Official UK procurement notice
RHUL-25059 Delivery of a Converged Media Production Stage Solution for R&D by the UK Creative Sectors
Authority: Royal Holloway and Bedford New College (Education)·Consortium: 2 public authorities
What is being bought
Published requirement descriptionAwarded to Creative Technology Limited for Delivery of a Converged Media Production Stage Solution for Research and Development usage by the UK Creative Sectors, on behalf of the CoSTAR network, following an open tender.
- No preliminary market engagement: Preliminary market engagement carried out with restricted representative sample of suppliers owing to timescales
CPV: Audio-visual equipment · Installation services of radio, television, sound and video equipment · Motion picture and video tape production and related services · Radio, television, communication, telecommunication and related equipment · Repair and maintenance services of audio-visual and optical equipment · Television and audio-visual equipment
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£3,750,000
- Economic & financial standing
Participating organisations must have a minimum annual turnover of £4.5m
- Technical & professional ability
Participating organisations must evidence, with details, a minimum of two contracts, where they have led the Delivery of a Converged Media Production Stage Solution of a similar size and scale to the requirement within the ITT, including the supply, delivery, installation and integration between a minimum of five (5) out of the nine (9) essential core elements identified within the Specification. Essential Core Elements are:
- Modular LED Wall Systems
- Projection Mapping Systems
- Modular LED Ceiling Display Systems with Truss and Motorised Hoist Integration
- Modular, High Resolution, LED Interactive Floor Display Systems
- Motorised Rigging Systems
- System Monitoring and Management Solutions
- Software and Hardware Integration
- Tracking Systems
- Spatial Audio Systems
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 sub-criteria (7)
- CR-1 High level plan for delivery of the Integrated Solution: 18%
- CR-2 Approach to buying including future proofing: 17%
- CR-3 Approach to maintenance, servicing and training: 15%
- CR-4 Technical proposal: 25%
- Price: 15%
- CR-6 Social Value: 5%
- CR-5 Sustainability: 5%
Published award criteria (7)
- CR-1 High level plan for delivery of the Integrated Solution
- CR-2 Approach to buying including future proofing
- CR-3 Approach to maintenance, servicing and training
- CR-4 Technical proposal
- CR-5 Sustainability
- CR-6 Social Value
- Price
- Economic & financial standing
Participating organisations must have a minimum annual turnover of £4.5m
- Technical & professional ability
Participating organisations must evidence, with details, a minimum of two contracts, where they have led the Delivery of a Converged Media Production Stage Solution of a similar size and scale to the requirement within the ITT, including the supply, delivery, installation and integration between a minimum of five (5) out of the nine (9) essential core elements identified within the Specification. Essential Core Elements are:
- Modular LED Wall Systems
- Projection Mapping Systems
- Modular LED Ceiling Display Systems with Truss and Motorised Hoist Integration
- Modular, High Resolution, LED Interactive Floor Display Systems
- Motorised Rigging Systems
- System Monitoring and Management Solutions
- Software and Hardware Integration
- Tracking Systems
- Spatial Audio Systems
- Price carries 15 of 100 points: a 10% discount moves about 1.5 points. The method statement decides this lot, not the discount.
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
- Goods
- 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
- Unspecified in notice
- First published
- 16 Apr 2025, 16:51 BST
- Last source update
- 13 Nov 2025, 15:24 GMT
- Award evaluation window
- Submission end – 13 Jun 2025
- Authority reference
RHUL-25059- FTS notice number
2025/S 000-015686- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05045dFind a Tender- Contract terms summary
Final contract payment schedule shall be agreed between the Parties prior to contract signing Invoices will be sent by electronic means only to: [email protected] Any University invoice queries should be sent to [email protected] or telephone +44 (0)1784 276461 between 09:00-16:00 GMT Monday to Friday.
- Risks
Delays relating to supply chain/lead time on equipment Delays related to construction programme Delays relating to commissioning and testing Integration complexity and technical dependencies Tariffs relating to hardware imports from the USA/elsewhere Fluctuations in foreign exchange rates Technological obsolescence (primarily relating to AI)
How it was run
Official notice- Submission deadline
- 16 May 2025, 11:00 BST
- Clarification deadline
- 14 May 2025, 17:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
16 Apr 2025 → 13 Nov 2025 · 8 dates- Tender notice published16 Apr 2025, 16:51 BST
- Clarification questions by14 May 2025, 17:00 BST
- Submission deadline16 May 2025, 11:00 BST
- Award decision expected by13 Jun 2025, 00:59 BST
- Contract starts20 Jun 2025
- Assessment summaries sent27 Jun 2025
- Standstill ends8 Jul 2025, 23:59 BST
- Latest notice published343 days ago13 Nov 2025, 15:24 GMT
Notice history
7 events · 4 releases on Find a Tender · since 16 Apr 2025- Tender notice published16 Apr 2025, 16:51 BSTUK4
- Tender notice published16 Apr 2025, 17:09 BSTUK4
- Contract award notice published27 Jun 2025, 14:48 BSTUK6
- Status changed to complete27 Jun 2025, 14:48 BST
- Contract signature expected23 Jul 2025, 00:59 BSTscheduled
- Contract details notice published13 Nov 2025, 15:24 GMTUK7
- Buyer details updated13 Nov 2025, 15:24 GMT
Published amendments (1)
Change request made 16/04/2025 - Error in published Submission deadline date which should read: Wednesday 21st May 2025 at 11.00am - Bidders should also note that the total estimated value of this procurement is between £3million and £4.5million gbp
Routine re-releases (4)
- 2025-04: 1 release · 16 Apr 2025
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Creative Technology LtdRHUL-25059 Delivery of a Converged Media Production Stage Solution for R&D by the UK Creative Sectors (Film, Games, Live, Immersive)28 Jul 2025 – 1 Apr 2029 · up to 1 Apr 2030Extensions: +1 year optional extension · Options: The right to additional purchases while the contract is valid. Additional equipment and/or services relating to the subject matter of the Contract. Subject to confirmation of funding. | £4,080,307 | 26 May 2025 | Awarded |
Contracts
Contract 1 · Creative Technology Ltd
- Signed
- 12 Nov 2025
- Value
- £3,918,669
- Period
- 1 Dec 2025 – 1 Apr 2029 · up to 1 Apr 2030 with extensions
- Status
- active
- Extensions
- 1 Year extension dependent on grant funding
- Options
- The right to additional purchases while the contract is valid. Additional equipment and/or services relating to the subject matter of the Contract. Subject to confirmation of funding.
No agreed KPIs: The majority of the expenditure is the value of the equipment.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders | 2 | 0 | — |
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- Royal Holloway and Bedford New College, known as Royal Holloway, University of LondonContracting authorityPublic authority - sub-central government
Bidders & participating suppliers
2 commercial parties on the notice- CREATIVE TECHNOLOGY LIMITEDAwarded supplier
- Creative Technology LimitedAwarded supplier
Official documents & specifications (4)
Official links; attachments are not copiedNotices published for this procedure
- Contract details notice Contract details 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