Framework Agreement for Event Services

Framework Agreement for Event Services

Lot 1: Provision of fireworks and pyrotechnics display. 2     Stage hire, sound and lighting and site and production management. 3     Marquee hire and associated provisions.

CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)


Renfrewshire Council

Renfrewshire House, Cotton Street

Paisley

PA1 1JB

UK

Corporate Procurement Unit

Brian Jardine

+44 1416187022

http://www.renfrewshire.gov.uk

http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00400
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I.2)

Type of contracting Authority and Main Activity or Activities

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No

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

Framework Agreement for Event Services

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

26

II.1.2)

Main site or location of works, place of delivery or performance

Renfrewshire

UKM35

II.1.3)

This notice involves

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II.1.4)

Information on framework agreement (if applicable)

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Number of participants to the framework agreement envisaged

24

Duration of the framework agreement

48

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

9000001800000GBP

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

 

Renfrewshire Council (the Council) wishes to establish a Framework Agreement for Event Services with a number of suitably qualified and experienced Contractors. These Services include, but are not limited to:

– Lot 1: Provision of fireworks and pyrotechnics display – including but not limited to, transportation, the on-site storage and the management and firing of the firework and or pyrotechnics display; choreographed and precision fired displays to music; clear up of all spent fireworks and shells from the site; and providing associated equipment such as generators;

– Lot 2 Stage hire, sound and lighting and site and production management – including but not limited to, hire, delivery, erection and dismantle of various sizes of stages; provision of associated requirements, including but not limited to, the provisions of drapes, stage skirts, stage lighting, stage crush barriers, cable ramps and covers, and stage plans; production management; site management; stage management; and associated requirements such as provision of PA systems; sound systems, generators, stage lighting; power; crew services including a rigger; site design and site plans; and Visual Technology (VT) management;

– Lot 3 Marquee hire and associated provisions – Hire, delivery, erection and dismantle of various sizes of marquees; and provision of associated requirements, including but not limited to, lighting, water weights, trestle tables, chairs, generators and heaters;

– Lot 4 Screen hire and associated provisions – Hire, delivery, erection and dismantle of various sizes of screens including mobile LED screens; provision of associated requirements, including but not limited to filming of the event and subsequent audio visual projection onto the screens provided; and visual mixing to screens;

– Lot 5 Event programming and associated services; and

– Lot 6 Portable toilet hire – Hire, delivery, erection and dismantle of various sizes of portable toilets including all additional cleaning and maintenance.

NOTE: The authority is using PCS-Tender to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.

To access PCS-Tender, record your interest in this notice and access the tender documentation please visit https://www.publictendersscotland.publiccontractsscotland.gov.uk. and search for project Code 916 within the appropriate area.

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.

II.1.6)

Common Procurement Vocabulary (CPV)

79952000

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

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II.1.8)

Division into lots

Yes

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II.1.9)

Will variants be accepted

No

II.2)

Quantity or Scope of the Contract

II.2.1)

Total quantity or scope

Event Services as defined within the Invitation to Tender.

The ceiling value for all services procured through this framework agreement is GBP1.8M, however, there is no guarantee of value or services to be procured under this framework agreement.

II.2.2)

Options

Provisional timetable for recourse to these options

Number of possible renewals

In the case of renewable supplies or service contracts, estimated time frame for subsequent contracts

II.3)

Duration of the contract or limit for completion

48

Section III: Legal, Economic, Financial and Technical Information

III.1)

Conditions Relating to the Contract

III.1.1)

Deposits and guarantees required

III.1.2)

Main Terms of financing and payment and/or reference to the relevant provisions

 

All prices in the tender must be stated in Sterling (GBP). Payments will be made to the appointed contractor(s) in Sterling (GBP), all as detailed within the tender documentation.

III.1.3)

Legal form to be taken by the grouping of suppliers, contractors or service providers to whom the contract is to be awarded

 

In the event of an associated group of companies being successful, the Council will require each company in the group to be jointly and severable liable for the performance of the framework agreements and contracts awarded thereunder. This assurance will be required before the framework can be established with such a group.

III.1.4)

Other particular conditions to which the performance of the contract is subject

 

1. To be considered, tenderers must ensure that they have responded to all questions and provide all information requested. Incomplete tenders may not be considered.

2. Tenderers will be required to confirm that none of the criteria listed in Regulation 23 of the Public Contracts (Scotland) Regulations 2012 are applicable to their organisation.

3. Tenderers must evidence a comprehensive Equal Opportunities Policy; confirm that they meet all statutory legislation in respect of Equal Opportunities and submit the Equal Opportunities Certificate contained within the tender documentation.

4. Tenderers must evidence by the way of their submission that they fully understand the requirement, including the scale and scope and that they have experience, track record and resources to undertake the services required. If bidding as part of a consortia, satisfactory evidence must be submitted to satisfy the Council that the consortia is sufficiently established to deliver the scope of requirements.

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers


 

(1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.

(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.

(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.

(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.

(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.

(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.

(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.

(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established

(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.

III.2.2)

Economic and financial capacity


(1) All candidates will be required to provide a reference from their bank.

(2) All candidates will be required to provide evidence of relevant professional risk indemnity insurance.

(3) All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of this notice.

(4) All candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.

Tenderers must evidence a good high street credit rating (and an annual turnover (per lot) of at least:

The minimum turnover required per Lot of this Framework Agreement are as detailed below:

For Lot 1: 75,000.00 GBP;

For Lot 2: 150,000.00 GBP;

For Lot 3: 50,000.00 GBP;

For Lot 4: 75,000.00 GBP;

For Lot 5: 75,000.00 GBP; and

For Lot 6 50,000.00 GBP

The Council will use Dun & Bradstreet (D&B) to assist in its determination of the Tenders financial status and risk rating and will require that all tenderers evidence the equivalent of D&B Failure Score of 35 or above to pass to the next stage of the evaluation.

It is recommended that candidates review their own D&B Failure Score in advance of submitting their tender submission. If, following this review, Tenderers consider that the D&B Failure Score does not reflect their current financial status; the Tenderer should give a detailed explanation within the Tender submission, together with any relevant supporting independent evidence. The Council will review any such information as part of the evaluation of Tenderer’s financial status.

Where the Tenderer is under no obligation to publish accounts and therefore does not have a D&B Failure Score or equivalent rating, they must provide their audited financial accounts for the previous 2 years as part of their Tender Submission in order that the Council may assess these to determine the suitability of the Tenderer to undertake a contract or contracts of this size. This assessment will consider whether or not the Tenderers annual turnover meets the minimum turnover levels stated above and whether or not there is any significant financial risk identified.

Where a consortium bid is received, the D&B Failure Score of each consortium member shall be assessed. However the collective annual turnover of all consortium members will be utilised in the overall assessment of annual turnover.

Where the Tenderer is a subsidiary of a group but is applying as a separate legal entity and fails to meet the minimum financial turnover requirements or minimum D&B Failure Score (or equivalent) as a company, in order to progress to stage two of the evaluation they must provide as part of their tender submission, written confirmation from an authorised signatory of the parent company, that either a parent company or bank guarantee will be provided within two weeks of request. The parent company must meet the minimum financial requirements as assessed by the Council. The parent company or bank guarantee will be in the form provided in the Tender Documentation.

Where the Tenderer intends to sub-contract more than 25% of any Contract value to a single sub-contractor, the Tenderer must provide a D&B comprehensive report on the sub-contractor. The Council reserves the right to request one copy of all sub-contractors last 2 financial years’ audited accounts and details of significant changes since the last financial year end. The Council also reserves the right to reject the use of sub-contractors in relation to the Contract where they fail to meet the Council’s minimum financial criteria

Tenderers must evidence the insurance provision levels as detailed within the Invitation to Tender being place or provide confirmation that in the event of success in the tender process.

Minimum level(s) of standard possibly required

III.2.3)

Technical capacity


(1) A statement of the candidate’s average annual number of staff and managerial staff over the previous 3 years

(2) Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract;

(3) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.

(4) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.

(5) Certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.

(6) Samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests.

(7) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided

(8) A check may be carried out by the contracting authority or by a competent official body of the State in which the candidate is established, to verify the technical capacity of the candidate; and if relevant, on the candidates study and research facilities and quality control measures;

(9) A statement of the candidate’s technical facilities; measures for ensuring quality; and their study and research facilities;

(10) An indication of the proportion of the contract which the services provider intends possibly to subcontract.

(11) A statement of the technicians or technical services available to the candidate to carry out the work under the contract; or be involved in the production of goods or the provision of services under the contract; particularly those responsible for quality control, whether or not they are independent of the candidate.

(12) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.

(13) A list of works carried out over the past 5 years, detailing the value of the consideration received; when and where the work or works were carried out; and whether they were carried out according to the rules of the trade or profession and properly completed.

– Tenderers must evidence robust health and safety policies and processes in operation. Tenderers will also be required to provide their up to date Health & Safety Policy.

– Tenderers must provide a statement of compliance with relevant statutory obligations. Tenderers will also be required to provide their up to date Equal Opportunity Policy.

– Tenderers must confirm compliance or qualifications proposed must be deemed acceptable by the Council.

– Tenderers must evidence ability to service the Framework Agreement by reference to resources by discipline in relation to the requirements of the lot(s).

– Tenderers must evidence relevant and appropriate organisational experience in relation to fulfilling the requirements for each lot of the Framework Agreement that they wish to tender for. Track record shall be assessed by way of references provided.

– Tenderers must evidence environmental management policies and processes are in operation. Tenderers will also be required to provide a copy of their environmental management policy.

– Tenderers will be required to provide a sample risk assessment for a typical outdoor event.

– Applicable to Lot 1 only: Tenderers must evidence membership of the British Pyrotechnists Association or equivalent.

III.2.4)

Reserved contracts

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III.3)

Conditions Specific to Service Contracts

III.3.1)

Is provision of the service reserved to a specific profession?

No

III.3.2)

Will legal entities be required to state the names and professional qualifications of the personnel responsible for the execution of the service?

Yes

Section IV: Procedure

IV.1)

Type of Procedure

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Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

No

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

Objective criteria for choosing the limited number of candidates

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

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IV.2)

Award Criteria

No
No
Yes

Price 60
Quality 40

IV.2.2)

An electronic auction will be used

No

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

RC1305_916(ITT1614)

IV.3.2)

Previous publication(s) concerning the same contract

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Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

 

IV.3.4)

Time-limit for receipt of tenders or requests to participate

02-07-2013  12:00

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

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

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IV.3.7)

Minimum time frame during which the tenderer must maintain the tender

IV.3.8)

Conditions for opening tenders

Any persons as designated by the Director of Finance and Corporate Services.

 02-07-2013  14:00
Renfrewshire House, Cotton Street; Paisley; PA1 1JB

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

No

VI.3)

Additional Information

 

Please note that at section IV.2 Award Criteria (of the contract notice) the weightings for Quality award criteria (40%) is as follows:

Lot 1 – Provision of fireworks & pyrotechnics display

Method statement detailing the procedures and processes that would be used to deliver the services as noted in the Specification for the Sample Job. Responses must include reference to (but is not limited to):

Proposals for display, materials and delivery of the public display;

Management of the Firing Area;

Communication and Planning; and

Business Continuity

This standard specification will be the basis for any future specifications and the standard method statement provided will be applied to future foreseen applicable call offs under the framework agreement

(50% of 40)

Method statement outlining the proposed approach to ensure quality is maintained throughout the life of the Framework Agreement. Responses must include reference to (but is not limited to):

Engagement with the Client;

Communication;

Approach to project management;

Approach to ensuring public safety;

Management of risk; and

Delivery

(50% of 40)

All other Lots excluding Lot 1:

Method statement detailing the procedures and processes that would be used to deliver the services as noted in the Sample Specification

This standard specification will be the basis for any future specifications and the standard method statement provided will be applied to future foreseen applicable call offs under the framework agreement.

(50% of 40)

Method statement outlining the proposed approach to ensure quality is maintained throughout the life of the Framework Agreement. Responses must include reference to (but is not limited to):

Engagement with the Client;

Communication;

Approach to project management;

Approach to ensuring public safety;

Management of risk; and

Delivery

(50% of 40)

This procurement exercise will be conducted using electronic means.

This tender will be available electronically through the “Public Contracts Scotland – Tenders” Portal. PLEASE NOTE THAT THE TENDERING WEBSITE IS SEPARATE FROM THIS ADVERTISING WEBSITE.

To obtain the tender documents and any additional information please go to the “Public Contracts Scotland – Tenders” Portal at https://www.publictendersscotland.publiccontractsscotland.gov.uk/web/login.html.

Please note that you will require to register with the “Public Contracts Scotland – Tenders” portal before you can access the documentation if you have not previously used this site.

Please note that this framework agreement and the contracts awarded under the framework agreement will be subject to the provisions of Scot’s Law.

(SC Ref:264278)

VI.4)

Procedures for appeal

VI.4.1)

Body responsible for appeal procedures


Where a decision is taken to award the contract, the Council requires to implement a mandatory standstill period for a minimum of 10 calendar days between notification to tenderers of that decision and the date when the actual award of contract is legally concluded. The notification to an unsuccessful tenderer will include: the contract award criteria; where appropriate, the score the tenderer obtained against those award criteria; where appropriate, the score the winning tenderer obtained; and the name of the winning tenderer. Tenderers must note the Council reserves the right to provide to every tenderer a list of all who tendered and where appropriate, the scores each tenderer obtained against the award criteria. At the end of the mandatory standstill period, provided that no legal challenges have been made, the Council will issue a letter of acceptance to the winning tenderer and will confirm to the other tenderers that their bids have been unsuccessful.

See above

See above

See above

UK

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice

23-05-2013


ANNEX B

Information About Lots

1     Provision of fireworks & pyrotechnics display

1)

Short Description

 

including but not limited to, transportation, the on-site storage and the management and firing of the firework and or pyrotechnics display; choreographed and precision fired displays to music; clear up of all spent fireworks and shells from the site; and providing associated equipment such as generators;

2)

Common Procurement Vocabulary (CPV)

79952000

3)

Quantity or scope

 

n/a

4)

Indication about different contract dates

5)

Additional Information about lots

 

Please refer to the Invitation to Tender document.

ANNEX B

Information About Lots

2     Stage hire, sound and lighting and site and production management

1)

Short Description

 

including but not limited to, hire, delivery, erection and dismantle of various sizes of stages; provision of associated requirements, including but not limited to, the provisions of drapes, stage skirts, stage lighting, stage crush barriers, cable ramps and covers, and stage plans; production management; site management; stage management; and associated requirements such as provision of PA systems; sound systems, generators, stage lighting; power; crew services including a rigger; site design and site plans; and Visual Technology (VT) management;

2)

Common Procurement Vocabulary (CPV)

79952000

3)

Quantity or scope

 

n/a

4)

Indication about different contract dates

5)

Additional Information about lots

 

Please refer to the Invitation to Tender document.

ANNEX B

Information About Lots

3     Marquee hire and associated provisions

1)

Short Description

 

Hire, delivery, erection and dismantle of various sizes of marquees; provision of associated requirements, including but not limited to, lighting, water weights, trestle tables, chairs, generators and heaters.

2)

Common Procurement Vocabulary (CPV)

79952000

3)

Quantity or scope

 

n/a

4)

Indication about different contract dates

5)

Additional Information about lots

 

Please refer to the Invitation to Tender document.

ANNEX B

Information About Lots

4     Screen hire and associated provisions

1)

Short Description

 

Hire, delivery, erection and dismantle of various sizes of screens including mobile LED screens; provision of associated requirements, including but not limited to filming the event and subsequent audio visual projection onto the screens provided; and visual mixing to screens

2)

Common Procurement Vocabulary (CPV)

79952000

3)

Quantity or scope

 

n/a

4)

Indication about different contract dates

5)

Additional Information about lots

 

Please refer to the Invitation to Tender document.

ANNEX B

Information About Lots

5     Event programming and associated services

1)

Short Description

 

Services include, but are not limited to, event programming; fundraising; investigating suitable artists; negotiating artists fees; and artist liaison.

2)

Common Procurement Vocabulary (CPV)

79952000

3)

Quantity or scope

 

n/a

4)

Indication about different contract dates

5)

Additional Information about lots

 

Please refer to the Invitation to Tender document.

ANNEX B

Information About Lots

6     Portable toilet hire and associated services

1)

Short Description

 

Hire, delivery, erection and dismantle of various sizes of portable toilets including all additional cleaning and maintenance.

2)

Common Procurement Vocabulary (CPV)

79952000

3)

Quantity or scope

 

n/a

4)

Indication about different contract dates

5)

Additional Information about lots

 

Please refer to the Invitation to Tender document.