REQUEST FOR PROPOSALS

Transcription

1 AMERICA S CUP EVENT AUTHORITY AMERICASCUP.COM REQUEST FOR PROPOSALS LOUIS VUITTON AMERICA S CUP WORLD SERIES, 2015 Design and Production of Official Programme for October Events OVERVIEW The America s Cup Event Authority LLC ( ACEA ), the organizing body of the 35th America s Cup, is seeking an event production agency to design and produce the official printed programme for the Louis Vuitton America s Cup World Series event to be held in Bermuda between October 15-18, 2015 (inclusive) (the Event ). ACEA intends to select one Successful Applicant based on this RFP. While this RFP only applies to the Event, the Successful Applicant may have the opportunity to provide design and production services for future 35th America s Cup events. APPLICANT REQUIREMENTS ACEA is looking to select an Applicant who shares ACEA s passion for sophisticated and sporty design, who is sensitive to the current brand look and feel, who is a perfectionist, creative, budget-conscious, hard-working, is accustomed to managing design and production timelines, overseeing printing on press, supervising quality control and meeting tight deadlines. Applicants should be based in Bermuda. ACEA is committed to using local Bermudian vendors/suppliers wherever feasible, so the Successful Applicant should be prepared to investigate Bermuda-based options first. Bermuda requires the Successful Applicant s staff to have local work permits. SCOPE OF WORK The Successful Applicant will be required to provide a working timeline for the editorial, design and production of the programme. The Successful Applicant will be required to source a printer that meets the quality standards of the ACEA and the Successful Applicant will manage the relationship with this printer. The Successful Applicant will be required to provide ACEA with frequent updates to the design and editorial progress for review and approval. WINDWARD PLACE THIRD FLOOR

2 ACEA will have final approval over all design and editorial for the Official Programme. About the printed programme: Approximately 22 pages editorial; 12 pages of provided advertising. Full colour Size: 5.5 x 8.5 inches Content: Sponsor advertising (exclusively), America s Cup teams and personalities, village map, race schedules, entertainment timeline, lead up to AC35, Bermuda Count: (price for 5000, 7500, 10000) APPOINTMENT PERIOD The Successful Applicant will be notified no later than Friday August 7, Printed programmes must be completed and delivered no later than Monday October 5, BUDGET The Successful Applicant will include all potential expenses in their proposed budget including the Agency fee, all printing and shipping (if necessary) expenses, and any estimated miscellaneous OOP s. The Successful Applicant agrees to provide copies of invoices from outside vendors as requested by the ACEA. A retainer will be paid in monthly instalments according to a standard invoicing procedure. ACEA CONTACTS The Successful Applicant will work in collaboration with ACEA s internal supergroup of event marketing and communication experts, including but not limited to: the Director of Events, the Events Manager, the Events Coordinator, the Director of PR and Communications, the Head of PR, the Branding and Hospitality Manager, and the Chief Marketing Officer. The Successful Applicant will be assigned two primary points of contact from that supergroup, to help streamline efforts. NEXT STEPS This is a competitive bid and each Applicant should submit the following for consideration: 1) A concept draft for this programme 2) A detailed and itemized budget with estimated total production costs, including all agency fees, printing and production fees and shipping (if necessary) 3) A brief company overview and history, including why this Applicant is qualified to provide the services described in this RFP. An outline of the employee structure including who would be assigned to this project 4) A portfolio containing a minimum of three examples of previous design work especially something that would be relevant to review for this proposal. Ideally would include a similar, multi-page format event programme. Please include the client s name WINDWARD PLACE THIRD FLOOR 2

3 and contact who can provide a reference; a description of the concept, size and complexity of the project and the agreed-upon fee and final expenses. Please submit proposals to peter.rusch@americascup.com by Friday, July 17. A decision will be made by Monday August 3rd 2015 and Applicants will be notified on or before Friday August 7th 2015 GENERAL INFO ABOUT THE LOUIS VUITTON AMERICA S CUP WORLD SERIES, The Louis Vuitton America s Cup World Series, part of the 35th America s Cup, is a regular circuit of regattas taking place in 2015 and 2016, bringing America s Cup racing to venues around the world. The Event will mark the third Louis Vuitton America s Cup World Series event in 2015 and the kickoff event for Bermuda, the host country of the Louis Vuitton America s Cup Qualifiers, the Louis Vuitton America s Cup Challenger Playoffs and the 35 th America s Cup presented by Louis Vuitton. For the Event, Bermuda s capital city Hamilton will be transformed into the central hub for fans and spectators, as well as event and sponsorship activations and family-friendly activities (the Event Village ). Front Street, the main thoroughfare running parallel to Hamilton s scenic harbor, will play host to a fan zone, food court, VIP and team hospitality sites, exhibitor stalls, a kids zone, and a main stage where various ceremonies and entertainment will take place. GENERAL INFO ABOUT THE 35th AMERICA S CUP The America's Cup is the oldest trophy in international sport, dating back to Now one of the oldest consecutively run tournaments in sport, the America s Cup has evolved into a highoctane battle of intense athleticism and boat engineering prowess marks the beginning of the two-year march toward the 35th America s Cup Match presented by Louis Vuitton, which will be held Bermuda in the summer of Please visit for more information on the history of the America s Cup, the unique vision for the 35th America s Cup, race formats and locations and other key details. CONCLUSION ACEA looks forward to learning more about each Applicant in the weeks to come. Thanks in advance for lending your agency s time and talents to this RFP process. Best of luck to one and all! LEGAL *************** In responding to this RFP, each Applicant accepts and agrees to be bound by and to comply with the terms of this RFP generally, including (without limitation) the terms and conditions set out below (which apply in each case equally to all Applicants). WINDWARD PLACE THIRD FLOOR 3

4 Definitions Unless otherwise defined herein, capitalized words contained in this RFP have the meanings given to them below. "Agreement" Means the long-form written agreement to be entered into between ACEA and the Successful Applicant governing the provision by the Successful Applicant of the Services. "35th America s Cup" "Applicant" "Confidential Information" "Proposal" "RFP" "Selection Procedure" "Services" "Successful Applicant" "Teams" Means the Louis Vuitton America s Cup World Series, the Louis Vuitton America s Cup Qualifiers, the Louis Vuitton America s Cup Challenger Playoffs and the 35th America s Cup Match presented by Louis Vuitton, as well as any other events announced by ACEA as part of the 35th America s Cup. Means any party that is considering whether or not to respond or which responds to this RFP. Means any and all aspects of this RFP, the Selection Procedure, the 35th America s Cup and/or the business and/or affairs of ACEA which is or which comes into an Applicant's possession (except where such information is generally available to the public). Means all documents and information submitted or presented by an Applicant supporting its bid to provide the Services to ACEA. Means this Request for Proposals, as amended, supplemented or replaced from time to time. Means the entire procedure conducted by ACEA to select and appoint the Successful Applicant for the provision of the Services pursuant to this RFP process and the subsequent negotiation, finalisation and execution of the Agreement. Means those services and deliverables referenced in this RFP. Means the Applicant (or Applicants, if more than one) selected by ACEA to provide the Services pursuant to the Selection Procedure. Means those yacht clubs and their representative sailing teams that participates in the whole or part of the 35th America s Cup from time to time. WINDWARD PLACE THIRD FLOOR 4

5 Terms and Conditions 1. ACEA reserves the right, at any time and in its absolute discretion, to accept or reject Proposals (or to permit any Applicant to resubmit its Proposal in the event that such Proposal fails to meet any or all of the desired criteria or requirements), to pursue negotiations with any number of Applicants, to withdraw from negotiations with any Applicant at any time and to suspend, discontinue, modify, amend and/or terminate this RFP and/or the RFP process at any time. Applicants acknowledge that ACEA may decide to organise the Services on its own or without appointing any third party, or through a third party not selected pursuant to this RFP. 2. Nothing in this RFP or in any communication made by ACEA or its officers, employees, representatives, agents and/or advisers shall constitute an offer of a contract or a binding contract between ACEA and any Applicant. 3. ACEA has taken reasonable care to ensure that this RFP is accurate in all material respects. This RFP is provided by way of explanation of the Services required by ACEA and neither ACEA, nor any of its officers, employees, representatives, agents and/or advisers makes any representation or warranty or accepts any responsibility for the accuracy or completeness of the information contained in this RFP or in any subsequent correspondence by ACEA in relation to this RFP, nor shall they be liable for any loss or damage suffered by any Applicant or any other third party in reliance on this RFP or any subsequent communication with ACEA. 4. Without prejudice to paragraph 3 above, this RFP does not contain any representation upon which any Applicant or other recipient may be entitled to rely at any point in time in order to bring any claim, action or proceedings against ACEA and/or its associated entities and/or any of their respective officers, employees, representatives, agents and/or advisers (whether for misrepresentation or otherwise). This RFP is incapable of creating any liability for ACEA and/or its associated entities and each Applicant hereby irrevocably and unconditionally waives any and all rights it may have, now or at any time in the future, to bring any claim in any court of competent jurisdiction in relation to the appointment or manner of appointment of any Applicant, the Selection Procedure or otherwise in relation to this RFP process. 5. Each Applicant represents, warrants and undertakes to ACEA that any and all information contained in its Proposal and/or submitted in connection with its Proposal, and any and all representations made by or on its behalf to ACEA, during the course of the Selection Procedure shall not be false, inaccurate or misleading in any respect (including based on a change of circumstances during the Selection Procedure). ACEA is and shall be fully able to rely on the accuracy and authenticity of any and all information contained in any Proposal and/or submitted in connection with any Proposal in assessing any Applicant s ability to perform and deliver the Services. 6. Each Applicant agrees to keep confidential at all times, whether during or after the Selection Procedure, all Confidential Information and to take all necessary steps to preserve the strict confidentiality of such Confidential Information, including (without limitation) by disclosing relevant material to its officers, employees, representative, agents and/or advisers only on a strictly need to know basis and only for the purpose of this Selection Procedure. 7. Each Applicant agrees that it will not discuss any part of this RFP, any Proposal it is considering or which it has submitted and/or any other aspect of the Selection Procedure WINDWARD PLACE THIRD FLOOR 5

6 with any other Applicant at any time for any reason. Any breach of this obligation by an Applicant may result in its immediate elimination from the Selection Procedure. 8. No Applicant is entitled to make any announcement relating directly or indirectly to this RFP, the Selection Procedure and/or its Proposal. 9. Each Applicant is responsible for any and all costs, expenses and liabilities incurred (directly or indirectly) by or on its behalf in the preparation and submission of its Proposal and/or otherwise in relation to the Selection Procedure and/or any negotiations with ACEA following receipt by ACEA of its Proposal (whether or not an Agreement is entered into with such Applicant). Under no circumstances will ACEA and/or its associated entities and/or any of their respective officers, employees, representatives, agents or advisers be responsible for any costs of any Applicant associated in any way (whether directly or indirectly) with the Selection Procedure. 10. Each Applicant acknowledges that any and all intellectual property rights of the 35th America s Cup and/or of ACEA (including, without limitation, to the name, marks, logos and trophies for the 35th America s Cup) remain, as between the Applicant and ACEA, the exclusive property of ACEA. Furthermore, any materials provided by ACEA to any Applicant shall belong exclusively to ACEA. No Applicant shall claim ownership over any rights including (without limitation) intellectual property rights, in relation to the ideas, concepts, material or any other rights contained in this RFP. 11. In consideration of ACEA receiving and reviewing its Proposal, each Applicant confirms and warrants that it has read, understood and accepted the terms and conditions set out in this RFP, which take precedence over any provisions contained in any other communications between the Applicant and ACEA. Each Applicant further acknowledges that, except as set out in the Proposal and in any subsequent Agreement (if any), there is no existing agreement, arrangement or understanding in place (whether in writing or oral) between ACEA and the Applicant in relation to this RFP, its subject-matter and/or the provision of the Services. 12. No terms seeking to restrict in any way the discretion of ACEA in the Selection Procedure will be accepted. 13. This RFP, the Selection Procedure and any and all related documentation shall be governed by and interpreted in accordance with laws of the State of California and any dispute arising from or in relation to the same shall be subject to the exclusive jurisdiction of the Californian courts. WINDWARD PLACE THIRD FLOOR 6