Request for Quotation – Event Operations Manager, Vivid Sydney 2021 & 2022
Destination NSW is seeking applications and itemised quotations from a suitably qualified and experienced contractor for the provision of Event Operations Manager services for Vivid Sydney 2021 and 2022.
Please note: this is not a position of employment but a contract for the supply of services. Companies can propose a person for this contract.
Destination NSW:
Destination NSW is the lead NSW Government agency for the New South Wales (NSW) tourism and major events sectors. Our role is to market Sydney and NSW as one of the world’s premier tourism and major events destinations; to secure major sporting and cultural events; to work in partnership with Business Events Sydney to win major international conventions and incentive travel reward programs; to develop and deliver initiatives that will drive visitor growth throughout the state; and to achieve the NSW Government’s target to triple overnight visitor expenditure by the year 2030.
Vivid Sydney, the largest festival of light, music and ideas in the Southern Hemisphere and the largest event in Australia, is owned, managed and produced by Destination NSW. Vivid Sydney has been integral in cementing Sydney’s position as the creative capital of the Asia-Pacific and, instrumental in driving visitation to Sydney and stimulating the city’s visitor economy.
Vivid Sydney is a unique annual event of light, music and ideas, featuring the world’s best creative industry forums, a mesmerising free public exhibition of outdoor lighting sculptures and projections, a cutting edge contemporary music program and the spectacular lighting of Sydney’s iconic buildings and other Sydney precincts.
Timeline:
Deadline for receipt of clarification requests – 10:00am on Monday 11 May 2020 (AEST)
RFQ closing date – 10:00am on Monday 18 May 2020 (AEST)
Interviews – Week beginning 25 May 2020
Successful contractor notified – Week beginning 1 June 2020
Unsuccessful contractor(s) notified – Week beginning 15 June 2020
Commencement of Contract – 1 July 2020
Selection criteria:
Evaluation of all submissions will be assessed on the following criteria:
Criteria Weighting (%)
- Value for money – 25%
- Relevant tertiary qualification(s) and a minimum of seven (7) years’ experience in event production, operations and technical management including demonstrated understanding of the creative and technical requirements of multi-day, outdoor major events and festivals across multiple precincts – 20%
- Demonstrated experience in: the preparation and implementation of major event documentation, production plans and event manuals including risk and traffic management, resource management for events with a creative overlay and high-value production elements operating across multiple locations.
The development and management of substantial major event budgets, financial reporting, procurement and, contract management. – 20% - Exceptional communication skills, including experience in collaborating and negotiating with a wide range of stakeholders including government agencies, landowners, external organisations, artists, contractors, suppliers, volunteers, internal departments and staff. 10%
- Highly developed and proven project and time management skills, ability to effectively prioritise, meet deadlines and to balance competing priorities in a dynamic and high profile work environment. 10%
- High-level computer literacy skills, proficient with MS Office suite, experience in specialist software such as Vectorworks, AutoCAD and CRM programs.10%
- Compliance with Request for Quotation 5%
What Destination NSW requires:
1. A written response which addresses the Selection Criteria and Specifications of Service outlined in Annexure A
2. An itemised all-inclusive quotation for Period 1 via provision of a day rate exclusive of GST but inclusive of all charges, expenses and other personal inclusions
3. An itemised all-inclusive quotation for Period 2 via provision of a day rate exclusive of GST but inclusive of all charges, expenses and other personal inclusions
4. Current curriculum vitae including details for two (2) referees.
Clarification of requests:
If you require clarification on this Request for Quotation, please contact only via email: Julie Turpie, Acting General Manager, Event Development & Executive Producer, Vivid Sydney. julie.turpie@dnsw.com.au
Please note that any clarification will also be granted to any/all other interested contractors.
Lodgement Details:
Please email your application, quotation and supporting documentation to: Neville D’Costa, Director, Procurement & Legal: neville.dcosta@dnsw.com.au
Specifications of Service
The Event Operations Manager is responsible for the planning, management and implementation of event operations for Vivid Sydney.
The Event Operations Manager works collaboratively with key Vivid Sydney and Destination NSW staff; oversees the engagement and management of Event suppliers and contractors to effectively plan, organise, and deliver the Vivid Sydney operational requirements, on time and within budget.
Key Accountabilities include but are not limited to:
- Strategic planning and project management
- Event Operations and Logistics management
- Community engagement and stakeholder management
- Coordination and management of Vivid Sydney initiatives including but not limited to Access & Inclusion, Volunteer and Sustainability programs
- Budgeting, contracts management, procurement and resourcing of Vivid Sydney operations (including third-party suppliers and contractors).
This work includes overseeing the operational delivery of precincts that are produced and operated directly by Destination NSW whilst also ensuring appropriate guidance to, and seamless integration of, any applicable third-party produced or operated precincts.
Position reports to: Acting General Manager, Event Development & Executive Producer, Vivid Sydney.
Roles reporting to this position: Event Operations Coordinator, Vivid Sydney, Stakeholder & Community Engagement Coordinator, Vivid Sydney and event operations contractors.
Key Responsibilities:
For full details on this request for quotation please see here.
