Commissioning of Photographers

Commissioning of Photographers

Management of HIE Photo Library and Commissioning of Photographers.


1 Authority Details


Authority Name and Address

Highlands and Islands Enterprise

4B Druimchat View,


IV15 9XL


HIE Procurement Team

+44 1349868977


Address from which documentation may be obtained

via Public Contracts Scotland web portal (



Completed documents must be returned to:

via Public Contracts Scotland web portal (


2 Contract Details



Management of HIE Photo Library and Commissioning of Photographers


Description of the goods or services required

HIE is looking to appoint a supplier to source photographers and manage commissions on its behalf, Wave Energy Scotland (as a subsidiary) and any current or future subsidiary organisation and/or associated company, subject to case-by-case prior approval by HIE. Working with HIE’s marketing team, the supplier will manage a selection of images from each shoot and upload them to digital photo library. The library will be hosted and managed by the supplier.

To support HIE’s marketing and communications activity, HIE currently has a digital photo library with c14000 images. Annually, we commission 80 – 100 photographers. In addition, we anticipate WES’s requirements being around 10 shoots a year. Commissions vary and will include press calls, marketing promotions, landscapes and physical infrastructure.

The photo library will be made available to all staff, as well as external partners, suppliers and stakeholders (as directed by HIE) on a 24/7 basis.

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

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

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.


Notice Coding and Classification

191100 Design and Photography

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


Total quantity or scope of tender

It is expected these services will be required from June 2016 for a period of 3 years, unless terminated in accordance with the provisions of the contract conditions, with HIE having the option to extend for a further one year period. The 3 year budget currently available to deliver this service is between GBP105k and GBP111k maximum (excluding VAT). This is broken down as follows: Management Fee GBP30- GBP36k and commissioning of Photographers GBP75k.

3 Conditions for Participation


Minimum standards and qualification required

Employer’s (Compulsory) Liability Insurance (where applicable) – minimum GBP5m for each and every claim

Public Liability Insurance- minimum GBP250,000 for each and every claim

Professional Indemnity Liability Insurance – minimum GBP250,000 for each and every claim

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
05-04-2016  Time  12:00

c) Estimated award date 02-05-2016


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



Tender Submission Postbox

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

5 Other Information


Additional Information

In order to participate, suppliers should register their interest in this contract on the Public Contracts Scotland website and download and complete all relevant documentation.

This free registration process also gives suppliers access to an on line Question & Answer facility which allows queries to be submitted (anonymously), and answers published and shared with all potential bidders.

Tenders must be submitted via the PCS postbox and be received by the date and time indicated with all questions answered. Hard copy responses will not be accepted.

Collaborative arrangements:

Wave Energy Scotland

(SC Ref:434805)


Additional Documentation

Scope of Requirements and Guidance Notes
Bidder Questionnaire
Forms for Signature
Terms and Conditions


Publication date of this notice


Express an interest online