SUPPLY AND OPERATE AMUSEMENTS AND RIDES IN THE FAMILY ZONE PRECINCT TAMWORTH COUNTRY MUSIC FESTIVAL Friday, 20 January Sunday, 29 January 2017 QUOTATIONS CLOSE: 11:00am on Thursday, 25 August 2016 Reference: Q014/2017
Introduction Tamworth Regional Council invites quotations from interested suitably registered and licensed individuals/companies for the provision of amusements and rides within the Family Zone precinct at the 2017 Tamworth Country Music Festival (TCMF). Bicentennial Park features a range of staged concerts and other activities every day throughout the festival. Council is seeking a profit share arrangement with a 20% commission payable and is providing an area that can accommodate 4 to 6 inflatable rides or mechanical children s rides (depending on the size of the rides there could be potential for more rides to be allocated within the Family Zone area). 1. Event Information The Tamworth Country Music Festival will be held from Friday, 20 January to Sunday, 29 January 2017 (10 day operation) and incorporates a range of activities and events in the Tamworth CBD. The festival attracts more than 50,000 visitors each year and will celebrate its 45 th year in 2017. 2. Quotation Requirements Quotations should include a detailed list of the proposed amusements and rides as well as the space required (including height) to operate each amusement or ride. The successful supplier will be required to meet the following guidelines: 2.1 Devices are to be registered with WorkCover under the Work Health and Safety Regulations 2011 and a copy of registration is to be provided. 2.2 Devices are to be erected in accordance with all conditions (if any) relating to its installation set out in the current certificate of registration issued for the device. 2.3. Current log books exist for each device and will be made available on request 2.4 Insurance is to be in force for the devices and a copy of proof of public liability insurance to the amount of $20,000,000 ($10,000,000 Public Liability Insurance cover will be considered on case by case upon application received) for each and every claim is to be provided. 2.5. A risk assessment is to be conducted on the operation of each device and a copy provided to Council. 2.6. A Safe Work Method Statement is to be provided for each device. 2.7 Evidence of Workers Compensation insurance is to be provided if engaging employees or volunteer insurance if engaging volunteers. 2.8 Confirmation to be provided in writing stating that structures/devices will be installed in accordance with industry standards by competent people and will be operated by experienced operators who have been inducted in the correct procedures to set up and operate each device. 2.9 The supplier is responsible for crowd control and safety of patrons as well as responding to first aid in the ride area. Page 2 of 6
2.10 All necessary equipment, including generators and barricades around each amusement or ride are to be provided by the operator. Family Zone will not be fully enclosed in 2017 allowing for easy access for patrons. Tamworth Regional Council will provide, if deemed required, water filled barriers and some fencing for the area. 2.11 A site meeting is to be conducted with the successful supplier once notified of application outcome. 3. Noise Amplified sound or music from the Family Zone area is not permitted during concerts and activities staged times in Bicentennial Park. Scheduled list of park activities will be supplied to successful supplier closer to the festival period. 4. Ticketing Quotations should include a detailed list of ticketing prices. Ticket/token structure is recommended for the successful supplier to operator effectively. 5. Set Up and Operation Times 5.1 Set Up - Set up of amusements to occur from Wednesday, 18 January to Thursday, 19 January 2017. All amusements and rides to be ready to operate by 10:00am on Friday, 20 January 2017. 5.2 Operation Times - The festival is held from Friday, 20 January to Sunday, 29 January 2017 inclusive. Amusements and rides to operate daily during the 10 day Festival from 10:00am until evening exact times to be negotiated with the successful supplier. 5.3 Pack Down and Bump Out - Sunday evening 29 January Monday, 30 January 2017. All vehicles and trailers associated with the amusement devices are to be parked offsite and not on or in the immediate vicinity of the event site. Tamworth Regional Council will organise a security guard to be employed to monitor the Family Zone area each evening of the festival. It s the responsibility of the successful supplier to guard outside security guard times. 6. Sponsor Family Zone could attract a sponsor in 2017 resulting in, but not limited to, sponsor naming rights and sponsor signage within the Family Zone areas. Sponsor may set up a stall within the Family Zone location. 7. Accommodation Tamworth Regional Council can provide a limited number of camping spaces at the Riverside Camping Grounds operated by the council for the successful operator for the duration of the festival. The Riverside Camping Grounds offer unpowered camping sites with toilet and shower facilities. One (1) powered site for a standard size caravan at a caravan park within Tamworth may be arranged but not guaranteed with the successful supplier. If a camping space is required, the successful supplier can enter campground/or caravan park from Tuesday, 17 January 2017 and must exit by Monday, 30 January 2017 (check in earlier/stay longer will be at the expense of the successful supplier). Page 3 of 6
8. General Conditions of the Contract 8.1 Submissions 8.1.1. It is compulsory that prior to submitting a Quotation, all interested parties must visit or be familiar with the Family Zone site if haven t operated in the past. 8.2. Experience 9.2.1 Company s/individuals are required to provide details of the Company s/individual s experience in similar event environments. 8.3. Workplace Health and Safety 8.3.1 The Contractor is required to be conversant with the WHS Regulations and shall abide by its requirements in all respects. 8.3.2 All contractors must comply with current WHS legislation to provide safe work practices & instructions to their employees. 8.3.3 All electrical cables must be tagged and tested as per AS/NZ 760:2010. 8.3.4 Council reserves the right to inspect any equipment erected on council owned or council managed land. Council reserves the right, at its sole discretion, to accept or reject any Quotation applications for any reason. Page 4 of 6
9. Site Map Please see site map below highlighting the Family Zone precinct. This is indicative only and not to scale. Major concerts and events are performed in Bicentennial Park. Traders, buskers and other activities are also set up within the CBD road closures for the Festival in Peel St, Fitzroy Street and Kable Avenue. Page 5 of 6
10. Option to extend agreement clause There may be an option in the agreement with the successful applicant to extend the agreement at the sole discretion of Council at the expiry of any agreement entered into for the 2017 Festival. 11. Checklist To assist in the completion of this Quotation and the evaluation of your submission, please ensure the following items are included in your submission: Demonstrated skills or experience in operating amusement rides please provide recent events that you have participated in A list of proposed amusements and rides, including images and sizes Confirmation that you have your own generator(s) and barricades Information regarding how crowds are managed and confirmation that there will be, at all times, an operator with a current first aid certificate on site Certificate of currency for your public liability insurance to the value of $20 million Workers Compensation certificate Safe Work Method Statements Risk assessment for each amusement or ride 12. Further Information For further information regarding this quotation, please contact: Crystal Vero, Events Officer Phone: (02) 6767 5487 Email: trc@tamworth.nsw.gov.au For further information regarding the Tamworth Country Music Festival please visit www.tcmf.com.au 13. Lodgement of Quotations Quotations will be received up to 11:00am on Thursday, 25 August 2016. Please quote reference number Q014/2017 on your submission. In person: The General Manager By Post: The General Manager Tamworth Regional Council Tamworth Regional Council Ray Walsh House PO Box 555 437 Peel Street TAMWORTH NSW 2340 TAMWORTH NSW 2340 By Email: trc@tamworth.nsw.gov.au Online: www.tenderlink.com/tamworth Page 6 of 6