Concession notice
Section I: Contracting
authority/entity
I.1) Name and addresses
Cardiff University
Procurement Services, McKenzie House, 30-36 Newport Road
Cardiff
CF24 0DE
UK
Telephone: +44 2920879648
E-mail: halea3@cardiff.ac.uk
NUTS: UKL
Internet address(es)
Main address: http://www.cardiff.ac.uk/business/why-work-with-us/for-suppliers
Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0258
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://in-tendhost.co.uk/cardiffuniversity/aspx/Home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://in-tendhost.co.uk/cardiffuniversity/aspx/Home
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://in-tendhost.co.uk/cardiffuniversity/aspx/Home
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Graduation Attire and Photography
Reference number: CU.1166.TH
II.1.2) Main CPV code
79961300
II.1.3) Type of contract
Services
II.1.4) Short description
The aim of this procurement process is to establish a contract for the provision of Academic Dress and photography services for Cardiff University graduation events
This Contract/Framework is separated into Lots:
Lot 1: Academic Dress
Lot 2: Photography
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
Academic Dress
II.2.2) Additional CPV code(s)
18400000
II.2.3) Place of performance
NUTS code:
UKL22
II.2.4) Description of the procurement
Lot 1 Academic Dress
Academic Dress for Graduation events (to include Gowns and appropriate headwear) service for all awards offered at Cardiff University in City Hall or the university’s Centre for Student Life (CSL) from 7am to 10pm each graduation day, with set up on the Sunday preceding the week, with sufficient staff are available to ensure that graduates and their families and friends are dealt with smoothly and efficiently
Option for students to collect their gowns on the evening before their ceremony at City Hall or CSL (usually arranged between 6pm and 10pm). This will include the Sunday evening prior to graduation week.
Service to provide complimentary senior officer robes including a cleaning and full maintenance service of the officer robes
A full gowning service for staff attending the platform party at St David’s Hall for each graduation day. This is usually between 400 and 600 gowns/ headwear per Graduation week.
Please provide details of sizes, prices, any extras included, packaging charges, as well as ordering and delivery details.
A reorder service in various sizes and styles must be provided (please provide details including over what time-period re-ordering applies.) Please provide details of online ordering.
II.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months: 36
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Lot No: 2
II.2.1) Title
Graduate Photography
II.2.2) Additional CPV code(s)
79961300
II.2.3) Place of performance
NUTS code:
UKL22
II.2.4) Description of the procurement
Lot 2 Photography
Student graduation photography service from 7am to 9pm each graduation day, with set up on the Sunday preceding the week, with sufficient staff to ensure that graduates and their families and friends are dealt with smoothly and efficiently. Please describe the portrait service you would provide and how it would be managed and details of post-graduation customer service
Portrait photographs of honorary fellows and selected individuals, will also be required at St David’s Hall, and copyright to use these will transfer to the University. There are usually between twelve and twenty honorary fellows each year.
We currently have a provision to have a photographer at the ceremony to capture the award being received, which we would like to continue to offer.
All photographs taken must be posted to graduates within 28 days, ideally within a much shorter timescale (please supply details for UK, EU and overseas).
Please provide details of sizes, prices, any extras included, packaging charges, as well as ordering and delivery details. Please also provide details of any framing service available.
A reorder service in various sizes and styles must be provided (please provide details including over what time period re-ordering applies.) Please provide details of online ordering.
Option to take candid photographs at Graduation Gardens (receptions) which are to be sold on site on the Graduation Days.
II.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months: 36
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
13/02/2023
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
CY
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
(WA Ref:128272)
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
UK
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice
18/01/2023