REQUEST FOR QUOTE FOR THE PROVISION OF SECURITY SERVICES FOR BASINGSTOKE LIVE 2017

Basingstoke and Deane Borough Council (BDBC) was involved in the organisation of a medium sized music festival focusing on local talent and community engagement. For this, the Council had to procure the services of event security and stewarding, car parking management, gate management, cash handling and two way radio hire.

The tenderer had to be flexible as it may be necessary to change the level and nature of provision at an event from one year to another as it evolves, so each event will need to be assessed annually in order to achieve the correct specification.

BDBC is committed to delivering well organised, safe events that comply with current laws and best practice. It was therefore essential that the tenderer was able to work closely with the event management to ensure that these standards were maintained. The company entrusted with the contract will frequently be the frontline face of events, interacting with the public and must therefore be able to uphold and maintain the reputation of the council. It had to be fully understood how the dynamics of an event works and how they differ from one to another. It had to be understood the nuances and to be able to tailor the behaviour of its staff accordingly to ensure an appropriate level of service provision.

All staff working on events had to be trained appropriately for their role, particularly those is SIA roles. Staff supplied should be experienced specifically in events work and not limited to pubs, clubs and door supervisor roles. All staff should be identifiable at all times when on an event site by means of an appropriate uniform and identity badge.

In addition to staff supplied under this contract, the council was supplying additional staff in stewarding roles who's main role was to be in relation to public information and control of the event and site but had no remit for crowd management.

Where there was a requirement for staff supplied under this contract to be in radio communication with the event management, all radios were supplied by the security company. In addition the security company is required to supply two way radios for BDBC staff detailed in the event specifications.

The security company had to be able and willing to form part of the event management structure and be able to work directly with the emergency services. They had to be expected to provide support and input into the development of events based on the outcome of debrief meetings. They had to be willing and able to attend planning, briefing and debrief meetings as required as well as Safety Advisory Group meetings. Any time or cost incurred by the security company in attending these meetings should be factored into their fees and not chargeable to BDBC independently

The council was looking to establish a contract with an agreed hourly rate for varying staff levels.