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Cymraeg

UK7

Contract for Special Events PA and Equipment Hire

  • First published: 17 September 2026
  • Last modified: 17 September 2026
  • Version: 1

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The buyer is not using this website to administer the notice.

To record your interest or obtain additional information or documents please find instructions within the Full Notice Text. (NOTE: Contract Award Notices and Prior Information Notices do not normally require a response)

Contents

Summary

OCID:
ocds-h6vhtk-06814c
Published by:
City & County of Swansea
Authority ID:
AA0254
Publication date:
17 September 2026
Deadline date:
-
Notice type:
UK7
Has documents:
No
Has SPD:
No
Has Carbon Reduction Plan:
N/A

Abstract

Swansea Council’s Special Events Team delivers large-scale events across multiple venues, parks, and outdoor spaces throughout Swansea. Event sizes range from 200 to 180,000 attendees. To support these events, we require a comprehensive range of professional Public Address (PA) services. We are seeking a contractor who is reliable; able to supply a variety of high-quality sound equipment (including large-scale systems); provides excellent customer service; demonstrates strong sustainability credentials; and upholds exemplary health and safety standards. The contract for PA services will run for a 3-year period from 1 June 2026 to 31 May 2029, with the option to extend for up to an additional two years. Requirements will vary annually depending on which events proceed.Lots OverviewThis Requirement is divided into five lots. Suppliers may tender for one or more lots:1. Lot 1 — Wales Airshow (Distributed PA)2. Lot 2 — Swansea Bay 10k3. Lot 3 — Christmas Parade4. Lot 4 – Swansea Fireworks Display5. Lot 5 — Additional Equipment / Ad-hoc PA ProvisionSmaller-scale events also require PA services throughout the year, sometimes at short notice. All dates for the next three years are subject to confirmation and depend upon events proceeding. A site visit can be arranged prior to tender submission if required.

Full notice text

Scope

Procurement reference

CCS/25/367

Procurement description

Swansea Council’s Special Events Team delivers large-scale events across multiple venues, parks, and outdoor spaces throughout Swansea. Event sizes range from 200 to 180,000 attendees. To support these events, we require a comprehensive range of professional Public Address (PA) services. We are seeking a contractor who is reliable; able to supply a variety of high-quality sound equipment (including large-scale systems); provides excellent customer service; demonstrates strong sustainability credentials; and upholds exemplary health and safety standards. The contract for PA services will run for a 3-year period from 1 June 2026 to 31 May 2029, with the option to extend for up to an additional two years. Requirements will vary annually depending on which events proceed.Lots OverviewThis Requirement is divided into five lots. Suppliers may tender for one or more lots:1. Lot 1 — Wales Airshow (Distributed PA)2. Lot 2 — Swansea Bay 10k3. Lot 3 — Christmas Parade4. Lot 4 – Swansea Fireworks Display5. Lot 5 — Additional Equipment / Ad-hoc PA ProvisionSmaller-scale events also require PA services throughout the year, sometimes at short notice. All dates for the next three years are subject to confirmation and depend upon events proceeding. A site visit can be arranged prior to tender submission if required.

Contracting authority

City & County of Swansea

Identification register:

  • GB-PPON

Address 1: Civic Centre, Oystermouth Road,

Town/City: Swansea

Postcode: SA1 3SN

Country: United Kingdom

Website: http://www.swansea.gov.uk/dobusiness

Public Procurement Organisation Number: PYYD-8699-BJGD

Contact name: Lisa Evans

Email: lisa.evans5@swansea.gov.uk

Telephone: +447966230649

Organisation type: Public authority - sub-central government

Devolved regulations that apply: Wales

Supplier

Hooke Sound & Light Ltd t/a Total Sound Solutions

Identification register:

  • GB-PPON

Address 1: Unit 12. St. David's Industrial Estate, Swansea Enterprise Park,

Town/City: Swansea

Postcode: SA6 8RX

Country: United Kingdom

Public Procurement Organisation Number: PQCQ-5896-NPQD

Email: hello@total-sound.com

Type:

  • SME

Procedure

Procedure type

Open procedure

Trade agreements

Government Procurement Agreement (GPA)

Contract

Contract for Special Events PA and Equipment Hire - Lot 2 - Admiral Swansea Bay 10k

ID: 1

Is the total value above threshold?

Above threshold

Date the contract will be signed (estimated)

16 June 2026, 00:00AM

Contract dates (estimated)

22 June 2026, 00:00AM to 21 June 2029, 23:59PM

Extension end date (if all the extensions are used): 21 June 2031

Can this contract be extended?: Yes

Renewal description:

The Term shall be 22/06/2026 – 21/06/2029 with the option to extend for up to a further 24 month

Justification for not setting key performance indicators

Detailed Specification

Contract for Special Events PA and Equipment Hire - Lot 3 - Christmas Parade

ID: 2

Is the total value above threshold?

Above threshold

Date the contract will be signed (estimated)

16 June 2026, 00:00AM

Contract dates (estimated)

22 June 2026, 00:00AM to 21 June 2029, 23:59PM

Extension end date (if all the extensions are used): 21 June 2031

Can this contract be extended?: Yes

Renewal description:

The Term shall be 22/06/2026 – 21/06/2029 with the option to extend for up to a further 24 month

Justification for not setting key performance indicators

Detailed Specification

Contract for Special Events PA and Equipment Hire - Lot 4 - Pride

ID: 3

Is the total value above threshold?

Above threshold

Date the contract will be signed (estimated)

16 June 2026, 00:00AM

Contract dates (estimated)

22 June 2026, 00:00AM to 21 June 2029, 23:59PM

Extension end date (if all the extensions are used): 21 June 2031

Can this contract be extended?: Yes

Renewal description:

The Term shall be 22/06/2026 – 21/06/2029 with the option to extend for up to a further 24 months

Justification for not setting key performance indicators

Detailed Specification

Contract for Special Events PA and Equipment Hire - Lot 5 - Additional equipment

ID: 4

Is the total value above threshold?

Above threshold

Date the contract will be signed (estimated)

16 June 2026, 00:00AM

Contract dates (estimated)

22 June 2026, 00:00AM to 21 June 2029, 23:59PM

Extension end date (if all the extensions are used): 21 June 2031

Can this contract be extended?: Yes

Renewal description:

The Term shall be 22/06/2026 – 21/06/2029 with the option to extend for up to a further 24 months

Justification for not setting key performance indicators

Detailed Specification

Lots

Divided into 4 lots

Lot number: 2 Status: Complete

Lot number: 3 Status: Complete

Lot number: 4 Status: Complete

Lot number: 5 Status: Complete

Documents

ID

conflictOfInterest

Document type

Conflict of interest

Description

Not published

Coding

Commodity categories

ID Title Parent category
79952000 Event services Exhibition, fair and congress organisation services
79953000 Festival organisation services Exhibition, fair and congress organisation services
79954000 Party organisation services Exhibition, fair and congress organisation services
48952000 Public address systems Boat-location and public address system

Delivery locations

ID Description
100 UK - All

Document family

Notice details
Publication date:
13 April 2026
Deadline date:
11 May 2026 12:00
Notice type:
UK4
Version:
1
Authority name:
City & County of Swansea
Publication date:
12 August 2026
Deadline date:
Notice type:
UK6
Version:
1
Authority name:
City & County of Swansea
Publication date:
17 September 2026
Deadline date:
Notice type:
UK7
Version:
1
Authority name:
City & County of Swansea

About the buyer

Main contact:
n/a
Admin contact:
n/a
Technical contact:
n/a
Other contact:
n/a

Further information

Date Details
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