TENDER FOR THE
OFFICIAL TOURNAMENT PR AND
MEDIA MANAGEMENT FOR THE
HKFC 10’S
TO
Hong Kong Football Club – Rugby Section
(the “CLUB”)
TENDER for HKFC 10’S Tournament PR and Media Management – HKFC Rugby Section - Tuesday 30th May
Section 1: INTRODUCTION AND CONTACT DETAILS
1.1 Your organisation (the “Tenderer”), along with others, is invited to submit a
tender for the supply of services to HKFC – Rugby Section, to become PR and
Media Managers for the HKFC 10s rugby tournament.
1.2 The deadline for submission of Tenders is the 30th June 2017.
1.3 The information and instructions provided in this Invitation to Tender are
designed to ensure that all tenders are given equal and fair consideration. If you
have any doubts as to what is required, or you have difficulty in providing the
information, please contact the person named below
1.4 If you have any queries relating to the tender documentation, or would like to
request further information, please contact the person named below. You may be
asked to submit your query in writing.
1.5 Contact for this tender:
William Thomas
Director of Rugby
Hong Kong Football Club
3 Sports Road, Happy Valley, Hong Kong
Email: [email protected]
TENDER for HKFC 10’S Tournament PR and Media Management – HKFC Rugby Section - Tuesday 30th May
Section 2: TENDER
2.1 INTRODUCTION
The Rugby Section of Hong Kong Football Club is the leading rugby club in Hong
Kong and is part of the greatest sports club in Asia.
Hong Kong Football Club has hosted the 10s every year since it was first staged
in 1986 to celebrate the club’s 100th anniversary. The HKFC 10s is annually
held on the Wednesday and Thursday before the world-famous Hong Kong
Sevens and is also sanctioned by the Hong Kong Rugby Union (HKRU). The
club had experience of staging such events, having been the original venue of
the Hong Kong Sevens from 1976 to 1981.
Steinlager (1987-89), Carlsberg (1990-98), DHL (2003) and PCCW (2004) are
former title sponsors. GFI, a leading provider of brokerage services and trading
support products, has title sponsored the tournament each year from 2006.
The number of participating teams has fluctuated massively over the first three
decades, starting with 12 in 1986 and 1987 and featuring 32 on five occasions in
the 1990s. Since 2006, there have been 16 teams for all but two years.
 12 teams (1986-87)
 16 teams (1988, 2006, 2008-10, 2012-16)
 20 teams (1989, 2004)
 24 teams (1990, 1994-95, 1998-2003, 2005, 2007, 2011)
 32 teams (1991-93, 1996-97)
The HKFC 10s quickly grew into the world’s best 10-a-side rugby tournament,
attracting top players and teams from around the globe, including seven of the
New Zealand squad that won the 2015 Rugby World Cup. In the past decade, the
tournament has featured Joe Roff and Toutai Kefu (both 2006), Jonah Lomu
(2007), Brian Lima and Israel Dagg (2008), Bob Skinstad (2009), Waisale Serevi,
Beauden Barrett and Sam Cane (2010), George Gregan and Christian Cullen
(2011), Justin Marshall (2011) 2012), Mils Muliaina (2012), Marty Holah and
Nehe Milner-Skudder (2013), George Smith, Alesana Tuilagi and Rupeni
Caucaunibuca (2014), Todd Clever (2012, 2013, 2015) and Rico Gear (2011,
2013, 2015), Jimmy Cowan, Carl Hayman and Nate Ebner (2016).
Website: www.hongkongtens.com
TENDER for HKFC 10’S Tournament PR and Media Management – HKFC Rugby Section - Tuesday 30th May
2.2 TENDER DETAILS
2.2.1 Hong Kong Football Club – Rugby Section is seeking to review its current
arrangements for its “official tournament orgainser” for the HKFC 10’s, with the
previous contract expiring on the completion of the 2017 tournament.
The Club are seeking Tenders from PR and media management agencies to
become the Official Tournament PR and Media Managers for the HKFC 10s for
Hong Kong Football Club – Rugby Section.
The general elements of the project will include but not be limited to:
 Attendance at committee meetings.
 Develop and regularly maintain a media plan.
 Ongoing personal engagement with key media.
 Writing English & Chinese press releases.
 Distribution of press releases to a tailored media list.
 Distribution of event details for listings in suitable magazines, newspapers,
online media.
 Managing and updating all Tens media platforms (website, Facebook,
Twitter, Instagram, YouTube).
 Editorial, design and printing of Official Programme.
 Inviting and hosting media at the Tens Tournament.
 Production of Clipping Report and Media Summary.
A new contract will be awarded for a period of 36 months.
2.2.2 The Club will make obligations to the successful supplier that will include:
2.2.2.1 Brand Association – with the world’s best 10-a-side rugby
tournament and HKFC Rugby Section, the
2.2.2.2 Exclusive link from the new HKFC 10s web-site and
acknowledgement in appropriate press releases.
2.2.2.3 Additional Advertising Rights as requested by the Tenderer as part
of their Tender Document, and as detailed in TENDER DOCUMENT- 3.
TENDER for HKFC 10’S Tournament PR and Media Management – HKFC Rugby Section - Tuesday 30th May
Section 3: PROCUREMENT TIMETABLE
The intended timetable for this procurement is:
Stage in Procurement
Issue of Invitation to Tender
Deadline for submission of tenders
Evaluation of tenders - select 3 companies
Tender presentation for selected 3 companies
Notify successful company
Process Dates
30th May 2017
30th June 2017
5th July 2017
15th July 2017
17th July 2017
In the event that we have to change any one date we will notify all effected
parties at the earliest opportunity.
Section 4: INSTRUCTIONS FOR SUBMISSION OF TENDER
4.1 You must complete and return all the tender documentation listed below as
your tender submission. The documents for completion can be found in Appendix
A, and are:
• Supplier Questionnaire – section 1;
• Financial Offer – section 2;
• Additional Advertising Rights – section 3;
4.2 You must submit hard copies of your tender, addressed to:
William Thomas
Director of Rugby
Hong Kong Football Club
3 Sports Road, Happy Valley, Hong Kong
and / or email a copy to:
[email protected]
No later than the 30th June.
NOTES: Verbal tenders will not be accepted.
The HKFC Rugby Section will open all tenders on receipt and try to resolve any
issues or clarifications needed prior to the expiration date.
TENDER for HKFC 10’S Tournament PR and Media Management – HKFC Rugby Section - Tuesday 30th May
Appendix A: (to be completed by the Tenderer)
TENDER DOCUMENT- 1.Supplier Questionnaire
COMPANY NAME AND ADDRESS (include parent company):
TRADING AS:
CONTACT NAME AND DETAILS
Name:
Tel No:
Email:
Detail your top three events that most closely match the HKFC 10s.
Do you or any of your senior executives have strong links, paid or
otherwise, to any of HKFC Rugby Sections competitors or
perceived competitors? If yes, please provide full details.
TENDER for HKFC 10’S Tournament PR and Media Management – HKFC Rugby Section - Tuesday 30th May
Taking account of the ‘general elements of the project’ in section
2.2 detail your competencies in each area and any other you deem
relevant.
Will you outsource any of the tournament PR and media
management services? If yes, name outsourced company.
HKFC Rugby Section and HKFC 10s wishes to grow and develop
it’s brand domestically and internationally. Please provide details
on how you could aid in the development and communication of
our brand.
TENDER for HKFC 10’S Tournament PR and Media Management – HKFC Rugby Section - Tuesday 30th May
Other Information to Support Tender.
TENDER for HKFC 10’S Tournament PR and Media Management – HKFC Rugby Section - Tuesday 30th May
TENDER DOCUMENT- 2. Financial Offer
Payment for services as tournament PR and
media management.
$
Other services/offerings given in lieu of
payment for Rights of Sponsorship. (If
applicable)
$
TOTAL TENDER AMOUNT
ANY CONDITIONS RELATING TO TENDER
OFFER:
$
Details of Other Services Offerings:
TENDER for HKFC 10’S Tournament PR and Media Management – HKFC Rugby Section - Tuesday 30th May
TENDER DOCUMENT- 3. Advertising Rights to be provided by
HKFC Rugby Section
AREA
RIGHT REQUIRED
Perimeter Advertising
Jumbo Screen
Hong Kong 7s Tickets
Hospitality
Website Advertising
Other
TENDER for HKFC 10’S Tournament PR and Media Management – HKFC Rugby Section - Tuesday 30th May