SUPPLY ONLY CONTRACTS (excluding installation etc.): 

Option A – for the supply only of AV equipment, ancillary equipment and consumables contracts (excl. installation) valued up to €10,000 (excluding VAT) can be awarded using the cascade method by approaching the first ranked member of the framework.   Where they are not in a position to deliver the contract within a specified time or have a conflict of interest then the next ranked is approached, moving in ranked order through the framework members until the contract is awarded.  

Option B – for the supply only of AV equipment, ancillary equipment and consumables contracts valued greater than €10,000 (excluding VAT)  a mini-tender competition MUST be conducted among ALL Framework Members.  Please contact Kevin Hynes. CELT for approval and assistance to run a mini-competition.  [email protected] - 091 495235.  

SUPPLY with INSTALLATION and/or MAINTENANCE CONTRACTS:

Option C - For all contracts for the supply with installation and/or maintenance of AV equipment and ancillary equipment and consumables  a mini-tender competition MUST be conducted among ALL Framework Members. On each occasion, a Supplementary Invitation to Tender will be issued detailing the scope of requirements, the award criteria, a closing date and time and methodology for submission of responses 

An event is deemed to be of a corporate nature if it meets any of the following criteria:

1. A conference organised by a school/college within the University.

2. A conference organised by an entity outside of the University.

3. Large-scale student recruitment and orientation events.

4. Public engagement events, such as public lectures.

5. Video recording and/or live streaming (single camera) of one of the following type of events:

• School/College Conferences
• Open Day Talks
• Academic Lectures
• Workshops
• University of Galway student or society related event
• University of Galway Orientation events, public lectures on campus
• Events organised by the University’s Commercial Services Office
• Events organised by the University’s Development / Engagement Directorate The service is to be provided to independent clients within or external to the University for the duration of the contract.

How do I avail of Lot 1 for corporate events?

For contracts valued < €1,500:

Through application of the cascade system whereby contracts are awarded on foot of the original tenders to the first ranked firm admitted to the framework agreement. Cascade is approaching the first ranked member of the framework and only if they are unavailable to tender within a specified time or have a conflict of interest then moving in ranked order through the framework members.

For all contracts valued > €1,500: By way of mini-competition, a SRFT will be sought from all service providers on this Lot.  

CON433 Lot 1 SRFT The names of the successful tenderers selected for admittance to Lot 1, by order of ranking are:

An event is deemed to be of a High-Profile nature if it meets any of the following criteria:  

1. Attracts significant public attention for the University through effective coverage in either local, national or international media.  

2. A public/staff address by the President or Vice-President of the University.  

3. A high-profile visit, awards ceremony or launch of a new research centre, building or strategy.  

4. Requires the service of Live media production (a live broadcast event with multiple cameras including multiple remote participants).

Event  Examples:  

o University of Galway Conferring and Honorary Conferring ceremonies;

o A visit of a Government or foreign dignitary to the University;  

o The opening of a new centre or building within the University;  

o All-Staff Webinar;  o Press conferences and media events;  

o University of Galway Annual Gala Banquet  

The service is to be provided to the President's Office and/or Marketing & Communications at University of Galway, but may also be required by independent clients  within the University for the duration of the contract.  Due to the nature of high profile type public events, extra equipment setup and test time will be required, together with significant contingency planning.

How do I avail of Lot 2 for High Profile events:  The names of the successful tenderers selected for admittance to Lot 2, by order of ranking are:

How do I avail of this Framework:  

Scenario A – values up to €5,000 (excluding VAT) are awarded using the cascade method only. Cascade is approaching the first ranked member of the framework and only if they are unavailable to tender within a specified time or have a conflict of interest then moving in ranked order through the framework members.  

Scenario B – for values greater than €5,000 (excluding VAT), please contact CELT for approval and assistance to run a mini-competition. Please contact Kevin  Hynes in this instance: Kevin Hynes - [email protected] - 091-49-5235.  

CON433 Lot 2 SRFT Agresso Product Codes  Agresso Procurement Process  Undertaken Agresso Upload Documents For

Scenario A  –   up to €5,000  Procurement Process Option 1 Quote obtained from the contracted supplier

For Scenario B  –  > €5,000  Procurement Process Option 2  Scanned copy of the required mini competition AND  the completed and signed Evaluation Report of the  quotes received  

When raising a requisition on Agresso for these services, please use the relevant code below:  

AUDIO117 Specialist Audio Visual Support for Corporate Events GL Code: 3119  

AUDIO118 Specialist Audio Visual Support for High Profile Events GL Code: 3119