Issued: Friday, 21 February Deadline for queries: Midday, Tuesday, 4 March 2014

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1 Invitation to tender for the supply and installation of a temporary building at the National Eisteddfod of Wales, Carmarthenshire 2014 and Montgomeryshire and the Marches 2015 Issued: Friday, 21 February 2014 Deadline for queries: Midday, Tuesday, 4 March 2014 Deadline for submissions: Midday, Friday 7 March 2014

2 KEY INFORMATION Description of the Service To supply and install a temporary events building at the National Eisteddfod of Wales, Carmarthenshire 2014 (1 9 August) Montgomeryshire and the Marches 2015 (1-8 August). To project manage the erection and dismantling of the structure. Budget Depending on the structure, S4C anticipates that the service provider should be able to deliver the service between 30K and 45K (maximum) per annum for Option A. Option B for a maximum o 59K per annum. S4C requires the services to be provided on a fixed fee basis to include the account management, administration, staffing, meetings and all other costs and expenses incurred in providing the service. This fixed fee must be exclusive of VAT. Please note that the Fee includes the project management only of the additional equipment, water, broadband and electricity supply and that S4C will reimburse the actual costs in addition to the Fee. Contract Duration Temporary Building Requirements April 2014 August 2015 In 2014 S4C will be sharing the building with a partner company and the successful service provider will be required to deliver the requirements of Option B in In 2015 S4C may continue with the same arrangement as for 2014 (Option B) or S4C may have sole occupancy of the building (Option A). Bidders should therefore provide the following: pricing and design based on Option B only two separate pricing and designs, one based on Option A and one based on Option B Option A The structure (500sq mtrs max) to include the following areas: -Front of House space required for Information Desk, shop and exhibition area; -Corporate Hospitality area with adjoining kitchen; -Decked area situated in front of the main entrance with raised stage on one side with hand rails -Decked area to the side of the corporate hospitality area, fenced; -Theatre (audience capacity 120) with stage and screen, side entrances, AV booth and backstage area. Backstage area to include: -Green Room; -Make up Room -Changing Room; -Storage Area; -Small Office. Whilst the look and feel of the building should represent S4C s contemporary brand the structure itself should be practical. An elaborate structure is not required. A copy of the S4C s guidelines is available on the S4C website. Please note that the furniture within the building is not part of the quote. 2

3 Option B As Option A but with an additional space of 10 x 15 m ( Additional Space ) at the front of house. A separate entrance to the Additional Space is required with open access for the public between the front of house space provided at Option A and the Additional Space. A decked area, with hand rails and stairs is also required adjacent to the Additional Space. Project Management Requirements The service provided should include the provision of a floor plan of the structure showing the internal layout including each area noted above and including all exits, windows, ramps, patios and disabled access. Materials to be used should be specified. In providing the project management services, the successful service provider will be required, prior and during the build, to fulfil the following requirements:: to ensure that the building is erected and dismantled safely and on time at the agreed event and on the agreed dates; to ensure that the building is consistent with the agreed floor plan; to ensure that the floor is level and consistent throughout; to supply appropriate floor covering e.g. carpet; to co-ordinate the provision of water to the building; to co-ordinate the provision of electricity to the building ensuring an adequate supply and the correct positioning of sockets as agreed with S4C; to co-ordinate the supply of broadband or any other service required as agreed with S4C s IT department; to order and hire any additional equipment as requested by S4C in relation to the site e.g. Portakabins, portaloos, fencing, trackway, disabled ramps, patio; to supply an advance preparation of a schedule for the build/de-rig and the liaison with all related parties; to complete a risk assessment of the site prior to opening ensuring that health and safety standards are met and that all appropriate paperwork e.g. insurance are in place; to provide S4C and the Eisteddfod organisers with copies of all appropriate paperwork in relation to the building i.e. insurance, risk assessments; to maintain regular and efficient communications with nominated members of S4C staff; to manage all logistical planning issues in relation to the build and to be the main point of contact with the Eisteddfod organisers with regard to the site; to engage/employ suitable staff to work on all aspects of the contract; to arrange accommodation/travel for own staff whilst on site; to be flexible in terms of dates and amends to the layout; to conform to all appropriate legislation, codes and guidelines (see Legal Notes). Internal Structure (Optional) S4C has a number of 10ft and 8ft high x 1 m flats which formed the internal walls of the previous building and which are available to the service provider should you wish to use them. S4C will arrange and pay for transportation of the above from a storage in Cardiff. 3

4 Information to be presented to S4C as part of the quotation The service provider will be expected to present the following as part of its quotation in order to demonstrate in detail how S4C s requirements set out in this document will be met. Details of the service provider s previous experience in managing a building of this nature including examples of similar contracts including internal and external photographs of the temporary events buildings, details of the location and nature of the events previously erected and managed; Illustrations/photographs of the proposed Building and interior layout including S4C and partner requirements (Option A) and S4C requirements only(option B); Details of how many people the Building can safely hold with a breakdown of each area; Information on standards and codes with regard to the Building itself and the erection/dismantling of the Building; Ability of the Building to resist wind; An example of the service provider s erection and dismantling method statements including details of the components to be checked. An example of the service provider s risk assessment and details of how the service provider ensures compliance with compliance and environmental matters; The named key contact that will manage and oversee the Project and their relevant experience; The named site manager on location at the events and their relevant experience; Proposed number of staff to be employed by the service provider in the delivery of S4C s requirements; Any additional benefits. Details of the fixed fee proposed should be provided and broken down to show separately the fee in respect of the following elements of the contract. Hire and build costs for the Exterior and Interior Option B 2014; - Option A Option B 2015 Site Management costs; Any other costs (i.e. transportation, accommodation) The above list is not meant to be exhaustive. Please provide details of any other costs not listed. Service providers should supply details of any other costs not listed and should detail the assumption associated with each cost. Service Providers are encouraged to include a suggested payment schedule. 4

5 PROCESS Service providers are required to submit their written response to on or before midday Friday, 7 March Late submissions will not be considered. We anticipate notifying all service providers of the results of the process before Wednesday, 12 March REQUESTS FOR FURTHER INFORMATION If you require further information regarding this process or this request, please contact Gethin Jones via only at by midday on Tuesday, 4 March In the interests of fairness and transparency please note that all requests for further information and/or guidance in respect of this process and S4C s responses to such requests will published on S4C s tenders website: EVALUATION OF QUOTATIONS The contract will be awarded on the basis of the quotation offering best value. To assess which quotation represents best value, a panel of S4C representatives will evaluate and score all responses to this request for quotation in accordance with the following criteria and weightings: (a) (b) (c) Criteria Previous experience in relation to managing a build of this nature. The design and functionality of the building and its ability to meet S4C s requirements. Business related matters including budget, key contact, the outline of the framework for meeting the S4C requirements, staffing, flexibility, compliance matters and environmental matters. Weighting 35% 30% 35% S4C reserves the right to disqualify any service provider from this process at any time if: (a) (b) (c) a quotation does not comply in any respect with the requirements of this request for quotation; any information provided to S4C by the relevant service provider (or, in the case of a consortium, any of its members), is incomplete, inaccurate or misleading in any respect or ceases to be correct; and/or the service provider has colluded with any person (excluding, in the case of a consortium, collusion between consortium members in relation to the consortium s quotation) in relation to or in connection with its or any other service provider's quotation. Disqualification of any service provider will be without prejudice to any other rights or remedies of S4C. 5

6 LEGAL NOTES 1 No Obligation to Offer the Contract Nothing contained in this request for quotation nor any communication between S4C and a service provider regarding this process or the quotation shall constitute a contract for the provision of any service covered by this process nor a warranty or a representation that any contract will or may be awarded. S4C reserves the right to withdraw from and/or abandon and/or defer this process at any time, not to award any contract as a result of this process, to supplement, revise and/or clarify the terms and conditions of this request for quotation and/or to require service providers to clarify their quotations and/or to provide additional information in relation thereto. 2 Conflict of Interest Service providers are required to provide details if it is envisaged that there may be a conflict of interest between individuals involved in the quotation and S4C staff, this is to enable S4C to ensure that it assigns staff to the process that have no personal relationship with any service provider or consortium member of relevant staff. 3 Codes of Practice and Guidelines The successful service provider will be required to comply with the following codes of practice, legislation and guidelines (amongst others): Health and Safety Legislation Institute of Structural Engineers ( IStructE3rd Edition ) Any relevant British Standards (BS) S4C Welsh Language Scheme Each service provider should include the cost of complying with the above (including to cost of appropriate advice) within the application. Many of these guidelines are available on the S4C Production Website which is available at s4c.co.uk/production. 4 Freedom of Information S4C is subject to the provisions of the Freedom of Information ( FOI ) Act If any service provider considers that any information supplied by it to S4C pursuant to this invitation is commercially sensitive or confidential in nature, this should be highlighted explicitly and the reasons for its sensitivity set out in full in the quotation. Please note, however, that identifying information as confidential or commercially sensitive does not guarantee that it will be exempt from disclosure. S4C retains the discretion to decide whether or not particular information is exempt from disclosure. 5 Data Protection By submitting a quotation service providers authorise S4C to process all personal information provided as part of the quotation in accordance with the Data Protection Act 1998 and confirm that they have obtained all necessary third party consents to enable S4C to do so. 6 Confidentiality By submitting a quotation, service providers agree to keep confidential any information which is disclosed or otherwise made available to them by S4C in any medium whatsoever during or in connection with this process. service providers shall not to use such information for any purpose other than the preparation of the quotation and shall not to disclose such information to any person other than in confidence and on a need to know basis to those persons who are directly involved in 6

7 the preparation of the quotation. Such obligations of confidentiality shall not apply to documents already in the public domain at the time it is disclosed or made available to them by S4C. 7 Disclaimer S4C gives no warranty or representation regarding the completeness or accuracy of any information contained in this request for quotation and any reliance placed on any such information by you is at your own risk. 8 Brand Requirements Use of the S4C brand will be licensed to the successful service provider for the period of the contract. The service provider will be required to act in accordance with the S4C Brand Guidelines. 9 Costs Each service provider shall be responsible for its own costs and expenses incurred in connection with providing a quotation. S4C will not under any circumstances contribute towards any such costs and expenses. 10 Copyright S4C owns the copyright in this request for quotations and any other materials issued or made available by S4C. Service providers are not permitted to copy, reproduce, use or issue copies of the request for quotations or such materials (or any part thereof) other than as and to the extent strictly required for the preparation and submission of their quotations. 11 Non-Collusion By submitting a response to this request for quotations, each service provider certifies that: 1. the quotation is bona fide and intended to be competitive; 2. the service provider has not fixed or adjusted the response by or under or in accordance with any agreement or arrangement with any other person (other than, in the case of a consortium, the other consortium members) or required any other service provider to do the same; and 3. the service provider has not communicated to any person other than S4C the amount or approximate budget or price of the quotation, except where the disclosure, in confidence, was necessary to obtain insurance premium or other quotations required for the preparation of the quotation. 12 Governing Law This request for quotation shall be governed by the laws of England and Wales and each service provider agrees, by returning a quotation, to submit to the exclusive jurisdiction of the courts of England and Wales. 7

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