Scope
Description
Belfast City Council invites Tenders from suitably qualified and experienced economic operators 'Bidders' for the provision of a production management service.
This ITT sets out the information which is required by the Council to assess the suitability of Bidders' legal and financial capacity and technical ability 'Conditions of Participation' to meet the ITT
Total value (estimated)
- £500,000 excluding VAT
- £600,000 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 Contract shall be effective from the date of award of Contract for an initial period of 2 years.
The Council reserves the right to extend/renew the Contract on an annual basis up to a further 2 years i.e. 1 year + 1 year. 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 production management 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.
Additional events - the Council may require production management services at a range of one off events across the contract period.
The Council reserves the right to add or remove items from the Contract in line with the Council's requirements. Where the Council identifies an additional event(s) or items to be added the Contractor is expected to 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
- 92300000 - Entertainment services
- 92000000 - Recreational, cultural and sporting services
Contract locations
- UKN06 - Belfast
Participation
Legal and financial capacity conditions of participation
As explained within T2649 ITT.
Technical ability conditions of participation
As explained within T2649 ITT.
Submission
Enquiry deadline
12 September 2025, 12:00pm
Tender submission deadline
19 September 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)
20 October 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Methodology and Approach to delivery of a Production Management Service | Quality | 30% |
| Cost | Price | 30% |
| Contract Resourcing | Quality | 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