Letter of invitation for Tender Ref. No.: T204-008 Date: To: Dear Sirs, Tender Invitation Tender for The Marketing and Production Project of Lok Sin Tong Joint School Creative Arts Exhibition 205 You are invited to submit a tender for The Marketing and Production Project for our Joint School Creative Arts Exhibition 205 at Hong Kong City Hall in June 205. The details of project are shown as at the attached Form of Tender and Tender Schedule. If you are not prepared to accept a partial order, please state clearly on the tender schedule. If your company is interested in undertaking the above The Marketing and Production Project, please complete the Form of Tender, Declaration of Interest, your proposal of drawings, planning and Schedule of Rates in a sealed envelope to the Tender Box at M/F, 6 Lung Kong Road, Kowloon City, Hong Kong on or before 2:00 noon on November 204. Late submission will not be accepted. Your tender should also include a photocopy of your Business Registration Certificate, references of similar projects and reference letter. Your sealed tender, in duplicate, should be clearly marked on the envelope (Tenderers should be reminded not to indentify their companies on the envelopes): Tender for The Marketing and Production Project of Lok Sin Tong Joint School Creative Arts Exhibition 205 If you are unable or do not wish to tender, it would be appreciated if you return the tender form with reason to above address at your earliest convenience. Tender will be accepted on an * overall / group / itemised basis. (* Please delete as appropriate)
Your company will be invited to have a briefing session at 3/F, Conference Room, 6 Lung Kong Road, Kowloon City, at 9:30am on 29 Oct 204. For any queries, please contact Mr. Walter Mo at 2272 9885. Stamp and Signature: Name: LAU Oi Sze, Alice Acting Chief Executive The Lok Sin Tong Benevolent, Kowloon
Tender Schedule (to be completed in duplicate) Exhibition Planning Specification for Lok Sin Tong Joint School Creative Arts Exhibition 205 Date : 23-26 June 205 Time : 0:00am 7:00pm Venue : Hong Kong City Hall Engaged School : 6 Primary Schools and 6 Secondary Schools Exhibition Planning Specification: A: Exhibition Design and Coordination Curatorial Procedures - Exhibition design concept formation - Administrative procedures - Production time-line - Arrange exhibition data - Set up material Preparation - Set up / Dismantle coordination - Arrangement of art work storage and transportation 2 Exhibition Venue Design - Feature Wall /Backdrop design - Stage - Kick off pops - Signature board - Booths / Exhibition Sectors with Name 9 - Graphic materials, i.e. caption boards, signages - Lighting and electricity connection, venue & art works - Logo decorative sticker and signages - Multi-media exhibit design and set up or 2 - On-site venue set up (Set up display panel, lighting, P.A. system and audio visual devices etc.) Formulation of the exhibition design according to the LST Joint School Creative Art Exhibition Committee s decision Design and production according to the resolution of design with LST Joint School Creative Art Exhibition Committee
- On-site set up of the exhibit (Materials and devices for art piece mounting; Decorative pops and furniture, Art work stands, Display boxes etc.) 3 Exhibition Logistic - Coordination work - Art works delivery and return (Transportation of collection and return of 2 schools art works) - Temporary storage of artworks before and after exhibition - Set up and dismantle of the exhibit 4 Souvenir Design - The guests - The advisers - The artists - The audiences 6 8 8-2 2000 According to the agreed working schedule B: Exhibition Production and Setup Exhibition Venue Setup - Banner 9m x 6m.8m x 2m - Feature Wall /Backdrop design - Stage - Kick off pops - Signature board - Booths / Exhibition Sectors with Name 9 - Graphic materials, i.e. caption boards, signages - Lighting and electricity connection, venue & art works - Logo decorative sticker and signages - Multi-media exhibit design and set up or 2 - On-site venue set up (Set up display panel, lighting, audio visual devices etc.) - On-site set up of the exhibit (Materials and devices for art piece mounting; Decorative pops and furniture, Art work stands, Display boxes etc.) (include installation & Insurance) One day on-site set up of the exhibition venue in the Hong Kong City Hall according to section A2
- Man power for set up and dismantle 2 Exhibition Logistic - Art works delivery and return - Set up and dismantle of the exhibit According to the plan in section A3 3 Souvenir Production - The guests - The advisers - The artists - The audiences According to the plan in section A4 C: Print Matter Design and Production Exhibition Booklet Design and Production Printing Specification Quantity : 3,000 copies Colour : 4C + 4C Page : Approx. 80 pages Cover 30gsm, Texts 28gsm Size : A4 20 copies for each school and the rest is for LST promotion and distribute in the venue 2 Invitation Card Design and Production Printing Specification Quantity : 3,000 copies Colour : 4C + 0C Size : A2, 57gsm 200 copies for each school and the rest is for LST promotion 3 Exhibition Promotion Poster Design and Production Printing Specification Quantity : 2,000 copies Colour : 4C + 0C Size : A2, 57gsm 00 copies for each school and the rest is for LST promotion and distribute in the venue
4 Exhibition Promotion Banner Design and Production Printing Specification Quantity : 5 copies Colour : 4C + 0C Size : 3,000mm x,000mm for each school and the rest is for LST and the venue decoration (On-site installation and Dismantle in the exhibition venue) D: Photography and Video Documentation Opening photography and video documentation with editing 2 Photography and video documentation with editing of all the sharing sessions and seminars E: Marketing and Publicity Advertisement Whole page at 2 newspapers 2 2 4 sheets at MTR stations 4 sheets at bus stop stations 3 Social Media - LST web-site - each participate schools web-site - Timetable - Facebook etc. 4 Media - Press invitation - Press release Target in Central, nearby the Hong Kong City Hall (the exhibition venue) Education, leisure and daily news etc.
We / I understand that if we / I fail to supply the above services as offered in our / my tender upon accepting The Lok Sin Tong s order, we are / I am prepared to pay the price difference to The Lok Sin Tong if such services are obtained from elsewhere. Company Chop: Name of Tenderer: Name and Signature of Person authorized to sign Tender: Name (in block letters): Signature: Date:
Form of Tender Tender Form for The Marketing and Production Project of Lok Sin Tong Joint School Creative Arts Exhibition 205 Name: and address of organisation: Ref. No. : T204-008 Tender Closing Date and Time: 2:00 noon on November 204 PartⅠ The undersigned hereby offers to undertake the service as described in the tender schedule within the period of time as specified therein from the date of a firm order placed by The Lok Sin Tong at the price or prices quoted in the tender schedule including labour, materials, all other charges and in accordance with the details provided by The Lok Sin Tong. In so doing, the undersigned acknowledges that all items not otherwise specified shall be provided in accordance with such details; tenders shall REMAIN OPEN FOR 90 DAYS after the Closing Date; and The Lok Sin Tong is not bound to accept the lowest or any tender and reserves the right to accept all or any part of any tender within the period during which the tenders remain open. The undersigned also warrants that his Company s Business Registration and Employees Compensation Insurance Policy are currently in force and that the service which his Company offers to undertake will not cause any damage to the exhibition venue s premises. PartⅡ With reference to PartⅠof this tender document, it is reconfirmed that the validity of tender offered by this company remains open for 90 days from.
The undersigned also agrees to accept the fact that once the validity of tender is reconfirmed, the pre-printed clause specified in the Company s tender forms in regard to this nature shall NOT apply. Date this day of 20. Name (in block letter): Signature: in the capacity of (state official position, e.g. Director, Manager, Secretary, rtc.) Duly authorized to sign tenders for and on behalf:- whose registered office is situated at Hong Kong. Telephone No.: Fax No.: