Specialist Technical Support for Special Events

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

This procurement seeks to establish a Multi-Party Framework Agreement for specialist technical support for audio-visual, recording, streaming, and media production requirements for special events hosted by or at the University of Galway. The framework will comprise two lots: Lot 1 for Corporate Public Proceedings and Lot 2 for High-Profile Public Proceedings. Tenderers may apply for one or both lots.

Lot 1: Corporate Public Proceedings This lot covers events such as conferences organised by university departments or external entities, large-scale student recruitment and orientation events, and public engagement events like academic lectures. It includes:

• Audio Visual Technical Support: Wired, wireless, and conference microphones; video presentation with audio; desktop video conferencing (single camera); webinars (single camera).
• Recording: Video, presentation, audio, 360-degree video, and associated lighting.
• Live Streaming: Single camera streams to platforms like YouTube, Vimeo, and Facebook Live.
• Media Post-production.
• Online Only Events: Providing and managing a digital platform for virtual events, including event pages, live streaming, plenary and breakout sessions, moderation of attendee inputs, and provision of AV/technical equipment. This includes live on-screen subtitles and post-event edited HD content delivery.
• Accessibility: Compliance with S.I. No. 636 of 2023 (Accessibility Requirements of Products and Services), including potential provision of sign-language interpreting and subtitling.
• Equipment: Tenderers must supply energy-efficient equipment and provide relevant energy ratings. University-supplied equipment may be borrowed.
• Service Delivery: Tenderers must demonstrate compliance with legislation, professional standards, and university health and safety regulations. They must submit sample specifications, a work plan for a large public event (2 keynote speakers, AV, live streaming), and a list of their own enhancing equipment. A business professional dress code is mandatory.

Lot 2: High-Profile Public Proceedings This lot includes all services from Lot 1, with the additional requirement for live media production for high-profile events. These events attract significant public attention, involve senior university officials, or require advanced production capabilities.

• Enhanced AV Technical Support: Desktop video conferencing and webinars with multiple cameras.
• Enhanced Recording: Multiple camera video recording, live video mixing, and green screen recording.
• Enhanced Live Streaming: Multiple camera streams to platforms like YouTube, Facebook Live, and Livestream.
• Live Media Production: For physical and hybrid events, including encoding, transmission, and broadcast of live events with multiple cameras and remote participants.
• Service Delivery: Tenderers must submit a work plan for a large public event (5 keynote speakers, AV, live media production with 2 camera feeds).

General Requirements (Both Lots):

• Locations: Services may be required at any University of Galway location, including those in Donegal, Clare, Sligo, Letterkenny, Castlebar, Portiuncula, Shannon, and Dublin.
• Sustainability: Services must be delivered sustainably, adhering to national and EU legislation and best practices.
• Contract Management: A dedicated Contract Manager must be nominated.
• Equipment Responsibility: The contractor is solely responsible for any equipment brought onto University premises, including insurance.

3. Background & buyer context

University of Galway, established over 19,000 students and 2,700 staff, is a research-led institution with a long history in Ireland. Its vision is to be a driver of transformational change, focusing on excellence, ambition, and community wellbeing, guided by values of respect, excellence, openness, and sustainability. The university is situated in a region known for its culture, creativity, technology, and innovation. This procurement aligns with the university's commitment to delivering impactful events and enhancing its public engagement and corporate communications through high-quality audio-visual and media production services. The framework agreement is intended to cover all such requirements arising during its life.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be considered eligible:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Employers Liability: €13m or local minimum.
• Public / Products Liability: €2.6m.
• Motor Insurance (if applicable): €6.5m third-party property damage limit per claim or series of claims.
• Professional Indemnity: €1.0m.
• Certifications: Tenderers must demonstrate access to skilled personnel and provide information on quality assurance measures, for example, through an externally certified system (e.g., ISO 27001). Compliance with relevant Health & Safety legislation is mandatory.
• Past experience: Tenderers must demonstrate successful delivery of services of a comparable nature and scale within the last three years.
• Personnel: Tenderers must demonstrate access to at least the minimum numbers of skilled personnel required.
• Geographic / facility constraints: Services may be required at various University of Galway locations across the Republic of Ireland, including specific campuses in Donegal, Clare, Sligo, Letterkenny, Castlebar, Portiuncula, Shannon, and Dublin.

5. Award criteria & scoring

The award criteria will be based on the "lowest cost tender that also meets all the minimum requirements of the qualitative award." This indicates a primary focus on price, provided that all mandatory qualitative criteria are met.

Criterion Weight (%) Sub-criteria