Find a TenderAwardedContract details notice
Published 23 Feb 2026, 14:40 GMT

Official UK procurement notice

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

Official notice

Authority: City & County of Swansea (Local council)

2 lotsGoodsBelow threshold - open competitionBelow thresholdSME suitableVCSE suitable
Published estimate£100,000total for 2 lots · £120,000 inc. VAT
Submissions closed 23 Mar 2026awarded 21 Apr 2026
Awarded to Commercial Marquee Hire LTtd2 awards
Contract term 3 yrsends 12 Apr 2029 · up to 12 Apr 2031 with extensions · starts 13 Apr 2026

What is being bought2 lots · detail below

Published requirement 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.

CPV: Leisure equipment

Lots and requirements (2)Procurement structure

2 lots · all with a published value (£100,000 together) · evaluation weights differ by lot
Lot #1PVC Framed Marquee HireAwardedRenewal 3 yrsSMEVCSEPublished value£50,000
Contract period: 13 Apr 2026 – 12 Apr 2029 (3 yrs) · up to 12 Apr 2031 with extensionsValue: £50,000 exc. VAT · £60,000 inc. VAT
Delivery: WalesEligibility: SME eligibleVCSE eligible
Extensions: Contract Period: April 2026 – April 2029 Option to extend for up to a further 24 months
Lot #2Additional Equipment HireAwardedRenewal 3 yrsSMEVCSEPublished value£50,000

Equipment to be used along with the Marquee's such as lights, folding chairs, table, heaters, air conditioning, sofa's, etc

Contract period: 13 Apr 2026 – 12 Apr 2029 (3 yrs) · up to 12 Apr 2031 with extensionsValue: £50,000 exc. VAT · £60,000 inc. VAT
Delivery: WalesEligibility: SME eligibleVCSE eligible
Extensions: Contract Period: April 2026 – April 2029 Option to extend for up to a further 24 months

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored

Lots publish different evaluation splits; there is no single procedure weighting.

What this means for your bid
  • Price carries 60 points on every lot: a 10% discount moves about 6 points.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Below threshold - open competition
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Goods
Notice status
Awarded
Procurement threshold
Below threshold
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
23 Feb 2026, 14:40 GMT
Last source update
13 May 2026, 15:19 BST
Authority reference
CCS/25/329
FTS notice number
2026/S 000-016134
Latest notice
Contract details notice (UK7)
Classification (CPV)
Leisure equipment
Delivery area
Wales (UKL18)
Official registry OCID
ocds-h6vhtk-065a42 Find a Tender

How it was run

Official notice
Run through: Sell2Wales · Who buys & how to bid on Sell2Wales
Electronic submission allowed
Submission deadline
23 Mar 2026, 12:00 GMT
Clarification deadline
16 Mar 2026, 12:00 GMT
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Detailed submission instructions & authority contactsFrom official release

Register your company on the eTenderWales portal (this is only required once):— Navigate to the portal: etenderwales.bravosolution.co.xn--uk-81t ↗ 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: [email protected]— Phone: +44 8003684850Thanks Project Ref No. 62111 ITT Ref No. 123063

Timeline

23 Feb 2026 → 13 May 2026 · 5 dates
  1. Tender notice published241 days ago
    23 Feb 2026, 14:40 GMT
  2. Clarification questions by220 days ago
    16 Mar 2026, 12:00 GMT
  3. Submission deadline213 days ago
    23 Mar 2026, 12:00 GMT
  4. Contract starts193 days ago
    13 Apr 2026, 00:00 BST
  5. Latest notice published162 days ago
    13 May 2026, 15:19 BST

Notice history

3 events · 2 releases on Find a Tender · since 23 Feb 2026
  1. Tender notice published
    23 Feb 2026, 14:40 GMT
    UK4
  2. Contract details notice published
    13 May 2026, 15:19 BST
    UK7
  3. Status changed to complete
    13 May 2026, 15:19 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 2
Awarded value £100,0002 contracts exc. VAT
Contracts signed 2latest 21 Apr 2026
Awarded toValueDateStatus
Lot 1 · PVC Framed Marquee Hire1 award
Commercial Marquee Hire LTtdSME£80,000 †—Awarded
Lot 2 · Additional Equipment Hire1 award
Commercial Marquee Hire LTtdSME£20,000 †—Awarded

Contracts

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

    Signed
    21 Apr 2026
    Value
    £80,000
    Period
    23 Apr 2026 – 22 Apr 2029 · up to 22 Apr 2031 with extensions
    Status
    active
    Extensions
    Contract Period: April 2026 – April 2029 Option to extend for up to a further 24 months
  • Contract for Special Events Marquee Hire, Lot 1 – PVC Framed Marquee Hire & Lot 2 – Additional Equipment Hire · Commercial Marquee Hire LTtdSME

    Signed
    21 Apr 2026
    Value
    £20,000
    Period
    23 Apr 2026 – 22 Apr 2029 · up to 22 Apr 2031 with extensions
    Status
    active
    Extensions
    Contract Period: April 2026 – April 2029 Option to extend for up to a further 24 months

Contracting authority & participating public bodies

City & County of Swansea

Contracting authorityPublic authority - sub-central governmentWelsh devolved regulations apply GB-PPON: PYYD-8699-BJGD Civic Centre, Swansea, Wales, SA1 3SNContact name, email, phone

Bidders & participating suppliers

1 commercial party on the notice
  • Commercial Marquee Hire LTtdAwarded supplierGB-PPON: PXQX-1791-CXGV Unit 9 Heol Cropin, Dafen Industrial Estate, Llanelli, Wales, SA14 8QWContact email

Official documents & specifications (3)

Official links; attachments are not copied

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender