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Published 17 Sept 2026, 09:40 BST

Official UK procurement notice

Contract for Special Events PA and Equipment Hire

Official notice

Authority: City & County of Swansea (Local council)

5 lotsServicesOpen procedureAbove thresholdSME suitableVCSE suitable
Sectors: Software Packages & ERP (48)Business Services & Consultancy (79) Delivery: Wales (UKL18)
Published estimate £180,000envelope for 5 lots · £216,000 inc. VAT · 1 value update
Submissions closed 11 May 2026awarded 4 Jun 2026
Awarded to Hooke Sound & Light Ltd t/a Total Sound Solutions5 awards
Contract term 3 yrsup to 5 yrs with extensions · starts 1 Jun 2026

What is being bought5 lots · detail below

Published requirement description

Swansea 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 lot
Lot #11. Lot 1 — Wales Airshow (Distributed PA)AwardedRenewal 3 yrsSMEVCSEPublished value£60,000
1. Lot 1 — Wales Airshow (Distributed PA) Please see Schedule 2 - Specification for Details
Contract period: 1 Jun 2026 — 31 May 2029 (3 yrs) · up to 5 yrs with extensionsEligibility: SME eligibleVCSE eligibleDelivery: Wales
Value
£60,000 exc. VAT · £72,000 inc. VAT
Extensions
Contract Period: 1st June 2026 – 31st May 2029 With the option to extend for a further 24 months
48952000 Public address systems79952000 Event services79953000 Festival organisation services79954000 Party organisation services
Lot #22. Lot 2 — Swansea Bay 10kAwardedRenewal 3 yrsSMEVCSEPublished value£30,000
2. Lot 2 — Swansea Bay 10k Please see Schedule 2 - Specification for Details
Contract period: 1 Jun 2026 — 31 May 2029 (3 yrs) · up to 5 yrs with extensionsEligibility: SME eligibleVCSE eligibleDelivery: Wales
Value
£30,000 exc. VAT · £36,000 inc. VAT
Extensions
Contract Period: 1st June 2026 – 31st May 2029 With the option to extend for a further 24 months
48952000 Public address systems79952000 Event services79953000 Festival organisation services79954000 Party organisation services
Lot #33. Lot 3 — Christmas ParadeAwardedRenewal 3 yrsSMEVCSEPublished value£30,000
3. Lot 3 — Christmas Parade Please see Schedule 2 - Specification for Details
Contract period: 1 Jun 2026 — 31 May 2029 (3 yrs) · up to 5 yrs with extensionsEligibility: SME eligibleVCSE eligibleDelivery: Wales
Value
£30,000 exc. VAT · £36,000 inc. VAT
Extensions
Contract Period: 1st June 2026 – 31st May 2029 With the option to extend for a further 24 months
48952000 Public address systems79952000 Event services79953000 Festival organisation services79954000 Party organisation services
Lot #44. Lot 4 – Swansea Fireworks DisplayAwardedRenewal 3 yrsSMEVCSEPublished value£30,000
4. Lot 4 – Swansea Fireworks Display Please see Schedule 2 - Specification for Details
Contract period: 1 Jun 2026 — 31 May 2029 (3 yrs) · up to 5 yrs with extensionsEligibility: SME eligibleVCSE eligibleDelivery: Wales
Value
£30,000 exc. VAT · £36,000 inc. VAT
Extensions
Contract Period: 1st June 2026 – 31st May 2029 With the option to extend for a further 24 months
48952000 Public address systems79952000 Event services79953000 Festival organisation services79954000 Party organisation services
Lot #55. Lot 5 — Additional Equipment / Ad-hoc PA ProvisionAwardedRenewal 3 yrsSMEVCSEPublished value£30,000
5. Lot 5 — Additional Equipment / Ad-hoc PA Provision Please see Schedule 2 - Specification for Details
Contract period: 1 Jun 2026 — 31 May 2029 (3 yrs) · up to 5 yrs with extensionsEligibility: SME eligibleVCSE eligibleDelivery: Wales
Value
£30,000 exc. VAT · £36,000 inc. VAT
Extensions
Contract Period: 1st June 2026 – 31st May 2029 With the option to extend for a further 24 months
48952000 Public address systems79952000 Event services79953000 Festival organisation services79954000 Party organisation services

What it takes to win

Evaluation split and conditions of participation as published — the tender pack may add more
How bids were scored · same split on all 5 lots
Quality: 80Price: 120
Published sub-criteria (4)
  • Quality — 40
  • Quality — 40
  • Price — 60
  • Price — 60
Published award criteria (4)
  • 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%
  • 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%
Conditions of participation · identical on every lot2
  • 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, more…specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.
  • 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, more…specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.

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
Awarded
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
No (one-off requirement)
First published
17 Sept 2026, 09:40 BST
Last source update
17 Sept 2026, 09:40 BST
Award evaluation window
Submission end — 27 May 2026, 23:59 BST
Authority reference
CCS/25/367
Latest notice
Contract details notice (UK7)
Classification (CPV)
Event servicesFestival organisation servicesParty organisation servicesPublic address systems
Delivery area
Wales (UKL18)
Official registry OCID
ocds-h6vhtk-06814c Find a Tender

How it was run

Official notice
Run throughJaggaer ↗Supplier login requiredElectronic submission allowedLanguage: CY, EN
Portal record ↗
Access & registration note: Free; latest Chrome/Edge/Firefox only — corporate browsers fail
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
Detailed submission instructions & authority contactsFrom official release
The E-Tendering portal: http://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 more…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

8 published dates · Europe/London
  1. Tender notice published160 days ago
    13 Apr 2026, 16:32 BST
  2. Clarification questions by139 days ago
    4 May 2026, 12:00 BST
  3. Submission deadline132 days ago
    11 May 2026, 12:00 BST
  4. Award decision expected by115 days ago
    27 May 2026, 23:59 BST
  5. Contract starts111 days ago
    1 Jun 2026, 00:00 BST
  6. Assessment summaries sent100 days ago
    12 Jun 2026, 00:00 BST
  7. Standstill ends29 days ago
    21 Aug 2026, 23:59 BST
  8. Latest notice published3 days ago
    17 Sept 2026, 09:40 BST

Commercial outcome & contract awards

Published awards, contracts and bid statistics — not a forecast
Awards 5
Awarded value £90,0014 awards exc. VAT
Bids received 1616 from SMEs
Contracts signed 4latest 16 Jun 2026
LotAwarded toValueDateStatus
2 · 2. Lot 2 — Swansea Bay 10kHooke 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£26,6679 Jun 2026Awarded
3 · 3. Lot 3 — Christmas ParadeHooke 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£26,6679 Jun 2026Awarded
4 · 4. Lot 4 – Swansea Fireworks DisplayHooke 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£26,6679 Jun 2026Awarded
5 · 5. Lot 5 — Additional Equipment / Ad-hoc PA ProvisionHooke 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£10,0009 Jun 2026Awarded
1 · 1. Lot 1 — Wales Airshow (Distributed PA)supplier not published—4 Jun 2026Awarded

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

    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

LotBidsSMEVCSEValid bid range
2 · 2. Lot 2 — Swansea Bay 10k4final-stage tenders40—
3 · 3. Lot 3 — Christmas Parade4final-stage tenders40—
4 · 4. Lot 4 – Swansea Fireworks Display4final-stage tenders40—
5 · 5. Lot 5 — Additional Equipment / Ad-hoc PA Provision4final-stage tenders40—

Notice history

7 events · 3 releases on Find a Tender · since 13 Apr 2026
  1. Contract details notice published
    17 Sept 2026, 09:40 BSTUK7
  2. Contract signature expected
    24 Aug 2026, 23:59 BSTscheduled
  3. Contract award notice published
    12 Aug 2026, 10:55 BSTUK6
  4. Published value updated
    12 Aug 2026, 10:55 BSTwas £180,000
  5. Status changed to complete
    12 Aug 2026, 10:55 BST
  6. Deadline withdrawn
    12 Aug 2026, 10:55 BST
  7. Tender notice published
    13 Apr 2026, 16:32 BSTUK4

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, Oystermouth Road,, Swansea, Wales, SA1 3SN [email protected] +447966230649
View buyer profile →

Bidders & participating suppliers

1 commercial party on the notice

Official documents & specifications (11)

Official links; attachments are not copied

Tender pack and attachments

  • Conflict of interest declarationtenderConflict of interest declarationNot published

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
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  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
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