Event services

Description

Caerphilly County Borough Council invited tenders to establish a dynamic purchasing system (‘DPS’) for the supply events equipment and services. At present Caerphilly County Borough Council use the following items for events that will need to be provided under this DPS: Heras Fencing Crowd Control Barriers Anti Climb Fencing Scaffolding Towers / Structures Trackway Any other items that maybe required similar to these. Provision of Firework Display at Events Suppliers should be able to provide a specification of the firing programme for the budget stated in the call off and timings. Most displays organised by Caerphilly County Borough Council take place in historic environments such as Caerphilly Castle and suppliers need to consider vehicle access restrictions and public access to historic monuments when setting up. Each display will require a site specific risk assessment and suppliers must comply with all relevant fireworks legislation and guidelines. Music to accompany fireworks displays should be provided by the supplier in a CD / USB or suitable format as required by the designated event audio supplier on the day of the event. Further details of the events will be detailied in the Call off documentation Supplier to supply suitably qualified staff to treat a range of members of the public, as well as employees, volunteers, exhibitors and contractors at events such as but not limited to: First Aid responder First Aid bicycle responder Paramedic Emergency Care Practitioner Ambulance and Emergency Patient Transport personnel Ambulance and Non-Emergency Patient Transport personnel The supplier will need to deploy a coordinated control facility at each event with an agreed communications protocol determined in discussion with the designated Council Event Manager to communicate with the Council and NHS. Supplier to provided for hire of the following items for hire for various events. Single unit Disabled unit Baby changing unit Urinal units, stating number of urinals Trailer Mounted Unit – (E.g)14 urinal + 2 bay (male use) Trailer Mounted Unit – (E.G) 6 bay (female use) (The list is not exlusive or exhaustive and other types of toilet / washrooms maybe required) Supplier must be able to provide if required an onsite janitor and waste transfer operation service for a weekend event. All toilets to be supplied with suitable quantity of toilet paper and hand wash sanitiser for specified event duration. Provision of Market Stalls, trestle tables and / or stall counters up to 3.5m x 3.5m. Provision of a complete stall, with a table / counter as required or left empty if desired by the occupant. Must ensure suitable quantity to supply between 15 stalls and 90 stalls (smallest and largest event). Stalls must be fully erected on site prior to designated event set up time, including early morning and / or late night set up periods. All stalls must be supplied fully erected with top, back and side sheeting. This lot is to establish providers for the supply of Big Top Marquees for events being held in Caerphilly County Borough. The requirement is a multi coloured 90ft by 60ft Oval shape big top style tent, but other tents may be required as per the individual call offs that are issued) Suppliers shall be able to provide a number of marquees in various shapes and sizes including but not limited to: — 3m by 3m marquee — 6m by 3m marquee — 9m by 3m marquee — 6m by 6m marquee — 9m by 6m marquee — 9m by 9m marquee — 15m by 9m marquee — 18m by 9m marquee — 27m by 9m marquee — 45m by 12m marquee — 48m by 12m marquee — partition (9m span) — partition (12m span) — window — carpet flooring — wooden flooring Operator must be a member of MUTA (the trade association dedicated to marquees, tents and structures(or equivalent) (www.muta.org.uk))) to apply for this lot All marquees supplied must conform to the standards and specifications laid down in BS EN13782:2005 The Hire of PA and Audio equipment to include but not limited to: 360 degree view commentary Box, minimum size 10ft length. Commentator (preferably bilingual - English & Welsh) for the hours of any event required Portable battery powered PA System for small arena displays (20m by 30m arena). Portable battery powered PA system for vocal / speech delivery. Portable battery powered PA system with up to two radio microphones for small arena displays (20m by 30m arena). Portable battery powered system for relaying live entertainment programme outside to an external audience located a minimum of 50m away from internal entertainment location / source. Speakers on walkway bridges / temporary structures requesting visitors to keep moving (minimum 3 bridges – either end of bridge to cover both directions) using a pre-recorded messages such as ‘Please keep to the left’. Operator to ensure the equipment is maintained in accordance with manufactures recommendations. On site technician to monitor and manage equipment during event for the hours below The requirements for this lot are as follows, this list is not exhaustive or complete and other items will be required or events. Suppliers should be able to provide sockets for small events of between 5 and 20 * 13 amp electricity sockets, including all cabling, distribution kit, electrician set up time, delivery and collection to reach multiple locations around an event site. Suppliers should be able to provide sockets for medium events of between 20 and 50 * 13 amp electricity sockets, including all cabling, distribution kit, electrician set up time, delivery and collection to reach multiple locations around an event site. Suppliers should be able to provide sockets medium events of 50 and above * 13 amp electricity sockets, including all cabling, distribution kit, electrician set up time, delivery and collection to reach multiple locations around an event site. 20 KVA super silent running generator with double bunded fuel tank 30 KVA super silent running generator with double bunded fuel tank 50 KVA super silent running generator with double bunded fuel tank 80 KVA super silent running generator with double bunded fuel tank 100 KVA super silent running generator with double bunded fuel tank 200 KVA super silent running generator with double bunded fuel tank Fuel will be on a price per litre basis On site electrician hourly rate for weekday stand-by On site electrician hourly rate for weekend stand-by On site electrician / PAT testing hourly rate for weekend equipment testing and sign off 4 * flood light portable tower lights with self contained power source reaching up to a height of at least 5m Operator to ensure all equipment is maintained in accordance with manufactures recommendations, Electrician must registered as an approved contractor with a recognised scheme provider, NICEIC, NAPIT or ELECSA. Generators are provided in accordance with HSE guidance note GS50 (Electrical Safety at Places of Entertainment), specifically, evidence that the generators have been inspected or tested and confirmation that the earth resistance test undertaken, on installation is satisfactory All equipment supplied must be appropriately signed / certificated prior to event use and the paperwork passed to the event organiser prior to event use. Supply, Erect & Remove Temporary Directional Signs for events as per Council supplied schedule that could include advanced warning signs and signs to be erected for the event period suitable for erection on 30mph roads at times designated in the Road Traffic Order. Supply, Erect & Remove Temporary Directional Signs for events as per Council supplied schedule that could include advanced warning signs and signs to be erected for the event period suitable for erection on 40mph roads at times designated in the Road Traffic Order. Signs to be fixed using tespa band, screw band or d-clamps. Signs to be manufactured from 3mm aluminium, covered with class 2 vinyl (yellow vinyl with black border and legend / red vinyl with white border and legend). Signs must conform to BS8442 & Chapter 8 of the Traffic Manual. Legend size and height to comply with appropriate Road Traffic Legislation (Chapter 8). Supply of temporary battery powered 2-way traffic lights with varying phase options. Supply of temporary battery powered 3-way traffic lights with varying phase options. Setup to be in line with relevant traffic regulations 24 hour call out service is essential. Suppliers shall be able to provide the following services and others where required. All security staff employed must be suitably qualified in accordance with the Security Industry Association (SIA) requirements to look after event sites overnight and control access to the event during day time hours. Security guards to patrol the whole of an event site to ensure that the security continually covers the site. Security guards shall provide their own equipment, which shall include radios, fluorescent clothing, safety footwear and torches. Where required the provision of trained security dogs and appropriately marked vehicles may be used. Event Officers will meet with the winning provider of each call off each morning of the allocate event to discuss any incidents or issues raised from the previous day / evening security patrols. This is seen as a vital form of communication and will ensure both parties are aware of any problems that occur Suppliers shall be able to provide the following services (this is not an exhaustive list). Event stewards that are suitably qualified / trained in accordance to act as a steward and perform the functions of an event steward. To supply, deliver, install and dismantle a steel decked stage for Indoor or Outdoor use Current Stage size required is approximately 24ft by 16ft, painted black and with black skirt trim and black drapes at tear on scaffold support frame. Other stages will also be required. 5k Sound System including (but not exclusively) Front of House rack with graphics effects units and playback, 32 channel mixing desk, stage monitor speakers, CD Player and stage microphones, amplifiers and processing units, microphone stands and DI Boxes for a variety of music styles e.g. 6 piece rock band and numbers for an audience of up to 500 people. Suppliers shall also be able to provide all light / spot lighting requirements for the stage including any truss / scaffolding structures required to house a minimum of four six lamp Parcan bars, associated dimmer racks and control desk. Supplier if required should be able to provide a sound and light technician for the duration of the entertainment programme, based on an period of 10 hours of live music per day / night. All electrical distribution and cabling for lights and sound to be included. Supplier must be Safety Schemes In Procurement(SSIP) (or appropriate equivalent) accredited. Supply and deployment of traffic compliant no waiting / parking cones (50cm minimum height) and / or red and white road cones (75cm minimum height). Cone spacing to be undertaken in accordance with traffic regulations Coning location plans to be provided to the supplier for each call off / event. Event requirements will differ from deployment of a minimum of 50 cones on a single street through to up to 2,000 cones around several streets located across a town centre. This lot is to establish providers for the supply of a large scale outdoor cinema projection and screen for events being held in Caerphilly County Borough. Suppliers shall be able to provide the following services. A projection trailer / mobile unit housing a Barco DCP D Cinema Digital projector (or equivalent). 12.5kw sound system with a minimum of 4 channels(left, right, centre and sub bass. Dolby Cinema Sound Processors. 2 * radio mics. CD capability. On-screen advertising system by DCP, DVD or via computer. Perforated screen (at least 1.8 gain surface), securely fixed to ballast or appropriate structure (mobile or permanent). Screen size approximately 35ft wide by 15ft high (or similar). Self powering system e.g. super silenced generator. This lot is to establish providers for the supply of a large scale LED screens for indoor and outdoor events being held in Caerphilly County Borough. Suppliers shall be able to provide the following services. A projection trailer / mobile unit housing a variety of sized LED screens from 11.5m2 up to 23m2 (other sizes maybe required) On-screen advertising system by DCP, DVD or via computer. Screen sizes shall vary and will be the same as stated in the call off or the nearest alternative. Self powering system e.g. super silenced generator. This lot is to establish providers for the supply of street performances for events being held in Caerphilly County Borough. Suppliers shall be able to provide the street performance acts as and when required by CCBC Provision of Market Stalls, trestle tables and / or stall counters up to 2.5m x 2.5m. Provision of a complete stall, with a table / counter as required or left empty if desired by the occupant. Must ensure suitable quantity to supply between 15 stalls and 90 stalls (smallest and largest event). Stalls must be fully erected on site prior to designated event set up time, including early morning and / or late night set up periods. All stalls must be supplied fully erected with top, back and side sheeting.