Scope
Reference
DN779775
Description
The Christmas Switch-on is a free family event which takes place the first Saturday following Remembrance Sunday in November of each year. Dartford has hosted the event for over 20 years.
The Big Day Out, now in its 4th year is a free 2-day family fun weekend held in Central Park in July each year
Total value (estimated)
- £165,000 excluding VAT
- £198,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 18 August 2025 to 17 August 2026
- Possible extension to 17 August 2027
- 2 years
Description of possible extension:
Use of 2 x 12 month extensions is dependent on the successful delivery of the initial year events
Main procurement category
Services
CPV classifications
- 92300000 - Entertainment services
Contract locations
- UKJ43 - Kent Thames Gateway
Lot 1. Christmas Lights Switch On
Description
The contractor will hire and manage the following:
• Stage
Limited space means a specified size is required; 6.1m wide x 4.88m deep with roof frame to span over the stage and with front of stage barriers for use on hard standing, including 2m gate for disabled access.
The stage must be delivered, built, derigged and taken from site the same day. Access to the site is available from 6.30am.
• PA/Sound
PA, FOH Stage Monitor System, Control side of stage, Microphones & DI's, RF Equipment and Technical Services
• Stage Lighting
Technical specification as deemed appropriate by the contractor
• Generator
Technical specification as deemed appropriate by the contractor
• Stage Management
Lot value (estimated)
- £75,000 excluding VAT
- £90,000 including VAT
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Big Day Out
Description
The successful contractor will hire and manage the following:
• Stage
A stage with a maximum size of 7m wide x 45m deep with roof frame to span over the stage and with front of stage barriers, for use on grass.
The stage must be delivered and built on the Friday before the event then derigged and taken from site at the close of the event on the Sunday.
• PA/Sound
PA, FOH Stage Monitor System, Control side of stage, Microphones & DI's, RF Equipment and Technical Services
• Stage Lighting
Technical specification as deemed appropriate by the contractor, likely minimal given that the event takes place in daylight.
• Generator
Technical specification as deemed appropriate by the contractor
• Mobile screen
There will be one mobile screen side stage, wholly managed by the contractor. The Council is open to appropriate recommendations in respect of the screen, but the following has worked well in previous years;
5m x 3m LED screen with 4.8mm Pixel pitch and Audio. The screen to be delivered, installed and taken away, and at least one on-site technician to remain for the 2 days of the event.
Lot value (estimated)
- £90,000 excluding VAT
- £108,000 including VAT
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Particular suitability
Lot 1. Christmas Lights Switch On
Lot 2. Big Day Out
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
17 July 2025, 11:59pm
Tender submission deadline
28 July 2025, 12:00pm
Submission address and any special instructions
Tender submissions must be uploaded to the Kent Business Portal, http://www.kentbusinessportal.org.uk/ by the submission deadline of 12 mid-day on Monday 28th July 2025
Tenders may be submitted electronically
Yes
Award criteria
Tender submissions will be evaluated using a price quality split of 40% for price and 60% quality.
Procedure
Procedure type
Below threshold - open competition
Documents
Associated tender documents
https://procontract.due-north.com/Advert?advertId=bb3430c3-a651-f011-813a-005056b64545&p=8691483f-2f3d-e711-80e1-005056b64545
Kent Business Portal opportunity
Contracting authority
Dartford Borough Council
- Public Procurement Organisation Number: PZJD-3364-WHJT
Civic Centre, Home Gardens
Dartford
DA1 1DR
United Kingdom
Contact name: Dartford Borough Council Procurement Team
Telephone: 01322 343434
Email: procurement@dartford.gov.uk
Website: http://www.dartford.gov.uk
Region: UKJ43 - Kent Thames Gateway
Organisation type: Public authority - sub-central government