environment and recreation directorate cork city council ...sp1ral.corkcity.ie/media/2016.01.28...

Call for Proposals

Summer in the Park – Fitzgerald’s Park 2016

S:\Projec ts\Events \Fitzgeralds Par k\Events Grant Scheme 2016\Contract Documents \2016.01.20 Call for Proposals\2016.01.28

Invitati on for proposal.docx 3

Environment and Recreation Directorate

Cork City Council

City Hall

Call for Proposals for


Call for Proposals




1.0 PURPOSE OF PROPOSAL

Proposals are invited by Cork City Council from creative/ entrepreneurial/ cultural/

community individuals or groups to host events in Fitzgeralds Park, Mardyke, Cork as

a cultural/ artistic/ entrepreneurial/ community space for the summer months. The

events should complement the existing park characteristics and aim to engage with

audiences and groups to animate the pavillion/ park/ environment and further

enhance the park experience and build on its family orientated environment.

Cork City Council has a budget of €15,000 to support the programming of events

within the park. The budget will be spread of a series of events to create a diverse

programme over the summer months. It is the expectation of Cork City Council that

there will be a social, cultural and community benefit to the local citizens in return

for the use of the park along with financial and professional support.

It is the intention of Cork City Council to create a varied programme of events

throughout the summer to appeal to wide and varied audiences including young, old

and family friendly. This will include morning/ evening/ weekday/ weekend/ festival

activities and events across a broad range of interests.

2.0 FITZGERALDS PARK OVERVIEW

Fitzgeralds Park is situated on the historic Mardyke Walk, immediately adjacent to

the River Lee and within 1km of City Centre. It is Cork City’s premier public park and

one of the City’s main visitor attractions. The park was developed in 1904 on lands

used for the Cork Industrial Exhibition 1902/3. The park measures 7ha (18 acres) and

contains a wide range of horticulture features including specimen mature trees, rose

garden, herbaceous border, floral bedding and fountain and pond dating from the

Industrial Exhibition. The City Museum and the recently refurbished Lord Mayor’s

exhibition pavilion (Crafty ‘Ol Bats) are also situated within the park. The Café,

Call for Proposals




Natural Foods Bakery is located in the same building as the museum and serves

homemade, local artisan sandwiches, cakes, tea & coffee. See drawing in Appendix A

for park layout.

The Mardyke has undergone substantial upgrading in the past five years extending

the walk from the North Mall to the Lee Fields. The Park was significantly upgraded

in 2014 (Mardyke Gardens Project) with the addition of an iconic garden in the

vicinity of the Café and a new bandstand on the front lawn, along with an upgraded

park and Museum entrance. A new state of the art playground has also been

constructed and is a very popular attraction.

Fitzgeralds Park is open on a seven day basis throughout the year (opening hours in

Table 4.1) and estimates suggest it attracts in excess of 200,000 visitors annually and

approximately 50,000 visit the Museum.

The café is an integral element within the Gallery garden and the Natural Foods

Bakery is a major attraction in itself. The park holds some interesting pieces of

sculpture which are located around the park creating an interesting trail.

The new front lawn bandstand is designed to cater for up to 30 patrons & has three

phase power available on stage. The lawn area can accommodate a crowd in the

region of 1500 -2000 people.

There is also a performance space in the Gallery garden adjacent to the cafe. This in

an intimate space and is surrounded by seating and has a power supply.

The park has numerous green spaces that are ideal for facilitating performances and

audiences.

Call for Proposals




3.0 SCOPE OF PROPOSAL

Proposals are invited by Cork City Council from creative/ entrepreneurial/ cultural/

community individuals or groups to propose events in Fitzgeralds Park, Cork over the

summer months. The events can be one-off day events, night time events, weekend

events or a series of weekly classes/events.

The individuals/groups proposals should seek to animate the park, provide

entertainment and engage with the public (participative or audience based) and the

park surrounds. The events should be capable of being marketed jointly with other

on-site attractions. The events can be proposed across the entire park or an

individual space can be used for classes, camps or workshops and can also be

entrepreneurial in nature (e.g. design workshop/ studio/ craft/ film/ circus/ theatre/

sport etc).

The proposal should demonstrate there will be a social, cultural and community

benefit to the local citizens and potential tourist attraction. The events should in

general be free to the public but in the event of classes/workshops the fee structure

should reflect the support and resources on offer and the public environment in

which they take place.

Depending on the scale and nature of the event it may be agreeable to have some

additional food traders in the park for the duration of the event. The number, type

and fees associated with traders must be agreed with Cork City Council. We may

have a trader shortlist and fixed fee structure which must be used in the park. At all

times the existing Natural Foods Bakery cafe has priority.

Call for Proposals




In order for the proposals to be evaluated please submit all the information specified

in the requirements outlined in Section 5.0 and Table 5.1. Applicants may be called

for an interview to discuss their proposal in advance of an award.

Cork City Council may contribute to the cost of a portion of the event such as health

and safety, security, PA, musical acts, entertainment etc associated with the events

depending on the nature of the proposal, the scale of the event and the audience

reach. Proposals must outline the type of event and the full costs (income and

expenditure) involved.

Given the limited budget Cork City Council will be exploring the potential for events

of a wide cost range, such as:

Live music

Sports competitions

Cork culture events

Open-mic’ buskers festival

Drama

Puppet festival

Tea dance and high tea

Sports competitions

Community uses

Picnics

Circus

Exercise Classes

Table 4.1 Fitzgerald Park Opening Hours

8.30am – 8pm April & September

8.30am – 9pm May & August

8.30am – 10pm June & July

N.B. 10am opening on Sundays and Bank holidays.

Call for Proposals




5.0 PROPOSAL SUBMISSIONS

The applicants should provide the information detailed in Table 5.1. The proposals

will be marked and ranked in the categories they fit into (family days/weekly

classes/audience based or participative etc).

The applicant must also complete the application form attached in Appendix B.

Table 5.1 Assessment Criteria

ITEM MARKS

1. Event Concept

Event Title

Description of Event

Audience Appeal

Proposed dates and times

Free to public or a cost

Visuals of Work

Marketing of event

50

2. Track Record and Experience

Detailed CVs for individuals

and/or groups

Track Record for last 2 years

Referees we may contact

25

3. Financial Sustainability

Income & Expenditure

Detail all costs associated with the event (Event Management Plan, Healthy & Safety,

Security, PA system etc)

Sponsorship or funding from

other sources

25

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6.0 PROPOSAL ASSESSMENT PROCESS

Cork City Council does not bind itself to accept any proposal. We reserve the right to

seek further information or clarification from applicants in terms of any matters

relating to the proposal, and reserve the right to interview applicants in advance of a

decision.

The proposal assessment will be carried out by a Review Panel. It will be carried out

by reference to the submissions received. Following the initial assessment Cork City

Council reserves the right to shortlist events. Those shortlisted will be interviewed

and may be required to make a presentation (Cork City Council will not be

responsible for the cost of such presentations) on the proposal contained in their

submission. Where applicable, the Review Panel may visit existing ventures of

persons as detailed in their tender submission.

The shortlisted proposals will be evaluated by a Review Panel along with any site

visits, presentations, or interviews which may be used to provide clarification on the

submission.

It is proposed to award the tender in March 2016 and the programme of events will

commence in May 2016.

Cork City Council reserves the right not to award any proposal.

Call for Proposals




7.0 INSURANCE REQUIREMENTS

If the applicant has Public Liability insurance of €6.5 million and Employer’s Liability

insurance of €13m they will have to be submitted by the successful applicants with

specific indemnity to Cork City Council.

If selling goods (e.g. jewellery), proof of Product Liability of a minimum of €2.5

million will also be required.

Depending on the scale and nature of the event, Cork City Council may be in a position to cover the insurance. This will be reviewed in conjunction with the event management and health and safety plan.

Call for Proposals




8.0 PROPOSAL SUBMISSION

The completed proposal should be submitted on or before Friday the 4th of March

2016 at 4pm.

The proposals should be marked ‘Fitzgeralds Park Event Proposal’ must be returned

to Cork City Council and addressed to:

Aoife Mahony

Assistant Engineer

Recreation & Environment

Cork City Council

City Hall

OR

[email protected]

Material will not be returned.

Call for Proposals




9.0 QUERIES OR CLARIFICATIONS

All queries or requests for clarification relating to the proposal can be directed to

Aoife Mahony, Cork City Council: [email protected].

Call for Proposals




APPENDIX A – FITZGERALDS PARK LAYOUT

Storage Depot

M

U

S

U

E

M

B

A

N

D

S

T

A

N

D

UN Flag Poleand Plaque onwall

Mardyke Lawn

River Lee

Storage depot

River Lee

Chelsea Pod overlookingthe River Lee

Mardyke Lawn

Gallery Garden

River Lee

Storage depot

River Lee

Chelsea Pod overlookingthe River Lee

Construction Site PlaygroundUnder Development

Mardyke Lawn

SCALE:

11/03/2015

DATE:

DRAWING NO:

DRAWN:

CHECKED:

REV.

TITLE:

PROJECT:

1:500@A1DJC

AM

Parks Projects Department

MARDYKE GARDENS

APPROVED:

LC

STATUS:

INFORMATION

FILE NAME:

MARDYKE GARDENS

REV:

BY CHKD. APPR. DATE DESCRIPTION

Events - Summer 2015

Figured dimensions only to be taken from this drawing. All dimensions to be checked onsite. Design Office to be informed immediately of any discrepancies before work proceeds.

C7676-PCP-009

Comhairle Cathrach ChorcaíCork City Council

Environment & Recreation,City HallCorkTel: (021) 4924000Fax: (021) 4924651E-mail: [email protected]

Call for Proposals




APPENDIX B – EVENT APPLICATION FORMS

Call for Proposals




Event Application Form

Section A – The Applicant

1. Name of Applicant (individual/organisation etc.)

___________________________________________________

2. Give details of one contact person for this application

Name: ____________________________________

Position: ___________________________________

Address:______________________________________________________

______________________________________________________________

_

Telephone: ______________________________________

Mobile No: ______________________________________

Fax: ___________________________________________

Email: __________________________________________

Website:______________________________________________________

___

3. Status of the organisation/applicant (Please tick)

Registered Charity

Company Limited by Guarantee

Call for Proposals




Individual

Partnership

Voluntary Organisation

Other (please specify)…………………………………………………

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4. Insurances

Please provide evidence of current insurances in place:

Employers

Liability

Public

Liability

Level in

place: €

Details of any excesses: €

Name of Insurance

Company:

Expiry

Date

Candidates must provide evidence of insurances in place by way of copies

of Insurance certificates or a note from their insurer confirming levels in

place and confirmation from the insurance company that an indemnity for

Cork City Council to the minimum levels outlined below will be available.

Employers Liability Insurance €13 million

Public Liability of €6.5 million

5. What does your organisation do?

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

Call for Proposals




______________________________________________________________

________________________________________

6. Has the organisation a proven track record of event organisation and

delivery? If yes, please give examples. Please outline how you propose

to manage the event and draw up the necessary documents.

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

________________________________________________

Section B – The Event

7. Title of the Event

______________________________________________________________

________

8. Proposed/requested location of event

______________________________________________________________

________

9. Date(s) and times of event (incl. Times and Dates of Set up and de-rig,

please identify each element separately)

______________________________________________________________

______________________________________________________________

________________

10. Does the event have to take place on this date or could the event be

moved to a different time of the year?

______________________________________________________________

________

11. Brief description of the event

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12. Name Key Event Personnel and provide details of their relevant

experience and qualifications (Event Manager, Safety Officer, Chief

Steward, PR and Marketing Personnel etc.)

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

________________________________

13. Will the event be free of charge? (If not, please outline charges on

separate sheet if necessary)

______________________________________________________________

______________________________________________________________

______________________________________________________________

________________________

14. What is the reach of the event? (E.g. local, national or international)

15. How many people will participate in the event and where will they

come from?

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

________________________________

16. What is the events target audience? (E.g. family, youth, adults, ethnic

groups etc.)

______________________________________________________________

______________________________________________________________

______________________________________________________________

Call for Proposals




______________________________________________________________

________________________________

17. How many people are expected to attend the event?

______________________________________________________________

______________________________________________________________

________________

18. On what do you base this projection? (E.g. past events, venues size

etc.)

______________________________________________________________

______________________________________________________________

________________

19. Outline what community and commercial value the event will provide

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

________________________________

20. How will the event be marketed to this target audience?

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

________________________________________

21. What media coverage do you expect your event to attract?

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

Call for Proposals




______________________________________________________________

________________________________________________________

22. What monitoring mechanisms are in place to assess the production

and safe quality of the event, evaluate visitor numbers and monitor

press coverage?

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

________________________________________________

23. If the event is not a one-off activity, what is the long-term vision for

the event and how is it anticipated that it will develop?

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

________________________________________________________

24. Outline the production infrastructure/equipment you intend to use

(e.g. stage, stalls, food, marquees, pa, sound system, generators, etc).

Please note this information is important in order to assess suitability of

proposed venues.

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

Call for Proposals




______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

__

Note: You should not assume that Cork City Council has prior

knowledge of you, your group or organisation or you activities.

Section C – Financial Details (must be completed by all applicants)

25. What is the total estimated cost of the event?

______________________________________________________________

26. Has the organisation received funding from any section of Cork City

Council for events in the past? (If yes, please give details)

______________________________________________________________

______________________________________________________________

27. What is the main purpose of this funding?

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28. Please provide a detailed budget for the event (use the following

headings as a guideline) and please outline an individual cost for each

item under each heading e.g. under production – individual costs for

staging generators etc – if necessary, an additional page with this

information may be submitted with this form)

Expenditure

(Incl. VAT if applicable)

Item: Estimated

Cost

Artistic (performer’s fees, workshop costs etc) `

_____________

Production (staging, generators etc.)

_____________

Public Health & Safety (barriers, policing, stewarding etc)

_____________

Environmental (clean-up, road closures etc.)

_____________

Marketing (posters, adverts etc.)

_____________

Administration and Overheads (Staff costs, salaries and fees)

_____________

Other (please specify)

_____________

___________________________________

_____________

___________________________________

_____________

Total _____________

Call for Proposals




Income

Public Sector (including other CCC funding sources)

Organisation Amount Status

(Pending/confirmed)

__________________________ _________

_________________________

__________________________ __________

_________________________

__________________________ __________

_________________________

__________________________ __________

_________________________

__________________________ __________

_________________________

Private/Commercial Sector

Company Amount Status

(Pending/confirmed)

___________________________ __________

_________________________

___________________________ __________

_________________________

___________________________ __________

_________________________

Call for Proposals




Event Income

Type of Income Amount Status (Pending/confirmed)

(Concessions, admission charges etc.)

______________________ ________ ____________________

______________________ ________ ____________________

______________________ ________ ____________________

______________________ ________ ____________________

Total_________________________

Estimated surplus/Deficit (if any) ___________________

29. Have you entered into any other sponsorship agreements with other

parties? If so, what are the details (i.e. title sponsor, associate sponsor,

branding details etc.)?

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

________________________________________

30. Any additional information you wish to provide in support of this

application?

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

______________________________________________________________

________________________________________

Call for Proposals




Note:

Please note the following when completing the application form:

Income/Sponsorship, (either in cash or in kind), should be evidenced by

letters of support and/or confirmation from the funding sources.

Applicants are strongly encouraged to ensure that their budget is clear

and accurate and supported by appropriate documentation.

Each section should be completed in full with due regard for the

provision of supplementary information where applicable. Failure to

fully complete the forms may invalidate your application.

Call for Proposals




Declaration Form

I/We certify that all information provided in this application and all the

information given in any documentation submitted in support of this application

is truthful and accurate.

I/We understand that any materially misleading statements (whether

deliberate or accidental) given at any stage during the application process

could render the application invalid and the applicant liable to return any

money already paid out by Cork City Council.

I/We also undertake to notify Cork City Council of any changes in the

event’s/organisation’s circumstances that could affect this application

Signed: ______________________________

Name (print): _________________________

Date_________________________________

Call for Proposals




Event Application Form – Lawn Pavilion & Gallery Garden

Only

Please note that this application covers small events only ie up to 1000 Audience

5. Name of Applicant (individual/organisation etc.)

___________________________________________________

6. Give details of one contact person for this application

Name: ____________________________________

Position: ___________________________________

Address:______________________________________________________________

_____________________________________________________________________

_____

Telephone: ______________________________________

Mobile No: ______________________________________

Fax: ___________________________________________

Email: __________________________________________

Website:

_______________________________________________________________

7. Status of the organisation/applicant (Please tick)

Registered Charity

Call for Proposals




Company Limited by Guarantee

Individual

Partnership

Voluntary Organisation Other (please

specify)……………………………………………………………………..

Call for Proposals




8. Insurances

Please provide evidence of current insurances in place:

Employers

Liability

Public

Liability

Level in

place: €

Details of any

excesses: €

Name of Insurance

Company:

Expiry Date

Candidates must provide evidence of insurances in place by way of copies of Insurance

certificates or a note from their insurer confirming levels in place and confirmation

from the insurance company that an indemnity for Cork City Council to the minimum

levels outlined below will be available.

Please note that if successful the minimum levels of Employers Liability of €13 million

and Public Liability of €6.5 million will be required.

7. Title of the Event

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8. Proposed/requested location of event - please specify either Lawn Pavilion (incl.

Bandstand) or Gallery Gardens

_____________________________________________________________________

9. Date(s) and times of event (incl. Times and Dates of Set up and de-rig, please

identify each element separately)

_____________________________________________________________________

10. Please indicate if you require the use of a P.A YES NO

11. Please specify if you require the use of Chairs for this event : Yes No

If yes, please specify how many chairs you require ______________________

12. Will the event be free of charge? (If not, please outline charges on separate

sheet if necessary)

13. How many people are expected to attend the event?

_____________________________________________________________________

14. Do you intend to provide security/stewarding (minimum requirement = 1 per

250 audience)

_____________________________________________________________________

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15. Any other additional information

_______________________________________________________________

Call for Proposals




Declaration Form

I/We certify that all information provided in this application and all the

information given in any documentation submitted in support of this

application is truthful and accurate.

I/We understand that any materially misleading statements (whether

deliberate or accidental) given at any stage during the application process

could render the application invalid and the applicant liable to return any

money already paid out by Cork City Council.

I/We also undertake to notify Cork City Council of any changes in the

event’s/organisation’s circumstances that could affect this application

Signed: ______________________________

Name (print): _________________________

Date_________________________________