Description of the goods or services required
INVITATION TO TENDER
REPLACEMENT DIGITAL CINEMA PROJECTORS AND SERVERS
GALERI, CAERNARFON
PROJECT OVERVIEW
Galeri Caernarfon invites quotations from suitably qualified and experienced professional cinema equipment suppliers for the supply, removal, installation, testing and commissioning of replacement digital cinema projection systems and servers for two cinema screens at Galeri, Doc Victoria, Caernarfon.
The existing cinema projection systems comprise:
Cinema 1 – Sony SRX-R510 projector with Sony XCT-10 server.
Cinema 2 – Sony SRX-R515 projector with Sony XCT-10 server.
The existing equipment is approaching the end of its operational life and is to be replaced with modern, reliable and energy-efficient digital cinema projection systems.
The successful contractor shall provide a complete turnkey solution, including removal of the existing equipment, supply and installation of the replacement systems, integration with existing cinema infrastructure, testing, commissioning and staff familiarisation.
SCOPE OF WORKS
The successful contractor shall provide a comprehensive service including:
Site verification and assessment of existing equipment and installation requirements.
Supply and installation of two professional digital cinema projectors.
Supply and installation of two professional digital cinema servers/media blocks.
Supply of suitable lenses for each cinema.
Removal and responsible disposal/recycling of the existing Sony projectors and servers.
Integration with existing cinema audio and automation systems where compatible.
Associated electrical, network, control and cabling works required for the installation.
Configuration, calibration, testing and commissioning of the projection systems.
Demonstration of DCP and encrypted DCP/KDM playback.
Certification and confirmation of applicable standards and compliance.
Staff familiarisation and operator training.
Provision of operation, maintenance and technical manuals.
Defects rectification during the warranty period.
Provision of technical support and maintenance options.
Tenderers shall identify clearly any existing equipment or infrastructure which they consider unsuitable for reuse and shall provide separately costed replacement options where required.
MINIMUM REQUIREMENTS
The replacement systems shall:
Be professional Digital Cinema systems suitable for public cinema exhibition.
Comprise two complete projector and server/media block systems with a minimum of 3TB storage in each.
Be suitable for continued use with the existing cinema screens, subject to site survey and technical assessment.
Provide image quality at least equivalent to the existing systems and preferably provide an improvement.
Support standard DCPs, encrypted DCPs/KDMs and additional equipment connected through the installed DataSat AP20.
Support current SMPTE and Interop DCP formats as appropriate.
Provide suitable brightness and optical performance for each existing cinema screen.
Provide appropriate lenses for the existing throw distances and screen sizes.
Provide 2D playback as a minimum.
Integrate with the existing cinema audio and automation systems.
Provide network connectivity for content transfer, system management and technical support.
Provide remote diagnostic capability where supported by the proposed system.
Offer a suitable manufacturer support and spare-parts pathway for the anticipated operational life of the equipment.
Laser-illuminated projection systems are preferred.
Tenderers shall state for each cinema:
Projector manufacturer and model
Native resolution
Brightness/lumens
Illumination technology
Lens manufacturer/model and specification
Expected illumination system operating life
Server/media block manufacturer and model
STANDARDS AND COMPLIANCE
All equipment and installation works shall comply with applicable UK legislation, safety requirements and relevant industry standards.
The proposed cinema systems shall comply with applicable DCI and SMPTE requirements and relevant electrical, EMC, UKCA/CE and manufacturer installation requirements.
Tenderers shall confirm the applicable compliance and certification for the proposed equipment.
SITE VISIT
Tenderers are strongly encouraged to undertake a site visit before submitting their quotation.
The site visit should be used to verify:
Existing projectors and associated equipment
Screen dimensions and projection throw
Lens requirements
Access and installation arrangements
Electrical and network infrastructure
Existing audio and automation systems
Any other site conditions affecting the works
Tenderers shall not rely solely on the information contained within this ITT when determining the suitability of their proposed solution.
To arrange a site visit or raise general questions, please contact: ian.humphreys@galericaernarfon.com
MAINTENANCE AND SUPPORT
Tenderers shall include a minimum 36-month warranty/support package following practical completion.
The proposal shall clearly state:
Manufacturer warranty coverage, including parts and labour.
Technical support arrangements and response times.
On-site and remote support arrangements.
Spare-parts availability.
Expected manufacturer support life.
Software and firmware support.
Preventative maintenance requirements.
Any optional extended support or maintenance costs.
Tenderers shall clearly identify any ongoing software, licensing, subscription or support costs.
PROGRAMME
Tenderers shall provide:
Expected equipment lead times.
Earliest available installation date.
Proposed installation and commissioning programme.
Expected downtime/closure period for each cinema.
Proposed project completion date.
Proposed method of carrying out the works while minimising disruption.
The anticipated commencement date is Monday 11/01/2027
The building and cinemas shall remain operational throughout the project wherever reasonably possible.
Where practicable, the two cinema systems should be replaced sequentially so that one cinema remains available while work is undertaken in the other.
Tenderers shall identify any requirements for:
* Specialist lifting equipment
* Temporary power or other services
* Out-of-hours working
* Special access arrangements
TENDER SUBMISSION REQUIREMENTS
Tenderers shall submit:
Total Lump Sum Price.
Projector manufacturer and model for each cinema.
Server/media block manufacturer and model for each cinema.
Lens manufacturer and model for each cinema.
Technical specification of the proposed projection systems.
Projector brightness and resolution.
Illumination technology and expected operating life.
Confirmation of DCI compliance/certification.
Details of compatibility with existing cinema infrastructure.
Details of any equipment or infrastructure requiring replacement.
Programme and lead-in times.
Proposed installation methodology.
Warranty details.
Maintenance and technical support proposal.
Details of similar cinema projects completed within the last five years.
Relevant accreditations and certifications.
Public liability insurance details.
Health and safety information.
Tenderers shall clearly identify all items included within their tendered sum and separately identify any exclusions, assumptions, qualifications or additional costs.
Tenderers shall also provide a five-year indicative total cost of ownership, including any anticipated maintenance, software/licensing, support and major component costs.
AWARD CRITERIA
Tenders will be evaluated on the basis of:
Evaluation Category
Weight (%)
Core Components & Focus Areas
1. Commercial & Lifecycle Pricing
35%
Assessment will consider the total cost of supply, installation, cabling, commissioning, warranty and support, together with the indicative five-year total cost of ownership. All costs and exclusions must be clearly identified.
2. Service Aftercare & Support
30%
Assessment will consider warranty coverage, guaranteed response times, helpdesk availability, remote and on-site support, spare parts availability and the manufacturer's long-term support arrangements.
3. Technical Specification
20%
Assessment will consider the suitability of the proposed projectors and servers/media blocks for both existing cinema screens, image quality, brightness, resolution, illumination technology and lifespan, DCI compliance, compatibility with existing audio and automation systems, and expected reliability.
Tenderers must provide sufficient technical information to demonstrate that their proposed equipment is suitable for the existing installation in each cinema.
4. Experience & Track Record
15%
Tenderers should provide details of up to five comparable cinema installation projects completed within the last five years, including the scope of work and relevant client references where available.
Total Score
100%
BUDGET AND COMPLIANCE
The maximum available budget is £78,445 excluding VAT. Tenders exceeding this limit will be treated as non-compliant unless Galeri expressly decides otherwise in accordance with its procurement requirements.
Tenders must meet the essential technical and operational requirements set out in this ITT. Compliance and budget eligibility will be assessed before the weighted evaluation is applied.
The contract will be awarded to the highest-scoring compliant tender, subject to Galeri's procurement requirements and approval process. Galeri reserves the right not to accept the lowest-priced tender.
ACCESS AND OPERATIONAL RESTRICTIONS
The building shall remain operational throughout the works.
Tenderers shall outline how disruption to building users, cinema operations and other activities within Galeri will be minimised during the removal of the existing equipment and installation of the replacement systems.
Where practicable, the two cinema systems should be replaced sequentially so that one cinema remains available for operation while work is undertaken in the other.
Tenderers shall identify:
Expected closure period for each cinema.
Delivery and access requirements.
Any requirements for lifting equipment.
Any requirement for temporary power or other services.
Any works requiring access outside normal building operating hours.
Proposed measures to protect existing equipment and building finishes.
The successful contractor shall be responsible for leaving all working areas clean, safe and suitable for normal operation following completion.
HANDOVER
Following completion, the successful contractor shall provide:
Fully operational and commissioned projection systems.
Confirmation of successful DCP playback.
Confirmation of successful encrypted DCP/KDM ingestion and playback.
Projector calibration and test results.
Confirmation of integration with existing cinema systems.
Equipment manuals.
Maintenance information.
Warranty documentation.
System configuration information.
Staff training/familiarisation.
Details of technical support arrangements.
The works shall be considered complete once both cinema projection systems have been successfully installed, tested, commissioned and accepted by Galeri.
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=171633.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
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