Tendering Opportunity: 2023 Eisteddfod Traffic Management

Background

The National Eisteddfod of Wales is one of the world’s greatest cultural festivals, and brings together people from all ages and backgrounds to enjoy an eclectic mix of music, literature, dance, theatre, visual arts and much more.  Its charitable aim is to promote Welsh language and culture.

The festival is held at a different location every year – generally alternating between north and south Wales. The 2023 Eisteddfod will be hosted by Gwynedd and held in Boduan.

The Eisteddfod wish to appoint a company who will work with the Eisteddfod and the regulatory authorities to create a traffic management plan that will enable visitors to reach the site and park effortlessly whilst also ensuring that disturbance to locals and regular business is kept to a minimum in the area and local towns e.g. Pwllheli.

Currently car parking is free though this is under review.

Traditional media and social media will be used to explain the plan to visitors. Mail shots and ‘drop-in’ sessions will be used to explain the plan to local residents and businesses

Dates

The Event is scheduled to take place between Friday 4 August and Saturday 12 August 2023 and, as in previous years, will be held on a mixture of privately owned farms and property in the area surrounding Boduan.

Construction activity for the 2023 Eisteddfod will commence with the erection of the perimeter fence on 20 June 2023.  Work in each area is scheduled to be completed 24 hours in advance of its programmed opening to the public on Friday 4 August.  The Deconstruction Phase commences on Sunday 13 August, once the public have left site, and is scheduled to be completed by 7 September, 2023 (weather permitting). 

Please contact Eisteddfod Chief Executive, Betsan Moses for full particulars relating to this tendr, betsan@eisteddfod.cymru.

Typical loading

Event days

07:00               Cars start arriving

10:30               Morning peak

16:00               Cars exiting + evening concert goers arriving

22:30               Main concerts finish

04:00               Fringe Festival finishes

Traffic Management Tender 

The successful company will work alongside the Eisteddfod, Gwynedd Council and other parties to ensure a safe and efficient traffic management system for the event. 

Traffic Management responsibilities:

• Attend TM meetings with council and other authorities
• Agree with all parties a workable TMP that includes options for diversions, emergency relief etc. 
• Formulate contingency parking plan should bad weather render current car parks unusable
• Drafts of bilingual signage to Eisteddfod for approval in due time 
• Size and exact location/fixings of signs to be company’s responsibility
• Erect before due date and remove at end of event
• Apply for any TTROs as required
• Traffic lights or stop/go boards and operators (if required)
• Traffic management operatives equipped with radios. Eisteddfod to supply one radio to contact Control 

Accommodation:

Can be on site or off site – contractors’ choice – cost to be included in the quote. Eisteddfod will supply one lockable cabin as an office on site.

Catering:

On site canteen available during main build and event.

H&S Documentation:             

Regulations:    

Contractor must show awareness and compliance with (at least) the Road Traffic Act, The Road Traffic (Temporary Restrictions) Regulations, Traffic Signs Manual (Chapter 8) and any other relevant legislation.

Equipment:     

To provide all the necessary equipment and PPE for the duration of the contract. 

Crewing:          

It will be the responsibility of the contractor to ensure that all his staff carry appropriate identification whilst on duty.

Contractor to quote for all staff required. Identify management / supervisory structure, recruitment process and what level of training they will have received and any further training given on site especially Health and Safety 

Names of all key personnel MUST be included in your quote. A full list of staff will be required prior to the event. 

The company shall not use any personnel contracted to the Eisteddfod to undertake duties for other organisations on the Eisteddfod site, without the prior agreement of the Head of Technical Operations.

N.B. as this is a Welsh language festival it would greatly enhance the running of the event if any staff having contact with the public were Welsh speaking or could at least understand Welsh.

Sub Contract:  

If you intend to sub contract any of the work please note this in your quote. The Eisteddfod reserve the right to refuse sub contractors.

Pre event:

Attend traffic management meetings with the regulatory authorities. 

Price:                

At this stage it is accepted that giving a full price would be difficult as there are many unknowns so breakdown of charges would be sufficient. 

• Create Traffic Management Plan
• Operatives and equipment hire rates
• Signage

The Eisteddfod will remunerate the society that will provide stewards to work with the supervisors of the successful contractor. 

Other: 

• Any additional facilities which the company may be able to offer at additional charge 
• Names of at least three similar events for which the company has supplied TM 

Your quotation as well as any queries should be addressed to: betsan@eisteddfod.cymru / 07970751057

Quotations should be returned at the latest by midday on Thursday 10 November 2022, by e-mail titled TRAFFIC MANAGEMENT TENDER and sent to betsan@eisteddfod.cymru

The National Eisteddfod of Wales is not bound to accept the lowest, or any quote.