Section one: Contracting authority
one.1) Name and addresses
The City of Edinburgh Council
Waverley Court, 4 East Market Street
Edinburgh
EH8 8BG
Contact
Brodie Smithers
Brodie.Smithers@edinburgh.gov.uk
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
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
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
Winter Festivals
Reference number
CT2978
two.1.2) Main CPV code
- 79952000 - Event services
two.1.3) Type of contract
Services
two.1.4) Short description
Provision of Event Services for Edinburgh’s Winter Festivals (Edinburgh’s Hogmanay Festival and Edinburgh’s Christmas) These Festivals offer a rich and varied programme of activities, events, attractions and celebrations designed to provide magical experiences for visitors and residents alike.
This requirement is being published under the Light Touch Regime
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
- UKM75 - Edinburgh, City of
Main site or place of performance
Edinburgh
two.2.4) Description of the procurement
Historically, Edinburgh’s Christmas has taken place over a six-week period from around the third weekend in November to around the 6th of January, at locations in and around the city centre. Previous activities have included a market offer, fairground, family attractions and an ice rink.
Edinburgh’s Hogmanay Festival is an internationally renowned New Year event. Edinburgh’s Hogmanay Festival has been a 3-day event centred around celebrations on 31st December. The Festival provides unrivalled promotion for the city and images of the midnight fireworks display have previously been broadcast around the world, attracting significant international audiences and awareness. Previous activities have included a street party, concerts in Princes Street Gardens, a torchlight procession and an open-air ceilidh.
In 2021, an extensive public consultation on the future of the winter festivals (Christmas and Hogmanay) was undertaken which is reflected within the specification for the service. It is the intention that any Contract resulting from this procurement process will commence in March/April 2024 to service the 2024/25 requirement for Edinburgh’s Christmas and 2025/26 onwards requirement for a combined Edinburgh’s Christmas and Edinburgh’s Hogmanay. The Contract term will be for an initial period of three years with two optional one year extensions undertaken at the sole discretion of the City of Edinburgh Council (the Council).
two.2.7) Duration of the contract or the framework agreement
Duration in months
36
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
This requirement shall involve negotiations. Please download the SPD and accompanying information on PCS-T for full details
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.4) Objective rules and criteria for participation
List and brief description of rules and criteria
Bidders must hold or for insurance commit to obtaining the following
- A minimum general annual turnover of 1.5M GBP and a current ratio of 1.20 for the last two financial years
- Employer's (Compulsory) Liability: 5M GBP
- Public Liability: 10M GBP
- All Risks Insurance (inc Events) 5M GBP
- Health and Safety Policy
- Climate Change Plan
- In addition, providers must satisfy the Prompt Payment and Living wage requirements laid out in the SPD
Further information is included within the SPD and the additional Information section of this notice
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
The Contract shall include bond(s) payable for remediation of Parks and Greenspaces involved in Events
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) Form of procedure
Procedure involving negotiation
four.1.10) Identification of the national rules applicable to the procedure
Information about national procedures is available at: https://www.gov.scot/policies/public-sector-procurement
four.1.11) Main features of the award procedure
SPD Process and shortlisting
First Tender
Negotiations and Second Tender (if required)
Final Tender
Award
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-029208
four.2.2) Time limit for receipt of tenders or requests to participate
Date
31 October 2023
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
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
The Council is inviting interested organisations to apply for this Contract by noting interest and completing the Single Procurement Document (SPD). This instruction document and the SPD is available for immediate download on Public Contracts Scotland Tender (PCS-T).
All SPD questions within the PCS-T online questionnaire must be answered by bidders. A Contract Specific Statement of Requirements which relates to mandatory pass/fail criteria is outlined within Section III of this notice.
Responses which pass the mandatory criteria shall be shortlisted to proceed to tender stage by assessment of the following scored question.
Part IV: Selection criteria – Technical and professional ability – Question 4C.1
Please provide a case study that demonstrates your organisation's experience of delivering a similar event. This case study must be for a project completed within the last 10 years.
The information you provide should, as a minimum, cover the following areas:
a description of the event services delivered;
customer details, contract values and dates;
specific measures undertaken to minimise impact on the event site(s) and surrounding areas and remediation strategies during and after the event;
specific measures for delivering community benefits, liaising with key stakeholders and the local community and how you kept them informed with progress and key issues;
The approach adopted in relation to health and safety risks such as security and crowd management; and
Your approach to financing of the project and any dependencies.
Your response is limited to 10 A4 pages per Case Study including images and diagrams.
Higher marks will be allocated to project examples which address all these points in turn and evidence experience of successful delivery of multi day events of a similar size and complexity within an urban environment.
The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 25351. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
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:
Contractors shall be required to provide a project specific Community Benefits proposal at tender stage.
(SC Ref:747286)
six.4) Procedures for review
six.4.1) Review body
Sheriff Court
Sheriff Court House 27 Chambers Street
Edinburgh
EH1 1LB
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
Precise information on deadline(s) for review procedures:
A tenderer that suffers loss as a result of a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or the Court of Session. The City of Edinburgh Council (the Council) will have a minimum standstill period of 10 days before awarding the contract. The communication of the award decision notice will be sent by fax or e-mail to all tenderers with the standstill period commencing on the next day. If proceedings are started in the Sheriff Court or the Court of Session against the Council in respect of the decision to award the contract within the standstill period then the Council is prevented from awarding the contract. Post contract award the Sheriff Court or the Court of Session may (1) award damages provided proceedings are brought within 3 months from the date when the grounds for the bringing of the proceedings first arose (2) be entitled to issue an ineffectiveness order or impose a financial penalty on the Council. A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the FTS or within 30 days of the date those who expressed an interest in or otherwise bid for the contract were informed of the conclusion of the contract or in any other case within 6 months from the date on which the contract was entered into.