Scope
Description
Belfat City Council requires a Contract for the provision of a full service to include design, provision, installation and management of PA, staging, lighting and audio visual equipment for the range of events listed with the Annual programme of Events, and other ad hoc events.
Please note the minimum value is GBP 175 000.00 exc VAT to maximum value GBP 900 000.00 exc VAT. The min range reflects the inital contract period of 2 years through to the max range for the utilisation of all renewals/extensions and contract options.
Total value (estimated)
- £900,000 excluding VAT
- £1,080,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 February 2026 to 31 January 2028
- Possible extension to 31 January 2030
- 4 years
Description of possible extension:
The Council reserves the right to extend/renew the Contract on an annual basis up to a further 2 years i.e. 1 + 1. Any extension may be subject to further approval by Council Committee, availability of funding and satisfactory performance of the Contractor.
Options
The right to additional purchases while the contract is valid.
The Council reserves the right to purchase the following additional Goods or Services under this Contract during the Contract Period: -
Additional pa, staging, lighting and audio visual services - the Council may require specialist event requirements not listed in the Pricing Schedule necessary to support the event/requirement. This may include labour/ staff required and associated hire costs.
Where the Council identifies an additional event(s) or items to be added the Contractor is expected to use pricing within the pricing schedule or price based on similar items priced in the Pricing Schedule.
Any contract variation may be subject to further Council internal approvals and be in accordance with the provisions of the Procurement Act 2023 and the Procurement Regulations 2024.
Main procurement category
Services
CPV classifications
- 79952000 - Event services
- 48952000 - Public address systems
- 31527260 - Lighting systems
- 32321200 - Audio-visual equipment
- 45237000 - Stage construction works
Contract locations
- UKN06 - Belfast
Participation
Legal and financial capacity conditions of participation
Explained within T2650 ITT.
Technical ability conditions of participation
Explained within T2650 ITT.
Submission
Enquiry deadline
28 July 2025, 12:00pm
Tender submission deadline
4 August 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
8 September 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Methodology and Approach | Quality | 35% |
| Contract Resourcing | Quality | 25% |
| Cost | Cost | 25% |
| Social Value | Quality | 15% |
Other information
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
Low risk procurement
Contracting authority
Belfast City Council
- Public Procurement Organisation Number: PQXY-5321-CGZM
9-21 Adelaide Street
Belfast
BT2 8DJ
United Kingdom
Contact name: Emma Morrison
Email: cps@belfastcity.gov.uk
Region: UKN06 - Belfast
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Northern Ireland