Provision, Supply and Delivery of Event Management and Production Services

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1. At a glance

2. Scope of Work

This tender seeks event management and production services for South East Technological University (SETU), primarily for its Waterford Campus Conferring ceremonies. The contract will operate as a framework agreement for drawdowns of services.

The core activities include:

• Event Production: Provision and setup of infrastructure for conferring ceremonies. This encompasses:
• Staging construction and rigging.
• Lighting provision, including fixtures, control equipment, and design services.
• Audio equipment provision, including line array systems, subwoofers, and cabling.
• Video equipment provision, including cameras, projectors, and screens.
• Rigging, including trussing, motors, motor controls, cables, and clamps.
• Drapes, specifically 9m x 12m and 9m x 9m black drapes.
• Personnel Supply: Provision of suitably qualified personnel to operate event equipment and manage events. This includes:
• Qualified personnel for event equipment operation.
• Qualified stage crew.
• Qualified pyrotechnic and special effects operators.
• Designers, riggers, and crew on a per diem basis.
• Logistics and Support:
• Design, specification, and implementation of lighting designs.
• Supply of additional AV equipment to supplement SETU's existing inventory.
• Attendance at event planning meetings to develop project plans with timelines for delivery, construction, rigging, and removal.
• Development of set-up and takedown plans.
• Immediate breakdown, proper storage, boxing, and return of all SETU trussing and curtains to the storage area post-event.
• Event Scale and Frequency:
• Conferring ceremonies occur over 2-3 days, typically in late October/early November.
• Each day may include 3 or 4 ceremonies, each approximately 2 hours in duration.
• SETU graduates over 6,000 students annually.
• Fit-up is to take no longer than 2 days; takedown no longer than 1 day.
• Location: Primarily the SETU Arena, Waterford (X91 XD96), a 2,000m² hall accommodating 2,000 seated or 2,000-5,000 standing. Services may also be required at other SETU locations.
• Management: SETU, in conjunction with Novus, will manage events. All rigging and construction activities require prior approval from appropriate SETU personnel.
• Pricing: Costs are calculated based on delivery at SETU Waterford Arena. Travel, accommodation, and ancillary facilities are to be borne by the supplier. Itemised costs are required for larger items; overall costs suffice for smaller items.

3. Background & buyer context

South East Technological University (SETU) was established on 1 May 2022, forming Ireland's newest multi-regional university with campuses in Carlow, Waterford, Wexford, and Wicklow. SETU serves over 18,000 learners and 2,000 staff. The university is a key driver of regional development, aiming to provide leadership in knowledge, research, and innovation within a south-east region experiencing significant population growth and economic diversification. This procurement supports SETU's operational needs, specifically its annual student conferring ceremonies, which are a significant event for the university and the region. The context includes the university's strategic role in social inclusion, justice, and technological, cultural, and artistic activity.

4. Eligibility & selection criteria

Tenderers must meet the following mandatory qualification criteria to be considered for evaluation. Failure to meet any criterion will result in exclusion.

• Turnover requirement:
• Minimum average annual turnover of €100,000 (ex VAT) per annum in each of the three most recent financial years.
• Insurance:
• Employers Liability: €13 million Euro any one accident.
• Product/Public Liability: €6.4 million.
• Professional Indemnity: €1 million for any one claim or series of claims arising out of a single occurrence, per insurance year (excluding defence costs).
• Certifications:
• Evidence of Health & Safety Policy and compliance with the Safety, Health and Welfare at Work Act 2005 and associated Regulations.
• Past experience:
• Submission of details of previous relevant contracts, including client name, project description, and project value.
• Personnel:
• Not specified for this tender.
• Geographic / facility constraints:
• Not specified for this tender.

Tenderers must provide documentary evidence, such as insurance policies or letters of confirmation, and complete relevant appendices (Appendices 2, 3, and 4) as part of their submission.

5. Award criteria & scoring

Submissions will be evaluated based on the following award criteria, with a price/quality split of 50% for Price and 50% for Quality.

Award Criteria