WCCC26 360 Winterval Christmas Festival Production Services

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contract requires the provision of production services for the Winterval Christmas Festival in Waterford City. The successful tenderer will be responsible for producing the festival. The contract duration is twelve months, covering the 2026 and 2027 festivals, with a potential six-month extension to encompass the 2028 festival, subject to review and funding.

The contract commencement date is 1st September 2026. Site build is projected to begin on 19th October 2026. The festival itself will run for 23 days, commencing on 13th November and concluding on 23rd December 2026. Site takedown is projected to conclude by 6th January 2027.

Key activities and requirements include:

• Production Staff: Production staff will be required for the entire festival timetable, including the build and takedown phases.
• Non-Production Staff: Non-production staff will be required only for the festival timetable.
• Festival Operations: The festival operates for 23 days, from 13th November to 23rd December 2026.
• Site Build and Takedown: Site build commences on 19th October 2026, with takedown concluding by 6th January 2027.
• Specific Areas: The scope includes areas such as the "Glow Fairylight Garden".
• Event Dates: Specific operational dates mentioned include Thursday 10th December, Friday 11th December, Thursday 17th December, and Friday 18th December, indicating key operational periods within the festival.

The estimated expenditure for the Services, including any extensions, is between €800,000 and €1,000,000 (excluding VAT). This figure is an estimate based on current and future expected usage and is subject to satisfactory performance, management approval, and budget availability.

3. Background & buyer context

Waterford City and County Council (WCCC) is procuring production services for its annual Winterval Christmas Festival. This procurement is for the period 2026 to 2028, indicating a strategic commitment to the event. The festival has previously generated significant economic impact, with an estimated €14 million windfall for the city and achieved a media value of over €2.9 million in editorial coverage. The procurement is being conducted under an open procedure, aligning with EU and Irish public procurement regulations. The council aims to encourage participation from Small and Medium Enterprises (SMEs) and larger enterprises are encouraged to include SMEs in their proposals.

4. Eligibility & selection criteria

Tenderers must meet the following criteria to be considered:

• Turnover requirement: Tenderers must confirm an average annual turnover of at least €450,000 in one of the past three financial years. If the company was established more recently, this turnover must be achieved for each year of trading.
• Insurance: The successful tenderer must hold the following insurance levels for the term of the contract:
• Employer's Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Professional Indemnity: €1,000,000
• Certifications: Not specified for this tender.
• Past experience: Not specified as a distinct criterion with numerical requirements in the provided text.
• Personnel: Not specified as a distinct criterion with numerical requirements in the provided text.
• Geographic / facility constraints: Not specified for this tender.

Tenderers must also declare, via the eESPD, that no mandatory grounds for exclusion apply, or if they do, that sufficient measures are in place to demonstrate reliability. They must also satisfy the selection criteria outlined in Part 3.2 of the RFT.

5. Award criteria & scoring

The award criteria are not detailed with specific scoring weights in the provided extract. However, the tender procedure is an open procedure, and the evaluation will be conducted in accordance with the Award Criteria at Part 3.3 of the RFT. Tenderers must achieve a minimum of 60% of the marks available for each qualitative award criterion. The evaluation will focus on compliant tenders that meet the selection criteria. The Contracting Authority does not bind itself to accept the lowest priced tender.

6. Submission requirements

Tenderers must submit their tenders in accordance with the following:

• Method statement / response document: Tenderers must complete and submit the electronic version of the European Single Procurement Document (eESPD). They must follow the format of the RFT and respond to each element in the order presented.
• CVs: Not specified for this tender.
• Pricing schedule: Tenderers must complete the Pricing Schedule at Appendix 2. Prices must be all-inclusive (excluding VAT), expressed in Euro, and VAT rate indicated separately.
• Case studies: Not specified for this tender.
• Declarations:
• eESPD.
• Tenderer's Statement (Appendix 3), signed and scanned, printed on the tenderer's letterhead.
• Declaration as to Personal Circumstances of Tenderer (Appendix 4).
• Tax Clearance Access Number and Tax Reference Number for online verification.
• Declaration of independent preparation of the tender.
• Mandatory site visit: A site visit to Waterford City premises is organised. Tenderers must confirm attendance by contacting [email protected] by close of business on 17th July 2026. Site visits will be facilitated between 20th July 2026 and 22nd July 2026.
• Submission portal: Tenders must be submitted via the 'electronic tenderbox' on www.etenders.gov.ie. Tenders submitted by any other means will not be accepted. File size limits apply: 250MB per single file, with a maximum total of 2GB for all documentation.

7. Key dates & process

8. Contract terms that matter

• Term: The contract is for twelve months, covering the 2026 and 2027 festivals. There is a provision for one extension of up to six months to encompass the 2028 festival, subject to review and funding.
• Payment terms: Payments will be made in accordance with the Services Contract at Appendix 5.
• Key SLAs/KPIs: Not specified in the provided text.
• Liquidated damages or penalty regimes: Not specified in the provided text.
• Termination clauses: The Contracting Authority reserves the right to terminate any Services Contract in cases of conflict of interest.
• IP ownership: Not specified in the provided text.
• Sub-contracting rules: Tenderers must disclose any subcontractors. If relying on a subcontractor's capacity for selection criteria, a separate eESPD is required for that subcontractor. If subcontracting more than 10% of the contract value, the subcontractor must also meet specific requirements. The Prime Contractor is ultimately responsible for all services.
• Parent-company guarantee or bond requirements: Not specified in the provided text.

9. Risks, red flags & unusuals

• Estimated Value vs. Turnover: The estimated contract value (€800k-€1M) is significantly higher than the minimum turnover requirement (€450k), suggesting a need for substantial financial capacity and experience.
• Tight Timeline for Site Visits: The deadline for confirming attendance for site visits (17th July 2026) is very close to the RFT issue date (8th July 2026), and the site visit window (20th-22nd July 2026) is also tight relative to the tender deadline.
• Contract Extension Subject to Funding: The six-month extension for the 2028 festival is explicitly stated as being "subject to review and funding," introducing a degree of uncertainty for long-term planning.
• International Procurement Instrument (IPI) and Foreign Subsidies: Tenderers must comply with Regulation (EU) 2022/1031 (IPI) and Regulation (EU) 2022/2560 (Foreign Subsidies). This may require specific declarations and notifications, particularly for non-EU entities or those receiving significant foreign financial contributions.
• No Amendments to Contract: Tenderers cannot amend the Services Contract terms; they must accept them as presented.

10. SME fit assessment

This tender is structured as an open procedure, suggesting it is open to a range of suppliers. However, the scale of the event and the required insurance levels indicate that smaller, less experienced SMEs may find it challenging to bid independently.

• Credible bidders: A credible bidder would likely be an established event production company with a proven track record in managing large-scale festivals or similar public events. They would need to demonstrate significant financial stability to meet the turnover and insurance requirements.
• Consortium/Sub-contracting: The RFT explicitly encourages SMEs to explore forming relationships with other SMEs or larger enterprises. Consortium bids are permitted, and subcontractors can be used. This structure allows smaller firms to participate by contributing specific expertise or capacity, with a prime contractor taking overall responsibility.
• Indicative bid-prep effort: Preparing a compliant bid for a tender of this nature, including the eESPD, detailed pricing, and potentially a method statement, would likely require several days of dedicated effort from a small team, potentially involving finance, operations, and legal/compliance personnel.
• Pwin signal: The tender does not explicitly name an incumbent. However, the detailed specifications and the requirement for significant insurance cover suggest that established players in the event production sector are likely to be the primary bidders. The encouragement for consortia indicates a desire to broaden participation, but the core production responsibility likely requires substantial experience.

11. Where to dig deeper

• Source RFT filename: WCCC26 360 Winterval Christmas Festival Production Services RFT.pdf
• eTenders CFT ID: Not stated in the provided text.
• Contact email: [email protected] (for site visit appointments). All other queries must be directed via the messaging facility on www.etenders.gov.ie.
• Most important attachments:
• Appendix 1: Requirements and Specifications
• Appendix 2: Pricing Schedule
• Appendix 5: Services Contract