ROYAL THOMIAN CRICKET ENCOUNTERS 2013/2014/2015

Transcription

1 ROYAL THOMIAN CRICKET ENCOUNTERS 2013/2014/2015 INSTRUCTIONS TO BIDDERS PRINCIPAL SPONSORSHIP OF THE ROYAL THOMIAN CRICKET ENCOUNTERS 2013,2014 & INTRODUCTION The Royal Thomian Cricket Encounter is the worlds oldest uninterrupted Inter School Cricket Match being played. This annual encounter is not only a prestigious game of cricket but also a major social event for both young and old in Sri Lanka s sporting calendar attracting local as well as overseas spectators. The 134 th Battle of the Blues for the Rt. Hon. D.S. Senanayake Challenge Shield will be played on 7 th 8 th and 9 th of March 2013 at the SSC Grounds followed by the Limited Over encounter for the Mustangs Trophy on 16 th March 2013 at the same venue. 2. INVITATION FOR OFFERS FOR PRINCIPAL SPONSORSHIP The Royal Thomian Cricket Match Organising Committee wishes to invite Offers from interested parties to submit their bids for Principal Sponsorship of both Royal Thomian Cricket Encounters (three day encounter as well as the limited over encounter) for three years from 2013 to The Offers for Principal Sponsorship for the above mentioned three year period would have to be based on an year on year increase of not less than 10% of the Principal Sponsorship Contribution quoted for the year Scope of the overall Principal Sponsorship package and the various benefits being offered to the prospective Principal Sponsor are outlined in the following sections. Those interested in submitting their offers for Principal Sponsorship are requested to follow the general guidelines given herein. The successful Bidder shall enter into a formal Principal Sponsorship Contract governed by the laws of Sri Lanka with the Principal of Royal College and the Warden of S. Thomas College, Mount Lavinia.

2 3. SCOPE OF SPONSORSHIP This Invitation for Principal Sponsorship is not open to organisations involved directly in the Tobacco, Liquor or Gambling Industry or any such other Industry not suitable and/or appropriate to be associated with an event of this nature involving schools. Advertising millage and/or exposure required through the Principal Sponsorship of the above event would be confined to one product or service and/or one category of products or services of the prospective Sponsor (as nominated by the Sponsor) and thus cannot be extended to cover all products/services of the prospective Sponsor and/or its group and/or its subsidiaries. The Principal Sponsor would be offered exclusive advertising and promotional rights for the product or service and/or the single category of products or services nominated by the Sponsor within the match venue during the match days. Other Co-Sponsors and/or Sponsors who offer products and/or services not conflicting with the product and/or service and/or the single category of products or services nominated by the Principal Sponsor, would have the right to conduct promotions, display products, and carryout advertising at the match venue. 4. INFORMATION TO BE PROVIDED IN THE BIDS Offers for Principal Sponsorship have to include:- (1) The Financial Bid stipulating the Sponsorship Contribution for the year 2013 along with the proposed annual increase for the years 2014 and 2015 of not less than 10% of the Principal Sponsorship contribution quoted for the year 2013; and (2) The bid relating to Other Sponsorship Requirements set out herein below: 2

3 Other Sponsorship Requirements In addition to the Financial Bid stated above, the bid shall include paying for and / or meeting the expenses for the Other Sponsorship Requirements set out below, namely: (a) Sponsoring of a live ball by ball radio commentary of both matches in all three languages on a reputable radio station with nationwide coverage; (b) Meeting the expenses of the Press Conference held prior to the encounter (approximately 100 pax) (c) Meeting the expenses of the live Radio Commentaries (d) Sponsoring the two teams, officials and members of the Organising Committee for a Dinner after the Final Day s Play of the three day encounter at a Five Star Hotel - (Approximately 100 pax from the Royal Thomian Organising Committee which does not include sponsor invitees). (e) Meeting the expenses associated with providing T-Shirts/shirts issued to the Members of the Organizing Committee - (200 T-Shirts/Shirts for four days) Meeting the expenses associated with providing T-shirts & Caps for ground staff; and (f) Meeting the expenses associated with sponsorship benefits referred to in Section 11 a - h below. Optional Requirements In addition to the radio commentary, if you are willing to sponsor/finance a live TV telecast of the Matches or any one of them, provide details concerning the manner in which such telecast will be sponsored and delivered, including details concerning the relevant TV station, and commentators. Bidders shall clearly state the Principal Sponsorship Contribution under Section 2 above in Sri Lanka Rupees in the Financial Bid for the year 2013 along with the proposed annual increase for the years 2014 and 2015 of not less than 10% of the Principal Sponsorship Contribution quoted for the year

4 Bidders shall also clearly stipulate the manner and form by which they propose to fulfil the Other Sponsorship Requirements as set out herein above. If the space given in the Form of Tender is not sufficient, further description can be annexed to the Bid/Offer. Statement of Compliance: The Bidder must comply with all clauses, sub-clauses and specifications adhering to the format of this Invitation of Offer for Principal Sponsorship and include a Statement of Compliance in the proposal clearly indicating that the proposed sponsorship offer comply with all such requirements. Alternative Offers: The Bidder may propose alternative offers / additional benefits to secure the Principal Sponsorship, without any conditions. However, any additional benefits would only be considered in the evaluation of bids subject to the bid complying with minimum requirements specified herein. The Royal Thomian Cricket Match Organising Committee reserves the right to accept or reject any alternative offers without adducing any reason whatsoever. 5. BID SUBMISSION Bids have to be submitted covering both encounters (three day encounter as well as the limited over encounter) and shall include the Financial Bid as well as the bid relating to the Other Sponsorship Requirements set out herein above. Bids shall only be submitted by the Organization / Company / Firm on their letterheads. Two officers of the Organization / Company / Firm who have the necessary authority as per the Memorandum and Articles of Association must sign the bid Bids submitted via fax, or by third parties will not be entertained 4

5 Address to Submit Bids: All bids shall be submitted / delivered in sealed envelopes marked BID FOR PRINCIPAL SPONSORSHIP OF ROYAL THOMIAN ENCOUNTER on the top left hand corner and addressed to: The Chairman Sponsorship Committee, Royal Thomian Cricket Match Organising Committee, C/o. S. Thomas College Old Boys Association; OBA Secretariat, S. Thomas College, Mount Lavinia, De Saram Road, Mount Lavinia. Currency of the bid: All bids shall be made in Sri Lanka Rupees. Closing date of bids: 22nd November 2012 at 3.00 P.M. Period of Validity: All bids shall be valid for a period of six weeks from the final date of acceptance of bids. 6. BID EVALUATION The Royal Thomian Match Organizing Committee will carry out a detailed bid evaluation after the closing date for receipt of bids. In evaluating the Bids received, The Royal Thomian Match Organising Committee reserves the right to inter alia:- (a) Select the best bid in its view, which meets both Financial as well as Other Sponsorship Requirements detailed above; (b) Negotiate bids received with the relevant organisations and for that purpose, if the Organizing Committee so desires, inter alia call for meetings with shortlisted Bidders (with a view to affording them an opportunity of improving on their Bids already submitted); (c) Not to evaluate Bids which are lower than Rs.9 Million; 5

6 (d) Reject any bid that is received after the deadline for submission; (e) Not evaluate a bid that is not in accordance with these instructions or is in breach of any instruction or clause set out elsewhere in the Contract Documents; (f) Not evaluate the bid if the Bidder fails to provide within 10 working days any relevant/material documentary evidence requested by the organizing Committee, which has not been furnished along with the bid; (g) To reject any bid that is incomplete and/or that does not contain both the Financial Bid as well as the bid relating to Other Sponsorship Requirements; (h) To seek clarifications from the Bidders, if required, particularly in relation to the Bid offered from Other Sponsorship Requirements. 7. AWARD OF SPONSORSHIP CONTRACT Upon evaluation of the bids and/or alternative offers received, the Royal Thomian Cricket Match Organising Committee will select as the Principal Sponsor the Bidder, if any, who has submitted the most favourable and/or responsive bid or alternative offer, subject to Organizing Committee s unfettered right/entitlement not to accept any of the bids and/or alternative offer without assigning any reasons thereto. The final decision to award the Principal Sponsorship vests exclusively with the Royal Thomian Cricket Match Organising Committee. The decision of the Royal Thomian Cricket Match Organising Committee shall not be called into question or challenged by any Bidder in any forum. The successful Bidder shall enter into a formal Principal Sponsorship Contract governed by the laws of Sri Lanka with the Principal of Royal College and the Warden of S. Thomas College, Mount Lavina. 6

7 8. Terms of Payment The successful Bidder will be required to make 50% payment of the full value of the sponsorship fee by cheque on the date of signing the Principal Sponsorship Contract. The balance 50% shall be paid on or before the day of the Press Conference (No later than 15 th February 2013) prior to the three-day encounter. 9. FORCE MAJUERE EVENTS / UNFORSEEN/UNEXPECTED CIRCUMSTANCES There shall be no refund of the Sponsorship Contribution and expenses incurred by the Principal Sponsor in respect of Other Sponsorship Requirements or Optional Requirements in the following eventualities:- (1) Cancellation of the Crickets Encounters (three day encounter and/or the limited over encounter), due to force majeure events and / or unforeseen and/or unavoidable circumstances, within a period of 7 days from the scheduled date/s and / or (2) The Cricket Encounters not taking place and / or ending earlier than the expected/originally anticipated duration due to bad weather, spectator behaviour, security concerns, force majeure events and any reasons beyond the control of the Royal Thomian Cricket Match Organising Committee. 10. EXPECTATIONS THE PRINCIPAL SPONSOR IS REQUIRED TO FULFIL The obligations and duties of the Principal Sponsor shall be stated in detail in the Sponsorship Contract. Selected obligations and duties of the Principal Sponsor, which shall be detailed in the Sponsorship Contract, are set out below for the convenience of Bidders for the sole purpose of comprehending the scope of its obligations and duties. The Principal Sponsor and / or its employees, agents, servants, sub contractors and all those acting under and through it shall, inter alia: 7

8 (a) Refrain from conducting any activity, including but not limited to advertising, promotions etc. that would disturb and/or distract the players; (b) Not engage in any activity that would delay the ground staff or the umpires from ensuring uninterrupted play; (c) Finance and/or sponsor all items stipulated under Other Sponsorship Requirements ; (d) Provide/install the podium and/or a backdrop for the press conference and award ceremonies after each match; (e) Select commentators for the live ball by ball radio commentary of both matches in all three languages from past cricketers and/or old boys from the two schools, who will be recommended by the Organising Committee as commentators; (f) Use quality and safe advertising material/signage in order to protect the players, spectators, media etc.; (g) Defend and/or indemnify the Organising Committee from any third party damages claims that may arise as a result of any injuries and/or damages that may be caused by the advertising material/signage that is used by the Sponsor; (h) Strictly observe the guidelines stipulated in the official/helper passes issued to the Sponsor and co-operate fully with the Organising Committee, match officials, ground staff, security, media, commentators etc. to facilitate the successful conduct of the matches and related ceremonies; and (i) Meet and/or absorb and / or pay the cost of any special requirements such as electricity, water, security, etc. for their own operations inside the venue. 8

9 11. SPONSORSHIP BENEFITS By way of Sponsorship benefits to the selected Principal Sponsor, the Organising Committee agrees to inter alia:- a) Carry the Principal Sponsor s Product/Services Logo/Message in pre-agreed advertising and/or promotional and/or display material in the print media advertisements and articles; b) Permit the promotion of the product or service and/or one category of products or services nominated by the Principal Sponsor by offering complementary issues to the players and officials for exclusive use before and during event (provided legal, health and safety regulations are met) and generate desired publicity; c) Display up to 20 branded A Boards / Ground Runners of size 20ft x 3ft at the venue with priority for placement in equal number in front on either side of sight screens and at mid wicket positions (at the cost and expense of the Principal Sponsor); d) Display One (1) branded Ground Mat in size 14ft x 14ft behind the stumps on each side and beyond the 30-yard circle at the cost and expense of the Principal Sponsor); e) Permit the use of logo/branding on podium for award presentation/press conference/dinner, Enclosure/sign boards and six stumps conforming to guidelines (at the cost and expense of the Principal Sponsor); f) Offer branded Trophies (at the cost and expense of the Principal Sponsor) to the individual winners (to be decided in conjunction with Royal Thomian Cricket Match Organising Committee) to be presented by a Sponsor representative; 9

10 g) Install pre-agreed number of booths at Vantage/Operational locations to conduct sales and any ground promotions that do not interfere with play (at the cost and expense of the Principal Sponsor); h) Provide branded attire to be worn by event staff and ground staff to be worn each day (at the cost and expense of the Principal Sponsor); i) Invite the Chief Executive of the Principal Sponsor to participate in the opening ceremony, sit for group photograph and at the head table at Media Conference, Official dinner with teams in recommended dress code; j) Provide Invitations to the Chairman and CEO of the Principal Sponsor to the Invitees Box and two hundred and fifty (250) Complementary tickets to a special enclosure for the 3 day match and hundred (100) for the one day match; and k) Any other reasonable request based on Sponsorship Contribution and additional benefits offered. Note: 1) Cost of production, management, transportation, installation, security etc. of signage/ advertising material shall be at the Sponsor s expense. 2) All advertising/ promotional material are subject to prior approval from the Royal Thomian Cricket Match Organising Committee. 10

11 12. CONFIDENTIALITY All information contained in this document is the property of The Royal Thomian Cricket Match Organising Committee. All parties shall maintain strict confidentiality and not disclose contents of offer or related documents directly or indirectly to any other party. The Chairman Sponsorship Committee, Royal Thomian Cricket Match Organising Committee, C/o. S. Thomas College Old Boys Association; OBA Secretariat, S. Thomas College, Mount Lavinia, De Saram Road, Mount Lavinia. 11