Wokingham Party in the Park 2026+

{
  "buyer": {
    "id": "GB-PPON-PWQG-9981-CZYG",
    "name": "Wokingham Town Council"
  },
  "date": "2025-09-08T09:14:31+01:00",
  "id": "054495-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-059571",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Wokingham",
        "postalCode": "RG40 1AS",
        "region": "UKJ11",
        "streetAddress": "Town Hall, Market Place"
      },
      "contactPoint": {
        "email": "artsandculture@wokingham-tc.gov.uk",
        "name": "Gemma Cumming"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "http://www.wokingham-tc.gov.uk"
      },
      "id": "GB-PPON-PWQG-9981-CZYG",
      "identifier": {
        "id": "PWQG-9981-CZYG",
        "scheme": "GB-PPON"
      },
      "name": "Wokingham Town Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2025-10-24T23:59:59+01:00"
    },
    "contractTerms": {
      "financialTerms": "Invoices for delivery of the event to be submitted to accounts@wokingham-tc.gov.uk\nPayment terms are 30-days from submission of invoice. \nAll invoices must include a Purchase Order number which will be provided when services are commissioned.\nA deposit of up to 30% of the total cost (excluding VAT) is available on signing of the contract, with the remaining balances payable under usual invoice terms after delivery of the event."
    },
    "description": "Wokingham Town Council is seeking a suitably qualified organisation to organise the annual Party in the Park event.\nThe event will be on Elms Field in Wokingham on Saturday 6th June 2026.\nProvision will include all aspects of the event. Including; staging, light and sound, power, security, first aid and welfare provision, performers, marketing etc.\nFurther detail on the requirements can be found in the brief and other associated documentation.",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "description": "This document provides the outline and requirement for the event.",
        "documentType": "biddingDocuments",
        "format": "application/pdf",
        "id": "A-4842",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-4842"
      },
      {
        "description": "Please ensure this document is completed and returned as part of your tender proposal",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-4843",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-4843"
      },
      {
        "description": "Explanation on the acceptance of partial proposals or lots for this tender",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-4844",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-4844"
      },
      {
        "description": "Please ensure this document is completed and returned as part of your tender proposal",
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-4846",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-4846"
      },
      {
        "description": "This is provided for information - we recommend a site visit to better understand the available space",
        "documentType": "biddingDocuments",
        "format": "application/pdf",
        "id": "A-4847",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-4847"
      },
      {
        "description": "This is for information only and provided as an example of the contract that we would expect the appointed supplier to sign.",
        "documentType": "biddingDocuments",
        "format": "application/msword",
        "id": "A-4848",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-4848"
      },
      {
        "description": "For information",
        "documentType": "biddingDocuments",
        "format": "application/pdf",
        "id": "A-4852",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-4852"
      },
      {
        "datePublished": "2025-09-08T09:14:31+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "054495-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/054495-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-09-26T16:00:00+01:00"
    },
    "id": "ocds-h6vhtk-059571",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Event services",
            "id": "79952000",
            "scheme": "CPV"
          },
          {
            "description": "Festival organisation services",
            "id": "79953000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lotDetails": {
      "noLotsDivisionRationale": "Wokingham  Town Council lacks the resource and expertise required to manage multiple contracts from different suppliers for this event."
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "The extent to which the proposal meets the specification as detailed in the event specification documentation. \nThis includes aspect such as: \n* Information on stage choice and construction, lighting and sound provision and power  \n* Information on the provision of welfare facilities for staff and artists and for the public\n* Information on appropriate waste clearance and refuse facilities\n* Information on stage screens and filming of the event\n* Evidence of including provision for broadening access (BSL interpreters, disabled viewing area) \n* Evidence of consideration of a good range of acts and a recognition that this event needs to be different to other local events\n* Evidence of including a Master of Ceremonies\n* Evidence of an understanding of the need to work effectively with Wokingham Town Council, the Licensing Authority and other local stakeholders and partners \n* Information on suggested marketing plans and an understanding of interaction with WTC on final marketing plans and event branding \n* Evidence of experience of creating assets including print, web and social media\n*Evidence that consideration has been given to address any needs of PRS, PPL licences",
              "name": "Alignment with the event specification documentation",
              "numbers": [
                {
                  "number": 31.25,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Total price for all aspects of the event",
              "name": "Price",
              "numbers": [
                {
                  "number": 25,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "description": "The extent to which the tendering organisation has provided: \n* Clear evidence of experience and capability in running an event of this sort (outdoor, free / no restricted entry), including at least two references from previous clients \n* Details of previous events run that are either similar, or can demonstrate the capability to adapt experience to deliver this type of event\n* Any evidence of (relevant) qualifications, awards etc",
              "name": "Evidence of experience of delivering this type of event",
              "numbers": [
                {
                  "number": 18.75,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "The extent to which the tendering organisation has provided: \n* Evidence demonstrating an understanding of the need for appropriate management structure, Event Plan and recognition of the required Safety Advisory Group process through Wokingham Borough Council (Licensing Authority) for such public events\n* Information on provision for security needs e.g. crowd safety/marshalling, SIA trained personnel \n* Information on the provision of First Aid facilities for the event\n* Evidence of understanding of the need to assure all aspects of event particularly in relation to managing sub-contractors \n* Evidence of appropriate insurance cover - Public Liability/Employers Liability at a minimum of \u00a310M\n* Evidence of assurance in respect to safety of/insurance of all equipment (Own, Sub-contractors, Suppliers, Food traders, Artists)",
              "name": "Evidence of understanding of, and provision for, the health and safety aspects of the event",
              "numbers": [
                {
                  "number": 18.75,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Evidence of consideration of how the event delivers (or could deliver) against the council\u0027s four key principles of: \n* Being sustainable\n* Involving Everyone\n* Fostering Town Pride\n* Enriching the Community",
              "name": "Alignment with the town council\u0027s key principles",
              "numbers": [
                {
                  "number": 6.25,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2026-06-07T23:59:59+01:00",
          "maxExtentDate": "2028-06-05T23:59:59+01:00",
          "startDate": "2025-11-01T00:00:00Z"
        },
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "Contract length 1 year (2026) with potential to extend a further two years, to organise Party in the Park in 2027 and 2028.\nExtensions at the decision of the contracting organisation as soon as possible post the 2026 event and as per the conditions of extension with the contract. Example contract included in the documentation."
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "value": {
          "amount": 77400,
          "amountGross": 92880,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "status": "active",
    "submissionMethodDetails": "Tenders to be submitted via email to:\ntenders@wokingham-tc.gov.uk\nDetails of the tender opportunity and documentation can be found at www.wokingham-tc.gov.uk \nPlease clearly mark all tender submissions as relating to Party in the Park",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-10-03T12:00:00+01:00"
    },
    "title": "Wokingham Party in the Park 2026+",
    "value": {
      "amount": 77400,
      "amountGross": 92880,
      "currency": "GBP"
    }
  }
}