Section one: Contracting authority
one.1) Name and addresses
Dundee City Council
Dundee House, 50 North Lindsay Street
Dundee
DD1 1NZ
Contact
Alix Finlayson
alix.finlayson@dundeecity.gov.uk
Telephone
+44 1382433691
Country
United Kingdom
NUTS code
UKM71 - Angus and Dundee City
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00220
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
www.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Other activity
Events
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Tender for Christmas Lights Decoration in Dundee City Centre
Reference number
DCC/CD/322/23
two.1.2) Main CPV code
- 79952000 - Event services
two.1.3) Type of contract
Services
two.1.4) Short description
This procurement process is for the contract for the festive decorations within the City Centre area for the Christmas Holiday period. The holiday period will be the 6 weeks running up to Christmas (dates would be confirmed each year by the project lead).
two.1.5) Estimated total value
Value excluding VAT: £400,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79952000 - Event services
two.2.3) Place of performance
NUTS codes
- UKM71 - Angus and Dundee City
Main site or place of performance
Dundee City Centre
two.2.4) Description of the procurement
This procurement process is for the contract for the festive decorations within the City Centre area for the Christmas Holiday period. The holiday period will be the 6 weeks running up to Christmas (dates would be confirmed each year by the project lead).
Dundee City Council is seeking to appoint a competent contractor to design, supply, install, maintain the lighting provision over the period of the contract and the storage of the lighting over the remainder of the year.
Dundee City Council is seeking a lighting and decoration scheme that is impactful and is a celebration of the festive season. The lighting scheme should include proposals to enhance the living Christmas tree at City Churches as a focal point.
Dundee City Council is looking to appoint a contractor to design, supply, install and maintain a new festive lighting scheme for Dundee City Centre. The contractor will also be expected to remove and store the lighting.
two.2.5) Award criteria
Quality criterion - Name: Compliance with Specification of Requirements / Weighting: pass/fail
Quality criterion - Name: Duty of Care, Health, and Safety & Risk Management / Weighting: pass/fail
Quality criterion - Name: Site Specific Risk Assessment and Method Statement / Weighting: pass/fail
Quality criterion - Name: CDM Construction, Design and Management Regulations 2015 / Weighting: pass/fail
Quality criterion - Name: Health and Safety / Weighting: pass/fail
Quality criterion - Name: Delivery Timescale / Weighting: pass/fail
Quality criterion - Name: Site Visit / Weighting: pass/fail
Quality criterion - Name: The Proposal for Lighting / Weighting: 25
Quality criterion - Name: Contractor Resource, Resourcing of Requirements / Weighting: 25
Quality criterion - Name: Delivery of Contract and Quality of Service / Weighting: 25
Quality criterion - Name: Community Benefits, question 1 / Weighting: 2
Quality criterion - Name: Community Benefits question 2 / Weighting: 1
Quality criterion - Name: Environment / Weighting: pass/fail
Quality criterion - Name: Fair Work First / Weighting: 2
Price - Weighting: 20
two.2.6) Estimated value
Value excluding VAT: £400,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
48
This contract is subject to renewal
Yes
Description of renewals
This contract has the option to extend for a further 1 year period.
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
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
NA
three.1.2) Economic and financial standing
List and brief description of selection criteria
Bidders will require to hold insurance levels which are listed within Appendix 5 - Conditions of Contract for the Provision of Services
Minimum level(s) of standards possibly required
4B.6
The Council will utilise Equifax Score check to assess the Economic and financial standing of organisations bidding for contracts. Tenderers (including all participants in a group) are required to have a Score check Score of 35 or above in order to demonstrate their financial strength and stability.
It is recommended that Tenderers review their own Score check score in advance of submitting a Tender Submission. Where the Tenderer does not have a Score check score, or where the Tenderer does not consider that the Score check score reflects their current financial status; the Tenderer may give an explanation within the Tender Submission, together with any relevant supporting alternative evidence which demonstrates its financial strength/stability.
Where the Tenderer is under no obligation to publish accounts and therefore does not have a Score check score, they must provide their audited financial accounts for the previous 2 years as part of their SPD response in order that the Council may assess these to determine the suitability of the Tenderer to undertake a contract of this size.
As an alternative to the above requirement but only for bidders who started trading less than 3 years prior to the return date for the Tender response set out below, those bidders must demonstrate adequate financial capacity for the Contract by the following evidence:
A business plan for a minimum 3-year trading period setting out projected annual average turnover;
audited or unaudited (if the company has no legal audit requirement) accounts for any years trading to date, and
letter of support for the bidder’s bank setting out the level of financial support available to the business from the bank and for how long that is available.
A bank letter of support should explain the amount and duration of financial support made available to the business by the bank and what information, such as a business plan for the period 01/04/2024 – 31/03/2028, was considered by the bank in deciding to make that support available. These are matters of fact not opinion so should be able to be given by any bank on the authority of their customer. It must be understood, however, that the sufficiency or otherwise of the bank letter can only be judged after submission and assessment of all Questionnaire responses so the provision of as much information as possible is encouraged.
All of this information must be in terms entirely satisfactory to the Purchasing Authority. We reserve the right (but are not obliged) to seek additional clarification and/or supporting information from or about the bidder to satisfy us in this regard, for example, a bank reference.
Where a Tenderer does not meet the minimum financial requirements in its own right and wishes to rely on the financial standing of a parent company, Tenderers should provide a statement that they commit to obtaining a parent company guarantee in the form attached in the Standard Documents Parent Company Guarantee.
Where a consortium bid is received, the Score check score of each consortium member shall be assessed and each must achieve a Score check score of 35 or above.
Where a sub-contractor material to the performance of the Contract or where the Tenderer intends to sub-contract more than 25% of any contract value to a single sub-contractor, the Tenderer may be required to confirm that the sub-contractor(s) has a Score check score of 35 or above The Council reserves the right to request one copy of all sub-contractor last 3 financial years' audited accounts and details of significant changes since the last financial year end.
three.1.3) Technical and professional ability
List and brief description of selection criteria
Selection criteria is stated within the procurement documents.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Contract performance conditions are listed within the tender documents.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open 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
24 June 2024
Local time
12:00pm
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: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
24 June 2024
Local time
12:00pm
Place
PCS Electronic Postbox
Information about authorised persons and opening procedure
Category Officer
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Please complete and sign the documentation and upload via Public Contracts Scotland Electronic Postbox. A checklist is provided within the Invitation to Tender documentation which can be found in the Additional Documents Area of PCS. (Tender offer, pricing schedules, bill of quantities, bonafide tender, Declaration of Non-Involvement, SPD online (Single Procurement Document).
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=765952.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Details of the Community Benefits requirement is detailed within the tender documents.
(SC Ref:765952)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=765952
six.4) Procedures for review
six.4.1) Review body
Dundee Sherriff Court and Justice of the Peace Court
Sherriff House, 6 West Bell Street
Dundee
DD1 9AD
Country
United Kingdom
six.4.4) Service from which information about the review procedure may be obtained
Scottish Court Service
Saughton House, Broomhouse Drive
Edinburgh
EH11 3XD
Telephone
+44 1314443300
Country
United Kingdom