TRIATHLON ASSOCIATION OF HONG KONG CHINA (“TriHK”)

TENDER NOTICE (Date of Notice: 2 September 2026)

Our Reference:

TRIHK/WC2026/TS

Invitation for Tender:

Invitation for Tender for the provision of Timing Service for the 2026 World Triathlon Cup Hong Kong in November 2026 (“the Event”).

Subject:

TriHK intends to appoint a service provider to provide Timing Service for the 2026 World Triathlon Cup Hong Kong (the “Service”) in Hong Kong (the “Venue”), to be held on 7 and 8 November 2026 (the “Period”)

Description of Services to be provided:

Service Requirements

The Service Provider shall secure the required quality if basic timing and result service, work on a “near invisible” basis during the vent, with absolute minimal presence on the event course, must be able to produce data displaying the result of the event, including each individual leg (swim-bike-run) and with multiple splits during each le, where course layouts accommodate this, provide a director connection to the graphic company to provide the basic timing service data (if applicable), the timing system must be hidden from Media, Broadcast and still photographers (where possible).

Timing System

Requirements of the Transponder System:

1.      Timing system track record – The transponder timing system has been used in World Triathlon Championships Series or World Triathlon Cup events before without problem.

2.      Approved transponder technology - The system must utilize active chip technology or World Triathlon-approved technology. Non-World Triathlon-approved transponder timing systems are strictly prohibited.

3.      Detection reliability - The system must deliver nearly 100% detection rate to ensure all athlete split times are captured without data loss.

4.      Split time capture – The system must be capable of recording all individual leg splits, including multiple splits across the swim (water exit), bike, and run courses.

5.      Transponder attachment - Transponders must be securely attached to the athlete's ankle using a band that does not hinder performance. Providing a secondary transponder on the opposite ankle is strongly recommended to prevent data loss if a chip is lost during the swim.

6.      Regulatory compliance – The system must comply with CE and FCC regulations.

7.      Equipment weight limit - The total weight of the timing equipment must not exceed 20 kg.

8.      Athlete lounge distribution - Transponders have to be provided for the athlete lounge in envelopes with athlete number and category (e.g. Elite Men, Elite Women) information on the envelope.

9.      Real-time data integration - Transponder data for all main and intermediate split points must feed live, real-time results directly into the Service Provider’s timing software.

10.  Detection loop specifications – The system shall be able to vary in width from two to eight meters without obstructing the course; the thickness of the detector loops should be 6mm maximum.

Use of Timing System:

1.      Discipline timing setup - Timing system should be installed to isolation each discipline (swim, Transition One (T1), Bike, Transition, bike, transition two (T2) and run) and capture multiple split times during each leg (if the athlete exit swim after each lap and if athletes lap through transition area during the bike and the run) and provide backup lap counting on the bike and run segments. The following time data is required:

-          Swim Intermediate times

-          Transition 1 Time

-          Bike Lap Time

-          Intermediate Bike lap times (the system should be placed approximately mid-way on bike lap)

-          Transition 2 Time

-          Run Lap Time

-          Intermediate Run lap times (the system should be placed approximately mid-way on Run lap)

-          Finish Time

2.      Live real-time connection – The Service Provider must have live real-time connection to timing locations to pull or retrieve data with as minimal latency as possible. World Triathlon emphasizes the use of direct cable connections to the timing locations and avoids Wifi or cellular connections at the venue.

3.      Internet connection priority - The Service Provider must aim to use the internet, a base connection via DSL, or a cellular connection in that order of priority

4.      Data transport restriction - Manually transporting times via a USB or similar device is not allowed.

Software:

1.      Live software data stream – The Service Provider’s software must be able to receive transponder data live in real-time from the locations of the timing systems.

2.      Broadcast graphics integration - The captured data will be accessible in real time with direct access to the data provided to the Broadcast Graphics company; connection details to be provided by the Broadcast Graphics company.

3.      Manual status inputs - Additional information coming from the Field of Play will be included manually by the Technical Official, e.g., DNS, FND, LAP, DSQ, and penalty information.

4.      Live timing API export - World Triathlon requires a World Triathlon live Timing API export to facilitate live timing coverage on the World Triathlon website.

5.      System testing requirements - Test sessions are required, which include timing, results, linking with live timing, and linking with Broadcast graphics, two weeks prior to the event remotely and the day before on-site.

Event Venue Services:

1.      Commentator information system - The timing provider should be able to provide an intranet CIS (Commentator Information System) capable of connecting to various feed points such as the Sports Presentation booth, TV Commentator cabin, and OB van.

2.      Data physical printouts - Physical printouts of all relevant data (e.g start lists, official results) are required.

3.      Mobile and SMS updates - The timing provider should be able to deliver updates via SMS and mobile technology if requested.

4.      Finish display equipment - The timing provider should provide a gantry finish clock or LED screen capable of displaying athlete data such as name, nationality, category, etc. an electronic lap counter, and a scoreboard capable of graphic display.

5.      Printed results distribution - A printed result (as per competition rules) distribution procedure should be able to be delivered.

6.      Field of play operator duties - At least one Field of Play operator is required to:

-          Manage last-minute chip replacement

-          Backup the start signal

-          Identification of chipless athletes

Event Venue Services

Manual Back-up:

1.          System redundancy requirements - All timing systems should work on a failsafe basis, with zero tolerance for data error or system failure due to live Broadcast requirements.

2.          Manual lost chip backup - The timing company must prepare a manual backup to cover the contingency of missed data because of chips lost during competition.

3.          Emergency manual finish backup – In the event of catastrophic and unavoidable failure of the timing systems, the timing company should have a manual backup system to provide accurate finish time and position data.

Photo Finish System:

1.          Certified photo finish services - The Service Provider must supply Photo Finish Services with certified equipment to decide positions on close finishes in the event.

2.          Camera resolution specifications - The minimum resolution of the Photo Finish camera: 1000 pixels high and 1000 frames per second.

3.          Dual camera positioning - Two photo finish cameras must be provided and positioned on either side of the finish Gantry and an official finish line must be marked for the decision of the final result. Mounting the cameras onto the finish gantry scaffolding is preferred to using tripods.

4.          Immediate image export - For close finishes, the Service Provider must be able to export the picture immediately according to a previously agreed communication protocol to the host broadcast company and World Triathlon Media team.

Additional Information to be Considered:

1. Site visit — A site visit will be arranged by TriHK with the Service Provider 1 month before the race.
2. Set up diagram – A set-up diagram must be submitted after the site visit and approved by the race organizer.

3.      Venue setup changes — TriHK reserves the right to alter the venue setup prior to the event, and the Service Provider is expected to accommodate such changes.

4.      Start List - TriHK will provide the start list to the timing company no earlier than 2 days after the event registration deadline. A finalized start list will be made available on the Tuesday of the race week.

5.      Award winner results - Full results of award winners must be made available within 20 minutes after the last athletes of the respective age category cross the finish line unless there is a pending protest whereby the race jury and Service Provider have been informed.

6.      Fee structure breakdown - The proposal submitted must include a breakdown of the actual charging method per race.

7.      Results submission timeline - The service provider is required to submit the full results with all checkpoints (Excel Format) to TriHK within 6 hours of the event completion.

8.      Multi-sports timing experience - Sound timing experience in multi-sports events, such as the World Cup or international events, is expected for consideration of Service Provider selection.

1. Event naming rights — TriHK reserves the right to make final decisions on Event Name and Event Information without prior notice.
2. Tender acceptance — TriHK does not bind itself to accept the lowest tender (or the highest combined score under a marking scheme) and reserves the right to negotiate with any tenderer regarding the terms of the offers.
3. Breach and compensation terms - If the Service Provider cannot fulfill the agreed services or terminates the Agreement during the year, the vendor will be required to compensate TriHK for all associated losses incurred.

Eligibility Requirements:

Tender Submission Requirements
Tenderers must meet the following requirements and provide documentary proof as detailed below:

1.          Company registration documents — Copies of valid company registration documents.

2.          Management experience in sports — Key management staff must demonstrate prior experience in organizing sports events.

3.          Community engagement experience — Key management staff must have experience in community and social responsibility engagement projects.

4.          Cost and charging details — Full details of the proposed cost structure and charging method for the event.

5.          Track record and personnel qualifications — Information on successful experience in multi‑sports and international events, along with qualifications of on‑site personnel who may be assigned to the event(s).

6.          Long‑term service commitment — Tenderers must agree to provide long‑term event management services, including sports events for TriHK in other local and international races during the annual term, with further details to be mutually agreed.

Closing date/time:

17:00 on 11 September 2026 (Hong Kong time)

Contact:

Ms. Rebecca Mok, Senior Sports Executive

Room 1020, Olympic House, 1 Stadium Path, So Kon Po, Causeway Bay, Hong Kong

Tel. No. : (852) 2504 8282

Fax No. : (852) 2576 8253

Email: trihk@triathlon.com.hk

Submission of Tenders:

Tender Submission Guidelines

1.    Tenders must be submitted using the prescribed Form of Tender.

2.    Responses to this Invitation must be sent to TriHK by email before the closing time. Late submissions will not be accepted.

3.     In the event that a Typhoon Signal No. 8 or above is hoisted, or a Black Rainstorm Warning Signal is issued between Hong Kong time 09:00 and 15:00 on the closing date, the closing date/time will be automatically extended to 15:00 Hong Kong time on the next working day. For the purpose of this clause, Saturdays, Sundays, and Public Holidays are not counted as working days.

4.     The result will be announced on 15 September 2026 (Hong Kong time).

5.     For further information, please contact TriHK by email at trihk@triathlon.com.hk or by telephone at (852) 2504 8282.

Remarks:

1.      Costs and Responsibilities All costs and expenses incurred in connection with any response to this Invitation to Tender, including the preparation and/or submission of tenders, shall be borne entirely by the interested parties.

2.      Acceptance of Tender TriHK reserves the right, at its sole discretion, to accept the tender it considers most advantageous overall. TriHK is not bound to accept any tender, regardless of whether it represents the lowest bid or achieves the highest overall score. TriHK further reserves the right to suspend, cancel, or not proceed with this Invitation to Tender, or to negotiate with any tenderer regarding the terms of their offer.

3.      Privacy Policy All tenders are subject to TriHK’s Privacy Policy Statement.

4.      Dispute Resolution Any dispute or difference arising out of or in connection with this contract (including any subsequent amendment thereto) shall be submitted to the AALCO Hong Kong Regional Arbitration Centre ("AALCO-HKRAC") and administered by it in accordance with the AALCO Hong Kong Regional Arbitration Centre Sports Industry Mediation and Arbitration Rules (2026) (the "Rules") for mediation. If the dispute is not resolved through mediation within the time limit prescribed in the Rules (or any extended time limit agreed in writing by the parties), the dispute shall be submitted to the AALCO Hong Kong Regional Arbitration Centre and administered by it in accordance with the Rules for arbitration, and the arbitral award shall be final.