Technical Services

{
  "id": "034869-2023",
  "tag": [
    "planning"
  ],
  "date": "2023-11-24T17:51:54Z",
  "ocid": "ocds-h6vhtk-041cd1",
  "buyer": {
    "id": "GB-FTS-54773",
    "name": "Portsmouth City Council"
  },
  "tender": {
    "id": "ocds-h6vhtk-041cd1",
    "lots": [
      {
        "id": "1",
        "status": "planned",
        "description": "Audio and Service specifications are available on the E-tendering portal - https://in-tendhost.co.uk/portsmouthcc/aspx/Home.  An overview of the 4 events that require technical services  can be found below; \nArmed Forces Day\nDate: Either Saturday 8th June or Saturday 15th June 2024 (TBC)\nLocation: Southsea Common, Portsmouth \nTimings: 10:00-16:00 (timings are provisional and may change)\nThis event is part of the National programme of celebration and thanks for our Armed Services.  Locally our Armed Forces Day event is a chance for the City of Portsmouth to show our support for the men and women who make up the Armed Forces Community: from currently serving troops and Service families, veterans and cadets. The aim of the event is to bring the local community and visitors to the city together to celebrate Armed Forces Day and also to inspire members of the public of all ages to engage with you and other Armed Forces related organisations. \nWe will have entertainment, activities, parades and a vehicle display available throughout the day alongside family activities, trade stands and children's rides. We welcome everyone to come and be part of our Armed Forces Day. Expected numbers are likely to be 6,000+ for the day. \nOperational Hours:\nPre-Event Set Up: Access to the site will be permitted from 10:00 on the Friday prior to the event. Also from 07:00 until 09:30 on the event day.\nEvent Day: From 10:00-16:00 (subject to confirmation).\nPost-Event de-rig: From 16:30 on the event day. Also from 07:00 on the Sunday following the event. Site to be clear by 12:00 on the Sunday following the event.\nWe are looking for the following offer (subject to change): \n•\tStage sound with mics and band amplification\n•\tSound around 2x large arenas with mics\n•\tProvision of technical support\n•\tProvision of cabins\n•\tInstallation of power at various traders. Number to be confirmed.\nSituations may arise that could impact on the running of the events, such as weather etc. In these cases, it will be the Council's decision and responsibility to notify suppliers as soon as possible of any alternative arrangements / cancellations.\nInternational Kite Festival\nDate: Saturday 27th - Sunday 28th July 2024 \nLocation: Southsea Common, Portsmouth \nTimings: 10:00-17:00 \nThe Portsmouth International Kite Festival, now in its 32nd year, is a very popular event and is not only part of the professional kite fliers calendar but is a major fixture on the seafront, attracting approximately 10,000 people per day (Based on previous years' attendance).  \nThere are 3 arenas: main arena hosting professional kite flying displays, large static displays and small displays. There is also a kite making workshop and a kids flying arena directly in front of this.\nThroughout the weekend there is a mix of trade stands, children's rides, catering concessions and arts & crafts stalls. \nOperational Hours:\nPre-Event Set Up: Access to the site will be permitted from 10:00 on the Friday prior to the event. Also from 07:00 until 09:30 on the event day.\nEvent Days: From 10:00-17:00 each day.\nPost-Event de-rig: From 17:30 on the event day. Also from 07:00 on the Monday following the event. Site to be clear by 12:00 on the Monday following the event.\nWe are looking for the following offer (subject to change): \n•\tStage sound with mics and band amplification\n•\tSound around 2x large arenas with mics\n•\tProvision of technical support\n•\tProvision of cabins\n•\tInstallation of power at various traders. Number to be confirmed.\nSituations may arise that could impact on the running of the events, such as weather etc. In these cases, it will be the Council's decision and responsibility to notify suppliers as soon as possible of any alternative arrangements / cancellations.\nFireworks Display\nDate: Tuesday 5th November 2024\nLocation: Alexandra Park, Hilsea and Southsea Common, Southsea (to be confirmed)\nTimings: 17:00-19:30\nThe popular annual firework display brings the local community together, along with visitors from outside the city. The event features food and drink stalls and stage entertainment culminating in a 20-minute fireworks display.\nCurrently the event is planned to be split between 2 sites located at either end of the city. The two events will run simultaneously.\nOperational Hours:\nPre-Event Set Up: Access to the site will be permitted from 09:00 on the day preceding the event. Also from 07:00 on the event day.\nEvent Day: From 17:00-19:30.\nPost-Event de-rig: From 20:00 on the event day. Also from 07:00 on the day following the event. Sites to be clear by 12:00 on the day following the event.\nWe are looking for the following offer (subject to change): \nTech to be replicated on each site.\n•\tStage sound with mics and band amplification\n•\tSound around 1x large arena with mic\n•\tProvision of technical support\n•\tProvision of cabins\n•\tProvision of tower lights\n•\tProvision of system to incorporate MP3 music to accompany the fireworks display (TBC)\nSituations may arise that could impact on the running of the events, such as weather etc. In these cases, it will be the Council's decision and responsibility to notify suppliers as soon as possible of any alternative arrangements / cancellations.\nRemembrance Sunday Service and Parade\nDate: Sunday 10th November (Subject to confirmation from the Royal British Legion)\nLocation: Guildhall Square\nTimings: 10:30-12:00\nRemembrance Sunday is an annual service and parade held to remember all those from the city who have lost their lives during conflict, whilst representing their country.\nThe event attracts approximately 500 serving military, reservists, cadets and veterans who take part in the parade. Approximately 4000 local residents attend.\nThe multi-faith service is led my representatives of local faith groups as well as veterans, cadets and other speakers. A wreath laying ceremony takes place at the WWI and WWII memorials following the service.\nOperational Hours:\nPre-Event Set Up: Access to the site will be permitted from 07:00 on the day of the event. \nEvent Day: 10:30-12:00.\nPost-Event de-rig: From 12:30 on the event day. Site to be clear by the end of the event day.\nWe are looking for the following offer (subject to change): \n•\t2x stand mics\n•\tAmplification of the choir\n•\tSound around the Guildhall Square\n•\tProvision of technical support\nSituations may arise that could impact on the running of the events, such as weather etc. In these cases, it will be the Council's decision and responsibility to notify suppliers as soon as possible of any alternative arrangements / cancellations."
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKJ31"
          }
        ],
        "additionalClassifications": [
          {
            "id": "71356000",
            "scheme": "CPV",
            "description": "Technical services"
          }
        ]
      }
    ],
    "title": "Technical Services",
    "value": {
      "amount": 375000,
      "currency": "GBP"
    },
    "status": "planned",
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "description": "The Events Team, Culture and Leisure directorate on behalf of Portsmouth City Council ('the Council') is hoping to obtain a better understanding of the level of interest  from suitably qualified suppliers to provide the supply of equipment and services at the below events:\n•\tArmed Forces Day\n•\tInternational Kite Festival\n•\tFireworks Display\n•\tRemembrance Sunday Service and Parade\nThe estimated annual value of the contract is £50,000 per annum based upon current specification, event frequencies and sites.  The value of the contract may increase or decrease in the event of changes to specification, changes to frequencies, and removal or addition of events from the contract.  The council cannot provide any guarantees of increases or decreases of the contract; however, any increases will be capped at 50% of the per annum contract value.  The upper value of the contract is £75,000 per annum.  \nThe initial contract term will be for 3 years with possibility of extending the term by a further 2 years in increments to be agreed, subject to the agreement and performance of both parties.  The form of contract used will be the Council's standard terms for the supply of services.\nWe are also using the opportunity to share with you a top-level service specification and ask you to comment on our requirements.  Any information a supplier shares could be used to assist drafting our final specification in support of any tender activity. \nSuppliers should note that there is no obligation to take part in this exercise and that if they do not take part it will not preclude them from any subsequent related procurement process. Engaging suppliers will not receive preferential treatment in any subsequent quotation or tender process, and this is in no way an indication of the selection of any organisation or a guarantee of future work.\nDocumentation can be obtained from Portsmouth City Council's e-tendering site at https://in-tendhost.co.uk/portsmouthcc/aspx/Home.  Potential suppliers will need to register to access documentation.  Assistance with registering can be found on the home-screen.",
    "communication": {
      "futureNoticeDate": "2023-12-18T00:00:00Z"
    },
    "classification": {
      "id": "79952000",
      "scheme": "CPV",
      "description": "Event services"
    },
    "mainProcurementCategory": "services"
  },
  "parties": [
    {
      "id": "GB-FTS-54773",
      "name": "Portsmouth City Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKJ31",
        "locality": "PORTSMOUTH",
        "postalCode": "PO12AL",
        "countryName": "United Kingdom",
        "streetAddress": "Civic Offices,Guildhall Square"
      },
      "details": {
        "url": "https://in-tendhost.co.uk/portsmouthcc/aspx/home",
        "classifications": [
          {
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE",
            "description": "Regional or local authority"
          },
          {
            "id": "01",
            "scheme": "COFOG",
            "description": "General public services"
          }
        ]
      },
      "identifier": {
        "legalName": "Portsmouth City Council",
        "noIdentifierRationale": "notOnAnyRegister"
      },
      "contactPoint": {
        "url": "https://in-tendhost.co.uk/portsmouthcc/aspx/home",
        "name": "Procurement Service",
        "email": "procurement@portsmouthcc.gov.uk",
        "telephone": "+44 2392688235"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}