Award

Staging, audio-visual, and lighting services for Accolades awards ceremony, 27 April 2023

SOCIAL CARE WALES

This public procurement record has 2 releases in its history.

Award

13 Oct 2023 at 16:26

S2W Notice - Website Contract Award Notice
Tender

11 Nov 2022 at 08:51

S2W Notice - Website Invitation to Tender Notice
Summary of the contracting process

Social Care Wales is seeking services for staging, audio-visual, and lighting for the Accolades awards ceremony on 27th April 2023. The procurement process is in the award stage, with Production 78 Ltd being the awarded supplier. The ceremony will take place in Cardiff, with a detailed requirement for stage setup, lighting effects, visual equipment, sound system, technical support, and event management. The deadline for the event setup is the day before the ceremony, and the breakdown will occur immediately after the ceremony.

This tender gives businesses the opportunity to provide comprehensive event services tailored to the Accolades awards ceremony. Companies specializing in lighting systems, audio-visual equipment, and event services would be well-suited to compete. The open procurement method allows for a competitive bidding process, creating potential growth opportunities for businesses in the services sector. Relevant businesses should ensure compliance with the detailed technical requirements and event schedule outlined in the tender documentation.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Start Free Trial Book a Demo
All Features Pricing

Notice Information

Notice Title

Staging, audio-visual, and lighting services for Accolades awards ceremony, 27 April 2023

Notice Description

We are looking for a contractor who will be responsible for AV, lighting and staging requirements for the Accolades awards ceremony, including:StagingWe will need:- a stage with sync dual screens and suitable backboards for displaying the Accolades branding and that of any sponsors. The stage will need to be at right angles to City Hall's fixed stage (opposite the main entrance doors to the Assembly Hall). It needs to be a design that allows the screens to be clearly visible to all 200 guests in the main hall, without obstruction. It also needs to be large enough to accommodate up to six people at any one time, as well as all necessary equipment and fittings- a ramp, so that wheelchair users can easily access the stage- two lecterns (one at each end of the stage) for the hosts- a well-lit, high-quality plinth for the prominent display of up to eight trophies and 24 framed certificates- two easy chairs for hosts and presenters of awards to use.Prior knowledge and previous experience of stage and set design at Cardiff City Hall would be advantageous and desirable.LightingWe will need:- various lighting effects, including the use of gobos (we will supply them), backdrop lighting (up and/or downlighting), and possible light projection. Please provide details of the lighting effects you would use to create the right atmosphere for an awards event- specific lighting for a BSL (British sign language) interpreter, who will be standing alongside the hosts when they are speaking. We need to make sure they are visible to anyone in the audience who requires BSL interpretation.Visual equipmentWe will need:- suitable equipment to provide full screen projection visible to all guests. We usually use two large format sync screens, one at each end of the stage area. All screens will need to show slides, video (all supplied by us), and live foot-age. NB: there is no space in the hall for back projection. It has to be front projection- a camera to capture live footage in the main hall, which can be projected onto the screens when no video material is being shown- a camera specifically focused on the BSL interpreter, so they can be viewed picture-in-picture on the screens- equipment that will enable the whole ceremony to be recorded and loaded onto our YouTube channel- equipment that will enable the whole ceremony to be streamed live over the internet- two large TVs to be placed in areas of the hall that might be further away from the stage, so that all guests can see what is happening.SoundWe will need:- a suitable sound system for clear audio projection in the main hall. We will supply suitable music for different parts of the ceremony- fixed microphones on each of the two lecterns- two radio microphones, one for each of the hosts- a PA system for the area outside the main hall (Marble Hall), for use by musi-cians.Technical support and event managementYou should provide:- a suitable number of technicians and operatives on the day to ensure the smooth running of the ceremony You will need to co-ordinate and operate the complete stage set, including sound, lighting and audio-visual systems.Set-up- Set-up for the event will need to be the day before the Accolades ceremony - Wednesday 26 April, between 09:00 and 17:15. Everything will need to be set up and tested on that day, ready for rehearsals from 09:00 on the day of the ceremony.Breakdown- The event will start with a buffet at 12:30, with the awards ceremony itself starting at 13:15 and lasting until 16:00. You will need to dismantle the stage set and remove all equipment between 16:30 and 18:45.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-kuma6s-126476
Publication Source
Sell2Wales
Latest Notice
https://www.sell2wales.gov.wales/search/search_switch.aspx?ID=126476
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
S2W Notice - Website Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Not specified
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

31 - Electrical machinery, apparatus, equipment and consumables; lighting

32 - Radio, television, communication, telecommunication and related equipment

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

31527260 - Lighting systems

32321200 - Audio-visual equipment

79952000 - Event services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
13 Oct 20232 years ago
Submission Deadline
30 Nov 2022Expired
Future Notice Date
Not specified
Award Date
17 Jan 20233 years ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Not Specified
Lots Status
Not Specified
Awards Status
Not Specified
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
SOCIAL CARE WALES
Contact Name
Procurement Team
Contact Email
Not specified
Contact Phone
+44 3003033444

Buyer Location

Locality
CARDIFF
Postcode
CF10 1EW
Post Town
Cardiff
Country
Wales
Major Region (ITL 1)
TLL Wales
Basic Region (ITL 2)
TLL5 South East Wales
Small Region (ITL 3)
TLL52 Cardiff and Vale of Glamorgan
Delivery Location
Not specified
Local Authority
Cardiff
Electoral Ward
Cathays
Westminster Constituency
Cardiff South and Penarth

Supplier Information

Number of Suppliers
1
Supplier Name

PRODUCTION 78

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts. 

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-kuma6s-126476-2023-10-13T16:26:19Z",
    "date": "2023-10-13T16:26:19Z",
    "ocid": "ocds-kuma6s-126476",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-50",
            "name": "Social Care Wales",
            "address": {
                "streetAddress": "South Gate House, Wood Street,",
                "locality": "Cardiff",
                "postalCode": "CF10 1EW"
            },
            "contactPoint": {
                "name": "Procurement Team",
                "telephone": "+44 3003033444",
                "url": "http://www.socialcare.wales"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "MINISTRY",
                        "description": "Ministry or any other national or federal authority, including their regional or local subdivisions",
                        "scheme": "TED_CA_TYPE"
                    }
                ]
            }
        },
        {
            "id": "org-23",
            "name": "Social Care Wales",
            "address": {
                "streetAddress": "South Gate House, Wood Street,",
                "locality": "Cardiff",
                "postalCode": "CF10 1EW"
            },
            "contactPoint": {
                "name": "Procurement Team",
                "telephone": "+44 3003033444",
                "url": "http://www.socialcare.wales"
            },
            "roles": [
                "buyer"
            ]
        },
        {
            "id": "org-85",
            "name": "Production 78 Ltd",
            "address": {
                "streetAddress": "Unit D12-D13 East Point Trading Estate, Spring Meadow Road,",
                "locality": "Cardiff",
                "postalCode": "CF32GA"
            },
            "contactPoint": {
                "url": "http://www.production78.co.uk"
            },
            "roles": [
                "supplier"
            ]
        }
    ],
    "buyer": {
        "name": "Social Care Wales",
        "id": "org-23"
    },
    "tender": {
        "id": "ocds-kuma6s-126476-tender-135577",
        "title": "Staging, audio-visual, and lighting services for Accolades awards ceremony, 27 April 2023",
        "description": "We are looking for a contractor who will be responsible for AV, lighting and staging requirements for the Accolades awards ceremony, including:StagingWe will need:- a stage with sync dual screens and suitable backboards for displaying the Accolades branding and that of any sponsors. The stage will need to be at right angles to City Hall's fixed stage (opposite the main entrance doors to the Assembly Hall). It needs to be a design that allows the screens to be clearly visible to all 200 guests in the main hall, without obstruction. It also needs to be large enough to accommodate up to six people at any one time, as well as all necessary equipment and fittings- a ramp, so that wheelchair users can easily access the stage- two lecterns (one at each end of the stage) for the hosts- a well-lit, high-quality plinth for the prominent display of up to eight trophies and 24 framed certificates- two easy chairs for hosts and presenters of awards to use.Prior knowledge and previous experience of stage and set design at Cardiff City Hall would be advantageous and desirable.LightingWe will need:- various lighting effects, including the use of gobos (we will supply them), backdrop lighting (up and/or downlighting), and possible light projection. Please provide details of the lighting effects you would use to create the right atmosphere for an awards event- specific lighting for a BSL (British sign language) interpreter, who will be standing alongside the hosts when they are speaking. We need to make sure they are visible to anyone in the audience who requires BSL interpretation.Visual equipmentWe will need:- suitable equipment to provide full screen projection visible to all guests. We usually use two large format sync screens, one at each end of the stage area. All screens will need to show slides, video (all supplied by us), and live foot-age. NB: there is no space in the hall for back projection. It has to be front projection- a camera to capture live footage in the main hall, which can be projected onto the screens when no video material is being shown- a camera specifically focused on the BSL interpreter, so they can be viewed picture-in-picture on the screens- equipment that will enable the whole ceremony to be recorded and loaded onto our YouTube channel- equipment that will enable the whole ceremony to be streamed live over the internet- two large TVs to be placed in areas of the hall that might be further away from the stage, so that all guests can see what is happening.SoundWe will need:- a suitable sound system for clear audio projection in the main hall. We will supply suitable music for different parts of the ceremony- fixed microphones on each of the two lecterns- two radio microphones, one for each of the hosts- a PA system for the area outside the main hall (Marble Hall), for use by musi-cians.Technical support and event managementYou should provide:- a suitable number of technicians and operatives on the day to ensure the smooth running of the ceremony You will need to co-ordinate and operate the complete stage set, including sound, lighting and audio-visual systems.Set-up- Set-up for the event will need to be the day before the Accolades ceremony - Wednesday 26 April, between 09:00 and 17:15. Everything will need to be set up and tested on that day, ready for rehearsals from 09:00 on the day of the ceremony.Breakdown- The event will start with a buffet at 12:30, with the awards ceremony itself starting at 13:15 and lasting until 16:00. You will need to dismantle the stage set and remove all equipment between 16:30 and 18:45.",
        "procurementMethod": "open",
        "mainProcurementCategory": "services",
        "submissionMethodDetails": "www.sell2wales.gov.wales",
        "tenderPeriod": {
            "endDate": "2022-11-30T12:00:00Z"
        },
        "awardPeriod": {
            "endDate": "2022-12-12T00:00:00Z"
        },
        "documents": [
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-1",
                "title": "Cais am Ddyfynbris a Manyleb",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=1",
                "datePublished": "2022-11-11T08:51:53Z",
                "dateModified": "2022-11-11T08:51:53Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-2",
                "title": "Request for Quote and Specification",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=2",
                "datePublished": "2022-11-11T08:51:53Z",
                "dateModified": "2022-11-11T08:51:53Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-3",
                "title": "Atodiad 1 - Taflen Glawr",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=3",
                "datePublished": "2022-11-11T08:51:54Z",
                "dateModified": "2022-11-11T08:51:54Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-4",
                "title": "Appendix 1 - Cover Sheet",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=4",
                "datePublished": "2022-11-11T08:51:54Z",
                "dateModified": "2022-11-11T08:51:54Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-5",
                "title": "Atodiad 2 - Dogfen Ymateb Materion Technegol / Ansawdd",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=5",
                "datePublished": "2022-11-11T08:51:54Z",
                "dateModified": "2022-11-11T08:51:54Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-6",
                "title": "Appendix 2 - Technical / Quality Response Document",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=6",
                "datePublished": "2022-11-11T08:51:54Z",
                "dateModified": "2022-11-11T08:51:54Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-7",
                "title": "Atodiad 3 - Dogfen Ymateb Materion Ariannol / Prisio",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=7",
                "datePublished": "2022-11-11T08:51:54Z",
                "dateModified": "2022-11-11T08:51:54Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-8",
                "title": "Appendix 3 - Financial / Pricing Response Document",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=8",
                "datePublished": "2022-11-11T08:51:54Z",
                "dateModified": "2022-11-11T08:51:54Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-9",
                "title": "Atodiad 4 - Canllawiau ton llais Gofal Cymdeithasol Cymru",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=9",
                "datePublished": "2022-11-11T08:51:54Z",
                "dateModified": "2022-11-11T08:51:54Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-10",
                "title": "Appendix 4 - Social Care Wales's tone of voice guidelines",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=10",
                "datePublished": "2022-11-11T08:51:54Z",
                "dateModified": "2022-11-11T08:51:54Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-11",
                "title": "Atodiad 5 - Canllawiau brandio Gofal Cymdeithasol Cymru",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=11",
                "datePublished": "2022-11-11T08:51:55Z",
                "dateModified": "2022-11-11T08:51:55Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-12",
                "title": "Appendix 5 - Social Care Wales's branding guidelines",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=12",
                "datePublished": "2022-11-11T08:51:55Z",
                "dateModified": "2022-11-11T08:51:55Z",
                "format": "application/pdf"
            },
            {
                "id": "ocds-kuma6s-126476-document-126476-NOV418005-13",
                "title": "Social Care Wales - Terms and Conditions",
                "url": "https://www.sell2wales.gov.wales/Notice/Download/DocumentDownload.aspx?id=NOV418005&idx=13",
                "datePublished": "2022-11-11T08:51:55Z",
                "dateModified": "2022-11-11T08:51:55Z",
                "format": "application/pdf"
            }
        ],
        "communication": {
            "atypicalToolUrl": "https://www.sell2wales.gov.wales"
        },
        "additionalClassifications": [
            {
                "id": "31527260",
                "description": "Lighting systems",
                "scheme": "CPV"
            },
            {
                "id": "32321200",
                "description": "Audio-visual equipment",
                "scheme": "CPV"
            },
            {
                "id": "79952000",
                "description": "Event services",
                "scheme": "CPV"
            }
        ]
    },
    "noticetype": "S2W Notice - Website Contract Award Notice",
    "awards": [
        {
            "id": "ocds-kuma6s-126476-award-135577-62",
            "suppliers": [
                {
                    "id": "org-85",
                    "name": "Production 78 Ltd"
                }
            ],
            "items": [
                {
                    "id": "ocds-kuma6s-126476-awarditem-135577-62"
                }
            ]
        }
    ],
    "contracts": [
        {
            "id": "ocds-kuma6s-126476-award-135577-62",
            "awardID": "ocds-kuma6s-126476-award-135577-62",
            "status": "active",
            "dateSigned": "2023-01-17T00:00:00Z"
        }
    ],
    "bids": {
        "statistics": [
            {
                "id": "ocds-kuma6s-126476-bidsstatistic-135577-62",
                "measure": "bids",
                "value": 3
            }
        ]
    }
}