RFQ - First Aid Services - City of Parramatta · All quotes must be submitted no later than 5pm, Monday 26 June 2017 and should be emailed to [email protected] Selection

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

[email protected]

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.



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








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


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.



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.


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


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):



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


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








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.



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.



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.


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

Documents

RFQ - First Aid Services - City of Parramatta · All quotes must be submitted no later than 5pm, Monday 26 June 2017 and should be emailed to [email protected] Selection