CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Pavilion Lighting Equipment Upgrade

2.2

Description of the goods or services required

Llangollen International Musical Eisteddfod invites sealed tenders from eligible and qualified suppliers for the supply, installation, testing, and commissioning of theatre lighting equipment at the Royal International Pavilion, Llangollen in the main hall of the building (space 0/20 in plans appendix) that serves as the backstage area for major events in the arena (0.33 and 0.34 in appendix). ________________________________________

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=157357.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Scope

Supply and install a comprehensive lighting and video system in a multi-functional hall (Main Hall in the link) that can cater for a range of AV requirements, from day-to-day applications such as Bluetooth connectivity for conferences and arts events to large scale production for concerts.

The scope also includes the upgrade of the current lighting system in the hall to LED based fixtures and the installation of a basic lighting pre-set control panel. Further, the existing lighting console should be upgraded to a newer, industry recognised console for visiting technicians.

• Testing and commissioning of systems.

• On-site training for technical staff.

• Warranty and post-installation support.

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Lighting system

Additional and replacement lighting fixtures should be LED based.

Additional wash type and profile type moving lights to be installed, preferably 12 of each.

The existing lighting rigging already has the capacity for LED lighting circuits and DMX control but additional Network based connections to be added for future enhancements.

There should be two types of lighting control - traditional console and wall mounted control. These will replace the existing wall controller units installed as only one of the two currently function and only control the house lighting.

Again, network-based solution preferred for wall control and sACN Lighting protocols for light control with Luminex network infrastructure for DMX nodes for Distribution to Lighting Rig and utility outlets.

Existing LitePuter DMX distro to be integrated as well as dimmers which will remain in place.

AV Video upgrade.

Install a Video System to allow HDMI video to access the Hall projector from FOH position at the rear of the hall stage end. Also Integrate audio to the house audio system.

Exemplar Equipment

Lighting

8x LED Profiles

8x Fresnel LED warm White

8x Fresnel LED RGBW

12x LED RGB Wash/ par type fixture for general use.

12x Moving profile heads LED

12x Wash moving heads.

LED replacement house lighting to be DMX controlled.

Wall controller with preset capability for easy operation.

Lighting desk preferences are ChamSys MQ series console or Avolites Quartz type in flight cases to allow variable location

Fixture and cabling manufacturers are to be recognised brands not unbranded fixtures.

Video

HDMI over Cat5 or SDI signal distribution system. Can be Network based but with the lowest latency possible.

Switcher scaler and a matrix distribution system to Reception and Gallery space for multi-screen distribution. HDMI or SDI inputs in FOH and utility panels for the stage and four other locations.

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3 Conditions for Participation

3.1

Minimum standards and qualification required

Eligibility Criteria

• Registered company with relevant experience.

• Minimum 3 years in similar projects.

• Proven technical capacity and after-sales support.

• Compliance with local laws and safety regulations.

3.2 Tender Submission

• Closing Date: 12 noon 17th November 2025

• Submission Address: info@llangollen.net, or post to Llangollen Pavilion, Abbey Road, Llangollen LL20 8SW

• Late submissions will be rejected.

3.3 Required Documents

• Company profile

• Technical proposal

• Financial proposal

• Compliance sheet

• Copies of business registration, tax compliance, etc.

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4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

DELIVERY SCHEDULE

• Delivery and Installation: Within 60 days from PO.

• Commissioning: Within 7 days after installation.

• Final Handover: January 31st 2026

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Section 6. EVALUATION & SUCCESS CRITERIA

All proposals will be evaluated based on the following success criteria:

Criteria Weight (%) Details

Technical Compliance 30% Alignment with technical specifications and scope of work

Relevant Experience 15% Track record with similar theatre or performance venue installations

Delivery Schedule 10% Realistic and timely delivery and installation plan

Training and Support Plan 10% Quality of post-installation training and support commitment

Warranty and After-Sales 10% Warranty period, availability of service/spare parts

Cost Competitiveness 25% Price vs. value, completeness of cost breakdown

Note: Only bidders meeting the minimum technical score of 70% will proceed to financial evaluation.

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(WA Ref:157357)

5.2

Additional Documentation

5.3

Publication date of this notice