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Cymraeg

UK4

Contract for Special Events PA and Equipment Hire

  • First published: 13 April 2026
  • Last modified: 13 April 2026
  • Version: 1

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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:
13 April 2026
Deadline date:
11 May 2026
Notice type:
UK4
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 Overview

This 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 10k

3. Lot 3 — Christmas Parade

4. Lot 4 – Swansea Fireworks Display

5. Lot 5 — Additional Equipment / Ad-hoc PA Provision

Smaller-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 Overview

This 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 10k

3. Lot 3 — Christmas Parade

4. Lot 4 – Swansea Fireworks Display

5. Lot 5 — Additional Equipment / Ad-hoc PA Provision

Smaller-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.

Main category

Services

Delivery regions

  • UKL18 - Swansea

Total value (estimated, excluding VAT)

180000.00 GBP to 180000.00GBP

Contract dates (estimated)

01 June 2026, 00:00AM to 31 May 2029, 23:59PM

Extension end date (if all the extensions are used): 31 May 2031

Contracting authority

City & County of Swansea

Identification register:

  • GB-PPON

Address 1: Civic Centre

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

Procedure

Procedure type

Open procedure

Is the total value above threshold?

Above threshold

Trade agreements

Government Procurement Agreement (GPA)

Lots

Divided into 5 lots

1. Lot 1 — Wales Airshow (Distributed PA)

Lot number: 1

Description

1. Lot 1 — Wales Airshow (Distributed PA) Please see Schedule 2 - Specification for Details

CPV classifications

  • 48952000 - Public address systems
  • 79952000 - Event services
  • 79953000 - Festival organisation services
  • 79954000 - Party organisation services

Delivery regions

  • UKL18 - Swansea

Lot value (estimated)

60000.00 GBP Excluding VAT

72000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 June 2026, 00:00AM

Contract end date (estimated)

31 May 2029, 23:59PM

Extension end date (estimated)

31 May 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

Contract Period: 1st June 2026 – 31st May 2029

With the option to extend for a further 24 months

Participation

Conditions

Economic

Conditions of participation

Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.

Award criteria

Type: quality

Name

Quality

Description

Quality: 40%, broken down as—

Method Statement Q1 - Meeting the Specification 20%

Method Statement Q2 - Health & Safety 10%

Method Statement Q3 - Sustainability 10%

Weighting: 40.00

Weighting type: percentageExact

Type: price

Name

Price

Description

Price: 60%, broken down as—

Cost 60%

Weighting: 60.00

Weighting type: percentageExact

2. Lot 2 — Swansea Bay 10k

Lot number: 2

Description

2. Lot 2 — Swansea Bay 10k Please see Schedule 2 - Specification for Details

CPV classifications

  • 48952000 - Public address systems
  • 79952000 - Event services
  • 79953000 - Festival organisation services
  • 79954000 - Party organisation services

Delivery regions

  • UKL18 - Swansea

Lot value (estimated)

30000.00 GBP Excluding VAT

36000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 June 2026, 00:00AM

Contract end date (estimated)

31 May 2029, 23:59PM

Extension end date (estimated)

31 May 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

Contract Period: 1st June 2026 – 31st May 2029

With the option to extend for a further 24 months

Participation

Conditions

Economic

Conditions of participation

Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.

Award criteria

Type: quality

Name

Quality

Description

Quality: 40%, broken down as—

Method Statement Q1 - Meeting the Specification 20%

Method Statement Q2 - Health & Safety 10%

Method Statement Q3 - Sustainability 10%

Weighting: 40.00

Weighting type: percentageExact

Type: price

Name

Price

Description

Price: 60%, broken down as—

Cost 60%

Weighting: 60.00

Weighting type: percentageExact

3. Lot 3 — Christmas Parade

Lot number: 3

Description

3. Lot 3 — Christmas Parade Please see Schedule 2 - Specification for Details

CPV classifications

  • 48952000 - Public address systems
  • 79952000 - Event services
  • 79953000 - Festival organisation services
  • 79954000 - Party organisation services

Delivery regions

  • UKL18 - Swansea

Lot value (estimated)

30000.00 GBP Excluding VAT

36000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 June 2026, 00:00AM

Contract end date (estimated)

31 May 2029, 23:59PM

Extension end date (estimated)

31 May 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

Contract Period: 1st June 2026 – 31st May 2029

With the option to extend for a further 24 months

Participation

Conditions

Economic

Conditions of participation

Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.

4. Lot 4 – Swansea Fireworks Display

Lot number: 4

Description

4. Lot 4 – Swansea Fireworks Display Please see Schedule 2 - Specification for Details

CPV classifications

  • 48952000 - Public address systems
  • 79952000 - Event services
  • 79953000 - Festival organisation services
  • 79954000 - Party organisation services

Delivery regions

  • UKL18

    Award criteria

    Type: quality

    Name

    Quality

    Description

    Quality: 40%, broken down as—

    Method Statement Q1 - Meeting the Specification 20%

    Method Statement Q2 - Health & Safety 10%

    Method Statement Q3 - Sustainability 10%

    Weighting: 40.00

    Weighting type: percentageExact

    Type: price

    Name

    Price

    Description

    Price: 60%, broken down as—

    60%

    Weighting: 60.00

    Weighting type: percentageExact

    Award criteria

    Type: quality

    Name

    Quality

    Description

    Quality: 40%, broken down as—

    Method Statement Q1 - Meeting the Specification 20%

    Method Statement Q2 - Health & Safety 10%

    Method Statement Q3 - Sustainability 10%

    Weighting: 40.00

    Weighting type: percentageExact

    Type: price

    Name

    Price

    Description

    Price: 60%, broken down as—

    60%

    Weighting: 60.00

    Weighting type: percentageExact

    - Swansea

Lot value (estimated)

30000.00 GBP Excluding VAT

36000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 June 2026, 00:00AM

Contract end date (estimated)

31 May 2029, 23:59PM

Extension end date (estimated)

31 May 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

Contract Period: 1st June 2026 – 31st May 2029

With the option to extend for a further 24 months

Participation

Conditions

Economic

Conditions of participation

Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.

Award criteria

Type: quality

Name

Quality

Description

Quality: 40%, broken down as—

Method Statement Q1 - Meeting the Specification 20%

Method Statement Q2 - Health & Safety 10%

Method Statement Q3 - Sustainability 10%

Weighting: 40.00

Weighting type: percentageExact

Type: price

Name

Price

Description

Price: 60%, broken down as—

Cost 60%

Weighting: 60.00

Weighting type: percentageExact

5. Lot 5 — Additional Equipment / Ad-hoc PA Provision

Lot number: 5

Description

5. Lot 5 — Additional Equipment / Ad-hoc PA Provision Please see Schedule 2 - Specification for Details

CPV classifications

  • 48952000 - Public address systems
  • 79952000 - Event services
  • 79953000 - Festival organisation services
  • 79954000 - Party organisation services

Delivery regions

  • UKL18 - Swansea

Lot value (estimated)

30000.00 GBP Excluding VAT

36000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 June 2026, 00:00AM

Contract end date (estimated)

31 May 2029, 23:59PM

Extension end date (estimated)

31 May 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

Contract Period: 1st June 2026 – 31st May 2029

With the option to extend for a further 24 months

Participation

Conditions

Economic

Conditions of participation

Bidders do not have to submit a bid for every Lot. However, they must clearly indicating which lots they are bidding for by completing the pricing schedule. Suppliers may be awarded more than one (1) Lot. All events are subject to changes in date, specification, and confirmation. Bookings are only confirmed upon receipt of an official order issued by the relevant Event Project Officer.

Award criteria

Type: quality

Name

Quality

Description

Quality: 40%, broken down as—

Method Statement Q1 - Meeting the Specification 20%

Method Statement Q2 - Health & Safety 10%

Method Statement Q3 - Sustainability 10%

Weighting: 40.00

Weighting type: percentageExact

Type: price

Name

Price

Description

Price: 60%, broken down as—

Cost 60%

Weighting: 60.00

Weighting type: percentageExact

Award criteria

Type: quality

Name

Quality

Description

Quality: 40%, broken down as—

Method Statement Q1 - Meeting the Specification 20%

Method Statement Q2 - Health & Safety 10%

Method Statement Q3 - Sustainability 10%

Weighting: 40.00

Weighting type: percentageExact

Type: price

Name

Price

Description

Price: 60%, broken down as—

Cost 60%

Weighting: 60.00

Weighting type: percentageExact

Submission

Tender submission deadline

11 May 2026, 12:00PM

Enquiry deadline

04 May 2026, 12:00PM

Date of award of contract

27 May 2026, 23:59PM

Submission address and any special instructions

The E-Tendering portal: http://etenderwales.bravosolution.co.ukProject Ref: 62762 ITT Ref: 124215Responding to the invitation to tender:— You can now choose to “Reply” or “Reject” (please give a reason if rejecting).— You can now use the “Messages” function to communicate with the buyer and seek any clarification.— Note the deadline for completion, then follow the onscreen instructions to complete the ITT.— There may be a mixture of online and offline actions for you to perform (there is detailed online help available).If you require any further assistance use the online help. Alternatively, the BravoSolution helpdesk can be contacted (Monday to Friday, 8:00 to 18:00) on:— E-mail: help@bravosolution.co.uk— Phone: +44 8003684850

May tenders be submitted electronically?

Yes

Languages that may be used for submission

  • Welsh
  • English

Documents

ID

conflictOfInterest

Document type

Conflict of interest

Description

Not published

Coding

Commodity categories

ID Title Parent category
There are no commodity categories for this notice.

Delivery locations

ID Description
1018 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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