CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Penarth Public Events 2019-20/2020/21

2.2

Description of the goods or services required

The appointed producers will be expected to undertake the following roles and responsibilities:

• Develop a creative overview and provide critical event logistics to ensure the overall activities are dynamic and run safely.

• Work in partnership with Penarth Town Council to advise on formats, themes and commission of new elements for the events (budget allowing).

• Work closely with traders and the local community.

• Develop and deliver an overall project plan and take the lead on the necessary event logistics to include sub-contracting and management options for all suppliers; to develop and deliver the overall programme including engagement, site infrastructure, health and safety and traffic management, ensuring value for money and high quality. It is essential that all permissions are gained in advance.

• Take responsibility for the development and delivery of the overall health and safety plan for the events, ensuring the events have undertaken all legal and moral obligations to ensure a safe and enjoyable event. Liaise with the Vale of Glamorgan, Emergency Services and Safety Advisory Group and ensure all comments and advice is followed.

• The Producers will be expected to adhere to strict marketing deadlines to ensure that events are promoted effectively and will feed information to Penarth town Council to assist with the development of marketing material and messaging.

• Hold responsibility for the negotiation of all necessary permissions and licences.

• Work with the local retail sector, bars, restaurants and cafes.

6.2 During the events

The appointed production company will be responsible for the coordination and safe delivery of all aspect of events. This includes route planning, traffic management, stewarding, security, first aid etc. throughout the builds and events themselves.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=91562.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

Penarth Town Council is seeking a company who can provide a vibrant, engaging, safe and sustainable events programme that improves Penarth’s quality of life.

Penarth Town Council’s work is driven by The Well-being of Future Generations Act which requires public bodies in Wales to think about the long-term impact of their decisions, to work better with people, communities and each other, and to prevent persistent problems such as poverty, health inequalities and climate change.

Penarth Town Council’s events programme is intended to support the Act’s 7 well-being goals:

• A prosperous Wales

• A resilient Wales

• A healthier Wales

• A more equal Wales

• A Wales of cohesive communities

• A Wales of vibrant culture and Welsh Language

• A globally responsible Wales

To ensure a full understanding of the Council’s environment, bidders are encouraged to review Penarth Town Council’s Aims, Visions and Objectives which is available on the Council’s website www.penarthtowncouncil.gov.uk .

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

PTC/RFT 01

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

Welsh

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Please acquire a full copy of the tender documentation by emailing enquiries@penarthtowncouncil.gov.uk or telephoning 029 20 700721.

Thank you.

(WA Ref:91562)

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

Penarth Town Council has overseen large public events in the town for over 60 years. The Summer Carnival and Christmas Lights Switch Ons are long standing traditional fixtures. In recent years, a Downhill Derby soapbox race has been a popular addition to the Summer Carnival. Picnic Penarth has become a recognised large scale streetfood festival. Until 2018, all events were directly delivered by the Town Council. In 2018, a pilot partnership with a professional events company for planning and delivery of public events was undertaken.

Following the success of this pilot project, tenders are sought for a Creative / Production Company to devise and deliver 2019’s programme and 2020’s programme, subject to a break clause.

2.1 Summer Carnival / Downhill Derby

Penarth’s Summer Carnival has traditionally centred on a carnival day in mid-July, located on Penarth’s seafront Esplanade. This has necessitated a road closure from the Vale of Glamorgan. In the past, features have included a parade, classic car show, sports activities, circus activities, RAF air display and the world’s longest tightrope walk over water, to the end of Penarth Pier. Music, food and drink, community groups and participatory activities are included. The Carnival has long featured a firework display from Penarth Pier. In recent years, it has also incorporated a Downhill Derby amateur soapbox race down Cliff Hill. This has been assisted by local volunteers.

Previous years have centred on a single day, consecutive weekends or a single weekend, inclusive of Friday evening. Alternative locations at the Cliff Top have been tested, with very limited success.

In 2018, attendance over two days was approximately 20,000. This event has been free to enter in previous years.

The identified weekend for 2019 is July 13th & 14th.

2.2 Christmas Lights Switch On

Penarth Christmas Lights Switch On has always centred on Penarth’s Windsor Road, where the main lighting display is situated. It has comprised Sunday afternoon event, running into early evening and has regularly attracted 5,000 spectators. The event has featured live entertainment, rides, community groups, stalls and food and drink. This event has been free to enter in previous years. The event requires a road closure.

Christmas Lights are managed by the Town Council. The identified date for 2019 is November 17th.

2.3 Picnic Penarth

Picnic Penarth is in its 5th year, as a well-known regional street food festival that has been free to enter. It has featured local traders and local street-food operators, along with live entertainment. Previous locations have included Station Approach and Penarth’s Esplanade. Both of these have necessitated road closures.

2019’s event attracted 14,000 visitors over two days. Picnic Penarth has taken place in various months and it is not envisaged that any Picnic event could be held before September.

Further information about Community Benefits can be obtained at www.prp.wales.gov.uk.

The buyer considers that this contract is suitable for consortia bidding.

5.2

Additional Documentation

5.3

Publication date of this notice