Sports Presentation & Medal Ceremonies RFP Responses to - - PDF document

Question number Question AIMG Response 1 Sailing - are you planning to have a main stand area for spectators, if so what capacity. What will the scope of ABC coverage be and will spectators be expected to watch competition on a big screen with commentary? We will identify spectator viewing areas at Sailing and Cycling. Exact infrastructure is yet to be determined. Assume no existing videoboards for the purpose of responding to the tender. 2 What are the expected or allocated spectator numbers (including friends and family) for each competition venue? Athletics 5,000 (grandstand), 3,000 (grass bank) Aquatics 4,579 (estimate as they are updating seats) Comp pool seating

• nly

Netball Central 860 Sports Centre 4,000 Hockey Centre 568 (grandstand), 500 (grass hill) Botanic Gardens N/A (public park) Farm Cove N/A (public viewing) 3 Are ALL qualifying sessions, as well as finals, open to the public as spectator sessions? Yes 4 How many ‘live’ spectator sessions requiring Sports Presentation does AIMG predict? All sport sessions will have a live spectator audience. 5 At what point will AIMG know if Wheel Chair Tennis is to be included in the Games and will it be hosted at the Olympic Park Tennis Centre? Wheelchair Tennis' inclusion in the sport program will be confirmed early

• 2018. The exact location of the competition is still to be determined.

6 When could the supplier bump in at each site? We are currently assuming two days for bump in at all venues. If a particular venue required more time then we could work to find an appropriate solution. 7 When is the supplier required to bump out at each site? We are currently assuming one day for bump out at each venue. Bump

• ut to commence immediately after competition finishes.

8 Screens that need to be installed are they required to be the same size across all venues? Screens do not need to be the same size. 9 Is there only one arena/hall being used at SOP Sports Centre for all three sports? Yes 10 Announcers - what are the official languages of the games? English 11 How accessible will athletes be for interviews during the Games time? You can assume competitors will be accessible for interviews during the Games subject to it not negatively impacting their preparation. This will

• f course be subject to each individual athletes' agreement.

12 Do any of the listed venues have any restrictions in terms of pyrotechnics and special effects? Each venue will have the ability for small scale special effects. Suppliers should be considerate to the appropriateness of certain special effects given the nature of some of the competitors injuries. 13 Is the Technology FA providing communication systems in venue for Sport, Results, or Broadcast? Will we be able to work together to cost share? Respondents should assume that they need to provide their own communications systems, however, should point out in their responses ideas that can generate cost savings. 14 Will Technology be providing access to internet and printers on venue? Assume internet and printers will be available at all existing venues on Sydney Olympic Park, however, we cannot confirm this to be the case for the temporary venues, i.e cycling, sailing. Please state exact requirements if known, in your response especially if fundamental to your proposal. 15 Is Technology already working with a technical supplier? No 16 Is there existing specialized lighting in any venues? If yes, can you please provide details? We currently have the information on lux levels in venues as shown

• below. We do not currently have any other information to share

regarding any other specialised lighting. Athletics Centre 500LUX Competition Arena Aquatics Centre 2390LUX With TV lights on Botanic Gardens N/A Only street lighting (Please note this is a daytime event) Hockey Centre 708LUX With TV lights on Netball Central 852LUX NSW Golf Club No lighting (Please note this is daytime event) RANS (Sailing) No lighting (Please note this is a daytime event) Sports Centre 1,800LUX 17 Where existing technical equipment is available (vision mixer, audio board), will the equipment be included in the venue use agreements? This will be determined in due course. Suppliers should indicate their cost for providing all equipment required to deliver their scope. We will work with the nominated supplier and the venues to ensure the most cost effective solution is achieved. 18 Do any of the in stadium venues have the ability to have the lights turned

• ff prior to competition commencing?

Unknown at this time. 19 Supplier assumes that ABC will be expected to provide all required feeds to Supplier and this will be reflected in Host broadcasters contract - please confirm. We envisage feeds to be provided from broadcast (the detail of what is not yet decided), however, the supplier should include a sensible allowance for cabling in their tender response. We understand the actual cost will not be known until detailed scoping is completed therefore we will ensure all responses are normalised to ensure accurate evaluation. 20 Will the LOC provide the look and feel for graphics? Yes. 21 IG Video content - at what point and to what level will coverage of previous Games be available - will AIMG provide it? W would be look for access to previously produced VT’s along with raw coverage. Video footage will be made available to the contracted supplier. This will be in various forms including ISO ENG footage, pro res highlights programs (split audio tracks) and fully produced coverage. 22 Will Supplier have access to the Australian team in advance of the Games to be able to film and provide background pieces and perhaps entertainment elements to be built into Sports presentation AIMG will assist with access to AUS and other participating nation competitors and support staff 23 If footage will be provided to sports presentation company for pre event video creation, when will this be supplied? Immediately post contract award. 24 Will Supplier have access to Military personnel to assist in the delivery of medal ceremonies This cannot be confirmed at this time. Responses can include any suggestions and all assumptions regarding costs should be stated. The Australian Defence Force (ADF) is a stakeholder in the event and we will be happy to enter dialogue with them on any topic that benefits the event. 25 Will Supplier be provided with designs as part of overall Games Look and Feel for medal podiums? Yes 26 Can you share a proposed daily scheduled for medal ceremonies to determine size of venue teams needed? As the Sport Competition Schedule is not finalised, at this time an exact medal ceremonies schedule cannot be provided.

Sports Presentation & Medal Ceremonies RFP Responses to clarification questions

Question number Question AIMG Response

Sports Presentation & Medal Ceremonies RFP Responses to clarification questions

27 Will the LOC have access to military personnel for medal bearers or is this for the company to source? This cannot be confirmed at this time. Responses can include any suggestions and all assumptions regarding costs should be stated. The ADF is a stakeholder in the event and we will be happy to enter dialogue with them on any topic that benefits the event. 28 Given the level of detail required in the RFP versus the relatively small budget could more time be granted (between 5-10 working days) for submission of RFP to allow Suppler to properly visit sites and have partnership consultations with technology providers regarding pro bono, in-kind provision. This is far more likely to result in a more accurate submission of the RFP with a much higher spec than is currently available with the allocated budget. Unfortunately, we are not willing to change the deadlines. We specifically do not want to arrange site visits for all biddings companies at this stage in the process. 29 Will free public transport be offered to Games staff and contractors? No. 30 Are any venues unionized? If yes, which positions are we obligated to use building staff and what are their rates? Suppliers are not obligated to use existing venue staff for Sport Presentation production. 31 We would like greater clarification the on what 12 specific sports graphics

• entail. Are these videos featuring animation of what is happening on the

field of play and using the brand identity’s bespoke icon suite as springboard for animation? Or are they just top and tail graphics using the icon suite & logo? 12 Specific sport graphics / icons will be provided by AIMG and should be incorporated into vision packages and graphics as

• appropriate. This is a change from the original RFP request

therefore please update your responses accordingly. 32 Please kindly supply Brand guidelines for video content Brand guidelines will be sent in a separate email to all registered tenderers. 33 Will archive footage be sourced via AIMG free of charge or will cost of archive footage licensing be included within supplier’s budget. AIMG will provide FOC (on a media drive provided by supplier) archival footage from previous Games. This footage comes free of any licensing

• restrictions. Please note: Supplier is responsible for ensuring any music

is clear for use. 34 What is an appropriate number of short videos, ie one per sport? Short videos should be developed to explain some of the key facts about the sport, for instance:

• Key rules or regulations
• Key techniques
• The competition format
• Categorisation

Minimum of 1 educational video packages (covering rules and categorisation) per sport. At Least 45secs to 1min in duration. Respondents should consider the need for multiple video packages for complex sports (i.e. Athletics) 35 Music Rights - Do the list of venues have APRA licenses? The respondent should assume an APRA license will need to be secured by the Supplier. 36 Will there be the potential for access to be granted to the competitors for use within the video/animated content? Yes. 37 Are there any examples of videos and/or animations from previous Invictus Games events? Would these be made available for viewing? Suppliers can look online for examples from previous Games. 38 We have assumed we can employ a 3rd party supplier for technical elements and be invoiced under our company contract? Correct. 39 Is the supplier responsible for the content plan at each venue? Yes in consultation with AIMG Sport and Marketing and Communications team. 40 Is the supplier responsible for the implementation and management of the content plan at each venue? Yes 41 Can you confirm the supplier is responsible for the implementation and management of all venues with no key infrastructure ie Rushcutter's Bay (where external equipment & infrastructure will be required to be brought in) The supplier will be responsible for ensuring the appropriate Sport Presentation technology, equipment and elements are in place to deliver the sport presentation program at these venues. 42 Can you confirm the ABC (as noted in the RFP as host broadcaster) will be wholly responsible for the broadcast of the Games from all venues including all equipment, OB vehicles, facilities, personnel, set- up/planning, permits etc to cover all aspects of Games coverage ie live, in- fill coverage, ceremonies, agile up to the minute coverage and other complimentary coverage. ABC is wholly responsible for the broadcast of the Games. ABC will not have live capacity at all venues therefore the Supplier should scope for the provision of its own FOP and fan engagement production. 43 In regards to medal presentations, is there a formula (eg Olympics or Comm Games) that must be followed? At an Invictus Games there is an Invictus anthem rather than national anthem and no flag raising. Typically medal ceremonies run for 3 minutes. 44 Is there pre-determined scripts? If so, for the sake of understanding the style, is it possible to gain access to an example?

• No. Scripts will be developed by the Supplier in consultation with AIMG

45 What budget is provided – for each venue or for an overall spend on in venue entertainment? (A band width is fine, but is helps us understand the style, and reach you are trying to achieve? This is to be determined by the supplier within the budget set out in the tender documentation. 46 What is the expected length of the “12 specific short graphic” presentations? 12 Specific sport graphics / icons will be provided by AIMG and should be incorporated into vision packages and graphics as

• appropriate. This is a change from the original RFP request

therefore please update your responses accordingly. 47 Is there existing file footage to draw from (in what format) for the short videos, rights free? AIMG will provide FOC (on a media drive provided by supplier) archival digital footage from previous Games once the nominated supplier is

• contracted. This footage comes free of any licensing restrictions. Please

note: Supplier is responsible for ensuring any music is clear for use. 48 Is there an expectation that volunteers are to assume particular roles with the service deliver? Volunteers will be allocated to assist with medal ceremonies if required by the Supplier. Supplier should identify all roles and those they believe can be filled by volunteers. 49 With some roles, the job description can be offered, but not all workforce roles will be filled at the time of submission, is this acceptable? Yes 50 Is the budget of $500K for fees, creative, all graphic and screen production, equipment hire along with staff and delivery? Yes. 51 What budget allocation has been made for “technology”? Without a venue audit, the requirement to supply an accurate quote in this is section is highly problematic. With a budget estimate if allows us some way of determining quality, quantity and content; looking at this year’s games, there is a high quality of presentation, but in order for us be accurate to support our creative, an indication is useful for us, and much more useful for you so we can be more accurate in returning our submission. Section 2 of the RFP provides a table indicating if a venue has existing videoboards and PA systems or not. Where this is unknown the supplier should assume there isn't anything. If the suppliers proposal requires a videoboard at a particular venue then they should price it in accordingly. We are interested in all respondents rate card pricing for all such items in their submissions. These should be included in the pricing template that has been provided.

Question number Question AIMG Response

Sports Presentation & Medal Ceremonies RFP Responses to clarification questions

52 The evaluation date is post the applicants being notified – is this just a typo? Yes - thanks for pointing out. We will be sure to complete the evaluation before notifying applicants. The evaluation completion date is correct. 53 Is the RFP submission due date likely to be extended? No. 54 Will the host broadcaster provide feeds to the Sport Presentation control position? If so what feeds will be available and will there be any costs associated with the cabling of these feeds? We envisage feeds to be provided from broadcast (the detail of what is not yet decided), however, the supplier should include a sensible allowance for cabling in their tender response. We understand the actual cost will not be known until detailed scoping is completed therefore we will ensure all responses are normalised to ensure accurate evaluation. 55 Will the Sport Presentation provider have access to the content produced by the host broadcaster, including highlights of the Opening Ceremony? Yes that is the current assumption. 56 Please can you provide more details on all incumbent technology in each venue, specifically in relation to audio visual equipment, and indicate if there are any costs associated with using them? Incumbent technology at venues as stated in the RFP can be assumed to be used at no cost to the Sports Pres provider. We do however, expect to see each bidder include a rate card of prices clearly stating the cost to provide suitable PA systems where they don’t exist in their

• response. Respondents should also state the price to enhance an

existing PA if it is deemed insufficient. 57 Are there any technical operators available in each venue, who may be available to the Sport Presentation team? Respondents should assume that this is not the case. 58 Is the ambition to have videoboards at SOP, Royal Botanic Gardens and Rushcutters Bay? Yes, at all venues. AIMG are investigating the option of a central spectator viewing area for both Cycling (Royal Botanic Gardens) and Sailing (Farm Cover) therefore two screens at one location could be considered by the Supplier. The prices for providing videoboards should be stated in your submission. 59 Please can you share the list of venues where a you have identified that a higher level of presentation is required? The Sports Centre (where team sports and Indoor Rowing will be held). Following the supplier conducting a Sport Presentation technology audit, AIMG will welcome advice on technology required to enhance sport presentation in each venue and priority equipment. 60 Are you able to share details of any AIMG sponsors yet? Please see Invictus Games Sydney 2018 website for current list of sponsors. 61 Is the expectation that the proposed in venue enhancements such as Theatrical Lighting are included in the set budget for this RFP or are indicated as additional items for consideration? This is to be determined by the supplier based on the budget shown in the RFP. We are looking for suppliers to tell us how they would best allocate the available budget. 62 Are there any specific venues where theatrical lighting should be considered? And if so please can you provide details of the roof structure for these venues? We are looking for respondents to make suggestions as part of their

• proposal. We don’t have roof structure information to share at this time.

63 Can you provide technical specifications of the incumbent lighting solutions in all indoor venues? Are there any venues that feature an instant on / off lighting solution, or any form of incumbent moving lights? We currently have the information on lux levels in venues as shown

• below. We do not currently have any other information to share

regarding any other specialised lighting. Athletics Centre 500LUX Competition Arena Aquatics Centre 2390LUX With TV lights on Botanic Gardens N/A Only street lighting (Please note this is a daytime event) Hockey Centre 708LUX With TV lights on Netball Central 852LUX NSW Golf Club No lighting (Please note this is daytime event) RANS (Sailing) No lighting (Please note this is a daytime event) Sports Centre 1,800LUX 64 With regard to the element of entertainment at an outdoor location at the Olympic Pack – can you confirm whether a PA and stage are in place? Will this be in operation for all days of competition? And please confirm whether this is to be included in the stated budget figure. A PA and stage are not in place. There is a screen available, which we will be in control of and it will be in operation from 18 - 28 Oct. The screen will be provided at no additional cost. 65 Are there any unions associated with any of the venues? Venue contracts are in the process of being finalised. Details of unions can be provided when contracts are final. Suppliers are not obligated to use building staff for Sport Presentation production 66 Are PRS (or equivalent) licenses in place for each venue, and are the costs of these covered as a part of the VHA? The respondent should assume an APRA licence will need to be secured by the Supplier and costs included in the Sport Presentation budget. 67 The RFP mentions Sport Federations. Please can you explain what involvement they will have as in previous editions of the Invictus Games the Sport has not fallen under the jurisdiction of any federations or National Governing Bodies. Sport Federations are assisting AIMG to deliver the sports competition with technical advice, sport protocol and sport delivery operations. 68 Can you provide desks in the AIMG offices for key local staff to use in

• rder to help full integration into the organising committee?

Yes. 69 In relation to local cultural information that needs to be included, will there be any input from local or national governments on this?

• Yes. AIMG, the nominated supplier and other stakeholders will work

collaboratively to ensure this is the case. We are looking for respondents to show their creativity and knowledge of the Australian market, and identify what is suitable for the Invictus Games in this respect as part of their tender response. 70 Please can you confirm that the stated budget figure is AUS$. Yes, the budget is in AUD.