Scope
Reference
FAE-24-002
Description
The Education Authority invites tenders for the supply, delivery, commissioning and installation of Portable Staging, Lighting and Sound equipment. The Framework is divided into three Lots as follows: • Lot 1 Portable Staging • Lot 2 Stage Lighting Equipment • Lot 3 Stage Sound Equipment .
This Framework Agreement is established by the Education Authority and is open to the EA, including NI educational bodies as follows, who at some point, during the life of the Contract may wish to utilise the agreement and should have access at any point, with the permission of EA. This Framework Agreement is not intended to replace any current agreements that participating or nonparticipating institutions may already have in place. Participating institutions may include;
Department of Education - Schools Plus https://www.educationni.gov.uk/services/schools-plus
Primary and Post Primary schools under the control of the EA, Catholic Maintained Schools,
Independent Schools in NI, Irish Medium Schools in NI, both Controlled and Voluntary
Grammar Schools, Nursery School for NI (both controlled, and Catholic Maintained), school
meals kitchens on-site at all of these schools, and Controlled Youth Centres.
FE Colleges : https://www.nidirect.gov.uk/contacts/further-education-fe-colleges
Further Education Colleges in NI
NICIE - https://nicie.org/
Grant Controlled Integrated Education Schools in NI
Independent Schools in NI https://www.isc.co.uk/schools/northern-ireland/
EA Teachers' and Educational Centres
Council for the Curriculum, Examination and Assessment NI (CCEA)
Armagh Observatory and Planetarium
Middletown Centre for Autism
Controlled Schools Support Council (CSSC)
Northern Ireland Council for Integrated Education (NICIE)
Pre-Schools and Nurseries included within the EA's Pre-School Education Programme
(PSEP)
Commercial tool
Establishes a framework
Total value (estimated)
- £1,000,000 excluding VAT
- £1,200,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 31 August 2029
- 4 years
Main procurement category
Goods
Contract locations
- UKN - Northern Ireland
Lot constraints
Description of how multiple lots may be awarded:
The award of Lot 1 Portable Staging will be made on a section by section basis to a maximum of 5 Suppliers per section. Suppliers will be ranked in order of the highest combined total score out of 100% for each section where the score for Price is weighted at 100%.
The award of Lots 2 and 3 will be made on a Lot-by-Lot basis to a maximum of 5 Suppliers per lot. Suppliers will be ranked in order of the highest total score out of 100% per Lot where the score for Price is weighted at 100%.
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
Lot 1. Portable Staging
Description
Lot 1 is for the supply and delivery of portable staging.
Lot value (estimated)
- £300,000 excluding VAT
- £360,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 39150000 - Miscellaneous furniture and equipment
- 39160000 - School furniture
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. Stage Lighting Equipment
Description
Lot 2 is for the supply, delivery and installation of stage lighting equipment.
Lot value (estimated)
- £350,000 excluding VAT
- £420,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 31000000 - Electrical machinery, apparatus, equipment and consumables; lighting
- 31500000 - Lighting equipment and electric lamps
- 31600000 - Electrical equipment and apparatus
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 3. Stage Sound Equipment
Description
Lot 3 is for the supply, delivery and installation of stage sound equipment.
Lot value (estimated)
- £350,000 excluding VAT
- £420,000 including VAT
Framework lot values may be shared with other lots
CPV classifications
- 31000000 - Electrical machinery, apparatus, equipment and consumables; lighting
- 32000000 - Radio, television, communication, telecommunication and related equipment
- 31600000 - Electrical equipment and apparatus
Same for all lots
Contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Framework
Maximum number of suppliers
20
Maximum percentage fee charged to suppliers
0%
Further information about fees
N/A
Justification for framework term over 4 years
N/A
Framework operation description
It is envisaged that this is a non-ranked, non-exclusive Framework Agreement, with a maximum of five Suppliers being appointed to each section of Lot 1, and a maximum of five Suppliers being appointed to each of Lots 2 and 3. The Buyer may purchase items from the Framework Agreement via direct call-off or via a mini-competition.
All items awarded under the Framework across all Lots will be available for the Buyer to order directly. The Buyer has the right to select items on the Framework, either via the Core List or Non-Core List, from any Supplier on the respective Framework Agreement Lot based on their operational and technical requirements.
The Buyer also reserves the right to conduct mini competitions for any additional requirements over and above those listed under this Framework Agreement but which fall within the scope of the Framework Agreement, or for any requirements over the value of £10k within a Lot, during the period of the Framework Agreement. For the avoidance of doubt, mini-competitions may only be conducted between all awarded Suppliers within a Lot. It is envisaged that the Buyer may use this mechanism under the Framework where there exists a bulk purchase requirement. Any mini competition will be based on 100% price, however there may be a requirement for additional mandatory criteria specific to each project, for example supply / installation by a specified time / date. For the avoidance of doubt, there is no obligation on the Buyer to conduct a mini competition for requirements in excess of £10k within a Lot, however, the Buyer may do this should they envisage a mini competition could deliver better value for money.
The Buyer reserves the right to add items to or remove items from the Framework Agreement schedule at any time during the period of the Framework agreement. The Supplier is reminded that the extent of these additions/deletions is not limited so long as they are within the scope of the Framework Agreement Lot. Further information in relation to the mechanism used are contained within the tender documents.
Award method when using the framework
Either with or without competition
Contracting authorities that may use the framework
Establishing party only
Participation
Legal and financial capacity conditions of participation
Lot 1. Portable Staging
Lot 2. Stage Lighting Equipment
Lot 3. Stage Sound Equipment
N/A
Technical ability conditions of participation
Lot 1. Portable Staging
Lot 2. Stage Lighting Equipment
Lot 3. Stage Sound Equipment
CoP - Technical ability to perform the contract - Previous Experience
Particular suitability
Lot 1. Portable Staging
Lot 2. Stage Lighting Equipment
Lot 3. Stage Sound Equipment
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
13 June 2025, 3:00pm
Tender submission deadline
25 June 2025, 3:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
14 August 2025
Recurring procurement
Publication date of next tender notice (estimated): 5 March 2029
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quantitative Award Criteria | Total Price for Evaluation per section/lot |
Price | 100% |
Other information
Payment terms
Orders, if any, may vary from single articles upwards and will be spread over the full period of the Framework Agreement. It is stressed that no guarantee is given that subsequent orders will be placed with a Supplier for any items awarded on the Framework Agreement.
The Buyer will not accept liability for any invoices that do not quote a purchase order number and no goods shall be provided by Suppliers without a confirmed purchase order.
The Supplier must ensure that purchase orders received state the correct prices including all delivery and installation fees (where required), or return for correction prior to the order being fulfilled, as discrepancies could result in delays to invoice payments where purchase orders and invoices do not match.
All delivery, credit notes and invoices submitted must be original documents, copies (NCR, photocopies, or emailed documents) are not acceptable.
Invoices must be in sterling (GBP).
The Supplier must submit invoices directly to the address specified below:
Dundonald, Grahamsbridge Road, Dundonald, Belfast, BT16 2HS or alternative Northern Ireland address, if notified of change by EA during the life of the framework agreement.
On receipt of a valid invoice payments will be made by BACS transfer to the Supplier's nominated account within 30 days. Suppliers are responsible for providing the details of their nominated bank account.
The Buyer reserves the right to withhold payment against any invoice which is not submitted in accordance with the framework agreement, or which covers or purports to relate to goods which have not been provided in accordance with the Framework Agreement and shall forthwith notify the Supplier accordingly in writing.
All invoices must be made payable to the Supplier and not to any nominated sub-Supplier(s) of the Supplier.
Description of risks to contract performance
The estimated Framework value includes a contingency for expenditure attributed for potential Capital Projects and ad hoc school system upgrade requirements, however, the cost and number of these occurring in the next four years is currently unknown, and could be impacted by a number of unforeseen events such as breakdowns or macro events impacting market price volatility. In addition, the availability of capital funding for schools, the level of which is currently unknown over the next four years may serve to increase or reduce demand for the equipment on this Framework Agreement and could be impacted by the ability to take forward refurbishment projects or new builds. The Buyer reserves the right to increase the value of the Framework in the event additional value is required to purchase portable staging, stage lighting or stage sound equipment as a result of these events.
The Buyer cannot guarantee any particular level of business (volumes/values) within the
Framework Agreement.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
the Education Authority
- Public Procurement Organisation Number: PPHJ-6982-JPXY
40 Academy Street
Belfast
BT1 2NQ
United Kingdom
Contact name: equipment.procure@eani.org.uk
Email: equipment.procure@eani.org.uk
Website: https://etendersni.gov.uk/epps/
Region: UKN06 - Belfast
Organisation type: Public authority - central government
Devolved regulations that apply: Northern Ireland