Scope
Reference
CCBC/PS2937/AB/25
Description
Caerphilly County Borough Council is seeking to establish a Contract for Supply of Theatre/Stage Sound System (PA) and Theatre/Stage Lighting for Blackwood Miners Institute, High Street Blackwood, Gwent, NP12 1BB.
Total value (estimated)
- £128,386 excluding VAT
- £154,063 including VAT
Below the relevant threshold
Contract dates (estimated)
- 30 January 2026 to 24 February 2026
- 26 days
Main procurement category
Goods
Contract locations
- UKL16 - Gwent Valleys
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
Lot 1. Theatre/Stage Sound System (PA)
Description
Sound System covers the supply a complete replacement PA Sound System for the main auditorium at Blackwood Miners' Institute (BMI). The Contractor shall provide all Goods required to replace the existing outdated system with a like-for-like or approved equivalent solution, ensuring high-quality audio performance, compliance with all relevant regulations, and full integration with the venue's technical infrastructure.
Lot value (estimated)
- £69,706 excluding VAT
- £83,647 including VAT
CPV classifications
- 32340000 - Microphones and loudspeakers
- 32321200 - Audio-visual equipment
- 32351000 - Accessories for sound and video equipment
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Theatre/Stage Lighting
Description
This Lot covers the supply of theatre and stage LED lighting for Blackwood Miners' Institute (BMI). The Supplier will be required to provide modern, energy-efficient LED fixtures and professional-grade Lighting desks to support BMI's transition from generic lighting to a partly updated LED-based lighting infrastructure. The Goods this Lot are intended to enhance the venue's technical capabilities, improve operational sustainability, and support a wide range of performance and touring requirements.
Lot value (estimated)
- £58,680 excluding VAT
- £70,416 including VAT
CPV classifications
- 31500000 - Lighting equipment and electric lamps
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Particular suitability
Lot 1. Theatre/Stage Sound System (PA)
Lot 2. Theatre/Stage Lighting
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
19 January 2026, 5:00pm
Tender submission deadline
23 January 2026, 12:00pm
Submission address and any special instructions
1.Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login
2. Click the "Sign Up" option on the Portal homepage (If already registered go to point 11.).
3. Enter your correct Organisation Name, Details and Primary Contact Details.
4. Please make a note of the Organisation ID and User Name, then click "Register".
5. You will then receive an email from the system asking you follow a link to activate your account.
6. Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions ensuring that you enter all applicable details.
7. In the Classification section please ensure that you select the Product Classification Codes (CPV Codes)that appear in the tender notice, it is essential that only CPV Codes, specific to your organisation are added to your profile.
8. Buyer Selection - At this stage you are required to indicate which Buyer Organisations you would like to register with. Please remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities.
9. Terms & Conditions - Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration process. Once you have agreed click on the blue arrow to move on to the next stage.10.Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must contain at least 2 number(s). Once completed select 'Complete Registration' and you will enter the Supplier Home page.
11. From the Home Page, go to the "Opportunities" icon, all current opportunities will be listed. Click on the blue arrow under the field 'Show Me' of the relevant opportunity then click to register your interest on the applicable button.
12. Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue arrow.
13.Note the closing date for completion of the relevant project. To find all available documentation please drop down the 'Request Documents' option and click to download all documents.
14. You can now either complete your response or "Decline" this opportunity. All queries are to be made via the messaging system on the Proactis portal. Please note we will NOT accept any questions/queries via telephone/email. If you require assistance please contact Jemma Ford 01443 863163 - fordj1@caerphilly.gov.uk.When submitting a tender, an e tendering supplier guide has been produced which will help tenderers through completing a tender submission using our Proactis Plaza system.
Tenders may be submitted electronically
Yes
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 100.00% |
Procedure
Procedure type
Below threshold - open competition
Contracting authority
Caerphilly County Borough Council
- Public Procurement Organisation Number: PWHP-2369-JPYL
Penallta House, Tredomen Park
Hengoed
CF82 7PG
United Kingdom
Region: UKL16 - Gwent Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales