1. INTRODUCTION & PROJECT OBJECTIVES

The Hong Kong Reprographic Licensing Society (HKRRLS) invites eligible vendors and service providers to submit proposals for the provision of overall organization, administrative support, execution, enrollment, and judging management services for the “2026/27 Hong Kong Inter-School Respect Copyright Education Campaign” (hereinafter referred to as the “Competition”).

• Theme Update: Replacing last year’s theme (知識產權要尊重 創科創意創未來) with the proposed new theme:
• Co-organizers: Intellectual Property Department (IPD)
• Supporting organization : Hong Kong Customs and Excise Department.
• Contract Period: From the date of contract award through two (2) months following the Award Ceremony.

2. SCOPE OF SERVICES

The awarded service provider shall deliver comprehensive services covering the following key areas:

2.1 Competition Structure & Categories

The vendor shall be responsible for developing, defining, and managing the submission methods, technical specifications, and project formats across five (5) distinct student categories. Manage entries across five (5) distinct student categories:

1. Kindergarten Group:
2. Primary (Lower) Group:
3. Primary (Upper) Group:
4. Secondary (Lower) Group:
5. Secondary (Upper) & Tertiary Group:

2.2 Public Communication & Platform Management

• Dedicated Platform: Upgrade and maintain an integrated cloud-based system for info release, online registration, submissions (supporting 3,000+ entries), and online judging with cybersecurity protocols.
• Media Luncheon / Launch Event: Organize a press launch event (approx. 4 tables/48 pax) with an appointment ceremony for supporting organizations.
• Specialized Seminar: Host the “AI Era: Creativity, IP, and Digital Responsibility” Seminar for ~100 participants featuring guest speakers from IPD, Customs, Privacy Commissioner, and AI/creative experts.

2.3 Administrative & Inquiry Support

• Enrollment Tracking: Process and track submissions. Provide weekly progress reports starting 3 months prior to the deadline, increasing to twice weekly during the final month.
• Hotline & Dedicated Email: Set up a dedicated helpline (Mon–Fri, 9:00 AM–6:00 PM) staffed in English, Cantonese, and Mandarin. Maintain a dedicated email inbox with daily checks.

2.4 Marketing & Publicity

• Promotional Assets: Produce a 1-minute promotional video. Design and print promotional flyers (~1,000 for KG, 600 for Primary, ~700 for Secondary/Tertiary).
• Multi-channel Promotion: Execute social media ad campaigns (Facebook, Instagram, YouTube), outdoor advertising (2 bus body wraps for 4 weeks; 4-sheet MTR lightboxes across 20+ stations), and targeted email blasts.
• Performance Target: Achieve at least a 5% increase in total entries compared to the previous edition (3,399 entries).

2.5 Online Judging & System Management

• Operate an online scoring platform providing secure, unique login credentials for preliminary screening and final judging panels, with automated score aggregation.

2.6 Award Ceremony Execution

• Event Management: Organize an offline ceremony (approx. 130 guests) targeted for June 2027 in a commercial mall venue (e.g., Olympian City / Domain).
• Deliverables: Guest management, seating plans, stage/booth design, AV/lighting systems, youth performances, photo/video production, e-booklet creation, certificates, trophies, and eco-friendly souvenirs.

2.7 Project Management & Staffing

• Provide a core project management team (minimum 4 staff: Project Lead, Senior Manager, Senior Executive, Administrative Support) alongside trained onsite personnel for all events.

3. SCHEDULE & KEY MILESTONES

4. COSTS & FINANCIAL PROPOSAL BREAKDOWN

Bidders must complete and submit their financial proposals following the cost categories below:

5. SUBMISSION INSTRUCTIONS

Interested tenders must submit their response in two separate sections:

1. Technical Proposal: Company profile, relevant experience, detailed operational approach, platform architecture, and team composition.
2. Financial Proposal: Completed cost structure as detailed in Section 4.

• Deadline: 15 August 2026 at 5pm HKT
• Submission Address:

• By Post/Hand : Unit D, 15/F, E-trade Plaza, 24 Lee Chung Street, Chai Wan, Hong Kong
• By Email : sharonwong@hkrrls.org.hk

Attention : Dr. Sharon Wong (Executive Director)

INVITATION TO TENDER_HKRRLS 2026-27_CopyrightEducationCampaign

The Hong Kong Reprographic Rights Society (HKRRLS), together with representatives from the Hong Kong Association of Professional Education Publishing Limited (APEPL) and the Hong Kong e-textbook Association (HETA), held a meeting on 26 March 2026 with Mr. David Wong, Director of the Intellectual Property Department (IPD), Mr. Thomas Tsang, Deputy Director, and Ms. Sandra Hui, Assistant Director to exchange views on the evolving impact of artificial intelligence (AI) on the publisher industry.

The discussion covered the proposed amendments to the Copyright Ordinance (Text and Data Mining exception) and related regulatory frameworks. Participants highlighted key concerns from the publishing industry regarding the use of copyrighted works in AI development, and the importance of maintaining a balanced approach that protects rightsholders while supporting innovation.

HKRRLS will continue to engage with stakeholders and reflect the views of the publishing sector in ongoing policy discussions.

1. Invitation for Proposal

Hong Kong Reprographic Rights Licensing Society Limited, hereunder refers as HKRRLS, manages the implementation of the Programme for the Promotion of Local Publications and Reading Culture (“Programme”) for the Leisure and Cultural Services Department (LCSD) for the period from 1 April 2026 to 31 March 2029 (both dates inclusive) .

The Programme aims to achieve mutual benefits for the publishing sector and the HKPL, which is under the purview of the LCSD.  The LCSD provided funding to engage HKRRLS to implement the Programme which seeks to achieve the following policy targets –

(a)    Support Local Authorship and publications;

(b)   Encourage the local publishing sector to leverage on the e-platform; and

(c)    Promote a culture of quality reading in Hong Kong.

HKRRLS represents millions of publications published in Hong Kong and overseas, via its affiliation with the International Federation of Reproduction Rights Organisations (IFRRO) headquartered in Brussels, Belgium. HKRRLS obtains licensing authority from mandates given by national rightsholders, and international repertoire through bilateral agreements with 47 international Reproduction Rights Organisations (RROs). HKRRLS is one of the six registered licensing bodies with the Hong Kong Intellectual Property Department and has over 30 years of experience in copyright licensing, royalty collection and distribution.

HKRRLS aims to promote and advance the rights of copyright owners, raise public awareness and understanding of Hong Kong’s copyright laws, meet the needs of the local community who want access to published works by providing an economical, efficient one-stop shop for licensing the works around the world and to enforce the rights of those we represent both on a domestic and international basis. Under voluntary collective licensing, HKRRLS issues licences to copy the works of rightsholders it represents.

HKRRLS is not-for-profit organization with all income (including royalties from licensees and from RROs) after deduction of expenditure and certain necessary provisions are available for distribution to rightsholders.

The Programme offers a unique opportunity to bridge the HKPL and the publishing industry through numerous collaborations and promotion campaigns, events, and activities. HKRRLS acts as the executive agency for the Programme and through this collaboration with the LCSD, the publishing sector can provide more book data and promotional materials that will encourage members of the public to read more locally published books and enjoy a wider range of library services.

The Programme period runs from April 1, 2020, with funding from the Government of the Hong Kong Special Administrative Region. Publishers only need to provide book data for titles published in Hong Kong that are included in the collection of the HKPL, and every year during the period they can receive Programme Fee on a per title basis through the Programme.

Prior to the Programme, HKPL online catalogue offered no cover image and relevant book data information of all Hong Kong publications. Whereas, most English books have cover image and additional information like Summary/Annotation, Book Review, First Chapter or Excerpt, Fiction/Biography Profile and Author Notes supplied by its vendor.

The Programme includes the launch of a new local book data database, providing digitized images of book cover, summaries/annotations, and other such materials on locally published titles in the collection of the HKPL and to link it to the online catalogue of the HKPL in order to display more comprehensive and detailed book data for the convenience of readers accessing library collections.

The Programme also provides promotion materials of Local Authors and publications, so that the library can promote meaningful reading recommendations, as well as supports the engagement of Local Authors to participate in major library promotion events as part of enhancing the reading culture.

The corresponding book data database and webpage were launched in April 2020, currently providing 87,500 titles of book data, 5,360 e-books of the local publications from 285 publishers and 29,307 authors participating in the Programme for readers’ reference. The book data database has recorded an astonishing usage of over 282 billion cumulative hits since its launch in Apr 2020.

After the successful implementation of the Programme for the Promotion of Local Publications and Reading Culture, HKRRLS has secured the funding to continue the Programme for another 3-year term. The key deliverables for the renewed Programme will be a comprehensive system upgrade to support payment automation and the ebook management module. These upgrade and additional feature will be the key factor to whether the project can continue to implement efficiently and effectively while supporting the Hong Kong Public Library services.System upgrade details scope of work are listed out in this tender document and will be implemented in phrases from 1 April 2026 to 31 March 2029.

Bidder/ Agencies are advised to study this document carefully. Submission of a proposal in response to this notice shall be deemed to have been done after careful study and examination of this document with full understanding of its terms, conditions and implications.

This TENDER DOCUMENT is not transferable and name of purchaser and bidder who submits shall be same.

For and on behalf of

Hong Kong Reprographic Rights Licensing Society

Dr. Sharon Wong

Executive Director

2. Instruction to Bidders

2.1 Purpose “TENDER DOCUMENT FOR System Upgrade and Maintenance of the Programme for the Promotion of Local Publications and Reading Culture. This document provides information to enable the bidders to understand the broad requirements to submit their “Bids”.

2.2 Bidder shall send their email as prescribed in to the contact at which the bids are to be submitted. The response to the queries will be replied by email.

2.3 Bidder shall provide the proposal with hardware/software, price, and working logistic for the system upgrade and maintenance. HKRRLS shall examine all documentation and other information submitted by Bidders to verify eligibility, and then will review and score bids according to the defined criteria for this tender.

2.4 HKRRLS reserves the right to reject all bids, and re-tender if no satisfactory bids are submitted.  HKRRLS under no obligation to award the contract or to award it to the lowest bidder.

2.5 Tender must be clearly marked with the tender reference and the subject of the tender on the front of the envelope and super scribe on the sealed envelope by post / in-person, address to the Chairman, Tender Opening Committee, HKRRLS and reach our office before 27 March 2026 17:00 to the following address:

Hong Kong Reprographic Rights Licensing Society

Unit D, 15/F, E-Trade Plaza

24 Lee Chung Street, Chai Wan, H.K

The covering letter should be provided the following information.

Subject : Platform development to Supply and Update of Hong Kong Book Data for seamless integration with HKPL Online Catalogue

Tender Reference No. HKRRLS\20260301\SystemUpgrade

2.6 Tender shall remain valid for a period of a minimum of 90 calendar days after the date of the bid submission deadline as prescribed by HKRRLS.

2.7 The covering letter and the proposal duly completed with authorized signature and company chop.

2.8 Failure to meet the closing date will result in the tender being void.

HKRRLS-Tender-for-System-Upgrade-Maintenance-16 MAR 2026