Request for Proposal - Vivid Sydney Charity Partner

In assessing the proposals received, Destination NSW will consider the following main criteria:

1. Reputable NSW or nationally based charity.
2. Strength, clarity, and merit of charity partner proposal, including activation or event concept, operations, marketing plans
3. Case studies of previous sponsorship activities carried out by the charity
4. Operational ability of the charity to deliver on the proposal, including any proposed activation, with limited requirement on Destination NSW resources
5. Ability to capture and report on measurable outcomes
6. Alignment with the DNSW corporate objectives, vision and values and how this aligns with the objectives of the NSW Government as a whole.

Please use the response schedules found on the Vivid Sydney website and submit your written proposal to vivid.info@dnsw.com.au. Any clarifications or questions may also be addressed to this email address. Please note that any clarifications will be given to all other applicants. Clarification Addendums will be posted via the Work with Us page on the Vivid Sydney website

The proposal must address the following:

1. Sponsorship Assessment Criteria
2. An overview of the organisation and its history, purposes and objectives
3. Examples of current activities undertaken by the charity
4. Examples of case studies of sponsors or partners the charity is aligned with
5. A list of current ambassadors and influencers the charity works with
6. Examples of how the charity is connected to Sydney and New South Wales
7. A copy of the most recent annual report
8. Details on the proposed profile-raising activation or event concept including:
   1. details on the activation and production and delivery of the activation
   2. project timeline
   3. proposed Marketing and PR plans
   4. how the proposed activation will align and assist with raising awareness of the charity and Vivid Sydney
9. Details of the following:
   1. Legal name and trading name (if relevant)
   2. Corporate structure
   3. Contact details
   4. Street Address
   5. Website
   6. ABN and Australian Charity Number
   7. Confirmation of commitment to maintain or comply with the following:
      • public liability insurance at minimum $20 million per occurrence
      • workers compensation as required by law
      • relevant laws and regulations applicable to their charity
      • modern slavery legislation
      • child protection legislation

By submitting an RFP, applicants agree to the following Terms & Conditions:

General

1. You acknowledge that lodgement and acceptance of your application under this Request for Proposal (RFP) does not automatically mean, imply, or provide a representation whatsoever that the applicant is deemed successful.
2. Successful applicants will be notified by Destination NSW and the services will be formalised by way of agreement.
3. You acknowledge that information provided by you under your application is true and valid to the best of your knowledge.
4. You acknowledge that Destination NSW may assign any of its rights arising out of or under this RFP to the New South Wales Government or any other New South Wales Government Agency without prior notification.
5. You acknowledge that there may be amendments to the RFP and/or terms and conditions. Should there be any amendments to the RFP, or to these terms and conditions, an addendum will be published on www.vividsydney.com and will form part of the RFP. You acknowledge that Destination NSW has the right to remove, amend or delete all, or part of this RFP.
6. You acknowledge that all costs in relation to preparing your submission will be borne by you.
7. You acknowledge that Destination NSW is not responsible for any cause of error, delay, fault or other issue which you incur, which may prohibit all or part of your application from being submitted. This includes issues relating to use of electronic media or email, or issues relating to your application being submitted on time.
8. All costs as part of submitting a request for proposal is the applicant’s responsibility. Destination NSW will not compensate for any costs incurred.

Confidentiality

9. You acknowledge the importance of confidentiality in all aspects of our operations, and you agree to keep all our confidential information in absolute confidence and not to disclose any such information to any person without our prior written consent, as per the obligations outlined below. .
10. In consideration of Destination NSW allowing the applicant (hereby referred to as the "Confidant") to have access to or involvement with Confidential Information (defined as information provided under or as a result of this RFP, information that is by its nature confidential, is designated by DNSW as confidential, information which is intended to be confidential or the Confidant knows or ought to know is confidential); the Confidant agrees to the following (subject to any specific exceptions notified to it in writing by Destination NSW):
    1. The Confidant will hold in the strictest confidence any Confidential Information disclosed to it or accessed, unless disclosure is required by law;
    2. The Confidant will ensure that its workers (including but not limited to employees or Organisations) keep the Confidential Information confidential and are responsible for ensuring that this is communicated to its workers;
    3. The Confidant will not remove, distribute or share any document, file, equipment or other materials received from Destination NSW under this RFP process, and it will not copy or otherwise record any information to which it may obtain access without the prior written consent of Destination NSW;
    4. The Confidant agrees to take adequate precautions to preserve the confidentiality of the Confidential Information and not directly or indirectly use, disclose, publish or communicate or permit the use, disclosure, publication or communication of the Confidential Information to any person without the written permission of Destination NSW;
    5. The Confidant acknowledges that Destination NSW is disclosing the Confidential Information in good faith. As such, the Confidant agrees that they will avoid causing harm to or bringing into disrepute or otherwise adversely affecting the image or reputation (including any disparaging comments) of the State of NSW, Destination NSW, the NSW Premier, Treasurer, Minister for Jobs and Tourism and/or the NSW Government using Confidential Information gathered through discussions and/or negotiations with Destination NSW;
    6. The Confidant agrees not to disclose to any third party (including but not limited to any journalists and/or media organisation) any Confidential Information (including but not limited to the nature, amount and reasoning surrounding any event offers and/or negotiations that have or have not been made by Destination NSW), unless agreed to in writing by Destination NSW;
    7. The Confidant must immediately notify Destination NSW of any actual or suspected breach of these confidentiality terms and must co-operate fully with DNSW in determining a course of action to limit any exposure and/or to mitigate the matter;
    8. The Confidant indemnifies Destination NSW and its employees, directors, officers, Organisations and any other representatives against any costs, expenses, damage, harm and loss suffered or incurred by Destination NSW and/or such persons as a result of a breach of these confidentiality terms or any disclosure or use of the Confidential Information other than in accordance with these confidentiality terms by the Confidant or by any person to whom the Confidential Information is made available;
    9. The Confidant acknowledges that any breach of these confidentiality terms will irreparably harm Destination NSW and that a remedy at law may be insufficient to protect the interests of Destination NSW. Accordingly, Destination NSW shall in addition to any other remedies it may have, be entitled to preliminary and permanent injunctive and other equitable relief to prevent a breach or to curtail any breach or threatened breach of these terms;
    10. The obligations of Confidentiality are on-going until Destination NSW gives the Confidant written consent to disclose the Confidential Information, the information must be disclosed at law, or the information is, at the relevant time, in the public domain other than as a result of a breach of these terms. Such consent may be subject to conditions, which must be strictly complied with;
    11. These obligations will survive the termination or expiry of this RFP process;
    12. The Confidant undertakes to disclose any conflicts of interest, real or potential, to Destination NSW, as soon as the Confidant becomes aware of them;

Privacy

11. Destination NSW is committed to maintaining your privacy. Keeping your data safe and increasing accountability and transparency are important principles to us. To read our Privacy Policy – please visit vividsydney.com/privacy. You can opt out at any time

Sponsorship Contract

12. If successful, the applicant acknowledges that it will be required to enter into a contract with Destination NSW which will contain at least the following terms:
    1. ownership of all intellectual property (including copyright) in any project material will vest in and/or be assigned to Destination NSW on a royalty free, for use worldwide, free of charge in perpetuity basis. The charity partner will agree to execute all documents and do all things required for the purposes of giving effect to this. The project material once assigned will be used by Destination NSW, tourism trade stakeholders, media, and the NSW Government;
    2. indemnity to Destination NSW for all work carried out by the charity partner under the contract
    3. agreement to abide by the NSW Government’s Supplier’s Code of Conduct
    4. termination clause allowing Destination NSW to terminate the contract without cause and for any reason by giving 30 days’ notice in writing to the charity partner, such termination being effective upon expiration of the 30-day period
    5. any case studies and public presentations are to be approved by Destination NSW prior to use