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

{
  "buyer": {
    "id": "GB-PPON-PYYD-8699-BJGD",
    "name": "City \u0026 County of Swansea"
  },
  "date": "2026-02-23T14:40:58Z",
  "id": "016134-2026",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-065a42",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Swansea",
        "postalCode": "SA1 3SN",
        "region": "UKL18",
        "streetAddress": "Civic Centre"
      },
      "contactPoint": {
        "email": "lisa.evans5@swansea.gov.uk",
        "name": "Lisa Evans",
        "telephone": "+447966230649"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Welsh devolved regulations apply",
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ],
        "url": "http://www.swansea.gov.uk/dobusiness"
      },
      "id": "GB-PPON-PYYD-8699-BJGD",
      "identifier": {
        "id": "PYYD-8699-BJGD",
        "scheme": "GB-PPON"
      },
      "name": "City \u0026 County of Swansea",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": false,
    "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.\nThe request for quote is split into 2 lots:-\nLot 1 \u2013 PVC Clear span framed marquees\nLot 2 \u2013 Additional equipment\nDates 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.\nYour 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.",
    "documents": [
      {
        "datePublished": "2026-02-23T14:40:58Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "016134-2026",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/016134-2026"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2026-03-16T12:00:00+00:00"
    },
    "id": "CCS/25/329",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Leisure equipment",
            "id": "37416000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL18"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      },
      {
        "additionalClassifications": [
          {
            "description": "Leisure equipment",
            "id": "37416000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL18"
          }
        ],
        "id": "2",
        "relatedLot": "2"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Quality: 40%, broken down as\u2014\nMethod Statement Q1 \u2013 Meeting the Specification\t20%\nMethod Statement Q 2 \u2013 Health and Safety \t10%\nMethod Statement 3 Q3 - Sustainability\t10%",
              "name": "Quality: 40%",
              "numbers": [
                {
                  "number": 40.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Price: 60%, broken down as\u2014\nLowest Price / Cost\t60%",
              "name": "Price 60%",
              "numbers": [
                {
                  "number": 60.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2029-04-12T23:59:59+01:00",
          "maxExtentDate": "2031-04-12T23:59:59+01:00",
          "startDate": "2026-04-13T00:00:00+01:00"
        },
        "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.",
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "Contract Period: April 2026 \u2013 April 2029\nOption to extend for up to a further 24 months"
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "title": "Lot 1 \u2013 PVC Framed Marquee Hire",
        "value": {
          "amount": 50000,
          "amountGross": 60000,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Quality: 40%, broken down as\u2014\nMethod Statement Q1 \u2013 Meeting the Specification\t20%\nMethod Statement Q 2 \u2013 Health and Safety \t10%\nMethod Statement 3 Q3 - Sustainability\t10%",
              "name": "Quality 40%",
              "numbers": [
                {
                  "number": 40.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Price: 60%, broken down as\u2014\nLowest Price / Cost\t60%",
              "name": "Price",
              "numbers": [
                {
                  "number": 60.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2029-04-12T23:59:59+01:00",
          "maxExtentDate": "2031-04-12T23:59:59+01:00",
          "startDate": "2026-04-13T00:00:00+01:00"
        },
        "description": "Equipment to be used along with the Marquee\u0027s such as lights, folding chairs, table, heaters, air conditioning, sofa\u0027s, etc",
        "hasRenewal": true,
        "id": "2",
        "renewal": {
          "description": "Contract Period: April 2026 \u2013 April 2029\nOption to extend for up to a further 24 months"
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "title": "Lot 2 \u2013 Additional Equipment Hire ",
        "value": {
          "amount": 50000,
          "amountGross": 60000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "goods",
    "procurementMethod": "open",
    "procurementMethodDetails": "Below threshold - open competition",
    "status": "active",
    "submissionMethodDetails": "Register your company on the eTenderWales portal (this is only required once):\u2014 Navigate to the portal: http://etenderwales.bravosolution.co.uk\u2014 Click the \u201cSuppliers register here\u201d link.\u2014 Enter your correct business and user details.\u2014 Note the username you chose and click \u201cSave\u201d when complete.\u2014 You will shortly receive an e-mail with your unique password (please keep this secure).\u2014 Agree to the terms and conditions and click \u201ccontinue\u201d.2. Express an interest in the project:\u2014 Login to the portal with your username/password.\u2014 Click the \u201cITTs Open to All Suppliers\u201d link (these are the ITTs open to any registered supplier).\u2014 Click on the relevant ITT to access the content.\u2014 Click the \u201cExpress Interest\u201d button in the \u201cActions\u201d box on the left-hand side of the page.\u2014 This will move the ITT into your \u201cMy ITTs\u201d page (this is a secure area reserved for your projects only).\u2014 Click on the ITT code. You can now access any attachments by clicking the \u201cSettings and Buyer Attachments\u201d in the \u201cActions\u201d box.3. Responding to the invitation to tender:\u2014 You can now choose to \u201cReply\u201d or \u201cReject\u201d (please give a reason if rejecting).\u2014 You can now use the \u201cMessages\u201d function to communicate with the buyer and seek any clarification.\u2014 Note the deadline for completion, then follow the onscreen instructions to complete the ITT.\u2014 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:\u2014 E-mail: help@bravosolution.co.uk\u2014 Phone: +44 8003684850Thanks Project Ref No. 62111 ITT Ref No. 123063",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed"
    },
    "tenderPeriod": {
      "endDate": "2026-03-23T12:00:00+00:00"
    },
    "title": "Contract for Special Events Marquee Hire, Lot 1 \u2013 PVC Framed Marquee Hire \u0026 Lot 2 \u2013 Additional Equipment Hire",
    "value": {
      "amount": 100000,
      "amountGross": 120000,
      "currency": "GBP"
    }
  }
}