Section one: Contracting authority
one.1) Name and addresses
South Lanarkshire Council
Council Headquarters, Almada Street
Hamilton
ML3 0AA
rachael.lyon@southlanarkshire.gov.uk
Telephone
+44 1698454184
Country
United Kingdom
NUTS code
UKM95 - South Lanarkshire
Internet address(es)
Main address
http://www.southlanarkshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00410
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.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
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Christmas Lights Switch on Events
Reference number
SLC/CE/24/036
two.1.2) Main CPV code
- 79952000 - Event services
two.1.3) Type of contract
Services
two.1.4) Short description
The Council's Community & Enterprise Resources, Enterprise and Sustainable Development Services require to establish a Contract to provide Christmas Light Switch On Events within the geographical area of South Lanarkshire which includes event packages and event management service for Christmas Lights Switch On Events in the following locations:
- Carluke, Lanark, Hamilton, Rutherglen and Cambuslang.
The form of contract is South Lanarkshire Council Terms and Conditions of Contract for Services.
The requirement for the services will be subject to ongoing budget review and all future events will be subject to funding confirmation by the Council on an annual basis.
The contract period is August 2024 to January 2028 with option to extend by up to 24 months subject to satisfactory performance, financial
standing and availability of funding.
two.1.5) Estimated total value
Value excluding VAT: £500,000
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
- UKM95 - South Lanarkshire
two.2.4) Description of the procurement
The contract will be awarded via Open Procedure on the basis of the most economically advantageous tender received.
The quality (technical) weighting for this tender will be set at 60% and the price (commercial) weighting will be set at 40%.
The contract will be procured via Open Procedure and the ITT will be published in Public Contracts Scotland Tender (PCS-T).
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.6) Estimated value
Value excluding VAT: £500,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
26 August 2024
End date
23 August 2027
This contract is subject to renewal
Yes
Description of renewals
option to extend by up to 24 months subject to satisfactory performance, financial standing and availability of funding
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
The requirement for the services will be subject to ongoing review and all future events will be subject to funding confirmation by the
Council.
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
Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 8 and 9 of the Procurement (Scotland) Regulations 2016.
SPD Questions 3A and 3C have been identified as mandatory exclusion grounds and SPD Questions 3B and 3D have been identified as discretionary exclusion grounds. All the exclusion grounds will be dealt with on a PASS/FAIL basis. In respect of the mandatory exclusion grounds a bid will be excluded where a bidder fails to provide either a positive response or to provide details to the satisfaction of the Council of the self cleansing measures undertaken. In respect of the discretionary exclusion grounds a bid may be excluded where a bidder fails to provide either a positive response or if the Council is not satisfied as to the self cleansing measures undertaken.
SPD Question 4A.1 Trade Registers
It is a requirement of this tender that if the bidder is UK based they must hold a valid registration with Companies House. Where the bidder is UK based but not registered at Companies House they must be able to verify to the Councils satisfaction that they are trading from the
address provided in the tender and under the company name given.
If the bidder is based out-with the UK they must be enrolled in the relevant professional or trade register appropriate to their country as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015.
three.1.2) Economic and financial standing
Minimum level(s) of standards possibly required
SPD Question 4B.4 Economic and Financial Standing
The Council will use the following ratios to evaluate a bidders financial status:
Profitability – this is taken as profit after tax but before dividends and minority interests. If a company makes a profit then it is a pass for
this ratio;
Liquidity – this is calculated as current assets less stock and work in progress, divided by current liabilities. If the answer is greater than or
equal to one then it is a pass for this ratio
Gearing – this is calculated as the total external secured borrowing (short term and long term) divided by shareholder funds expressed as a
percentage. If the answer is less than or equal to 100% it is considered a pass for this ratio.
Bidders must provide the name and value of each of the 3 ratios within their response to SPD question 4B.4.
The Council requires bidders to pass 2 out of the 3 financial ratios above.
Where 2 out of the 3 ratios cannot be met, the Council may take the undernoted into consideration when assessing financial viability and the risk to the Council, providing that the Bidder can supply evidence to substantiate any of the mitigating criteria when requested to do so.
The following list is not exhaustive and other criteria may be considered where proposed by a bidder as mitigating factors:
Would the bidder have passed the checks if prior year accounts had been used?
Were any of the poor appraisal outcomes "marginal"?
Does the bidder operate in a market which, traditionally, requires lower liquidity or higher debt finance?
Does the bidder have sufficient reserves to sustain losses for a number of years?
Does the bidder have a healthy cashflow?
Is the bidder profitable enough to finance the interest on its debt?
Is most of the bidder's debt owed to group companies?
Is the bidder's debt due to be repaid over a number of years, and affordable?
Have the bidder's results been adversely affected by "one off costs" and / or "one off accounting treatments"?
Do the bidder's auditors (where applicable) consider it to be a "going concern"?
Will the bidder provide a Parent Company Guarantee?
Is the bidder the single supplier/source of the Goods/Works/Services in the marketplace?
The Council will request submission of and assess the bidders financial accounts, and may use financial verification systems to validate the
information provided.
SPD Question 4B.5 Insurance
The bidder must confirm that they have or will commit to obtain prior to the commencement of the contract, the following levels of Insurance Cover:
Employer’s Liability Insurance covering the death of or bodily injuries to employees of the bidder arising out of and in the course of their employment in connection with this contract to the level of 10000000 GBP in respect of each claim, without limit to the number of claims.
Public Liability Insurance covering the death of or bodily injury to a person (not an employee of the bidder) or loss of or damage to property resulting from an action or failure to take action by the bidder to the level of 5000000 GBP in respect of each claim, without limit to the number of claims.
Professional Indemnity Insurance covering the failure of the bidder to use the skill and care normally used by professionals providing the services described in this tender to the level of 5000000 GBP in respect of each claim, without limit to the number of claims.
three.1.3) Technical and professional ability
Minimum level(s) of standards possibly required
SPD Question 4C.1.2 Technical and Professional Ability
Bidders should demonstrate in their response to question 4C.1.2 that they have held contracts of a similar nature, size and value to those mentioned in the Specification, within the last 3 years. A Minimum of 3 examples and a maximum of 5 should be provided.
SPD Question 4C.10 Technical and Professional Ability (Sub-Contracting)
Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.
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
9 August 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
Tender must be valid until: 5 February 2025
four.2.7) Conditions for opening of tenders
Date
9 August 2024
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.3) Additional information
Declarations and Certificates
In an open tendering procedure prior to any award being made the successful bidder will provide the undernoted certificates, declarations and/or completed questionnaires to evidence their compliance with the relevant questions within the Qualification Envelope.
All certificates, declarations and questionnaires can be found within the Attachment area of PCS-T.
SPD Question 2D.1 Prompt Payment Certificate
SPD Questions 3A.1 to 3A.8 Serious and Organised Crime Declaration
Declaration Section *Form of Tender
SPD Question 3D.11 Non-Collusion Certificate
SPD Question 4B.5.1 Insurance Certificates
Declaration Section *Health and Safety Questionnaire
*The ‘Form of Offer to Tender' must be completed and uploaded within the relevant question in the Commercial Envelope.
*The Health and Safety Questionnaire must be completed and uploaded within the relevant question in the Commercial Envelope.
In the case of an open tender, the other Declarations listed above will not be required to be uploaded and submitted with the bid, but will instead be requested by the Council following the conclusion of the evaluation of the Qualification, Technical and Commercial Envelopes and prior to the award of the tender.
Failure to provide this information or in the event that the information provided does not support or evidence the statements made within the SPD will invalidate the bid. In this scenario the Council will seek to obtain the relevant information and evidence from the second highest scoring bidder and so on until a fully compliant bidder is identified.
SPD Question 2.D.1 Subcontractors on whose capacity the bidder does not rely.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 27026. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
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:
Under this contract bidders will be required to actively participate in the achievement of Community Benefits. A summary of the expected
Community Benefits has been provided within the attachment area/technical envelope and bidders will be asked to provide details of the Community Benefits they can offer as part of their bid. The Council has calculated that the minimum total of 80 community benefit points
which must be delivered under this contract based on the full duration of the contract.
(SC Ref:771972)
six.4) Procedures for review
six.4.1) Review body
Hamilton Sheriff Court
Sheriff Court House, 4 Beckford Street
Hamilton
ML3 0BT
hamiltoncivil@scotcourts.gov.uk
Country
United Kingdom