Description of the contract
Techniquest AV Tender
Introduction and background
Techniquest is inviting you to submit a formal tender proposal to provide AV for corporate, ticketed and private events from October 2017 to October 2019. We expect to award a single contract to a company based in Cardiff or surrounding area to deliver all aspects of event AV within our venue.
This is a unique opportunity to collaborate with Techniquest – the UK’s longest established science centre based in Cardiff Bay, Wales. Our mission is to embed science in Welsh culture through interactive engagement. We offer interactive experiences that are accessible to all, and that have been enjoyed in its centre by over 5 million people since its inception in Cardiff in 1986.
Techniquest has a Premises Licence, whereby licensable activities authorised by the council include the provision of late night refreshment and the supply of alcohol. Also included within our licence; a performance of live music, any playing of recorded music, an exhibition of a film and entertainment of a similar description to that falling within a performance of live music, any playing of recorded music or a performance of dance.
Each year we will promote the venue and facilities through a promotional event which mutually benefit business by enabling event buyers to see the venue set for an event. For each year of the contract the preview event will have an agreed number of attendees which will be made up of Techniquest guests (guests and potential event bookers), and the AV suppliers guests (guests and potential event bookers). The chosen caterer will provide food and drinks along with all relevant equipment and staffing free of charge, whilst Techniquest will absorb all venue costs.
Techniquest’s brand new event offering which will be launched in the coming months, requires the support of a resourceful and dynamic AV supplier who can help iron out any issues during the first few months of operation.
Techniquest Tender Objectives
To find a AV company who will;
• Provide AV equipment for all types of events including small conferences, large parties for 400, dinners for 150 and everything in-between
• Produce reasonably priced AV packages which align to the Techniquest package matrix structure
• Provide technicians to set up and break down equipment
• Provide onsite event support where required (for speeches or awards)
• Quickly respond to availability requests and AOB from the client or Techniquest representative
• Adhere to Techniquest’s financial processes
• Provide one complimentary event per year to promote the venue and its facilities
• Adjust to changing needs and requirements from Techniquest and end clients
Sub-contractors
Techniquest recognises that a level of sub-contracting is necessary to the success of some events at unique venues. As part of the application process please ensure that all subcontractors used on a regular basis are listed (eg. Staffing or outsourced equipment etc).
Should the levels of subcontracting increase significantly during the contract period beyond that which was presented in the tender submission, Techniquest reserves the right to review the tender agreement.
Application documents
- Completed application document
- Existing risk assessments and method statements
- Public liability insurance
- Examples of previous events (case studies including prices)
- 2 venue references
- Images of previous jobs
- A list of all subcontractors used
Costs
The chosen company will work with Techniquest to create prices based on the event package matrix.
Costs must be reasonable and should include staff, set up costs and all equipment required.
Costs provided by the AV company must exclude VAT.
Timescale
• Tender deadline - Friday 20th October 2017
• Contract awarded by Friday 27nd October 2017
• First event will follow shortly after
*There are occasions on smaller conferences where alternative companies have already been booked. Techniquest will need to honour these contracts.
Should a client choose to dry hire Techniquest (eg. For a wedding), they will be permitted to use an alternative AV supplier from an approved list. However, this will not be advertised and will be strongly discouraged.
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