Scope
Reference
RHUL-25059
Description
This opportunity is for Delivery of a Converged Media Production Stage Solution for Research and Development usage by the United Kingdom (UK) Creative Sectors (film, games, live, and immersive) on behalf of the CoSTAR network, as part of a new National Laboratory for Research and Development (R&D) for creative technologies to ensure the UK's screen and performance industries have the innovation infrastructure needed to compete globally. This procurement relates specifically to the delivery of the Converged Screen Technology and Realtime Production Stage itself, within the Main Studio of the National Lab which will be based at Pinewood Studios, Iver Heath, SL0 0NH. As seamless integration between multiple technologies forms a key part of the specification, the requirement has not been divided into lots. Please refer to the ITT documentation for further details.
Total value (estimated)
- £3,750,000 excluding VAT
- £4,500,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 20 June 2025 to 1 April 2029
- Possible extension to 1 April 2030
- 4 years, 9 months, 12 days
Description of possible extension:
+1 year optional extension
Options
The right to additional purchases while the contract is valid.
Additional equipment and/or services relating to the subject matter of the Contract. Subject to confirmation of funding.
Main procurement category
Goods
Additional procurement category
Services
CPV classifications
- 32321200 - Audio-visual equipment
- 32000000 - Radio, television, communication, telecommunication and related equipment
- 32320000 - Television and audio-visual equipment
- 50340000 - Repair and maintenance services of audio-visual and optical equipment
- 51310000 - Installation services of radio, television, sound and video equipment
- 92110000 - Motion picture and video tape production and related services
Contract locations
- UK - United Kingdom
Participation
Legal and financial capacity conditions of participation
Participating organisations must have a minimum annual turnover of £4.5m
Technical ability conditions of participation
Participating organisations must evidence, with details, a minimum of two contracts, where they have led the Delivery of a Converged Media Production Stage Solution of a similar size and scale to the requirement within the ITT, including the supply, delivery, installation and integration between a minimum of five (5) out of the nine (9) essential core elements identified within the Specification. Essential Core Elements are: • Modular LED Wall Systems • Projection Mapping Systems • Modular LED Ceiling Display Systems with Truss and Motorised Hoist Integration • Modular, High Resolution, LED Interactive Floor Display Systems • Motorised Rigging Systems • System Monitoring and Management Solutions • Software and Hardware Integration • Tracking Systems • Spatial Audio Systems
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
14 May 2025, 5:00pm
Tender submission deadline
16 May 2025, 11:00am
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
13 June 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| CR-4 Technical proposal | Quality | 25% |
| CR-1 High level plan for delivery of the Integrated Solution | Quality | 18% |
| CR-2 Approach to buying including future proofing | Quality | 17% |
| CR-3 Approach to maintenance, servicing and training | Quality | 15% |
| Price | Price | 15% |
| CR-5 Sustainability | Quality | 5% |
| CR-6 Social Value | Quality | 5% |
Other information
Payment terms
Final contract payment schedule shall be agreed between the Parties prior to contract signing Invoices will be sent by electronic means only to: AccountsPayableInvoicesNoReply@rhul.ac.uk Any University invoice queries should be sent to Finance-Payments@rhul.ac.uk or telephone +44 (0)1784 276461 between 09:00-16:00 GMT Monday to Friday.
Description of risks to contract performance
Delays relating to supply chain/lead time on equipment Delays related to construction programme Delays relating to commissioning and testing Integration complexity and technical dependencies Tariffs relating to hardware imports from the USA/elsewhere Fluctuations in foreign exchange rates Technological obsolescence (primarily relating to AI)
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Preliminary market engagement carried out with restricted representative sample of suppliers owing to timescales
Contracting authority
Royal Holloway and Bedford New College, known as Royal Holloway, University of London
- Public Procurement Organisation Number: PRVY-6462-QBVG
Egham Hill
Egham
TW20 0EX
United Kingdom
Contact name: Kim Cooper
Telephone: +44 1 784 414181
Email: procurement@RHUL.ac.uk
Website: https://www.royalholloway.ac.uk/
Region: UKJ25 - West Surrey
Organisation type: Public authority - sub-central government