Official UK procurement notice
Contract for Special Events Marquee Hire, Lot 1 – PVC Framed Marquee Hire & Lot 2 – Additional Equipment Hire
Authority: City & County of Swansea (Local council)
What is being bought2 lots · detail below
Published requirement descriptionSwansea 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 lotLot #1PVC Framed Marquee HireAwardedRenewalPublished value£50,000
Lot #2Additional Equipment HireAwardedRenewalPublished value£50,000
Equipment to be used along with the Marquee's such as lights, folding chairs, table, heaters, air conditioning, sofa's, etc
What it takes to wini
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 morei
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).
Lots publish different evaluation splits; there is no single procedure weighting.
| Lot | Quality | Price | Split |
|---|---|---|---|
| 1 · PVC Framed Marquee Hire | 40% | 60% | |
| 2 · Additional Equipment Hire | 40% | 60% |
- 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)
- Delivery area
- Official registry OCID
ocds-h6vhtk-065a42Find a Tender
How it was run
Official notice- 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
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- Tender notice published241 days ago23 Feb 2026, 14:40 GMT
- Clarification questions by220 days ago16 Mar 2026, 12:00 GMT
- Submission deadline213 days ago23 Mar 2026, 12:00 GMT
- Contract starts193 days ago13 Apr 2026, 00:00 BST
- Latest notice published162 days ago13 May 2026, 15:19 BST
Notice history
3 events · 2 releases on Find a Tender · since 23 Feb 2026- Tender notice published23 Feb 2026, 14:40 GMTUK4
- Contract details notice published13 May 2026, 15:19 BSTUK7
- Status changed to complete13 May 2026, 15:19 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| 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
Bidders & participating suppliers
1 commercial party on the notice- Commercial Marquee Hire LTtdAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Tender notice Tender notice on Find a Tender