Section one: Contracting authority
one.1) Name and addresses
Scottish Government
5 Atlantic Quay
Glasgow
G2 8LU
Telephone
+44 1412426007
Country
United Kingdom
NUTS code
UKM - SCOTLAND
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA10482
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.pubiicontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Ceremonial Event Planning and Management
Reference number
537308
two.1.2) Main CPV code
- 79421000 - Project-management services other than for construction work
two.1.3) Type of contract
Services
two.1.4) Short description
The Scottish Government requires the provision of a one-stop professional project management service in respect of the maintenance of an existing set of plans for state and ceremonial matters within Scotland. The successful Service Provider will be responsible for the delivery of an existing comprehensive programme of works which will include reinstatement works and which will assist the Purchaser and its stakeholders in providing seamless, high quality programme and project management for ceremonial events to be provided on a contingency basis, as the requirement could be activated at any time during the lifetime of the contract.
two.1.5) Estimated total value
Value excluding VAT: £700,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79420000 - Management-related services
two.2.3) Place of performance
NUTS codes
- UKM - SCOTLAND
two.2.4) Description of the procurement
The required services fall into 3 categories:
- Overall project planning and management
- Procurement, direct contracting and management of sub-contracted services/works.
- Planning, management and operation of specific Ceremonial events where the programme is activated.
The Service Provider shall be required to:
- Maintain the plans, updating them as required by the Purchaser;
- Attend relevant meetings as and when required;
- Proactively liaise with the Purchaser and other stakeholders to ensure plans are accurate;
- Procure and manage a number of sub-contracts, as and when required;
- Work with stakeholders to ensure tasks are carried out to accurate timings and best value, when plans are activated.
This programme would include processions, ceremonial events, a church service, specific and extraordinary transport requirements and an anticipated high level of crowds in the historic centre of Edinburgh, with the associated arrangements for media coverage. The plans are now largely in place and the role of the Service Provider will be to maintain these plans in conjunction with the Purchaser and other relevant stakeholders and to ensure that it delivers a successful, high profile series of events to the satisfaction of all parties.
The Service Provider shall act as the main contractor and shall be directly responsible for a number of sub-contracts in order to ensure efficient and effective service delivery. Services will include further development of the planning and design process, procurement, logistical and management services including financial control, budget responsibilities and the co-ordination of a wide range of ceremonial participants.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 60
Price - Weighting: 40
two.2.6) Estimated value
Value excluding VAT: £700,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
This Contract is for a period of 5 years, with the option at the sole discretion of the Scottish Ministers, to extend for a further two 12 month periods.
two.2.9) Information about the limits on the number of candidates to be invited
Maximum number: 5
Objective criteria for choosing the limited number of candidates:
Applicants are required to complete the questions within the Single Procurement Document (Scotland) and applicants must meet the minimum requirements stated in the Qualification Envelope and Technical Envelope.
Bidders are required to confirm that they meet the Minimum Criteria.
Bidders will respond to Objective Criteria set out in the SPD, overall scores shall be marked out of 100 and ranked accordingly. A maximum of 5 applicants shall proceed to ITT stage.
- Bidders Details - seeks background information about the bidder; this section is not normally evaluated, however the Authority may choose not to take forward bidders that cannot provide basic company information;
- Information Regarding the Economic or Financial Standing of the bidding organisation;
- Conflict of Interest questions;
- Technical or Professional Capability – Weighting 60%;
- Business Continuity and Disaster Recovery – Weighting 10%;
- Quality Management – Weighting 20%;
- Equal Opportunities – Pass/ Fail; and
- Health and Safety – Weighting 10%
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
Bidders should refer to the Bidders Guidance Instructions Document for full information.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
N/A
three.1.2) Economic and financial standing
List and brief description of selection criteria
There is no action required of tenderers at this stage. The Authority will make an assessment of the Economic & Financial Standing of each tenderer (and any consortia or reliance partners) using the Dun & Bradstreet (D&B) 'Failure Score' indicator and the following process:
Step 1: A D&B 'Failure Score' of 50 or above will result in a PASS.
Step 2: If the tenderer (or any consortium or reliance partner) scores below 50, then the audited financial accounts of the tenderer (or consortia or reliance partner) will be used to conduct an assessment of the risk of business failure. If this assessment identifies an unacceptable risk then the tenderer (or consortia or reliance partner) will fail this assessment
Financial Accounts For Question 4B6 of the SPD, bidders may elect to provide their audited financial accounts for the last three financial years. There must be no qualification or contra-indication from any evidence provided in support of the tenderer's Economic and Financial Standing.
Minimum level(s) of standards possibly required
Refer to the process described above.
Minimum Insurance Levels - . For question 4B5 of the SPD, it is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract 1 million GBP public liability insurance, 1 million GBP Professional Indemnity Insurance and 5 million Employers Liability insurance (or other statutory minimum level set).
In the event that the tenderer (or consortia or reliance partner) does not initially meet the standard required, they may still be considered via some form of other assurance e.g. Parent Company Guarantee (providing that the guarantor does pass the EFS assessment) or a performance bond. Details of the D&B ”A Guide to Dun & Bradstreet’s Predictive Indicators” – can be found using the http address below: https://www.dnb.co.uk/about-us/our-analytics/predictors-scores-ratings/scores-ratings.html
three.1.3) Technical and professional ability
List and brief description of selection criteria
- ISO/IEC 27001 or equivalent
- Cyber Essentials Plus accreditation or recognised equivalent
- BS EN 9001 or equivalent
Minimum level(s) of standards possibly required
The bidder must:
- have achieved, or be committed to achieving prior to contract award, ISO/IEC 27001 (Information Security Management Systems
Requirements) or recognised equivalent.
- have achieved, or be committed to achieving prior to contract award, Cyber Essentials Plus accreditation or recognised equivalent.
- operate at all times a quality management system certificated by an accredited third party to IS09001 or equivalent.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
If a bidder comprises a consortium which will establish a special purpose vehicle (SPV) to deliver the contract, that bidder will not be
required to form an SPV at this stage, but will be required to do so prior to the award of any contract. In this circumstance the consortium,
acting through consortium members, will be required to provide appropriate guarantees in respect of the performance of the SPV of that
bidder’s obligations under the contract.
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
5 March 2021
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
19 March 2021
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: In readiness for the anticipated contract end date of 22nd August 2026 or the extension period end date of 22nd August 2028, i.e early 2026 or 2028.
six.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Please refer to Bidder Guidance Document
The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 17866. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:641739)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court and Justice of the Peace Court
27 Chambers Street
Edinburgh
EH1 1LB
Telephone
+44 1312252525
Country
United Kingdom