Specialist Audio-Visual Support for University Events

Specialist Technical Support for the Audio-Visual, Recording, Streaming and Media Production for University Events

Specialist Technical Support for the audio-visual, recording, streaming and media production requirements for events hosted in (or by) the University  (Physical, Virtual or Hybrid) 

NUIG Contract Reference:  CON433
Type of Contract: Framework Agreements    NUI Galway Contract

This centralised contract has been established in conjunction with a cross functional team lead by CELT for the provision of Specialist Technical Support for the audio-visual, recording, streaming and media production requirements for events hosted in (or by) the University  (Physical, Virtual or Hybrid) hosted in or by  NUI Galway.  

What the contract covers:
This is a Multi-Party Framework Agreement divided into two Lots depending on event type:

• Lot 1 - Corporate Public Proceedings                      and                     Lot 2 - High Profile Public Proceedings
  
  Each Lot is further explained below. 

Lot 1 Specialist Technical Support for the audio-visual, recording, streaming and media product requirements for Corporate Public Proceedings (Physical, Virtual or Hybrid)

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;
   • NUI Galway student or society related event;
   • NUI 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:

Lot 2:  Provision of Specialist Technical Support for the Audio-Visual, Recording, Streaming and Media Production requirements for High Profile Public Proceedings

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: 
   • NUI Galway Conferring and Honorary Conferring ceremonies;
   • A visit of a Government or foreign dignitary to the University;
   • The opening of a new centre or building within the University;
   • All-Staff Webinar;
   • Press conferences and media events;
   • NUI Galway Annual Gala Banquet

The service is to be provided to the President's Office and/or Marketing & Communications at NUI 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 - kevin.m.hynes@nuigalway.ie - 091-49-5235. 

CON433 Lot 2 SRFT

Agresso Product Codes

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