Environment & Recreation Directorate Cork City Council City Hall Director of Services: Mr. Jim O Donovan Call for Proposals for Events in Fitzgeralds Park Summer 2015 S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 3
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. This will include morning / evening/ weekend 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, S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 4
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 playground is also to be constructed in place of the existing playground. The construction period is expected to be April-July 2015. 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. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 5
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 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. Applicants are required to complete the event application form and provide the relevant supporting documentation. Applicants shall propose their preferred date and an alternative is possible. In order for the proposals to be evaluated please submit all the information specified in the requirements outlined in Section 5.0. Applicants may be called for an interview to discuss their proposal in advance of an award. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 6
It is proposed to award the tender in April 2015 and the programme of events will commence in May /June 2015. Cork City Council may cover the cost of 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 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 Workshops 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. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 7
5.0 PROPOSAL SUBMISSIONS The proposals will be assessed for quality, viability, experience and meeting the vision of Cork City Council to create a dynamic, interactive and creative environment in the park. Proposal Requirements The proposal must complete the applicable form attached in Appendix B. In addition to the application form applicants should provide the info outlined in Item 1 and 2 below in support of their application. Item 1: Event Proposed Applicants should give a brief description of the event proposed and should include: 1. Event Title 2. Description of Event 3. Target Audience 4. Marketing Campaign 5. Budget 6. How you would integrate with park users and surrounds. 7. Visuals of work. Item 2: Track Record and Experience 1. Detailed CVs for individuals/groups. 2. Track record for last 2 years. 3. Referees we may contact. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 8
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. Cork City Council reserves the right not to award any proposal. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 9
7.0 INSURANCE REQUIREMENTS Public Liability insurance of 6.5 million and Employer s Liability insurance of 13m 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. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 10
8.0 PROPOSAL SUBMISSION The completed proposal should be submitted on or before Tuesday the 7 th of April 2015 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 parksprojects@corkcity.ie Material will not be returned. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 11
9.0 QUERIES OR CLARIFICATIONS All queries or requests for clarification relating to the proposal can be directed to Aoife Mahony, Cork City Council: parksprojects@corkcity.ie. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 12
APPENDIX A FITZGERALDS PARK LAYOUT S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 13
Gallery Garden Chelsea Pod overlooking the River Lee River Lee River Lee UEM MUS UN Flag Pole and Plaque on wall AN DST D Mardyke Lawn BAN Construction Site Playground Under Development Mardyke Lawn Figured dimensions only to be taken from this drawing. All dimensions to be checked on site. Design Office to be informed immediately of any discrepancies before work proceeds. REV. Storage Depot Storage depot BY CHKD. APPR. DATE DESCRIPTION PROJECT: MARDYKE GARDENS TITLE: Events - Summer 2015 Cork City Council Environment & Recreation, City Hall Cork Tel: (021) 4924000 Fax: (021) 4924651 E-mail: parksprojects@corkcity.ie Parks Projects Department SCALE: DRAWN: 1:500@A1 DJC DATE: CHECKED: AM APPROVED: LC FILE NAME: MARDYKE GARDENS DRAWING NO: 11/03/2015 STATUS: INFORMATION C7676-PCP-009 REV:
APPENDIX B EVENT APPLICATION FORMS S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 14
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 S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 15
Individual Partnership Voluntary Organisation Other (please specify) S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 16
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? S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 17
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 S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 18
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.) S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 19
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? S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 20
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. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 21
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? S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 22
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: Cost Estimated 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 S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 23
Income Public Sector (including other CCC funding sources) Organisation Amount Status (Pending/confirmed) Private/Commercial Sector Company Amount Status (Pending/confirmed) S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 24
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? S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 25
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. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 26
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 S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 27
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 S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 28
Company Limited by Guarantee Individual Partnership Voluntary Organisation Other (please specify).. S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 29
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 S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 30
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) S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 31
15. Any other additional information _ S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 32
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 S:\Projects\Events\Fitzgeralds Park\Event Grant Scheme 2015\Parks Docs\2015.03.09 Invitation for proposal.docx 33