Official UK procurement notice
RBGKEW1418-Kew Gardens & Wakehurst Creative Programming Framework
Authority: Royal Botanic Gardens, Kew (Public body)·Consortium: 2 public authorities
What is being bought2 lots · detail below
Published requirement descriptionFramework of suppliers to provide creative programming services across Kew and Wakehurst visitor programmes teams.
Lot 1 - Design & Fabrication
Lot 2 - Theatrical Performance
- How the procedure runs: Stage 1 - Selection Evaluation of PSQ including conditions of participation. A maximum of the top 10 scoring suppliers for each lot (2 lots) will be shortlisted to Stage 2. Full details of the PSQ conditions of participation questions and evaluation methodology are detailed in Part 1: ITT and Part 4: PSQ RBG Kew reserves the right to refine the award criteria for Stage 2 during this time in accordance with the Act Stage 2 - Tendering Written technical and commercial submission and presentation of technical submission. All suppliers will be invited to present. Full details of Award criteria and evaluation methodology is detailed in Part 1: ITT document Stage 3 - Preferred Suppliers RBG Kew reserves the right to enter into negotiations with the Preferred Suppliers in order to finalise the terms of the contract(s) (e.g. clarifications, specifications, optimisation and other negotiations to confirm financial commitments or other terms contained in the Preferred Supplier's tender submission and / or BAFO). Part 4 - Standstill Notification of contract award a nd mandatory standstill period in accordance with the Act
CPV: Event services · Theatrical producer entertainment services · Theatrical producers', singer groups', bands' and orchestras' entertainment services
How this framework works
From the published notice- Type
- Closed framework
- Call-offs
- call-offs may be awarded directly or by further competition
- Places
- up to 10 suppliers · 7 bids on the busiest of 2 lots (0.7 per place) · 6 appointed
- Framework period
- 2 yrs · up to 4 yrs from 31 Aug 2025
Published description of the framework
Framework Call off procedures
During the lifetime of the Contract, RBG Kew may call-off from this framework agreement in two different
ways.
Option 1: Ranked direct award
Option 2: Further competition between all suppliers on the framework
The option chosen will depend upon the individual requirements of each programme.
- RBGKEW1418-02 - Henry Moore Family Trail · Royal Botanic Gardens, Kew · 30 Mar 2026
- RBGKEW1418-01 Easter Programme 2026 · Royal Botanic Gardens, Kew · 3 Feb 2026
Notices that name this framework as their framework in the official record. Many call-offs are never published, so this is a floor, not utilisation.
Lots and requirements (2)Procurement structure
2 lots · all with a published valueLot #1Theatrical PerformanceAwardedRenewalPublished value£500,000
We will expect the Supplier to respond creatively to the Brief and use their design and theatrical skills to develop imaginative, immersive and participatory theatrical programming together with the project management, design, install, maintenance and deinstallation of sets, stages, props and costumes to creatively cast and stage the performances within Kew landscapes.
Depending on the programme, the Creative Brief may be for any or all of the following programme deliverables (these lists are not exhaustive):
·Narrative and script development
·Experience development
·Stage sets
·Installations
·Props
·Costumes
·Music and choreography
·Cast
- Economic & financial standing
Full details provided in the ITT documentation Part 1: ITT and Part 4: PSQ. Full ITT is available on our eSender portal (Delta)
- Technical & professional ability
Full details provided in the ITT documentation Part 1: ITT and Part 4: PSQ. Full ITT is available on our eSender portal (Delta)
- Condition of participationshortlisting
In addition to the checks using mandatory and discretionary exclusions grounds the following conditions of participation will be used to select tenders to apply for this lot.
Suppliers must pass all of the following questions
Question 13 Terms & Conditions Pass/Fail
Question 14 Insurance
Question 15 Working at Kew & Wakehurst
All suppliers that pass these questions will then be evaluated by the following 9 questions
All carry a weighting of 10 each (maximum score is 90)
17.1 Demonstration of work for family audiences
17.2 Demonstration of work that took place in an outdoor environment.
17.3 Demonstration of work that used a licenced property or helped to tell a mission-based story for the client
17.4 Demonstration of work that was interactive, included challenge and reward, or learning through play
17.5 Demonstration of work that included scenery, sets, costumes and props
17.6 Demonstration of work that included actors, explainers, or hosts engaging visitors
17.7 Demonstration of a clear understanding of health and safety and how this was applied to the project
17.8 Demonstration of a commitment to Equality, Diversity & Inclusion
17.9 Demonstration of a commitment to sustainability
Each question will be allocated a score out of 5 using the scoring methodology detailed in Part 1 - ITT. Total of all weighted questions is 90
Suppliers must achieve a minimum score of 3 out of 5 to pass.
The top 10 scoring suppliers will be invited to submit a tender for this lot at Stage 2 - ten…
Lot #2Design & FabricateAwardedRenewalPublished value£1,000,000
We will expect the Supplier to respond creatively to the Brief and use their design and inventive problem-solving expertise to develop playful, inviting, unique, innovative and aesthetically sensitive responses, and to then manufacture, install, maintain and deinstall all programme deliverables, as well as undertake all associated project management.
Projects will include all or a combination of the following:
·Interactive installations
·Stand-alone vignettes
·Set dressing
·Props
·Wayfinding
·Interpretation panels
Full detailed specification provided in Part 2:specification and associated appendices
- Economic & financial standing
Full details provided in the ITT documentation Part 1: ITT and Part 4: PSQ. Full ITT is available on our eSender portal (Delta
- Technical & professional ability
Full details provided in the ITT documentation Part 1: ITT and Part 4: PSQ. Full ITT is available on our eSender portal (Delta
- Condition of participationshortlisting
In addition to the checks using mandatory and discretionary exclusions grounds the following conditions of participation will be used to select tenders to apply for this lot.
Suppliers must pass all of the following questions
Question 13 Terms & Conditions Pass/Fail
Question 14 Insurance
Question 15 Working at Kew & Wakehurst
All suppliers that pass these questions will then be evaluated by the following 8 questions
All carry a weighting of 10 each (maximum score is 80)
16.1 Demonstration of work for family audiences
16.2 Demonstration of work that took place in an outdoor environment.
16.3 Demonstration of work that used a licenced property or helped to tell a mission-based story for the client
16.4 Demonstration of work that was interactive, included challenge and reward, or learning through play
16.5 Demonstration of work that included installations or sets
16.6 Demonstration of a clear understanding of health and safety and how this was applied to the project
16.8 Demonstration of a commitment to Equality, Diversity & Inclusion
16.9 Demonstration of a commitment to sustainability
Each question will be allocated a score out of 5 using the scoring methodology detailed in Part 1 - ITT. Total of all weighted questions is 80
Suppliers must achieve a minimum score of 3 out of 5 to pass.
The top 10 scoring suppliers will be invited to submit a tender for this lot at Stage 2 - tendering.
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).
- “RBGKEW1418-Kew Gardens & Wakehurst Creative Programming Framework” is a framework: the contest is a place on its panel, up to 10 suppliers, not a single contract: call-offs may be direct or by further competition.
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible 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
- Framework agreement
- Who may use this agreement
- Not stated in the notice; call-off rights may be limited to the establishing authority
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Unspecified in notice
- First published
- 17 Jul 2025, 17:04 BST
- Last source update
- 25 Sept 2025, 16:46 BST
- Award evaluation window
- Submission end – 22 Jul 2025
- Authority reference
RBGKEW1418- FTS notice number
2025/S 000-012631- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-04efefFind a Tender
- How it runs
Stage 1 - Selection
Evaluation of PSQ including conditions of participation. A maximum of the top 10 scoring suppliers for each lot (2 lots) will be shortlisted to Stage 2.
Full details of the PSQ conditions of participation questions and evaluation methodology are detailed in Part 1: ITT and Part
4: PSQ
RBG Kew reserves the right to refine the award criteria for Stage 2 during this time in accordance with the Act
Stage 2 - Tendering
Written technical and commercial submission and presentation of technical submission. All suppliers will be invited to present.
Full details of Award criteria and evaluation methodology is detailed in Part 1: ITT document
Stage 3 - Preferred Suppliers
RBG Kew reserves the right to enter into negotiations with the Preferred Suppliers in order to finalise the terms of the contract(s) (e.g. clarifications, specifications, optimisation and other negotiations to confirm financial commitments or other terms contained in the Preferred Supplier's tender submission and / or BAFO).
Part 4 - Standstill
Notification of contract award a nd mandatory standstill period in accordance with the Act
How it was run
Official notice- Requests to participate (first stage)
- 28 Apr 2025, 11:00 BST
- Appointment period ends
- 28 Apr 2025, 11:00 BST
- Clarification deadline
- 23 Apr 2025, 15:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
To access full tender pack, register for the opportunity and submit documents for Stages 1 and 2 of this procurement process.
Follow these steps:
- Go to www.delta-esourcing.com ↗
- Create an account or log in to existing account
- Go to 'Response Manager'
- In the 'Access Code' field type the following 289T697S9H
Suppliers MUST submit their completed documents via the etendering portal SQ or Tenderbox.
RBG Kew will not accept tenders submitted by email or the portal messaging facility.
Timeline
20 Mar 2025 → 25 Sept 2025 · 11 dates- Planning notice published20 Mar 2025, 16:05 GMT
- Market engagement26 Mar 2025, 23:59 GMT
We have been conducting online research and have reached out to peer organisations to compile a list of potential suppliers that may be interested in this contract.
Potential suppliers have not been contacted with regards to this contract opportunity during this research phase.
Once the opportunity has been formally advertised following the publication of a Tender notice (UK 4) we will contact the suppliers on the list and inform them of the opportunity and how to apply should they be interested in doing so.
Should any suppliers viewing this notice want to be added to the list we are compiling please provide your company name, contact name and email address to [email protected] before the engagement deadline date in this notice (26/03/2025)
- Tender notice published2 Apr 2025, 17:11 BST
- Next notice expected3 Apr 2025, 00:59 BST
- Clarification questions by23 Apr 2025, 15:00 BST
- Admission / appointment period endsperiod end, not a bid countdown28 Apr 2025, 11:00 BST
- Assessment summaries sent17 Jul 2025, 00:00 BST
- Award decision expected by22 Jul 2025, 23:59 BST
- Standstill ends28 Jul 2025, 23:59 BST
- Contract starts31 Aug 2025, 00:00 BST
- Latest notice published390 days ago25 Sept 2025, 16:46 BST
Notice history
6 events · 2 releases on Find a Tender · since 20 Mar 2025- Preliminary market engagement notice published20 Mar 2025, 16:05 GMTUK2
- Tender notice published2 Apr 2025, 17:11 BSTUK4
- Tender notice published3 Apr 2025, 09:55 BSTUK4
- Contract award notice published17 Jul 2025, 17:04 BSTUK6
- Contract signature expected22 Aug 2025, 23:59 BSTscheduled
- Contract details notice published25 Sept 2025, 16:46 BSTUK7
Published amendments (1)
Tendering portal link not working and they are not able to resolve the issue - have updated instructions on how to access the tender pack, register an interest and apply.
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Lot 1 · Theatrical Performance1 award | |||
| Bakehouse Factory LtdSME, KIT AND CABOODLE LTD.SME, Theatre-RitesSME, Two Tails Productions LtdSME, Wild Rumpus CICSMEVCSE25 Aug 2025 – 24 Aug 2027 · up to 24 Aug 2029Extensions: One extension of a maximum 2 years (24 months) | £500,000 | 17 Jul 2025 | Awarded |
| Lot 2 · Design & Fabricate1 award | |||
| Bakehouse Factory LtdSME, KIT AND CABOODLE LTD.SME, LIMA STUDIO LTDSME, Two Tails Productions LtdSMELot 1: design & Fabrication25 Aug 2025 – 24 Aug 2027 · up to 24 Aug 2029Extensions: One extension option of a maximum 2 years (24 months) | £1,000,000 | 17 Jul 2025 | Awarded |
Contracts
Lot 1: design & Fabrication · Bakehouse Factory LtdSME, KIT AND CABOODLE LTD.SME, LIMA STUDIO LTDSME, Two Tails Productions LtdSME
- Signed
- 17 Jul 2025
- Value
- £1,000,000
- Period
- 25 Aug 2025 – 24 Aug 2027 · up to 24 Aug 2029 with extensions
- Status
- active
- Extensions
- Initial term 2 years with an extension option of 2 years (maximum 4 years)
Lot 2: Theatrical Performance · Bakehouse Factory LtdSME, KIT AND CABOODLE LTD.SME, Theatre-RitesSME, Two Tails Productions LtdSME, Wild Rumpus CICSMEVCSE
- Signed
- 17 Jul 2025
- Value
- £500,000
- Period
- 25 Aug 2025 – 24 Aug 2027 · up to 24 Aug 2029 with extensions
- Status
- active
- Extensions
- Initial term 2 years with an extension option of 2 years (maximum 4 years)
Bid statistics published by the authority
| Lot | Bids | SME | VCSE | Valid bid range |
|---|---|---|---|---|
| 1 · Theatrical Performance | 7final-stage tenders | 7 | 1 | — |
| 2 · Design & Fabricate | 5final-stage tenders | 5 | 0 | — |
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- Royal Botanic Gardens, KewContracting authorityPublic authority - sub-central government
Framework contractors & participating bidders
6 commercial parties on the notice- KIT AND CABOODLE LTD.Framework contractor
- LIMA STUDIO LTDFramework contractor
- THE BAKEHOUSE FACTORY LTDFramework contractor
- Theatre-RitesFramework contractor
- Two Tails Productions LtdFramework contractor
- Wild Rumpus CICFramework contractor
Official documents & specifications (17)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications
- Bidding documents and specifications
- Bidding documents and specifications
- Bidding documents and specifications
- Bidding documents and specifications
- Bidding documents and specifications 1. Go to https://www.delta-esourcing.com/ 2. Create an account or log in to existing account 3. Go to 'Response Manager' 4. In the 'Access Code' field type the following 289T697S9H This will enable you to access the full tender pack, register and interest and apply for the opport…
- Bidding documents and specifications
- Bidding documents and specifications
Show 2 more documents
Notices published for this procedure
- 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
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender