Press Release: Call for Tenders – Cowbridge Cinema Nights Project

Description

Cowbridge with Llanblethian Town Council is excited to announce the launch of a new community project: Cowbridge Cinema Nights!We are seeking tenders for the supply, installation, and setup of a high-quality projector for the revival of community cinema at the Cowbridge Town Hall.Cowbridge Cinema Nights aims to bring people together for regular film screenings, reviving a much-loved tradition in the town.Supported by funding from the National Lottery Community Fund, we plan to create an inclusive, accessible event for all residents of Cowbridge and the Vale of Glamorgan.The new cinema will offer family-friendly events, cultural films, and special screenings for different age groups, promoting community spirit and togetherness.We invite interested suppliers and contractors to submit their proposals for the supply and installation of the audiovisual equipment.Tender Requirements:Supply and installation of a high-quality projectorProfessional setup and testing to ensure the new projector is connected to the current sound system and cinema screen.Deadline for Submission: 14th October 2024For more information and to submit your tender, please visit our website https://cowbridge-tc.gov.uk/cowbridge-community-cinema.../ or contact us directly at townclerk@cowbridge-tc.gov.ukJoin us in creating a fantastic new chapter for community entertainment in Cowbridge!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=144940. Tender Document for Cowbridge Community Cinema NightsTender Title: Supply, Installation, and Commissioning of Equipment for Cowbridge Community Cinema Nights Project.1. IntroductionCowbridge with Llanblethian Town Council invites proposals from qualified contractors for the supply, installation, and commissioning of audio-visual equipment for the Cowbridge Community Cinema Project. The project aims to provide a high-quality cinematic experience to the local community by establishing a fully functional cinema venue in Cowbridge Town Hall.The scope of work includes the procurement and installation of cinema projection equipment and associated equipment.2. Tender Information2.1 PurposeThe purpose of this tender is to select a contractor who will be responsible for delivering the necessary cinema equipment and ensuring its proper installation, testing, and commissioning.2.2 Project OverviewThe Cowbridge Community Cinema Project aims to:• Create an engaging space for local cinema.• Provide high-quality audio-visual experiences.• Enable flexibility for various media formats and event types (films, presentations, etc.).2.3 Deadline for Submission• Tender Submission Deadline: 14th October 2024• Tender Clarification Deadline: 31st October 20242.4 Submission FormatContractors must submit the tender in digital and/or hard copy to the following address:Contact Person: Catherine KennedyAddress: Cowbridge Town Hall, 21 High Street, Cowbridge, CF71 7ADEmail: townclerk@cowbridge-tc.gov.ukPhone: 01446 7733853. Scope of WorkThe selected contractor will be required to:3.1 Equipment SupplySupply of high-quality cinema equipment, including but not limited to:• Projector System High-definition digital projector(s) suitable for a cinema environment. 4K resolution preferred. Warranty and technical support options.• Sound System Determine if current sound system is compatible with new projector.• Cinema Screen Already in place.• Other Related Equipment Cabling and mounting equipment for optimal installation.3.2 Installation and Setup• Site preparation, including all necessary cabling, mounting, and structural adjustments.• Installation of the projector and connect to current sound system, and screen.• Calibration of both audio and visual systems to suit the venue’s layout and acoustics.3.3 Testing and Commissioning• Conduct comprehensive tests to ensure all equipment functions correctly and meets performance standards.• Ensure the projector and sound system are configured to provide an optimal cinematic experience.• Demonstrate the system to the project team and provide operational training.3.4 After-Sales Support• Provide a minimum 5-year warranty on all equipment.• Outline options for ongoing support and maintenance contracts.• Availability of technical assistance or troubleshooting within a specific response time.4. Requirements and Eligibility4.1 Contractor QualificationsContractors submitting proposals must meet the following criteria:• Proven experience in installing cinema or AV equipment in similar settings.• Technical expertise and access to reliable high-quality equipment.• Adequate resources and personnel to meet the project timeline.• Relevant certifications, accreditations, and compliance with safety standards.4.2 ExperienceContractors should submit examples of previous similar projects, particularly any involving community cinemas or similar public installations. References from previous clients are encouraged.5. Evaluation CriteriaThe selection process will evaluate submissions based on the following:Criteria WeightingCost-effectiveness and Budget 30%Technical Specification 25%Previous Experience and Track Record 20%Installation Timeframe 15%Warranty and Support 10%The council reserves the right to seek clarification from any of the bidders or to reject any or all proposals if they do not meet the project’s requirements.6. Submission RequirementsTo be considered for the project, the following documents must be submitted:1. Tender Proposal Document, including: Proposed equipment list with specifications. Installation process and timeline. Breakdown of costs (equipment, labour, etc.). After-sales support and warranty details.2. Company Profile: Experience, qualifications, and certifications. Key personnel to be involved in the project.3. Previous Work Portfolio: Examples of past projects similar to the Cowbridge Community Cinema project. Contactable references.4. Project Timeline: A detailed project schedule outlining key milestones, including expected delivery, installation, and testing dates.5. Compliance Documents: Evidence of insurance coverage. Health and safety policy documentation. Any relevant licenses and certifications.7. Terms and Conditions• Contract: A formal contract will be issued to the selected contractor upon successful tender approval.• Payment Terms: Payment will be made following completion of the project and satisfactory checks.• Confidentiality: All information provided in the tender process must remain confidential.• Ownership: All equipment purchased will remain the property of Cowbridge with Llanblethian Town Council once installed.• Variations: Any variations to the scope of work must be agreed upon in writing before implementation.8. Contact InformationFor any queries regarding this tender, please contact:Contact Person: Cathy KennedyAddress: Cowbridge Town Hall, 21 High Street, Cowbridge, CF71 7ADEmail: townclerk@cowbridge-tc.gov.ukPhone: 01446 773385(WA Ref:144940)