Scope
Reference
TND-0001075
Description
The University of Chichester is seeking a suitably experienced and skilled partner to work with on our graduation ceremonies.
We want a provider that feels like an extension of our team, with the ability to achieve a smooth process for both our university events team and our students in the run up to and on the day of the events. Someone who offers robing and photography for the day as well as tickets for the graduands and guests for the event.
We are looking for a partner who gives us clear communication on the specifications requested and deadlines in good time. This partner must have good people relationship skills as well as strong experience, skills and knowledge in this field.
Overall, our aim is to give our students the best day and experience possible, so that all they need to worry about is what to wear or how best to celebrate!
Currently, our graduation ceremonies take place twice a year, the first larger ceremonies focus predominately on our undergraduate programmes with the slightly smaller occasions later in the academic year for our postgraduate and non-traditional course routes.
With the undergraduate currently taking place in September, however from 2027 onwards, these will be brought forward to July. Our postgraduate ceremonies will be in March.
Our ceremonies are held at Chichester Cathedral where we have around 130 graduands per ceremony, with anywhere from 4-12 ceremonies at each event.
The 3 key requirements are academic dress, photography, and ticketing. Graduand dress is black robes with a blue and gold hood, Staff to wear their own institutional robes, and senior team to wear high-quality blue jacquard fabric with gold detailing.
Photography requires studios set up on location and photos of graduands receiving their awards.
We require the supplier to undertake ticketing on our behalf and work with us to manage this.
Full details of our requirements are available in the tender documents.
All tender documents, Questions and Answers are open to all bidders. Please send your completed submission to the University by the closing date of 28 March 2025 at 12:00, (midday) to tenders@chi.ac.uk.
Please note, we do not accept submissions via file transfer sites. tenders@chi.ac.uk accepts emails and attachments of up to 35MB and it is acceptable to submit in more than one email.
Total value (estimated)
- £120,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 May 2025 to 30 April 2030
- 5 years
Main procurement category
Services
CPV classifications
- 18410000 - Special clothing
- 98393000 - Tailoring services
Contract locations
- UKJ27 - West Sussex (South West)
Participation
This procurement is reserved for
- UK suppliers
- Small and medium-sized enterprises (SMEs) and voluntary, community and social enterprises (VCSEs)
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
21 March 2025, 12:00pm
Tender submission deadline
28 March 2025, 12:00pm
Submission address and any special instructions
The tender document and any supporting documents should be submitted to tenders@chi.ac.uk. Full details are available at https://help.chi.ac.uk/tenders
Tenders may be submitted electronically
Yes
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Coherence and clarity to the University's requirement | made up of: - Robes - 12.5 - Photography - 5 - Ticketing - 12.5 |
Quality | 30% |
| Financials | Price | 25% | |
| Organisational experience and capability | Made up of: Workflows, flexibility and communication - 7.5 Industry knowledge, Skills, & Prior Experience - 5 Data Protection - 2.5 Event Staffing - 2.5 Provision of relevant contract examples - pass/ fail |
Quality | 17.5% |
| Presentation/ Showcase | Opportunity to expand upon their bid and show offering. Only the top 2-5 bids will be selected to attend the presentation/ showcase. |
Quality | 15% |
| Compliance with the Social Value Model | Covers areas of: Tackling economic inequality Climate Change Equal Opportunity Wellbeing |
Quality | 10% |
| Added Value | Quality | 2.5% |
Procedure
Procedure type
Below threshold - open competition
Documents
Associated tender documents
Graduation Robes and Photography Tender document Final.docx
This document describes the requirement and provides a standard format for responses. All details for contacting the university and for submission are contained within this document. The document and any subsequently published Q&A will be available at
Contracting authority
THE UNIVERSITY OF CHICHESTER
- Companies House: 04740553
- Public Procurement Organisation Number: PPPG-3697-WRBH
Bishop Otter Campus
Chichester
PO19 6PE
United Kingdom
Email: tenders@chi.ac.uk
Region: UKJ27 - West Sussex (South West)
Organisation type: Public authority - sub-central government