Section one: Contracting authority/entity
one.1) Name and addresses
Coventry University
PRIORY STREET
COVENTRY
CV15FB
Contact
Tanzila Ahmed
Country
United Kingdom
NUTS code
UKG33 - Coventry
Internet address(es)
Main address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
FAH Speciliast Equipment - Film Studio Requirement
Reference number
PD-756
two.1.2) Main CPV code
- 45212322 - Theatre construction work
two.1.3) Type of contract
Works
two.1.4) Short description
JCT16 minor works contract
two.1.6) Information about lots
This contract is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £160,000
two.2) Description
two.2.2) Additional CPV code(s)
- 31527260 - Lighting systems
- 32321100 - Film equipment
two.2.3) Place of performance
NUTS codes
- UKG - West Midlands (England)
Main site or place of performance
Coventry University
two.2.4) Description of the procurement
Faculty of Arts & Humanities Film Studio Installation
This proposal outlines the justification for a VEAT approach to deliver a project to 'fit-out' the Film Studio space within the new Delia Derbyshire Building, as part of the FAH (Faculty of Arts and Humanities) redevelopment project. This is a highly specialised supply and installation project requiring a high-degree of bespoke design, a particular specification and project-service integration.
two.2.11) Information about options
Options: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Award of a contract without prior publication of a call for competition in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
Due to the technical complexity of the project and the frequent cycles of technology re-fresh in this field, Faculty colleagues undertook a pre-market engagement some months ago seeking professional advice and guidance to establish a broad project requirement/specification for the complete delivery of a Film Studio capability in the new building.
This high-level engagement made clear that one potential supplier: Stage Electrics, had the most comprehensive understanding of the parameters of the project and provided the most credible draft responses, they also best appreciated the areas which need to be developed further. This resulted in a continued dialogue with that supplier, which further informed our understanding of how to translate the Faculty's user-needs into a potential technical solution.
The FAH Redevelopment Project team have to continue to undertake significant pre-engagement activity with this Stage Electrics, in order to develop the planned delivery of the technical solution. The installation is highly complex and defined within a number of constraints. This pre-engagement has required direct dialogue between Stage Electrics and the main project contractor, in order to resolve questions about the interaction between the building's physical infrastructure and the TV Studio specialist installation - e.g. the lighting rig's relationship with the building M&E systems. The lighting rig had to be re-designed in consultation with the main contractor as a ground supported system, after it became clear that the building's ceiling was not strong enough to support a suspended lighting rig, as had originally been intended.
The resulting proposed design solution has been worked-up with Stage Electrics and is a fully bespoke installation, which sits within the Infrastructure of the building-space and its physical/ M&E parameters. The installation of the lighting gantry, studio lighting and control systems need to interface precisely with the power and data infrastructure as it has been delivered by the main construction contractor. A major aspect of that bespoke design is that the lighting gantry is a custom solution made to fit around the mechanical air-extraction system, (which is itself a specifically designed system appropriate to a studio environment), this needs to interface with the power and data network at the same time. Other suppliers /contractors, would now have to deliver against this very specific design-supply-fit-manage project specification.
Further, given the project phase we are now within, the supplier must have the readiness to engage with installation, commissioning/shakedown and handover phases of the project timeline and the project management systems and relationships. The collaboration we have established with Stage Electrics has brought a high degree of added-value to the project, both in terms of the efficacy of the design proposal, which has been achieved because of their market-leading capability in design and supply of such systems; also the establishment of lines of communication and collaboration between them as supplier, our estates project management team and the main redevelopment project contractors.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
Section five. Award of contract/concession
A contract/lot is awarded: Yes
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract
16 May 2022
five.2.2) Information about tenders
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
Stage Electrics
Bristol
Country
United Kingdom
NUTS code
- UKK11 - Bristol, City of
The contractor/concessionaire is an SME
Yes
five.2.4) Information on value of contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession: £160,000
Section six. Complementary information
six.3) Additional information
Due to the technical complexity of the project and the frequent cycles of technology re-fresh in this field, Faculty colleagues undertook a pre-market engagement some months ago seeking professional advice and guidance to establish a broad project requirement/specification for the complete delivery of a Film Studio capability in the new building.
This high-level engagement made clear that one potential supplier: Stage Electrics, had the most comprehensive understanding of the parameters of the project and provided the most credible draft responses, they also best appreciated the areas which need to be developed further. This resulted in a continued dialogue with that supplier, which further informed our understanding of how to translate the Faculty's user-needs into a potential technical solution.
The FAH Redevelopment Project team have to continue to undertake significant pre-engagement activity with this Stage Electrics, in order to develop the planned delivery of the technical solution. The installation is highly complex and defined within a number of constraints. This pre-engagement has required direct dialogue between Stage Electrics and the main project contractor, in order to resolve questions about the interaction between the building's physical infrastructure and the TV Studio specialist installation - e.g. the lighting rig's relationship with the building M&E systems. The lighting rig had to be re-designed in consultation with the main contractor as a ground supported system, after it became clear that the building's ceiling was not strong enough to support a suspended lighting rig, as had originally been intended.
The resulting proposed design solution has been worked-up with Stage Electrics and is a fully bespoke installation, which sits within the Infrastructure of the building-space and its physical/ M&E parameters. The installation of the lighting gantry, studio lighting and control systems need to interface precisely with the power and data infrastructure as it has been delivered by the main construction contractor. A major aspect of that bespoke design is that the lighting gantry is a custom solution made to fit around the mechanical air-extraction system, (which is itself a specifically designed system appropriate to a studio environment), this needs to interface with the power and data network at the same time. Other suppliers /contractors, would now have to deliver against this very specific design-supply-fit-manage project specification.
Further, given the project phase we are now within, the supplier must have the readiness to engage with installation, commissioning/shakedown and handover phases of the project timeline and the project management systems and relationships. The collaboration we have established with Stage Electrics has brought a high degree of added-value to the project, both in terms of the efficacy of the design proposal, which has been achieved because of their market-leading capability in design and supply of such systems; also the establishment of lines of communication and collaboration between them as supplier, our estates project management team and the main redevelopment project contractors.
six.4) Procedures for review
six.4.1) Review body
Coventry University - Procurement Department
Coventry
Country
United Kingdom