dining marquee

• First Aid marquee

• 4 x activity workshops

• 1 x Bar

• Stage Ops marquee and three (3) dressing rooms




1. The efficient management, collection and removal of waste from the event sites and associated staffing;









i. Cleaning tables





Note: Cleaning of toilets will not be the responsibility of the Waste Management Services Provider.



A. General





B. Pre Event

Bump in for waste management infrastructure can be conducted on Friday 17 November and the morning of Saturday 18

November.

The following tasks should occur prior to the commencement of the event at 4pm:


waste compounds.







B. During Event

Duties to include:









C. Post event

1. 10pm - Midnight: Site sweep - site to be cleared of all waste, including loose litter; emptying and

consolidation of all bins within the site by the contractor. Collection and removal of any waste on

fringe and adjoining areas as agreed with CoP.

2. Sunday 19 November. 8am – 12 noon. Final site cleaning and removal of all waste infrastructure.

(Bump out of all infrastructure can be completed on Monday 20 November if required) Includes

removal of waste under marquee locations, BOH areas, areas where stages have been removed,

linking spaces and fringe areas.

3. By Friday 8 December 2018: provision of a short post-event report that details issues, what worked

well at the event, suggestions for improvement for future years and a detailed waste report indicating












FOH

- General Waste


BOH

- General Waste

- Cardboard Recycling

- Oil

- Waste Water


Staff Rosters

Applicants are asked to consider rostering needs and to submit a staff roster as part of the quoting services.




• The total number of skip bins, and sulo bins that will be used.

• Any additional infrastructure requirements from CoP.

CoP Provisions



Map 1

Loy Krathong Site Plan 2016, Parramatta River Foreshore

C. Christmas 2017

Event Details

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 Christmas 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 children’s workshops, 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

Event Profile: Quotes are to be based on the area indicated in Map 1 below. This maps refer 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 successful applicant will be asked

to requote on an updated scope of work closer to the actual event date:

The site will constitute approximately:

• 7 x food stalls

• 5 x product/merchandise sales stalls

• Workshops, information stalls and sponsors

• First Aid marquee

• Stage area and meet and greet areas













i. Cleaning tables








A. General





B. Pre Event

Bump in for waste management infrastructure can be conducted on Wednesday 29 November and the morning of

Thursday 30 November.

The following tasks should occur prior to the commencement of the event at 4.30pm:


waste compounds.







B. During Event

Duties to include:









C. Post event

1. 9.30pm - Midnight: Site sweep - site to be cleared of all waste, including loose litter; emptying and

consolidation of all bins within the site by the contractor. Collection and removal of any waste on

fringe and adjoining areas as agreed with CoP.

2. Friday 1 December. 8am – 10am. Final site cleaning and removal of all waste infrastructure.

3. By Friday 22 December 2018: provision of a post-event report that details issues, what worked well at













FOH

- General Waste


BOH

- General Waste


- Oil

- Waste Water


Staff Rosters




• The number of Waste Compounds required for use as collection points, skip and bin storage.



CoP Provisions



Map 1

Christmas 2016, Centenary Square

Firing Site

D. New Year’s Eve

Event Details

Event Date/s: Sunday 31 December 2017

Event Location: Parramatta Park

Event Start: 4 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: Quotes are to be based on the areas indicated in 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 successful applicant will be asked

to requote on an updated scope of work closer to the actual event date.


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






a. Separate commingled and general waste 240 Litre Bins on all sites and in BOH areas as required;






i. Cleaning tables






Operations and Tasks


A. General





B. Pre-event

Bump in for waste management infrastructure can be conducted on Thursday 28 December, Friday 29 December and on

Saturday 30 December if required.

The following tasks should occur prior to the commencement of the event at 4.00 pm on Sunday 31:


waste compounds. 2 to 3 areas will be provided as waste compounds within the greater site area.







C. During Event

Duties to include:







5. Ensuring linking spaces and fringe areas* are also free of event waste.


D. Post event

A. 9.15pm to Midnight. Site sweep - site to be cleared of all waste, including loose litter, emptying and

removal of all bins within the site by the contractor. Collection and removal of any waste on fringe and

adjoining areas as agreed with CoP and where possible given lighting conditions.

B. Monday 1 January from 8am – 4pm. Final clean of site, including under removed marquees, BOH areas,

areas where stages have been removed, linking spaces and fringe areas, site shed cleaning.

C. Fine pick and removal of waste infrastructure on Tuesday 3 January 8am – 12 noon. Handover at 12

noon.

D. By Friday 19 January 2018: provision of a post-event report that details issues, what worked well at the

event, suggestions for improvement for future years and a detailed waste report indicating


*Fringe areas include the northern banks of the Parramatta River, along O’Connell Street from Victoria Rd to Pitt Street,

along Pitt and Macquarie Streets where they bound the Park and the Park Avenue Area on the western side of the Park.

Waste generation, streams and environmental management




Waste generated will largely be serviettes, cardboard, aluminium cans, paper cups and plastic drinking vessels and general

food waste. Note: no glass will be allowed to be used for serving vessels. There will be a mix of general and recycled waste

produced.




FOH

- General Waste


BOH

- General Waste


- Oil

- Waste Water


Staff Rosters







CoP Provisions



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

E. Australia Day 2018

Event Details

Event Date/s: Friday 26 January 2018

Event Location: Parramatta Park

Event Start: 6.00 am


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 maps refer 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 successful applicant will be asked to requote on an updated scope of

work closer to the actual event date:


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


• 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








a. All bin liners and consumables as required;

b. Large skip bins, 1100L and 660L bins as required for the management and removal of bulk waste


c. All trucks, transport equipment, forklifts and plant for the management of waste services for the event;

d. Equipment and materials for:

i. Cleaning tables








A. General

1. Provision of a Manager with whom Event Staff from the City of Parramatta can liaise for bump in, bump

out and during the event and who can attend meetings as required.



B. Pre Event

Bump in for waste management infrastructure can be conducted from Tuesday 23 to Thursday 25 January.

The following tasks should occur prior to the commencement of the event on January 26:


waste compounds. 2 to 3 areas will be provided as waste compounds within the greater site area.







C. During Event

Duties to include:



3. Attending the Bar area and VIP marquee between 12pm to 8pm and managing waste as required.

Additionally, the BBQ area will generate large amounts of waste and should be attended throughout

the day.





6. Ensuring linking spaces and fringe areas* are also free of event waste.


D. Post event

1. 9.15pm to Midnight. Site sweep - site to be cleared of all waste, including loose litter, emptying and



2. Saturday 27 January from 8am – 4pm. Final clean of site, including under removed marquees, within

fireworks exclusion zones, areas where stages have been removed, linking spaces and fringe areas, site

shed cleaning.

3. Fine pick and removal of waste infrastructure on Tuesday 3 January 8am – 12 noon. Handover at 12

noon.

4. By Friday 16 February 2018: provision of a post-event report that details issues, what worked well at


percentages and weights of commingled, recycled and general waste collected at the event.

*Fringe areas include the northern banks of the Parramatta River, along O’Connell Street from Victoria Rd to Pitt Street,

along Pitt and Macquarie Streets where they bound the Park and the Park Avenue Area on the western side of the Park.











FOH

- General Waste


BOH

- General Waste


- Oil

- Coal bins for BBQ

- Waste Water


Staff Rosters







CoP Provisions



Map 1

Site Plan, Australia Day 2017, Parramatta Park

F. Lunar New Year 2018

Event Details

Event Date/s: Friday 16 February 2018

Event Location: Centenary Square

Event Start: 4.30 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 - 9:00pm 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 during the evening and fireworks finale at 9:00pm at Town Hall.

Crowd Attendance: Approximately 5, 000 people across the evening.

Event Profile: Refer to Map 1 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 layout and profile indicated below, expected patronage

and the above indicated times. If necessary, the successful applicant will be asked to requote on an updated scope of

work closer to the actual event date.

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


• 2 x food trucks

• Bar Area

• Stage

• Information fete stall

• 5 x sponsor stalls

• Workshop area

• First Aid Marquee






b. Separate commingled and general waste 240 Litre Bins on all sites in FOH areas. Solutions for the


a. All bin liners and consumables as required;

b. Large skip bins, 1100L and 660L bins as required for the management and removal of bulk waste


c. All trucks, transport equipment, forklifts and plant for the management of waste services for the event;

d. Equipment and materials for:

i. Cleaning tables








A. General

1. Provision of a Manager with whom Event Staff from the City of Parramatta can liaise for bump in, bump

out and during the event and who can attend meetings as required.



B. Pre Event

Bump in for waste management infrastructure can be conducted on Thursday 15 February and the morning of Friday 16

February.

The following tasks should occur prior to the commencement of the event on Friday 16 February:


waste compounds.







C. During Event

Duties to include:









D. Post event

1. 9.30pm to Midnight. Site sweep - site to be cleared of all waste, including loose litter, emptying and



2. Saturday 17 February from 8am – 10am. Final site cleaning and removal of all waste infrastructure.

3. By Friday 9 March 2018: provision of a short post-event report that details issues, what worked well at













FOH

- General Waste


BOH

- General Waste


- Oil

- Waste Water


Staff Rosters




• The number of Waste Compounds required for use as collection points, skip and bin storage.



CoP Provisions



Map 1

Lunar New Year 2017, Centenary Square

Firing Site

G. Winterlight 2018

Event Details

Event Date/s: Friday 29 June – Sunday 15 July 2017 inclusive

Event Location: Prince Alfred Square, Parramatta

Event Times: Mon – Thurs: 11am – 10pm

Fri - Sun: 10am – 11pm

General Event Description: Parramatta Winterlight Festival is a two-week Winter festival aimed at families with children

and local CBD workers. The event 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.

Crowd Attendance and estimated crowd profile:

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)

Event Profile: Applicants should supply quotes applicable to the site layout and profile indicated below, expected

patronage and the above indicated times. (The successful applicant may be asked to requote on an updated scope of

work closer to the actual event date).

• Western quadrant - Site Compound with offices and dressing rooms; Food Village with approximately 7x Food

Stalls and a Bar

• Eastern and Southern quadrants - Rides, workshop and snow play area

• Northern quadrant - Outdoor ice rink (36m x 20m), booting tent (25m x 15m), kid’s rink marquee (9m x 18m),

kid’s booting marquee (3m x 12m)






a. Separate commingled and general waste 240 Litre Bins on all sites and in BOH areas as required;






i. Cleaning tables







A. General





B. Pre Event

Bump in for waste management infrastructure can be conducted from Monday 25 June to Thursday 28 June.

The following task should occur prior to the event and prior to the event opening each day:


waste compounds.







B. During Event

Duties to include:








C. Post event

1. After event every night: Site sweep - site to be cleared of all waste, including loose litter; emptying and

consolidation of all bins within the site by the contractor.

2. Monday 16 July – Friday 20 July. Final site cleaning and removal of all waste infrastructure. Includes

removal of waste under marquees locations, BOH areas, areas where rinks have been removed, linking

spaces and fringe areas and office spaces. Limited staff required on site each day for 3-4 hrs to remove

waste as structures are removed.

3. By Friday 3 August 2018: provision of a post-event report that details issues, what worked well at the

event, suggestions for improvement for future years and a detailed waste report indicating

percentages and weights of commingled, recycled and general waste collected at the event.





Waste generated will largely be serviettes, cardboard, aluminium cans, paper cups and plastic drinking vessels and general

food waste. Note: no glass will be allowed to be used for serving vessels. There will be a mix of general and recycled waste

produced.




FOH

- General Waste


BOH

- General Waste


- Oil

- Waste Water


Rosters

Applicants are asked to consider rostering needs in order to best service the event and to submit a staff roster as part of

the quoting services. Below is an indicative roster, based on the 2016 event.

Sample Roster (2016 Event)

Monday – Wednesday (Quiet Days)

• 1 x cleaner on site rostered on to commence at one hour prior to opening and one hour after closing every day

Thursday - Sunday (Busier Days)

• 1 x cleaner on site rostered on to commence at one hour prior to opening and one hour after closing every day

• An additional cleaner on site rostered on during event peak times: 12pm – 3pm, 6pm – 10pm

DATE Staff START FINISH HOURS

Thursday, 29 June 2017 (Bump-In) 1 13:00 17:00 4

Friday, 30 June 2017 1 17:00 0:00 7

Saturday, 1 July 2017

1 9:00 0:00 15

1 12:00 15:00 3

18:00 22:00 4

Sunday, 2 July 2017

1 9:00 0:00 15

1 12:00 15:00 3

18:00 22:00 4

Monday, 3 July 2017 1 10:00 23:00 13

Tuesday, 4 July 2017 1 10:00 23:00 13

Wednesday, 5 July 2017 1 10:00 23:00 13

Thursday, 6 July 2017

1 10:00 23:00 13

1 12:00 15:00 3

18:00 21:00 3

Friday, 7 July 2017

1 9:00 0:00 15

1 12:00 15:00 3

18:00 22:00 4


1 9:00 0:00 15

1 12:00 15:00 3

18:00 22:00 4

Sunday, 9 July 2017

1 9:00 0:00 15

1 12:00 15:00 3

18:00 22:00 4

Monday, 10 July 2017 1 10:00 23:00 13

Tuesday, 11 July 2017 1 10:00 23:00 13

Wednesday, 12 July 2017 1 10:00 23:00 13

Thursday, 13 July 2017

1 10:00 23:00 13

1 12:00 15:00 3

18:00 21:00 3

Friday, 14 July 2017

1 9:00 0:00 15

1 12:00 15:00 3

18:00 22:00 4


1 9:00 0:00 15

1 12:00 15:00 3

18:00 22:00 4

Sunday, 16 July 2017

1 9:00 0:00 15

1 12:00 15:00 3

18:00 22:00 4

Monday, 17 July 2017 (Bump-Out) 1 13:00 17:00 4

Tuesday, 18 July 2017 (Bump-Out) 1 13:00 17:00 4

Wednesday, 19 July 2017 (Bump-Out) 1 13:00 17:00 4

Thursday, 20 July 2017 (Bump-Out) 1 13:00 17:00 4

Friday, 21 July 2017 (Bump-Out) 1 13:00 17:00 4

323hrs






Documents

CITY OF PARRAMATTA MAJOR EVENTS REQUEST …...1. The delivery and set up of all infrastructure including sulo bins, skip bins, compactors, trucks etc. within waste compounds. 2. Pre-event