Contract for Event Medical Cover

Procurement reference

CCS/25/411

Procurement description

Swansea Council’s Special Events Team delivers large‑scale events across a range of venues, including outdoor parks and public spaces throughout the city. Attendance varies significantly, from around 200 people to as many as 250,000. To support these events, we require Medical First Aid Cover provided by a single, reliable supplier. We are seeking a company or organisation with strong customer service, high‑quality provision, excellent training standards, a good range of equipment, and a proven commitment to health and safety. The contract for First Aid Cover will cover a 3-year period of events from 1st May 2026 – 30th April 2029 - With the option to extend for up to a further 24 months The requirements will change each year. At present we are still in the planning stage for future events and as such some exact events and timings are yet to be confirmed. All events are subject to date changes; specification changes and are subject to the event going ahead. Confirmation of the booking is only on receipt of an official order, which will be send by the appropriate Event Project Officer.

The following are examples of the type and scale of events the Events Team have hosted and organised where First Aid Cover is required:-

Wales Airshow

Swansea Bay 10k

Singleton Park Concerts

Croeso Food and Drink Festival

Outdoor Theatre

Fireworks

Christmas Parade

Halloween

Swansea International Jazz Festival

Amplitude

The price must include the cost for the provision of First Aid Personnel, necessary equipment, plus first aid vehicles or units when deemed necessary. Where larger scale events require specific infrastructure i.e. mobile field hospital, the Special Events Team will provide a suitable marquee/office unit. Medical Event Plans must be provided when requested by the Special Events Team to complete the Event Management Plan. Attendance at SAGs (online) may be required as defined by the event and SAG. All staff should be fully and appropriately trained. Provide an overview of the training your staff will have received. Contractors must comply with all established safe codes of practice in the workplace and comply at all times with the Health and Safety at Work Act 1974. Contractors must adopt a safe system of work and must supply the City and County of Swansea with sufficient method statements and risk assessments associated with that work as required by The Management of Health and Safety at Work Regulations (1992). A nominated Account Manager must be provided to deal direct with the Event Project Officer/Site Manager and provide a mobile number.

Main category

Services

Delivery regions

• UKL18 - Swansea

Total value (estimated, excluding VAT)

65000.00 GBP to 65000.00GBP

Contract dates (estimated)

01 May 2026, 00:00AM to 30 April 2029, 23:59PM

Extension end date (if all the extensions are used): 30 April 2031

City & County of Swansea

Procedure type

Below threshold - open competition

Is the total value above threshold?

Below threshold

CPV classifications

• 80562000 - First-aid training services
• 85143000 - Ambulance services
• 85142000 - Paramedical services
• 85141000 - Services provided by medical personnel
• 85120000 - Medical practice and related services

Delivery regions

• UKL18 - Swansea

Lot value (estimated)

65000.00 GBP Excluding VAT

78000.00 GBP Including VAT

Sustainability

Small and medium-sized enterprises (SME)

Voluntary, community and social enterprises (VCSE)

Contract start date (estimated)

01 May 2026, 00:00AM

Contract end date (estimated)

30 April 2029, 23:59PM

Extension end date (estimated)

30 April 2031, 23:59PM

Can the contract be extended?

Yes

Description of extensions

1st May 2026 – 30th April 2029 - With the option to extend for up to a further 24 months

Participation

Award criteria

Tender submission deadline

20 April 2026, 12:00PM

Enquiry deadline

13 April 2026, 12:00PM

Submission address and any special instructions

The E-Tendering portal: http://etenderwales.bravosolution.co.ukProject Ref: 62542 ITT Ref: 123894Responding 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 8003684850Thanks

May tenders be submitted electronically?

Yes