Contract for Special Events Marquee Hire, Lot 1 - PVC Framed Marquee Hire & Lot 2 - Additional Equipment Hire

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-065a42-2026-02-23T14:40:58Z",
    "date": "2026-02-23T14:40:58Z",
    "ocid": "ocds-h6vhtk-065a42",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PYYD-8699-BJGD",
            "name": "City & County of Swansea",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PYYD-8699-BJGD"
            },
            "address": {
                "streetAddress": "Civic Centre",
                "locality": "Swansea",
                "postalCode": "SA1 3SN",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL18"
            },
            "contactPoint": {
                "name": "Lisa Evans",
                "email": "lisa.evans5@swansea.gov.uk",
                "telephone": "+447966230649"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://www.swansea.gov.uk/dobusiness",
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    },
                    {
                        "id": "GB-WLS",
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PYYD-8699-BJGD",
        "name": "City & County of Swansea"
    },
    "tender": {
        "id": "CCS/25/329",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Contract for Special Events Marquee Hire, Lot 1 - PVC Framed Marquee Hire & Lot 2 - Additional Equipment Hire",
        "description": "Swansea Councils Special Events Team organise large scale events, the programme of events covers many venues in outdoor parks and spaces throughout Swansea. The scale of each event varies from 200 to 250,000 people. To facilitate these events we need to hire a variety of temporary marquees and sometimes additional equipment such as flooring, furniture etc. We are looking for a contractor that is reliable, able to supply a variety of marquee sizes, sometimes in large quantities, has excellent customer service, excellent quality equipment and a company that has an excellent attitude for sustainability and health and safety. The contract for marquee hire will cover a 3-year period of events from April 2026 to April 2026 with the option to extend for up to a further 2 years. The requirements will change each year. The request for quote is split into 2 lots:- Lot 1 - PVC Clear span framed marquees Lot 2 - Additional equipment Dates for years 2 and 3, during the life of the contract are expected to be broadly similar to the above, where possible actual dates are expected to be confirmed by 31st March of each year. All staff should be fully and appropriately trained. Provide an overview of the training your staff will have received. Your price must include the cost to set up, hire and derig the marquees, the price must also include insurance and transport of the marquees. We would expect you to make clear any extra costs that may be incurred such as plant hire required, waiting time fees, water supply for ballast etc. Please detail what discounts could be offered if your company is promoted via the event marketing plan i.e. website advertising, banners.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "37416000",
                        "description": "Leisure equipment"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL18",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            },
            {
                "id": "2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "37416000",
                        "description": "Leisure equipment"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL18",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "2"
            }
        ],
        "value": {
            "amountGross": 120000,
            "amount": 100000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Below threshold - open competition",
        "mainProcurementCategory": "goods",
        "aboveThreshold": false,
        "submissionMethodDetails": "Register your company on the eTenderWales portal (this is only required once):-- Navigate to the portal: http://etenderwales.bravosolution.co.uk-- Click the \"Suppliers register here\" link.-- Enter your correct business and user details.-- Note the username you chose and click \"Save\" when complete.-- You will shortly receive an e-mail with your unique password (please keep this secure).-- Agree to the terms and conditions and click \"continue\".2. Express an interest in the project:-- Login to the portal with your username/password.-- Click the \"ITTs Open to All Suppliers\" link (these are the ITTs open to any registered supplier).-- Click on the relevant ITT to access the content.-- Click the \"Express Interest\" button in the \"Actions\" box on the left-hand side of the page.-- This will move the ITT into your \"My ITTs\" page (this is a secure area reserved for your projects only).-- Click on the ITT code. You can now access any attachments by clicking the \"Settings and Buyer Attachments\" in the \"Actions\" box.3. Responding to the invitation to tender:-- You can now choose to \"Reply\" or \"Reject\" (please give a reason if rejecting).-- You can now use the \"Messages\" function to communicate with the buyer and seek any clarification.-- Note the deadline for completion, then follow the onscreen instructions to complete the ITT.-- There may be a mixture of online and offline actions for you to perform (there is detailed online help available).If you require any further assistance use the online help. Alternatively, the BravoSolution helpdesk can be contacted (Monday to Friday, 8:00 to 18:00) on:-- E-mail: help@bravosolution.co.uk-- Phone: +44 8003684850Thanks Project Ref No. 62111 ITT Ref No. 123063",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed"
        },
        "tenderPeriod": {
            "endDate": "2026-03-23T12:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2026-03-16T12:00:00+00:00"
        },
        "lots": [
            {
                "id": "1",
                "title": "Lot 1 - PVC Framed Marquee Hire",
                "description": "Swansea Councils Special Events Team organise large scale events, the programme of events covers many venues in outdoor parks and spaces throughout Swansea. The scale of each event varies from 200 to 250,000 people. To facilitate these events we need to hire a variety of temporary marquees and sometimes additional equipment such as flooring, furniture etc. We are looking for a contractor that is reliable, able to supply a variety of marquee sizes, sometimes in large quantities, has excellent customer service, excellent quality equipment and a company that has an excellent attitude for sustainability and health and safety. The contract for marquee hire will cover a 3-year period of events from April 2026 to April 2026 with the option to extend for up to a further 2 years. The requirements will change each year.",
                "status": "active",
                "value": {
                    "amountGross": 60000,
                    "amount": 50000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality: 40%",
                            "description": "Quality: 40%, broken down as-- Method Statement Q1 - Meeting the Specification 20% Method Statement Q 2 - Health and Safety 10% Method Statement 3 Q3 - Sustainability 10%",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price 60%",
                            "description": "Price: 60%, broken down as-- Lowest Price / Cost 60%",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-13T00:00:00+01:00",
                    "endDate": "2029-04-12T23:59:59+01:00",
                    "maxExtentDate": "2031-04-12T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Contract Period: April 2026 - April 2029 Option to extend for up to a further 24 months"
                }
            },
            {
                "id": "2",
                "title": "Lot 2 - Additional Equipment Hire",
                "description": "Equipment to be used along with the Marquee's such as lights, folding chairs, table, heaters, air conditioning, sofa's, etc",
                "status": "active",
                "value": {
                    "amountGross": 60000,
                    "amount": 50000,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Quality 40%",
                            "description": "Quality: 40%, broken down as-- Method Statement Q1 - Meeting the Specification 20% Method Statement Q 2 - Health and Safety 10% Method Statement 3 Q3 - Sustainability 10%",
                            "numbers": [
                                {
                                    "number": 40,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "Price: 60%, broken down as-- Lowest Price / Cost 60%",
                            "numbers": [
                                {
                                    "number": 60,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-13T00:00:00+01:00",
                    "endDate": "2029-04-12T23:59:59+01:00",
                    "maxExtentDate": "2031-04-12T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Contract Period: April 2026 - April 2029 Option to extend for up to a further 24 months"
                }
            }
        ],
        "documents": [
            {
                "id": "016134-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/016134-2026",
                "datePublished": "2026-02-23T14:40:58Z",
                "format": "text/html"
            }
        ]
    },
    "language": "en"
}