rfp & annex.pdf - national gallery singapore

17 November 2020 To the Vendor, Dear Sir / Mdm, REQUEST FOR PROPOSAL FOR “AN EVENING AT THE GALLERY” IN SUPPORT OF NATIONAL GALLERY SINGAPORE’S 5TH ANNIVERSARY CAMPAIGN FOOD AND BEVERAGES EXTERNAL CATERING. Our Ref. No.: TG/RFP/2020/0079

National Gallery Singapore (“The Gallery”) invites Vendor Proposal for the goods and/or services described in detail in the Requirement Specifications and on the terms set out in the Request for Proposal as a whole.

This invitation comprises of the following documents:

- This Covering Letter - Section A Requirement Specifications - Section B Conditions of Contracts - Annex A Layout Plans - Annex B House Rules

Vendors must submit their Vendor Proposal by the Closing Date, which is on Tuesday 1 December 2020, by 5pm. Proposals submitted after the Closing Date shall be disqualified. Submissions shall be sent to the following Gallery representatives via email:

Name: Ervina Chew Designation: Senior Manager (Event Management) Email address: [email protected] Name: Maisarah Binte Mohd Kamil Designation: Assistant Manager (Event Management) Email address: [email protected]

Vendors who wish to seek clarifications on the RFP shall submit their written request no later than 3 working days prior to the closing of the RFP to the Gallery representatives.

We look forward to receiving your proposal.

Yours faithfully

Kola Luu (Mr) Director (Partnership Development) NATIONAL GALLERY SINGAPORE

mailto:[email protected]


SECTION A: REQUIREMENT SPECIFICATIONS

1. INTRODUCTION 1.1. National Gallery Singapore (“The Gallery”) is a leading visual arts institution which oversees

the world’s largest public collection of Singapore and Southeast Asian modern art. Situated at the birthplace of modern Singapore, in the heart of the Civic District, the Gallery is housed in two national monuments - City Hall and former Supreme Court. Reflecting Singapore’s unique heritage and geographical location, the Gallery aims to be a progressive museum that creates dialogues between the art of Singapore, Southeast Asia and the world to foster and inspire a creative and inclusive society.

1.2. “An Evening at the Gallery”, as part of the 5th Anniversary Fundraising Campaign, is a unique

black-tie experience with the objective of fundraising for the Gallery’s general mission and core pillars of support. All funds raised through the Campaign will go toward the core pillars of Collections & Acquisitions, Exhibitions, Curatorial Research, Community & Access and Education.

1.3. Prestigious and exclusive in nature, this fundraiser will see donors as Gallery ambassadors each hosting a table of their guests across a variety of locations within the Gallery. The de-constructed format is unique and aims to create a meaningful experience for all. Guests will also be shown the back-of-house/behind-the-scenes of the Gallery e.g. artwork handling areas, historical spaces of the buildings, exhibition tours, which serves to showcase the impact that donors have on what we do at the Gallery and to create a sense of ownership from their contribution. The details are:

Event name: “An Evening at the Gallery” in support of National Gallery Singapore’s 5th Anniversary Campaign

Date: Thursday 21 January 2021

Time: 5pm to 11pm (refer to programme) Note: Staggered arrival of 5 per group. Staggered dinner timing.

Arrival Points:

• Supreme Court Driveway (Max. 70 pax)

• Padang Atrium (Max. 50 pax) Note: Number of pax include guests who will be seated in restaurants.

Dinner venues:

City Hall Wing

1. Padang Atrium Basement Concourse, Level B1

2. Singapore Courtyard, Level 2

Supreme Court Wing

3. FSC Historical Foyer, Level 3

4. Glass Room, Level 5

5. Supreme Court Terrace, Level 4M

Seating Capacity

Max. 10pax per location (2 tables of 5pax or 1 table of 8 pax) except Supreme Court Terrace Supreme Court Terrace – Max. 30pax (6 tables of 5 or 8 pax)

Dress Code / Theme:

Inspired by Georgette Chen: At Home in the World exhibition which will be opened in November 2020

1.4. National Gallery Singapore presents Georgette Chen: At Home in the World that invites

visitors to uncover the fascinating story of Georgette Chen (1906-1993), a key figure in the development of modern art in Singapore. The first major museum retrospective of the artist in

more than 20 years, Georgette Chen: At Home in the World will feature her most significant works alongside a wealth of newly discovered archival materials.

1.5. Vendors are required to submit a proposal consisting of an exquisite menu and beverages that draws inspiration from Georgette Chen: At Home in the World exhibition, cost proposal services listed in the Scope of Work, track record accompanied by company’s portfolio, as well as samples of relevant past projects.

1.6. The submitted cost, vendors’ track record and the Gallery’s requirements will be used for the purposed of evaluation.

1.7. The Gallery shall have the right to accept parts of offers from one or more vendors except in the case of vendors that expressly stipulate to the contrary in their offers.

1.8. The Gallery shall have the rights to amend the event details and format.

1.9. The vendor must abide to all safe management regulations and advisories put forth by National Gallery Singapore and relevant authorities in Singapore.

2. FUNCTIONAL REQUIREMENT

2.1. The functional requirement is based on 10 pax per venue (2 tables of 5 or 1 table of 8) with

exception of Supreme Court Terrace at 30 pax (6 tables of 5 or 8). The vendor shall quote based on each venue.

2.2. Vendor shall provide the following items and services within the provision sum of $350 nett per pax (inclusive of GST):

S/N Description

1 Sit-down dinner

• 4-course menu

• Minimum 2 main course choices

• Vegetarian / Vegan menu option available (menu to be included in proposal)

• Separate arrangement for Halal meals, if required

• To note all special dietary requirements

• Menu to be inspired by Georgette Chen: At Home in the World exhibition

2 Beverages (Free flow)

• Premium Champagne

• Premium White wine

• Premium Red wine

• Juices

• Soft drinks

• Water (still / sparkling / warm options)

3 Manpower and Tableware

• Glassware, cutleries, and all necessary catering equipment for the event

• Transportation for pre-setup and teardown

• Manpower including but not limited to service staff, bar, stewarding and culinary staff

• All service staff to be dressed in formal full black attire. Vendor to include photo of the attire.

• Back-of-house logistics (i.e. tables, chair, floor protection, partition to block off back-of-house space from guests)

• To steam iron all linen / tablecloth

4 Food tasting (after confirmation)

• Minimum 4 pax for food tasting

Optional:

1. Welcome Drinks

• To be served at 2 arrival points

• Supreme Court Driveway (Estimated 70pax)

• Padang Atrium (Estimated 50pax)

• Staggered arrival of guests in 5pax

• Premium Champagne, Wines, Juices, and Still / Sparkling Water Note: Subject to safe regulations set by authorities

2 Corkage waiver for all wines, champagne, sparkling and hard liquor

• Vendor to indicate the maximum quantity if unable to waive all bottles

• If rental of glasses is required, vendor to indicate the cost

3 Logistics

• Tables and chairs for guests (long or round tables)

• Table setup for either 2 tables of 5 or 1 table of 8 per location except for Supreme Court Terrace.

• To propose table layout in consideration of safe management regulations

4 Food Tasting (before confirmation)

• Option to arrange for food tasting before confirmation (to quote per pax)

2.3. The minimum guaranteed number of pax for the event is 8 pax per location. The Gallery

shall have the right to reduce or increase the number of pax and inform the vendor 2 week prior to the event.

2.4. Vendor to review and assess the venue space before proposing the appropriate set up and execution for the event. Layout Plan is included in Annex A.

2.5. Vendor to adhere to the stipulated move-in and move-out time:

Move-in: Wed, 20 Jan 2021, 7.30pm to 12mn Thu 21 Jan 2021, 3pm to 5pm Note: Supreme Court Foyer level 3 can only move in after 11pm (subject to restaurants’ operating hours)

Move-out: Thu, 21 Jan 2021, 11pm to 1am Note: Supreme Court Foyer level 3 can only move-out after 11pm (subject to restaurants’ operating hours)

2.6. Vendor to adhere to National Gallery Singapore House Rules included in Annex B.

2.7. Vendor must deliver the service, food and beverages on Thursday 21 January 2021.

The Gallery’s Representative(s) for this Contract and the corresponding contact details are as follows:

Name: Ervina Chew Designation: Senior Manager (Event Management) Email address: [email protected] Name: Maisarah Binte Mohd Kamil Designation: Assistant Manager (Event Management) Email address: [email protected]



3. FEES, PRICE AND PAYMENT SCHEDULE

Stage % of Contract Price Cumulative Total

30 calendar days from the delivery of all satisfactory goods and services as quoted and receipt of the invoice

100% 100%

1) Vendor must indicate their proposal fee structure / price as required by this RFP.

2) Vendors must satisfy themselves before submitting any Vendor Proposal as to the correctness and sufficiency of their Offer Price for the execution and complete provision of all goods and/or services required under this RFP.

3) The Offer Price set out in the Vendor Proposal shall be deemed to have included the delivery of all goods and/or the performance of all services to meet the Requirement Specifications in full.

4) Please indicate in your proposal if you are / are not a taxable person under the Goods and Services Act and provide your GST registration number

5) Gallery reserves the rights to cancel or postpone the event with a written notice to the vendor, minimum 3 weeks prior to the event.

4. CONTRACT PRICE 4.1. For supplier to enclose the price breakdown based on each venue:

S/N Description Quantity Unit Rate

S$ Total Price

S$

1 Sit-down dinner

• 4-course menu

• Minimum 2 main course choices

• Vegetarian / Vegan menu option available

• Separate arrangement for Halal meals, if required

• To note all special dietary requirements

• Menu to be inspired by Georgette Chen: At Home in the World exhibition

2 Beverages (Free flow)

• Premium Champagne

• Premium White wine

• Premium Red wine

• Juices

• Soft drinks

• Water (still / sparkling / warm options)

3 Manpower and Tableware

• Glassware, cutleries, and all necessary catering equipment for the event

• Transportation for pre-setup and teardown

• Manpower including but not limited to service staff, bar, stewarding and culinary staff

• All service staff to be dressed in formal full black attire. Vendor to include photo of the attire.

• Back-of-house logistics (i.e. tables, chair, floor protection, partition to block off back-of-house space from guests)

• To steam iron all linen / tablecloth

4 Food tasting

• Minimum 4 pax for food tasting

Total Price excluding Singapore Goods and Services Tax (GST)

Service Charge (if any)

7% GST

Total Price including 7% GST

4.2. Vendor may attach the proposal in their own format with the listed requirements in this RFP. Vendor to quote based on each venue.

5. SCHEDULE OF PERSONS EMPOWERED TO ACT

5.1. Please provide the list of persons empowered to sign contract documents and act on the firm’s / company’s behalf using the table below:

Name NRIC No. Position Held

6. ATTACHMENT Annex A - Layout Plans

Annex B - National Gallery Singapore House Rules

Optional items:

1 Welcome Drinks

• To be served at 2 arrival points

• Supreme Court Driveway (Max 70pax)

• Padang Atrium (Max 50pax)

• Staggered arrival of guests in 5pax

• Premium Champagne, Premium Wines, Juices, and Still / Sparkling Water

Note: Subject to safe regulations set by authorities

2 Corkage waiver for all wines, champagne, and hard liquor

• Vendor to indicate the maximum quantity if unable to waive all bottles

• If rental of glasses is required, vendor to indicate the cost

3 Logistics

• Tables and chairs for guests (long or round tables)

• Table setup for either 2 tables of 5 or 1 table of 8 per location except for Supreme Court Terrace.

• To propose table layout in consideration of safe management regulations

4 Food Tasting

• Option to arrange for food tasting before confirmation (to quote per pax)

Total Price excluding Singapore Goods and Services Tax (GST)

Service Charge (if any)

7% GST

Total Price including 7% GST

SECTION B: CONDITIONS OF CONTRACT

Should your offer be accepted, the Terms and Conditions as set out in this Section shall govern the

Contract between The Gallery and your company. 1. SCOPE OF CONTRACT 1.1 The Vendor shall carry out and complete the supply of all items of Goods and perform Services

in accordance with the Contract. Unless otherwise stated in the Contract, all Goods shall be new and unused.

2. DELIVERY 2.1 The Vendor shall deliver the Goods and perform the Services by the Delivery/Performance Date

and in the manner specified in the Contract. The Vendor shall obtain a receipt therefore from The Gallery. The issue of such receipt shall in no way relieve the Vendor from his responsibility for replacing defective or damaged Goods or for rectifying deficient Services under Clause 3 hereof.

3. WARRANTY 3.1 The Warranty Period shall commence on the date of receipt of the Goods and on the date of

acceptance of the Services in Singapore. The length of the Warranty Period shall be twelve (12) months or such period as agreed in writing.

3.2 Where during the Warranty Period, any Good(s) is found to be:

(a) Defective in design, materials or workmanship; or (b) Not in accordance with the Contract or any specifications incorporated in the Contract by

written agreement; or (c) Having been installed, operated, stored and maintained in accordance with the written

instructions of the Vendor, fails to function properly or fails to meet any performance guarantees or specifications published by the Vendor as applicable to the Good(s);

then unless it is shown that the foregoing is caused solely by improper use or mishandling by The Gallery, the Vendor shall, at its own expense (including transportation costs), at the written notification of The Gallery, replace, rectify or completely repair the damaged or defective Good(s). The Vendor may, in lieu thereof, elect to replace the damaged or defective Good(s).

3.3 If any Service performed is found during the Warranty Period to be deficient, the Vendor shall at

the written notification of The Gallery, rectify the same, at the expense of the Vendor within thirty (30) days of receipt of The Gallery’s written notification or within such time as mutually agreed in writing between parties.

4. PAYMENT 4.1 Within thirty (30) days from the date of invoice or date of receipt of invoice of any Goods

delivered and Services performed in accordance with Clause 2.1 of the Contract and upon presentation by the Vendor of his bills in accordance with such means and in such format as may be specified by The Gallery and The Gallery's receipt as referred to in Clause 2.1 of the Contract, The Gallery will make payment to the Vendor of the full value of all Goods so delivered and Services so performed provided that no payment shall be considered as evidence of the quality of any Goods and Services to which such payments relates nor shall it relieve the Vendor from his responsibilities under Clause 3 hereof.

4.2 Where delivery is by consignments, payment will be made within 30 days after delivery of each consignment and the receipt of the documents referred to in Clause 2.

5. RIGHTS OF THIRD PARTIES

5.1 A person who is not a party to this Contract shall have no right under the Contracts (Rights of

Third Parties) Act to enforce any of its terms.

6. SUB-CONTRACTING AND ASSIGNING

7.1 The Vendor shall not sub-contract or assign the Contract without the prior written consent of The

Gallery. 7. SUSPENSION OR TERMINATION 7.1 The Gallery shall, after giving seven (7) days prior written notice to the Vendor, have the right

to suspend or terminate the Contract if The Gallery is affected by any state of war, Act of God or other circumstances seriously disrupting public safety, peace or good order of the Republic of Singapore. Neither party shall be liable to the other by reason of such suspension or termination save that The Gallery shall pay the Vendor the price of the Goods delivered and accepted by The Gallery as at the date of written notice of termination or suspension. The Gallery shall have title to such Goods delivered and accepted. The Vendor shall refund the balance of any payments or deposits made after deducting any outstanding sums owing by The Gallery to the Vendor by reason of this Clause.

8. GIFTS, INDUCEMENTS AND REWARDS 8.1 The Gallery may terminate the Contract and recover from the Vendor the amount of any loss

resulting from such termination, if the Vendor shall have offered or given or agreed to give to any person any gift or consideration of any kind as an inducement or reward for doing or forbearing to do or for having done or forborne to do any action in relation to the obtaining or execution of the Contract with The Gallery or for showing or forbearing to show favour to any person in relation to any Contract with The Gallery, or if the like acts shall have been done by any person employed by the Vendor or acting on his behalf (whether with or without the knowledge of the Vendor).

9. VARIATION 9.1 No variation whether oral or otherwise in the terms of this Contract shall apply thereto unless

such variation shall have first been expressly accepted in writing by the Vendor and the authorised contract signatory of The Gallery.

10. APPLICABLE LAW 10.1 The Contract shall be subject to, governed by and interpreted in accordance with the Laws of

the Republic of Singapore for every purpose. 10.2 For the avoidance of doubt, until The Gallery issues a Letter of Acceptance, an Order message,

or Purchase Order, this document (i) is not a contract and shall in no way be construed as creating any legally binding obligation to purchase any Goods and/or Service from any Supplier; and (ii) shall not be construed as providing or implying that a contract will be entered into with any supplier.

11. VENDOR PROPOSALS 11.1 Vendor Proposals and all supporting technical data and all documentation submitted as part of

the Vendor Proposal must be written or properly translated into the English language.

11.2 Vendor Proposals and all accompanying documents, plans, drawing, materials or other items

that are submitted by Vendor in response to this RFP shall become the property of The Gallery.

11.3 Vendor Proposals submitted shall remain valid for a period of three (3) calendar months and

during such extension of the period as may be agreed in writing between Vendor and The Gallery.

11.4 Any Vendors that withdraw Vendor Proposal after the Closing Date are liable to be debarred

from The Gallery’s future quotations and tenders. 11.5 The Gallery does not bind itself to accept any of the Vendor Proposal submitted. The Gallery

shall be under no obligation to accept the lowest or any Vendor Proposals.

11.6 The Gallery is not under any obligation to inform any Vendor of the reasons for non-

acceptance of a Vendor Proposal. 12. CONFIDENTIALITY 12.1 Except with the consent in writing of The Gallery, Vendors shall not disclose to any third

parties, this RFP, and any information, instructions, plans, drawings, specifications, documents, materials and other items shown or given to Vendors pursuant to this RFP by or on behalf of The Gallery.

NATIONAL GALLERY SINGAPORE Locations

Confidential 2

Arrival Points:

1. Padang Entrance

2. Supreme Court Driveway

Confidential 3

Dinner Location:

Padang Atrium,

City Hall Wing, Level B1

Confidential 4

Dinner Location:

Singapore Courtyard,

City Hall Wing, Level 2

Confidential 5

Dinner Location:

Supreme Court Foyer

Supreme Court Wing, Level 3

Confidential 6

Dinner Location:

Supreme Court Terrace

Supreme Court Wing, Level 4M

Confidential 7

Dinner Location:

Glass Room

Supreme Court Wing, Level 5

Version 1.7 (subjected to revision without prior notice) Page 1 of 12

National Gallery Singapore

House Rules

Applicable to all venue spaces unless otherwise stated

Table of Contents

1. Definition and Interpretation ................................................................................................... 2

2. Laws and Regulations ............................................................................................................. 3

3. Use of Venue Spaces ............................................................................................................... 3

4. Permits and Licenses .............................................................................................................. 3

5. Entry into The Gallery .............................................................................................................. 4

6. Handover Inspection (Pre-Event and Post-Event) ................................................................ 4

7. Protection to the Flooring ....................................................................................................... 5

8. General Cleanliness ................................................................................................................. 5

9. Safety and Security .................................................................................................................. 6

10. Fire Safety ................................................................................................................................. 7

11. Provision of Security Officer .................................................................................................. 7

12. Catering ..................................................................................................................................... 8

13. Structural .................................................................................................................................. 8

14. Electrical ................................................................................................................................... 9

15. Air-Conditioning ..................................................................................................................... 10

16. Use of Lift ................................................................................................................................ 10

17. Audio, Visual & Lighting........................................................................................................ 11

18. Carpark .................................................................................................................................... 12

19. General Museum Environmental Controls (Plants in the Museum) ................................. 12

20. Miscellaneous ......................................................................................................................... 12


1. Definition and Interpretation

1.1. In these Terms and Conditions, the following terms have the following meanings, unless

the context requires otherwise:

a. “House Rules” refers to this entire document set by The Gallery for the use and operation

of any Premises at which any Event is held

b. “The Gallery” refers to National Gallery Singapore

c. “The User” refers to the name of the company or individual, in this instance, who intends to

use the Venue Spaces within The Gallery for their events

d. “Venue Spaces” refers to the venue space stated in the Proposal for hirers to rent for their

events

e. “Event” shall mean corporate functions such as gala dinners, corporate retreat or other

occasions, and programme, seminar/workshops or private functions such as birthday or

other celebratory occasions

f. “Move-In” refers to the start time for the contracted venues stated in the Proposal before

anyone is allowed to enter into the contracted venue space for set up

g. “Move-Out” refers to the end of the tear down time as contracted in the Proposal of which

the Venue space has to be returned to The Gallery in its original condition

h. “Premises” shall mean all areas within The Gallery managed by The Gallery

i. “Republic of Singapore” refers to Singapore


2. Laws and Regulations

2.1. The User shall ascertain and comply fully and promptly, at his own cost and expense, with

all laws and regulations of the Republic of Singapore, and with all conditions and

requirements of the Government departments, and the relevant authorities (constituted

under any written law for the time being in force).

2.2. Smoking is strictly prohibited in The Gallery in accordance with NEA regulations relating to

public spaces.

3. Use of Venue Spaces

3.1. The Venue Spaces shall be used solely for the purpose of the scheduled Event.

3.2. The following activity/events are not allowed in The Gallery:

a. Political, religious or any events which are socially sensitive in nature

b. Weddings or Ceremonial events

c. Sales of Products or Services or Roadshows at The Gallery in conjunction with an event

d. Benefits or events designed for soliciting business

e. External ticketed performance or events without prior consent from The Gallery’s

Management

f. Exhibition or display of commercial artwork without prior consent from The Gallery’s

Management

3.3. Animals and pets are not permitted into any part of The Gallery, except with prior approval

from The Gallery.

3.4. The Gallery reserves the rights to require The User to limit the noise levels and regulate

the volume of any sound, music and performances from Audio-Visual (AV) or Public

Announcements (PA) equipment or systems at the Venue Spaces that might affect or

cause any disturbance and discomfort to the general public and visitors of The Gallery.

4. Permits and Licenses

4.1. It is the sole responsibility of The User to obtain and comply with all requirements of any

licenses, permits or other approvals that is required by all relevant authorities and under

any laws prior to Move-In. The list of possible licenses and permits is attached below. The

list is not exhaustive and The User is to make his own inquiries into what licenses, permits

or approval are required for the Event:

a. Public Entertainment License (PELU), Singapore Police Force (SPF)

b. Arts Entertainment License, Media Development Authority (MDA)

c. Copyright Music License from Composers and Authors Society of Singapore Pte Ltd

(COMPASS)

d. Film Classification rating certificates from the Board of Film Censors, Media Development

Authority (MDA)

e. Fire Safety (Refer to 10.5): Temporary Change of Use license

f. Workplace Safety & Health (Refer to 9.9): Certificate of Factory Registration

g. Structure (Refer to 13.3): Professional Engineer Endorsement

h. Electrical (Refer to 14.3): License Electrical Worker Endorsement

i. General Radio Communication License from Infocomm Development Authority of

Singapore (IDA)

j. Food Hygiene / Sale of Food Licenses from National Environment Agency (NEA)


k. Animal Exhibition License from Centre for Animal Welfare and Control and the Agri-Food &

Veterinary Authority (AVA)

l. Advertisement License from Building and Construction Authority (BCA) lucky draw

application from gambling suppression branch of the Criminal Investigation Department

(CID) of SPF

m. Licenses, Collectors Certificate of Authorisation (CCA) or fund-raising event from SPF

and/or NCSS

4.2. Copies of these licenses and permits need to be submitted no later than 14 days before

Move-In date, failing which your event or performance may be deemed cancelled.

5. Entry into The Gallery

5.1. The User shall be required to submit the nominal namelist (Annex C) of their staff and

workers entering the Premises and Risk Assessment at least 7 days in advance for

application of Permit to Work (PTW) (Annex D).

5.2. All staff and contractors of The User are to report at Security Counter (located at City Hall

loading bay) to exchange their personal identity card (Work Permit/Driving License/NRIC)

for an identification tag issued by The Gallery and wear it at all times while in the

Premises.

5.3. An administrative fee of $20 (subjected to prevailing government tax) per pass will be

imposed for any lost or damaged passes.

5.4. The Gallery reserves the right to refuse admission to any persons or require The User to

leave the Venue or The Galley if, in its opinion:

a. The User has caused, or is likely to cause any safety concerns, embarrassment, nuisance

or annoyance to the general public or to the staff of The Gallery

b. The User had breached or is likely to breach any of these House Rules

c. Inappropriate photography or recording

d. Sustained disruption of community events, including talks and presentation

5.5. All staff, contractors and guests of The User must adhere to the agreed Venue Spaces,

work routes and movement within The Gallery. This includes the use of the loading bay,

walkways, staircase and toilets; which will be advised by The Gallery.

5.6. Loading and Unloading Bay

a. The loading bay is accessible via Supreme Court Lane, for loading and unloading purpose

only (no parking is allowed). Prior notice is required.

b. It is the driver’s responsibility to comply with all rules and regulations stipulated by the

Land Transport Authority (LTA).

6. Handover and Takeover Inspection (Pre-Event and Post-Event)

6.1. Mandatory handover inspections will be carried out before the Move-in and after the Move-

Out. In the event The User is absent, he/she should authorise a representative to be

present for the handover inspection to ensure that the Venue Spaces are handed over to

The User in its “as is” condition, and returned to The Gallery in its “as is” condition.


6.2. At the completion of each Event, The User shall remove all set up (including all temporary

protection for floors, columns etc.), clean the event space to the satisfaction of The Gallery

and highlight any damages (if known) caused in the duration of the event.

6.3. For damages discovered at the post-event inspection during Move-Out, the rectification

cost shall be borne by The User. This includes any further cleaning deemed necessary by

The Gallery and repairs to damage caused by decorations, signs, banners, streamers and

stickers being affixed to any surfaces of The Gallery.

6.4. The Gallery’s Managing Agent (MA) will represent The Gallery for the handover and

takeover inspections.

7. Protection to the Flooring

7.1. All floor surfaces of The Gallery’s Premises must be protected from damage. The User

and their contractors are advised to arrange proper canvas and carpets/plywood along the

delivery route and venue spaces.

7.2. If protective materials, wires or other items are to be secured on the flooring, only gaffer

tapes (Lemark/Progaff/approved equivalent brands) may be used. The User shall ensure

that there is no residue left behind after the removal of the tapes.

7.3. City Hall Chamber: Strictly no taping on the flooring; including the usage of approved

gaffer tapes. All cables will have to be protected using rubber cable cover.

7.4. For works which will cause any form of spillage on the floor, it is required to use plastic

over-lays or drop sheets.

7.5. No materials, goods or equipment shall be dragged along the floors. For heavy loads,

trolleys with non-marking rubber castors must be used.

7.6. The User shall ensure that all equipment and furniture should be placed with a felt or

rubber pads protective base. This includes the legs of all tables and chairs.

7.7. Any spillage must be cleaned immediately.

8. General Cleanliness

8.1. The User shall be responsible for ensuring that the Venue Spaces are kept clean and tidy

at all times.

8.2. All structures, empty pallets, empty wooden cases, empty wooden crates, plastic boxes,

exhibit packing and the associated leftover material must be cleared by The User and their

appointed Contractors.

8.3. In the event that extra cleaning is undertaken during or following The User’s use of the

Venue Spaces, The User shall pay such additional charges as billed by The Gallery. The

cleaning fee shall be final and conclusive based on the quotation from the appointed

cleaning company.

8.4. The User shall ensure that all wastes generated as a result of their activities are properly

contained and disposed outside of The Gallery’s Premises immediately after the Event.


8.5. The User shall use the approved routing for the transportation of waste. The User shall be

responsible for preventing any spillage along the way.

8.6. The User shall ensure that their contractors do not wash themselves or their tools,

equipment, boots, paint brushes etc. in the toilet. The Gallery shall impose cleaning fee for

such incidents.

8.7. The User shall ensure that their caterer do not dispose food waste/liquids and/or other kind

of foreign substances into the toilet bowls, urinals, wash bowls and other apparatus.

9. Safety and Security

9.1. All goods and other properties brought into The Gallery will be at the owner’s risk and The

Gallery does not accept any such goods or other properties into its charge or control, and

shall not be in any way responsible for any theft, loss or damage of such goods or other

properties.

9.2. Any unattended material or items left at the Venue Spaces and the storage facilities after

Move-Out will be disposed by The Gallery, and The User or their appointed contractors will

be charged accordingly. The User shall, in addition, indemnify The Gallery against any

liability or claim by a third party whose property was disposed by The Gallery in the

mistaken belief held in good faith (which shall be presumed unless the contrary be proven)

that such property belonged to The User.

9.3. The User shall be entirely responsible for the safety and security of their employees,

contractors, guests and any other persons associated with the Event.

9.4. The User shall ensure that adequate and qualified first aider(s) and/or ambulance(s) are

available to treat their employees, contractors, guests and any other persons working

and/or attending the Event at all times, and wherever appropriate. All first aid provision

and/or ambulance’s locations shall be clearly marked out at the Event.

9.5. Only personnel authorised by The Gallery may handle and operate any in-house technical

equipment (such as lighting, curtain controls and sound consoles). The User is required to

engage the personnel if such arrangement is required.

9.6. The User shall ensure that any works, in particular set up and tear down works carried out

in the Venue Spaces are properly cordoned off from the general public, and appropriate

safety measures are put in place to prevent injury to the general public and visitors.

9.7. The User shall submit a Safety Data Sheet (SDS) for any chemicals intended to be used

in the Premises. Any chemical deemed hazardous to The Gallery shall be removed from

the Premises if forms are not properly endorsed/approved. All SDS shall be submitted at

least 7 days prior to Move-In.

9.8. The User shall adhere and comply with the Workplace Safety and Health (WSH) code of

practice and provide the appropriate quantities and types of Personal Protection

Equipment (PPE) to the workers. Any person(s) found in non-compliance may be asked

to leave the venue.

9.9. Before the commencement of taking over, the User shall submit a notification to the

Ministry of Manpower informing the Commissioner of his proposed intention to occupy or

use National Gallery Singapore as a factory/worksite if he intends to do so.


9.10. The User shall appoint a workplace safety and health officer/co-ordinator to ensure all

work activities carried out by the User or its contractors are in accordance to safety

regulations.

10. Fire Safety

10.1. The User shall ensure and comply with all Fire Safety guidelines put forth by the

Singapore Civil Defence Force (SCDF).

10.2. The User shall ensure that all doorways, exits, escape routes, fire call buttons, fire

extinguishers and stairways are kept clear of obstruction in accordance with FSSB

directives. Please check with The Gallery should you have any queries on this.

10.3. A portable fire extinguisher with capacity of 2.5kg or larger must be present where a

heating source will be used or where there is a potential fire risk. Do not remove a fire

extinguisher from another location where it is protecting another fire risk.

10.4. The Gallery may advise The User of the requirement for a fire safety officer to be engaged

for the Event at its sole discretion. The User shall be responsible for the cost of engaging

such fire safety officer.

10.5. Under the Fire Safety Act, anyone who intends to temporarily change the use of an area

within a building or an outdoor area for the purpose of holding an Event where temporary /

makeshift structures are erected is required to apply and obtain an approval from the

Singapore Civil Defence Force (SCDF).

10.6. Dangerous or Hazardous materials are strictly prohibited in The Gallery at all times. This

includes, but not limited to:

a. Open fire and/or naked flames or use of induction cooker

b. Petrol, LPG gas cylinders, refillable gas cylinders and charcoal

c. Fireworks, pyrotechnics or laser display

d. Radioactive Substances

e. Smoke, Mist, Haze or Dry Ice

f. Confetti

g. Helium Balloons (individual giveaways)

h. Inflammable and explosive devices/material

i. Material that would emit noxious fumes/exhaust/smoke/toxic

11. Provision of Security Officer

11.1. The Gallery may advise The User on the requirement for extra security officers to be

engaged for the Event at its sole discretion.

11.2. The User shall not engage the services of any external Security Company other than The

Gallery’s appointed Security Company unless it has the prior approval of The Gallery.

Such request must be submitted to The Gallery’s in house security department before it

can be allowed. However, The User is responsible to ensure that the security service from

an external licensed company for the Event complies with the following:

a. Possess a security license recognised by the Government of the Republic of Singapore


b. Work and cooperate with The Gallery’s security team and shall comply with the existing

security procedures and protocols of The Gallery

c. Provide incident Reports to The Gallery in the event that any incidents occur

11.3. For the security service arranged by The User, he/she must submit a Security Deployment

Plan to The Gallery 1 month prior to Move-In with the following details:

a. Full detail of Security Company

b. A floor plan showing all guard positions within the Venue Spaces

c. A schedule showing the duty hours of each post

d. Key security officer in charge and contact details

e. The User shall be responsible for the costs of engaging such security officers.

12. Catering

12.1. No cooking shall be allowed in The Gallery except within the designated kitchen space.

12.2. Strictly no food and drinks are allowed inside the auditorium. It is the responsibility of The

User to ensure their guests adhere to this house rule.

12.3. The User is fully responsible for the conduct of the caterers engaged and to ensure that

general cleanliness and safety is observed. This includes wiping off any spillage and

grease, sweeping and wet mopping the food preparation area after the event.

12.4. Rubber floor mats at stewarding/clearing and beverage points must be used to prevent

any liquid/food from spilling onto the flooring.

12.5. Caterer shall ensure that all trash-points are checked, cleared, and replaced with new

trash bags when they are three-quarter filled to avoid spillages onto the floor. All spillages

(food & beverages) are to be cleared and cleaned immediately.

13. Structural

13.1. All structures must be free standing and self-supported. No hanging, mounting or

plastering from the ceiling, pillars, walls and glass panels are allowed. Fixings to the

surface of the floors to secure structures are not allowed.

13.2. The User shall not be permitted to interfere with nor to make alterations, attachments or

additions to the Venue Spaces; nor to place any loads on any beams, pillars or other parts

of the structure of The Gallery.

13.3. Professional Engineer (PE) Endorsement

a. For any structural set up such as backdrops, booth, tentage (subjected to The Gallery’s

prior approval), a Qualified Professional Engineer (QPE) shall be engaged to design,

supervise and inspect the erection of the structure and lightning protection system for

external structures, and to ensure the entire structure are constructed accordance to

Building and Construction Authority (BCA) requirements or Singapore Standard (SS 555

2010) and relevant Code of Practice (CP) – i.e. CP 5 & CP 88.

b. The QPE must furnish the following at least 7 working days prior to any set up:


i. Plans and Structural details and calculations prepared and signed by a qualified

professional engineer

ii. Plans and complete lightning protection system prepared and signed by a

qualified professional engineer

13.4. PE Endorsement Certification Requirement

a. Backdrop/Structure below 4m – subject to The Gallery’s safety officer representative’s

review based on the drawing submitted

b. Backdrop/Structure above 4m – PE certification required

13.5. It is The User’s responsibility to ensure that the set up does not exceed the maximum

loading capacity of the venue space’s load limit.

14. Electrical

14.1. When electrical supply is tapped from any 13amp socket, The User needs to provide their

own Residual Current Circuit Breaker (RCCB)/Earth Leakage Circuit Breaker (ELCB) to

prevent tripping of the main electrical riser due to faulty equipment.

14.2. There is to be no usage/tapping of power from any of the power points / electrical sockets

location in The Gallery without prior approval. All cables must be fixed and covered with

cable tray.

14.3. Provision of other Power Source (20amp and above)

a. In accordance with the Energy Market Authority (EMA) requirements, there must be a

Licensed Electrical Worker (LEW) to be in charge of the design, installation, supervision,

testing, commission and maintenance of any electrical installation.

b. Any termination of electrical circuit and installation temporary DB supply have to be

approved by The Gallery’s appointed LEW. The User will have to pay the appointed LEW

directly for any fee incurred.

c. After installing, testing and inspecting, the LEW whom designed or supervised the

construction of the electrical installation will have to certify the fitness of the installation and

furnish the following 7 working days prior to the Move-in:

i. Single Line Drawing (SLD)

ii. Submit estimated power consumption for different usage

iii. Complete and issue the Certificate of Compliance

iv. Submit test report for any testing/setting of the breaker such as shunt trip, earth

fault etc.

d. The LEW must also be present when electricity is supplied to all appliances and

equipment.

e. The User is advised to check on site for the type of connection to the power source (C-

Form or Isolator).

f. All electrical fuses and switches must be enclosed in approved enclosures and isolated

from the public.


14.4. Power Generator

a. Usage of power generator will be subjected to The Gallery’s prior approval and the

designated location.

b. All installation for power generation must comply with the relevant Code of Practice (CP) –

CP 5 and CP 88.

15. Air-Conditioning

15.1. Air-conditioning is not provided in the venue spaces during the build-up or tear-down

period. If applicable, the User need to make prior arrangements with The Gallery for air-

conditioning during these periods. Do note that additional charges may be applicable.

15.2. The venue space’s temperature will be maintained at 24°C ± 1°C during events.

15.3. The request of air-conditioning during the build-up and tear-down period is subject to the

following conditions:

a. The air conditioning request must be in a continuous block of two (2) hours minimum

duration.

b. The venue space must be cleared of any form of waste that may damage the air

conditioning and affect the indoor air quality (such as sawdust, glue, adhesives, paint etc.)

so they do not affect the air-conditioning system.

c. Major painting of display and exhibition materials is not allowed within the Premises. The

following guidelines must be adhered to for minor painting touch-up work:

i. Only non-toxic water-based paints permitted

ii. Spray painting, nitrate paints and lacquers are not permitted within The Gallery

15.4. Air-Condition Vents

a. Extra care should be taken to ensure drapes and other related items are not positioned so

as to obstruct airflow from air-condition vents. Drapes and other related items must be

rigged below the level of the vents.

b. There should be no adjustment to air vents position without The Gallery’s approval.

16. Use of Lift

16.1. When using the designated lift, do ensure proper protection of the fittings, wall and flooring

by means of plastic sheets and plywood sheets when using the lift to transport goods/food.

16.2. Passenger Lifts – Strictly for passenger use. No delivery of goods, food & beverages.

16.3. Service Lift – Delivery of goods, food & beverages.

16.4. Art Handling Lift – Strictly no transportation of organic items (i.e. soils, plants & flowers),

food and beverages. The User must send in the request to use the lift to The Gallery for

processing and approval at least 7 working days prior to the intended date.


17. Audio, Visual & Lighting (AVL)

17.1. The Gallery’s AVL team is in-charge of managing The Gallery’s appointed technicians for

all in-house AVL requirements. They will determine the duration and number of manpower

required for set up, rehearsals, actual event and tear down based on the requirements of

The User. Technicians shall be hired at a separate cost which will be borne by The User.

17.2. The User shall include Stage Managers, Lighting Programmer / designer and sound

designer as part of their production team, if necessary. This shall not be the role of The

Gallery’s AVL team and its appointed technicians.

17.3. Upon confirmation of the scheduled Event, all AVL requirements are to be submitted for

review within 8 weeks prior to Move-In. Required information includes:

a. Programme schedule (including set up and tear down)

b. Equipment List (in-house and external)

c. Lighting (LX) Plan (if any, for auditorium)

d. Production Team list

17.4. The Gallery’s AVL team shall not provide any form of background music.

17.5. Please refer to Annex A on the available equipment by The Gallery and submit your

request minimum 8 weeks prior to Move-In. Venue wide inventory are subject to

availability. The Gallery cannot guarantee the availability of last minute requests for

equipment.

17.6. In the event whereby the equipment is damaged or lost due to mishandling by The User

and/or its contractor, The User will have to bear all responsibilities and replacement cost.

17.7. External Sound Contractor

a. Any external equipment brought-in by The User must be set up and operated by The User

and their appointed contractor(s).

b. All external equipment used in the Event must be communicated to The Gallery during

production meetings prior to Move-In to determine suitability, compatibility and safety

considerations. This includes but not limited to the type, brand & model of smoke

machines, clamps, shackles and its required certifications.

17.8. Special Lightings

a. All façade (URA approved) and indoor special lighting are programmed for The Gallery’s

operation hours.

b. Requests for indoor lighting adjustments are to be submitted to The Gallery’s AVL team for

approval.

17.9. Food and Beverages are not allowed in the control rooms, near equipment or equipment

controller areas.

18. Carpark

18.1. All vehicles have to be parked in an orderly manner, in the designated carpark lots.


18.2. Red parking lots are reserved lots for private use.

18.3. Any unauthorised vehicle parked at the red lots or handicap lots will be wheel clamped.

18.4. Drivers are required to report any accidents within the carpark immediately to the security.

18.5. Drivers are advised to park at their own discretion. The Gallery will not be held responsible

for any loss or damage in the carpark.

18.6. Operating Hours

a. Monday to Thursday: 0700hrs – 0030hrs

b. Friday, Saturday and Eve of Public Holidays: 0700hrs – 0230hrs

c. Sunday and Public Holidays: 0700hrs – 0030hrs

18.7. Height Limit

a. The height limit for the carpark is 1.9 metres.

18.8. Reservation of Car Park lots

a. Reservation of lots are subjected to prior approval from The Gallery. A minimum of 2 week

notice will be required. The Gallery reserves the rights to limit the number of reserved lots.

18.9. Complimentary Parking Rules

a. Car park reservation is for single entry per vehicle and shall be non-refundable and non-

extendable. Each driver shall pay the carpark charges for any period of time beyond the

complimentary period.

19. General Museum Environmental Controls (Plants in the Museum)

19.1. Please refer to Annex B for more details on bringing in plants or cut flowers for the Event.

20. Miscellaneous

20.1. The User shall read, understand and acknowledge The Gallery’s House Rules. The User

is strongly encouraged to clarify with The Gallery should there be any questions,

ambiguities or uncertainties.

20.2. The user shall complete the checklist in Annex E and submit to The Gallery two weeks

prior to move-in date.

20.3. The Gallery reserves the right to amend any of the above rules from time to time at its

absolute discretion without prior notice.

rfp & annex.pdf - national gallery singapore

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