Tender Summary

Event Technical Services

Buying Organisation

Portsmouth City Council

Contract Value

£375,000

Tender Description

The Events Team, Culture and Leisure directorate on behalf of Portsmouth City Council ('the Council') is inviting tenders from suitably qualified suppliers to provide the supply of equipment and services at the below events:
Armed Forces Day
International Kite Festival
Fireworks Display
Remembrance Sunday Service and Parade
This contract is applicable to the above events under the management of the Portsmouth City Council's Events and Lord Mayor's Team. These are regular events held in Portsmouth with attendee numbers ranging from 30 up to 50,000.
The estimated annual value of the contract is 50,000 based upon current specification, event frequencies and sites. The value of the contract may increase or decrease in the event of changes to specification, changes to frequencies, and removal or addition of events from the contract. The council cannot provide any guarantees of increases or decreases of the contract; however, any increases will be capped at 50% of the per annum contract value. The upper value of the contract is 75,000 per annum.
The initial contract term will be for 3 years with possibility of extending the term by a further 2 years in increments to be agreed, subject to the agreement and performance of both parties. The form of contract used will be the Council's standard terms for the supply of services.
This Contract is for the Council's Events and Lord Mayor's Team to use the services of the supplier. The Council cannot guarantee the value or volume it may place with the supplier under this contract.
The procurement timetable is set out below.
PIN issued - Friday 24th November 2023
Procurement documents available on In-tend - Friday 9th February 2024
Deadline for requests for clarification - Wednesday 21st February 2024 at 23:59
Tender return deadline - Friday 8th March 2024 at 12:00
Evaluation of tenders completed - Wednesday 20th March 2024
Award decision notified to bidders - Wednesday 27th March 2024
Standstill period starts - Thursday 28th March 2024
Standstill period ends - Monday 8th April 2024
Contract award - Tuesday 9th April 2024
Contract Commencement - 31st May 2024
The Council will administrate the procurement process using its e-sourcing system In-tend.
The In-tend system can be accessed free of charge via the following web link:
https://intendhost.co.uk/portsmouthcc/aspx/home

Tender categories (products & services required)

Event services (CPV 79952000)
Technical services (CPV 71356000)

Region

South East (UKJ)

Buyer Information