This notice announces an administrative change to an existing contract or market (a contract change notice). No new tender or admission is opened here; see the linked notices below for the original opportunity.
Official UK procurement notice
Contract for Special Events PA and Equipment Hire
Authority: City & County of Swansea (Local council)
What is being bought5 lots · detail below
Published requirement descriptionSwansea Council’s Special Events Team delivers large-scale events across multiple venues, parks, and outdoor spaces throughout Swansea. Event sizes range from 200 to 180,000 attendees. To support these events, we require a comprehensive range of professional Public Address (PA) services. We are seeking a contractor who is reliable; able to supply a variety of high-quality sound equipment (including large-scale systems); provides excellent customer service; demonstrates strong sustainability credentials; and upholds exemplary health and safety standards. The contract for PA services will run for a 3-year period from 1 June 2026 to 31 May 2029, with the option to extend for up to an additional two years. Requirements will vary annually depending on which events proceed.Lots OverviewThis Requirement is divided into five lots. Suppliers may tender for one or more lots:1. Lot 1 — Wales Airshow (Distributed PA)2. Lot 2 — Swansea Bay 10k3. Lot 3 — Christmas Parade4. Lot 4 – Swansea Fireworks Display5. Lot 5 — Additional Equipment / Ad-hoc PA ProvisionSmaller-scale events also require PA services throughout the year, sometimes at short notice. All dates for the next three years are subject to confirmation and depend upon events proceeding. A site visit can be arranged prior to tender submission if required.
- No preliminary market engagement: Not Required
CPV: Event services · Festival organisation services · Party organisation services · Public address systems
Lots and requirements (5)Procurement structure
5 lots · all with a published value (£180,000 together) · same conditions of participation on every lot · same evaluation weights on every lotLot #11. Lot 1 — Wales Airshow (Distributed PA)AwardedRenewalPublished value£60,000
- Lot 1 — Wales Airshow (Distributed PA) Please see Schedule 2 - Specification for Details
- Economic & financial standing
Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.
Lot #22. Lot 2 — Swansea Bay 10kAwardedRenewalPublished value£30,000
- Lot 2 — Swansea Bay 10k Please see Schedule 2 - Specification for Details
- Economic & financial standing
Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.
Lot #33. Lot 3 — Christmas ParadeAwardedRenewalPublished value£30,000
- Lot 3 — Christmas Parade Please see Schedule 2 - Specification for Details
- Economic & financial standing
Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.
Lot #44. Lot 4 – Swansea Fireworks DisplayAwardedRenewalPublished value£30,000
- Lot 4 – Swansea Fireworks Display Please see Schedule 2 - Specification for Details
- Economic & financial standing
Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.
Lot #55. Lot 5 — Additional Equipment / Ad-hoc PA ProvisionAwardedRenewalPublished value£30,000
- Lot 5 — Additional Equipment / Ad-hoc PA Provision Please see Schedule 2 - Specification for Details
- Economic & financial standing
Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.
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).
Published award criteria (2)
- Quality: Quality: 40%, broken down as— Method Statement Q1 - Meeting the Specification 20% Method Statement Q2 - Health & Safety 10% Method Statement Q3 - Sustainability 10%
- Price: Price: 60%, broken down as— Cost 60%
- Economic & financial standing
Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.
- Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Administrative change
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 13 Apr 2026, 16:32 BST
- Last source update
- 13 Oct 2026, 12:27 BST
- Award evaluation window
- Submission end – 27 May 2026
- Authority reference
CCS/25/367- FTS notice number
2026/S 000-033426- Latest notice
- Contract change notice (UK10)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06814cFind a Tender
How it was run
Official notice- Submission deadline
- 11 May 2026, 12:00 BST
- Clarification deadline
- 4 May 2026, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- cy, en
The E-Tendering portal: etenderwales.bravosolution.co.uk ↗
Project Ref: 62762 ITT Ref: 124215
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 8003684850
Timeline
13 Apr 2026 → 13 Oct 2026 · 8 dates- Tender notice published186 days ago13 Apr 2026, 16:32 BST
- Clarification questions by165 days ago4 May 2026, 12:00 BST
- Submission deadline158 days ago11 May 2026, 12:00 BST
- Award decision expected by142 days ago27 May 2026, 23:59 BST
- Contract starts138 days ago1 Jun 2026, 00:00 BST
- Assessment summaries sent127 days ago12 Jun 2026, 00:00 BST
- Standstill ends56 days ago21 Aug 2026, 23:59 BST
- Latest notice published3 days ago13 Oct 2026, 12:27 BST
Notice history
7 events · 4 releases on Find a Tender · since 13 Apr 2026- Tender notice published13 Apr 2026, 16:32 BSTUK4
- Contract award notice published12 Aug 2026, 10:55 BSTUK6
- Status changed to complete12 Aug 2026, 10:55 BST
- Contract signature expected24 Aug 2026, 23:59 BSTscheduled
- Contract details notice published17 Sept 2026, 09:40 BSTUK7
- Contract change notice published13 Oct 2026, 12:27 BSTUK10
- Contract change proposed14 Oct 2026, 23:59 BSTOriginal UK4: Tender Notice was advertised as an "ABOVE THRESHOLD" notice. Upon evaluating the bids, it was decided Lot 1 - Wales National Airshow was not going to be awarded on this occasion - Costs were too high to award on this tender. As the UK4: Tender Notice was advertised as an "ABOVE THRESHOLD" all further notices had to be advertised as "ABOVE THRESHOLD". This UK10: Contract Change Notice is to change the Tender Opportunity to a Below Threshold Tender Award
Routine re-releases (4)
- 2026-04: 1 release · 13 Apr 2026
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Lot 1 · 1. Lot 1 — Wales Airshow (Distributed PA)1 award | |||
| supplier not published | — | 4 Jun 2026 | Awarded |
| Lot 2 · 2. Lot 2 — Swansea Bay 10k1 award | |||
| Hooke Sound & Light Ltd t/a Total Sound SolutionsSMEContract for Special Events PA and Equipment Hire Lot 2 — Swansea Bay 10k28 Aug 2026 – 21 Jun 2029 · up to 21 Jun 2031Extensions: 3 year contract with option to extend for up to a further 24 months | £26,667 | 9 Jun 2026 | Awarded |
| Lot 3 · 3. Lot 3 — Christmas Parade1 award | |||
| Hooke Sound & Light Ltd t/a Total Sound SolutionsSMEContract for Special Events PA and Equipment Hire Lot 3 — Christmas Parade28 Aug 2026 – 21 Jun 2029 · up to 21 Jun 2031Extensions: 3 year contract with option to extend for up to a further 24 months | £26,667 | 9 Jun 2026 | Awarded |
| Lot 4 · 4. Lot 4 – Swansea Fireworks Display1 award | |||
| Hooke Sound & Light Ltd t/a Total Sound SolutionsSMEContract for Special Events PA and Equipment Hire Lot 4 – Swansea Fireworks Display28 Aug 2026 – 21 Jun 2029 · up to 21 Jun 2031Extensions: 3 year contract with option to extend for up to a further 24 months | £26,667 | 9 Jun 2026 | Awarded |
| Lot 5 · 5. Lot 5 — Additional Equipment / Ad-hoc PA Provision1 award | |||
| Hooke Sound & Light Ltd t/a Total Sound SolutionsSMEContract for Special Events PA and Equipment Hire Lot 5 — Additional Equipment / Ad-hoc PA Provision28 Aug 2026 – 21 Jun 2029 · up to 21 Jun 2031Extensions: 3 year contract with option to extend for up to a further 24 months | £10,000 | 9 Jun 2026 | Awarded |
Contracts
Contract for Special Events PA and Equipment Hire - Lot 2 - Admiral Swansea Bay 10k · Hooke Sound & Light Ltd t/a Total Sound SolutionsSME
- Signed
- 16 Jun 2026
- Value
- £26,667
- Period
- 22 Jun 2026 – 21 Jun 2029 · up to 21 Jun 2031 with extensions
- Status
- active
- Extensions
- The Term shall be 22/06/2026 – 21/06/2029 with the option to extend for up to a further 24 month
No agreed KPIs: Detailed Specification
Contract for Special Events PA and Equipment Hire - Lot 3 - Christmas Parade · Hooke Sound & Light Ltd t/a Total Sound SolutionsSME
- Signed
- 16 Jun 2026
- Value
- £26,667
- Period
- 22 Jun 2026 – 21 Jun 2029 · up to 21 Jun 2031 with extensions
- Status
- active
- Extensions
- The Term shall be 22/06/2026 – 21/06/2029 with the option to extend for up to a further 24 month
- Change proposed 14 Oct 2026 Original UK4: Tender Notice was advertised as an "ABOVE THRESHOLD" notice. Upon evaluating the bids, it was decided Lot 1 - Wales National Airshow was not going to be awarded on this occasion - Costs were too high to award on this tender. As the UK4: Tender Notice was advertised as an "ABOVE THRESHOLD" all further notices had to be advertised as "ABOVE THRESHOLD". This UK10: Contract Change Notice is to change the Tender Opportunity to a Below Threshold Tender Award, new value £90,000
No agreed KPIs: Detailed Specification
Contract for Special Events PA and Equipment Hire - Lot 4 - Pride · Hooke Sound & Light Ltd t/a Total Sound SolutionsSME
- Signed
- 16 Jun 2026
- Value
- £26,667
- Period
- 22 Jun 2026 – 21 Jun 2029 · up to 21 Jun 2031 with extensions
- Status
- active
- Extensions
- The Term shall be 22/06/2026 – 21/06/2029 with the option to extend for up to a further 24 months
No agreed KPIs: Detailed Specification
Contract for Special Events PA and Equipment Hire - Lot 5 - Additional equipment · Hooke Sound & Light Ltd t/a Total Sound SolutionsSME
- Signed
- 16 Jun 2026
- Value
- £10,000
- Period
- 22 Jun 2026 – 21 Jun 2029 · up to 21 Jun 2031 with extensions
- Status
- active
- Extensions
- The Term shall be 22/06/2026 – 21/06/2029 with the option to extend for up to a further 24 months
No agreed KPIs: Detailed Specification
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 2 · 2. Lot 2 — Swansea Bay 10k | 4final-stage tenders | 4 | 0 | — |
| 3 · 3. Lot 3 — Christmas Parade | 4final-stage tenders | 4 | 0 | — |
| 4 · 4. Lot 4 – Swansea Fireworks Display | 4final-stage tenders | 4 | 0 | — |
| 5 · 5. Lot 5 — Additional Equipment / Ad-hoc PA Provision | 4final-stage tenders | 4 | 0 | — |
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- Hooke Sound & Light Ltd t/a Total Sound SolutionsAwarded supplier
Official documents & specifications (11)
Official links; attachments are not copiedNotices published for this procedure
- Contract change notice Contract change notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
Show 3 more notices
- Contract award notice Contract award notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender