Section one: Contracting authority/entity
one.1) Name and addresses
Royal Botanic Garden Edinburgh
20a Inverleith Row
Edinburgh
EH3 5LR
Contact
Procurement Team
Telephone
+44 1312482909
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=AA11182
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Management and Production of an Illuminated Trail Event
Reference number
RBGE-0000088
two.1.2) Main CPV code
- 79952000 - Event services
two.1.3) Type of contract
Services
two.1.4) Short description
RBGE wishes to appoint an event production, promotion and management company to cover all aspects of the creative design, installation and event management Illuminated Trail Event.
two.1.6) Information about lots
This concession is divided into lots: No
two.1.7) Total value of the procurement (excluding VAT)
Value excluding VAT: £1,000,000
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
RBGE Edinburgh Garden
two.2.4) Description of the procurement
RBGE to reappoint the existing event production, promotion and management company to cover all aspects of the creative design, installation and event management of the Illuminated Trail Event for 2022.
RBGE’s light event invites visitors to walk through the Garden after dark, their path guided by light installations, audio and visual effects. Their journey has, in the past, included highlights of the Garden such as: the Chinese Hillside; the Pond; Inverleith House Lawn and a viewing point where visitors can look across to Edinburgh Castle and the City skyline, lit dramatically at night.
The appointment is for 12 month period for 2022/23 Christmas at the Botanics Event (CATB).
The appointment is via a concession contract arrangement
RBGE will be going to market for CATB beyond the 2022/23 event in Summer of 2022.
two.2.5) Award criteria
Concession is awarded on the basis of the criteria described below:
- Criterion: Quality
- Criterion: Price
two.2.7) Duration of the concession
Duration in months
8
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Form of procedure
Award procedure without prior publication of a concession notice in the cases listed below
- The procurement falls outside the scope of application of the regulations
Explanation:
Reasons of delays caused by Covid-19 and market volatility brought about by events unforeseeable by the contracting authority.
1. Covid-19 Delays and financial uncertainty relating to the illuminated trail event known as Christmas at the Botanics (CATB)
The concession is an annual event delivered from mid-November to early January each year (planning activity runs throughout the calendar year).
Due to Covid-19, staff availability has been unpredictable and other Public Health restrictions, in place around the operation of public events,
have created uncertainty in relation to the financial stability of the event and the operation of the concession in 2020/21 and into the 2021/22 season.
To balance the risk to RBGE and the concession holder the outcome of the 2021/22 event will be completed under the terms of the existing contract.
RBGE will be going to market in Summer 2022 for a supplier for a multi-year contract commencing 2023/24.
2. Market Conditions caused by the Covid Pandemic
From initial market engagement undertaken in 2021 it was identified that any commercial concession response to RBGE for the CATB event would carry degrees of risk in terms of the return
and stability of the supply base to service the long term requirement of the event. Covid-19 delayed activity around both the 2021/22 event and planning for the 22/23 event.
The time line planning for the event has a 12 month lead in.
RBGE will be going to market in the summer of 2022 to identify a supplier for a multi-year contract commencing 2023.
Exclusive rights of the concession holder.
IPR around the operation planning of event regulation.
Support ICT operational systems i.e. ticketing and route planning.
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2022/S 000-005232
Section five. Award of concession
A concession/lot is awarded: Yes
five.2) Award of concession
five.2.1) Date of concession award decision
13 March 2017
five.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from other EU Member States: 1
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 1
The concession has been awarded to a group of economic operators: No
five.2.3) Name and address of the concessionaire
Raymond Gubbay Ltd
second floor, 1 ely place
London
ec1n 6ry
Telephone
+44 779882799
Country
United Kingdom
NUTS code
- UKI - London
The concessionaire is an SME
No
five.2.4) Information on value of concession and main financing terms (excluding VAT)
Total value of the concession/lot: £1,000,000
Section six. Complementary information
six.3) Additional information
RBGE will be going out to Market in Summer 2022 for a replacement supplier.
(SC Ref:695583)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
27 Chambers Street
Edinburgh
EH1 1LB
Country
United Kingdom
six.4.2) Body responsible for mediation procedures
Royal Botanic Garden Edinburgh
20A Inverleith Row
Edinburgh
EH3 5LR
Country
United Kingdom