Audio Visual and Production Support Contract

Audio Visual and Production Support Contract

Scottish Water is seeking to appoint a suitable supplier to work with us to provide audio, visual and production support for all of the events listed below.

The provision of Audio, Visual and Production Support for All Employee Events



1 Authority Details


Authority Name and Address

Scottish Water

The Bridge, Buchanan Gate Business Park,

Cumbernauld Road

Stepps, Glasgow


John Hunter

+44 7484517500


Address from which documentation may be obtained

Scottish Water

Procurement, The Bridge, Buchanan Gate Business Park, Stepps,


G33 6FB


John Hunter

+44 7484517500


Completed documents must be returned to:

Scottish Water

Procurement, The Bridge, Buchanan Gate Business Park,

Stepps, Glasgow

G33 6FB


John Hunter

+44 7875873074

2 Contract Details



The provision of Audio, Visual and Production Support for All Employee Events


Description of the goods or services required


Every three years Scottish Water runs a series of events around Scotland to bring together all Scottish Water employees, update them on business challenges, provide an opportunity to meet and discuss with the Executive Leadership Team and encourage everyone to share experiences.

Our vision is to be ‘Trusted to care for the water on which Scotland depends’. As a public organisation, we work within a framework of regulatory periods set by our external regulators. This set of events will take place at the mid-point of our current 2015 – 2021 regulatory period. The events also provide the opportunity to inform, engage and encourage dialogue and networking.

Scottish Water will be holding the next set of events in autumn 2017 (September – November). It will be made available to 3,700 employees, at 21 events across multiple locations. Employee survey feedback stated that our people wanted a more regionalised, local approach to events for this round. Therefore, the event schedule (listed below) will visit nine mainland venues and three island venues:

Date Location Capacity

12 – 14 September Glasgow 265 (each day)

15 September Kilmarnock 120

20 – 21 September Crieff 200 (each day)

22 September Aberdeen 145

28 September Fort William 120

29 September Inverness 200

3 – 5 October Isles Tour (Western Isles, Orkney & Shetland) 50 (each day)

26 – 27 October Peebles 150 (each day)

31 October – 3 November Falkirk 215 (each day)

7 – 8 November Glasgow 265 (each day)

9 November Dumfries 80

New Contract Requirements

New contract start date: 04.05.2017 New contract end date: 10.11.2017

Scottish Water is seeking to appoint a suitable supplier to work with us to provide audio, visual (AV) and production support for all of the events listed above.

The framework for AV and production support will run in partnership with Scottish Water’s framework for creative content design. The task is for the production of set, staging, materials, audio and visual support to meet creative content objectives and design objectives.

To achieve this aim the successful AV and production supplier will provide:

• Production of all set, staging and material required throughout the events

• Provision and transportation of technical kit required to facilitate the events

• Crew support – rigging, de-rigging and onsite technical management

• AV & Production elements listed within Appendix D of ITN

• Central management of all costs related to AV and production

Furthermore, production of set and material for the events must be scaleable to meet the requirements of the different venue sizes. Consideration must be given to transportation of equipment and crew across Scotland to minimise cost implication.

The Isles Tour (Stornoway, Orkney and Shetland, 3-5 October) has been traditionally a scaled down version of the mainland events. The AV supplier will be tasked to work with us to create a similar experience to our colleagues on the islands, whilst taking into consideration an effective way of executing this within the limits of transportation.

Further Information

Venues: Each event will be self-contained in one room within the venue with separate space for registration and refreshment.

Information on the room sizes for each location, including access times, have been provided for information (information on access times for the Isles Tour is to be confirmed).

Audience: The audience will comprise of employees from across the business – both office based and field / operational employees. See above for maximum numbers of delegates for each event.

Project management: project management of the events, including logistical management, will be the responsibility of Scottish Water. Scottish Water reserves the right to amend the listing in relation to contract requirements.

Site visits: You should be available to attend site visits to each venue to assess requirements during May 2017. Dates:

• 4-5 May – Crieff and Inverness

• 11 May – Falkirk

• 15 May – Kilmarnock and Glasgow

• 22 May – Aberdeen

• 25 May – Peebles and Dumfries

• TBC – Fort William

Framework Duration – 7 months. May – November 2017

Framework value – estimated £120,000 – £140,000.

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at


Notice Coding and Classification

291000 Events

100 All Scotland
120 Highlands and Islands
130 Aberdeen & North-East
140 Tayside, Central & Fife
150 Glasgow & Strathclyde
160 Edinburgh & Lothians
170 Scotland South


Total quantity or scope of tender

Insert quantity here

3 Conditions for Participation


Minimum standards and qualification required

Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers:


Economic and financial standing:

Applicants will be expected to be of sufficient financial and economic standing to support the anticipated contract value. All applicants must complete the financial questions within the pre-qualification questionnaire and tender documents. Financial standing relevant to the anticipated contract value will be determined by Scottish Water based on the response to the pre-qualification questionnaire and any further financial checks deemed necessary

Technical and professional ability:

As stated in procurement documents

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority

SW17/ ACP/ 1074


Time Limits

Time-limit for receipt of completed tenders
15-03-2017  Time  13:00

Estimated award date


Language or languages in which tenders or requests to participate can be drawn up



Tender Submission Postbox

5 Other Information


Additional Information

The buyer is using PCS-Tender to carry out this procurement. Please note this is a separate website and if you are not registered, you must register via

Applicants who fail to supply all of the information requested in response to this Notice or any resulting tender exercise may risk elimination.

(SC Ref:483316)


Additional Documentation


Publication date of this notice


Express an interest online


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