Delivery of Edinburgh’s Christmas and Edinburgh’s Hogmanay

Delivery of Edinburgh’s Christmas and Edinburgh’s Hogmanay

The City of Edinburgh Council would like to invite tenders for Edinburgh’s Christmas and Edinburgh’s Hogmanay which offer a rich and varied programme of activities, events, attractions and celebrations.

United Kingdom-Edinburgh: Event services

2016/S 228-415398

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

The City of Edinburgh Council
Waverley Court, 4 East Market Street
Edinburgh
EH8 8BG
United Kingdom
Contact person: Lynn Hemsley
Telephone: +44 1314693543
E-mail: lynn.hemsley@edinburgh.gov.uk
NUTS code: UKM25

I.2)Joint procurement

The contract is awarded by a central purchasing body

I.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 abovementioned 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

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Delivery of Edinburgh’s Christmas and Edinburgh’s Hogmanay.

Reference number: CT0211

II.1.2)Main CPV code

79952000

II.1.3)Type of contract

Services

II.1.4)Short description:

The City of Edinburgh Council would like to invite tenders for Edinburgh’s Christmas and Edinburgh’s Hogmanay which offer a rich and varied programme of activities, events, attractions and celebrations designed to attract visitors to the city, and provide magical experiences for visitors and residents alike.

Edinburgh’s Christmas has taken place over a six week period from around the third weekend in November, at locations in and around the city centre of Edinburgh. Previous activities have include ed a market offer, fairground, family attractions and an ice rink.

Edinburgh’s Hogmanay is an internationally renowned New Year festival. Historically, Edinburgh’s Hogmanay has been a 3 day festival centred around celebrations on the 31st December. The festival provides unrivalled promotion for the city and images of the midnight fireworks display are broadcast around the world, attracting significant international audiences.

Full info is available within the specification documents.

II.1.5)Estimated total value

Value excluding VAT: 5 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for maximum number of lots: 2
II.2)Description

II.2.1)Title:

Delivery of Edinburgh’s Hogmanay

Lot No: 2

II.2.2)Additional CPV code(s)

79952000

II.2.3)Place of performance

NUTS code: UKM25

II.2.4)Description of the procurement:

Edinburgh’s Hogmanay is an internationally renowned New Year festival. Historically, Edinburgh’s Hogmanay has been a 3 day festival centred around celebrations on the 31st December. The festival provides unrivalled promotion for the city and images of the midnight fireworks display are broadcast around the world, attracting significant international audiences.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 72
This contract is subject to renewal: yes
Description of renewals:

The original contract is for 3 years with the option to extend for 3 12-month periods.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The City of Edinburgh Council reserves the right to procure repeat requirements of a similar nature without any further call for competition pursuant to Regulation 33(8)(a)(b)(c)(d) of the Public Contracts (Scotland) Regulations 2015.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

See tender documentation.

II.2)Description

II.2.1)Title:

Delivery of Edinburgh’s Christmas

Lot No: 1

II.2.2)Additional CPV code(s)

79952000

II.2.3)Place of performance

NUTS code: UKM25

II.2.4)Description of the procurement:

Edinburgh’s Christmas has taken place over a 6 week period from around the third weekend in November, at locations in and around the city centre of Edinburgh. Previous activities have included a market offer, fairground, family attractions and an ice rink.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 72
This contract is subject to renewal: yes
Description of renewals:

The original contract length will be 3 years with an option to extend for 3 12-month periods.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: yes
Description of options:

The City of Edinburgh Council reserves the right to procure repeat requirements of a similar nature without any further call for competition pursuant to Regulation 33(8)(a)(b)(c)(d) of the Public Contracts (Scotland) Regulations 2015.

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

The Contractor(s) shall be responsible for site security and management including overnight security throughout the build, operation and de-rig of the event. Where the role or function requires it, stewarding and security staff must be Security Industry Authority (SIA) accredited.

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

As stated in procurement documents.

III.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 IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

Notice number in the OJ S: 2015/S 249-454913

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 23/01/2017
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.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)

IV.2.7)Conditions for opening of tenders

Date: 23/01/2017
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

The original contract term is for 3 years, however the Council has an option to extend by 3 optional 12 month extension periods.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Part III: Section A, B, C & D — Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of The Public Contracts (Scotland) Regulations.

Economic and Financial Standing.

Part IV: Selection criteria — B: Economic and financial standing — Question 4B.5.1 — Tenderers are required to hold, or commit to obtaining prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

a. Employers (Compulsory) Liability Insurance — 5 000 000 GBP;

b. Public Liability Insurance — 10 000 000 GBP;

c. All risk Insurance — 5 000 000 GBP.

Part IV: Selection criteria — B: Economic and financial standing — Questions 4B.1.1, 4B.1.3; 4B.2.1; 4B.2.3; 4B.3;Tenderers are required to have a minimum ‘general’ annual turnover for the last two financial years as detailed below:

Lot 1 Edinburgh’s Christmas — Value of Fixed Fee Rental;

Lot 2 Edinburgh’s Hogmanay — 2 700 000 GBP.

Where a Tenderer does not have an annual turnover of this value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer’s suitability to proceed in the competition.

Part IV: Selection criteria — B: Economic and financial standing — Question 4B.4; 4B.4.1 — Tenderers will be required provide the following information in response to 4B.4:

Lot 1 — Edinburgh’s Christmas.

Current ratio for Current Year: 1:10.

Current ratio for Prior Year: 1:10.

Lot 2 — Edinburgh’s Hogmanay.

Current ratio for Current Year: 1:15.

Current ratio for Prior Year: 1:15.

The formula for calculating a Tenderer’s current ratio is current assets divided by current liabilities. Where a Tenderer’s current ratio is less than the acceptable value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer’s suitability to proceed in the competition.

Note: to register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=472322

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available athttp://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.

The Contracting Authority does not intend to include a sub-contract clause in this contract for the following reason:

Due to the nature of the services being procured.

Community benefits are included in this requirement. For more information see:http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

The Council will work in partnership with the Contractor on supporting the Edinburgh Guarantee’s vision of increasing the number and range of employment opportunities or other support available for the city’s young people. Further information on the Edinburgh Guarantee can be found at http://www.edinburgh.gov.uk/info/20163/opportunities_for_young_people/69/edinburgh_guarantee

Examples of Community benefits that the Council would consider are:

— Funding for further park improvements;

— Donations to local charities;

— Support to local charities such as food festivals;

— Donations of food to local food banks;

— Support to local community events;

— Pricing incentives for Edinburgh residents which make events and attractions more accessible;

— Special performances for residents of care homes/hospital performances and

— Pop up performance in libraries and other public locations outside the city centre.

(SC Ref: 472322)

Download the ESPD document here: http://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=472322

VI.4)Procedures for review

VI.4.1)Review body

Please refer to VI.4.3 below
Scotland
United KingdomInternet address:http://www.edinburgh.gov.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

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 working 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 OJEU 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.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

24/11/2016

 

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