Event Technical Services - AWARD

The Events Team, Culture and Leisure directorate on behalf of Portsmouth City Council ('the Council') is inviting tenders from suitably qualified suppliers to provide the supply of equipment and services at the below events:

• oArmed Forces Day
• oInternational Kite Festival
• oFireworks Display
• oRemembrance Sunday Service and Parade

This contract is applicable to the above events under the management of the Portsmouth City Council's Events and Lord Mayor's Team. These are regular events held in Portsmouth with attendee numbers ranging from 30 up to 50,000.

The estimated annual value of the contract is ?50,000 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.

The 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.

This Contract is for the Council's Events and Lord Mayor's Team to use the services of the supplier. The Council cannot guarantee the value or volume it may place with the supplier under this contract.

The procurement timetable is set out below.

PIN issued - Friday 24th November 2023

Procurement documents available on In-tend - Friday 9th February 2024 Deadline for requests for clarification - Wednesday 21st February 2024 at 23:59 Tender return deadline - Monday 18th March at 12:00

Evaluation of tenders completed - Thursday 28th March 2024

Award decision notified to bidders - Monday 8th April 2024

Standstill period starts - Tuesday 9th April 2024

Standstill period ends - Friday 19th April 2024

Contract award - Monday 22nd April 2024

Contract Commencement - 31st May 2024

Please ensure that all requests for clarification are made via InTend correspondence.