Multi-party Framework Agreement for the Provision of Sound, Lighting, Staging Services to GRETB

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

1. At a glance

Buyer Title CPV / category Estimated value Per-year Procedure type Lots Location Contract length Submission deadline Go-live / start |-------|-------|----------------|-----------------|----------|----------------|------|----------|------------------|---------------------|------------------| Galway Roscommon Education and Training Board Multi-party Framework Agreement for the Provision of Sound, Lighting, Staging Services to GRETB 92000000 €400,000 not stated Open 3 Galway and Roscommon 2 years + 2 optional 12-month extensions 2026-07-20 11:00 Q3 2026

2. Scope of Work

The Galway Roscommon Education and Training Board (GRETB) seeks to establish a multi-party framework agreement for the provision of sound, lighting, and staging services across three distinct lots. The contractor will deliver services for various events hosted by GRETB, including school musicals, graduations, and corporate events, primarily in Galway and Roscommon.

The scope of work includes:

• Lot 1: Sound, Lighting, and Staging Services for GRETB
• Lot 2: Sound, Lighting, and Staging Services for Music Generation
• Lot 3: Sound, Lighting, and Staging Services for Communication and Corporate Service

Key Activities

• Event Preparation: Survey venues, liaise with GRETB representatives, and assess access restrictions and health and safety requirements.
• Sound Services: Setup and operation of sound systems, including PA systems, microphones, playback devices, and sound technicians.
• Lighting Services: Installation and operation of lighting systems, including programmable LED lights and theatre lighting.
• Staging Services: Full installation of staging, including safety features such as steps and handrails, and provision of portable stages as needed.
• Digital Presentation Services: Provision of projectors and LED screens, along with technical support for presentations.

The contractor must ensure compliance with health and safety regulations and deliver high-quality services tailored to the specific needs of each event.

3. Background & buyer context

This procurement aligns with GRETB's commitment to providing high-quality educational and training services. The framework agreement aims to streamline the process of securing sound, lighting, and staging services for various events, enhancing the overall experience for participants and audiences. GRETB operates numerous educational facilities across Galway and Roscommon, and this initiative is part of their strategy to improve service delivery and operational efficiency. The procurement is timely, given the increasing demand for professional event services in educational settings.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Public Liability Insurance: €6,500,000
• Product Liability Insurance: €6,500,000
• Professional Indemnity Insurance: €1,000,000
• Employer’s Liability Insurance: Not required for a sole trader.
• Certifications: Not specified for this tender.
• Past experience: Not specified for this tender.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Services must be provided within Galway and Roscommon.

Bidders must provide evidence of compliance with these criteria upon request.

5. Award criteria & scoring

Bids will be evaluated based on the following criteria:

The evaluation will follow the Most Economically Advantageous Tender (MEAT) principle, focusing primarily on cost. There are no specified minimum scoring thresholds per criterion.

6. Submission requirements

Bidders must submit the following documents:

• Method Statement / Response Document: Complete the attached Tender Response Document (TRD) with no specified page limit.
• CVs: Provide CVs for key personnel involved in the project.
• Pricing Schedule: Complete the pricing schedule for each lot using the specified template.
• Case Studies: Not specified for this tender.
• Declarations: Include Tax Clearance Access Number, Declaration of Bona Fides, and Conflict of Interest.
• Mandatory Site Visit: Not specified for this tender.
• Submission Portal: All submissions must be made through eTenders, adhering to any specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Duration: Each framework lot agreement is for two years, with an option to extend for two additional 12-month periods, totaling a maximum of four years.
• Payment Terms: Invoices must be submitted monthly upon completion of services, quoting the relevant purchase order number.
• Key Performance Indicators (KPIs): Performance will be monitored against agreed KPIs, with a focus on service quality and delivery timelines.
• Termination Clauses: The contracting authority reserves the right to terminate the agreement if the contractor fails to meet obligations.
• Sub-contracting Rules: Not specified for this tender.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover Threshold: The absence of a specified turnover requirement may indicate a broader range of eligible bidders, but could also lead to increased competition.
• Geographic Constraints: The requirement to provide services within Galway and Roscommon may limit participation from firms located outside these areas.
• Performance Monitoring: Continuous performance monitoring may impose additional operational demands on the contractor.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with expertise in sound, lighting, and staging services. Viable bidders should possess:

• Relevant experience in educational or corporate event services.
• Necessary insurance coverage as specified.
• Capability to operate within the geographic constraints of Galway and Roscommon.

Consortium or subcontracting arrangements are not explicitly mentioned, but may be permissible. Bidders should anticipate a moderate level of effort in preparing their submissions, likely requiring several days of work. The incumbent's strength and the framework's structure may indicate a competitive bidding environment.

11. Where to dig deeper

• Source RFT Filename: RFT Provision of Sound, Lighting and Staging to GRETB.pdf
• eTenders CFT ID: Not specified
• Contact Email: Not specified
• Important Attachments:
• Appendix 2 – Pricing Schedule
• Tender Response Document (TRD)