Preparation and Delivery of the Style Mile Christmas Carnival

Preparation and Delivery of the Style Mile Christmas Carnival

The council requires to engage an event services company to create, prepare and deliver the Style Mile Christmas Carnival.

United Kingdom-Glasgow: Event services

2020/S 167-406051

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: Glasgow City Council
Postal address: Chief Executives Department, City Chambers
Town: Glasgow
NUTS code: UKM82 Glasgow City
Postal code: G2 1DU
Country: United Kingdom
Contact person: Lesley Thomson
E-mail: Lesley.Thomson2@glasgow.gov.uk
Telephone: +44 1412878637
Internet address(es):Main address: www.glasgow.gov.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00196

I.2)Information about 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.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: www.publictendersscotland.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:

The Preparation and Delivery of the Style Mile Christmas Carnival

 

Reference number: GCC004559CPU

II.1.2)Main CPV code

79952000 Event services

II.1.3)Type of contract

Services

II.1.4)Short description:

 

The council requires to engage an Event Services Company to create, prepare and deliver the Style Mile Christmas Carnival (SMCC).

The key objective is that this project will be delivered by an organisation with a strong and

Demonstrable track record of innovative street arts and parade production.

The contract is expected to run for 4 years, commencing 1 February 2021 and ending 31 January 2025. The council will have an option to extend the contract for one period of up to 12 months, which will be exercised by the council serving notice on the bidder in accordance with the council’s Terms and Conditions.

 

II.1.5)Estimated total value

Value excluding VAT: 250 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

79952100 Cultural event organisation services

II.2.3)Place of performance

NUTS code: UKM82 Glasgow City
Main site or place of performance:

UK, Glasgow.

 

II.2.4)Description of the procurement:

 

The council requires to engage an Event Services Company to create, prepare and deliver the Style Mile Christmas Carnival (SMCC).

The key objective is that this project will be delivered by an organisation with a strong and demonstrable track record of innovative street arts and parade production.

The contract is expected to run for 4 years, commencing 1 February 2021 and ending 31 January 2025. The council will have an option to extend the contract for one period of up to 12 months, which will be exercised by the council serving notice on the bidder in accordance with the council’s Terms and Conditions.

The estimated annual spend is GBP 50 000, with a total spend for the delivery of this contract being 250 000 over the length of the contract (4 years + up to 12 months optional extension period).

The Style Mile Christmas Carnival heralds the launch of the festive shopping campaign and is an evolving concept. It represents the council’s commitment to develop a retail and community focused Christmas event to launch the busiest shopping period of the year whilst promoting Glasgow city centre’s competitive retail offer.

The current Style Mile Christmas Carnival programme involves a range of different activities which take place around the central Carnival Parade — a family focused procession, developed with retailers and community groups. The overall programme includes street entertainment, live music and other family focused activities. On average, the Christmas Carnival has drawn an additional 20 000 people into the city centre each year.

Glasgow’s Style Mile relates to the square mile in the heart of Glasgow’s city centre and is the city’s principal retail area and the UK’s top retail destination outside London’s West End.

The Style Mile is a public-private partnership initiative to promote, protect and enhance the city’s retail offering and part of this strategy includes the development of an entertainment programme on the Style Mile which links into the launch of the festive retail campaign.

There is no requirement for this contract to be split into lots.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Methodology of approach to the requirement / Weighting: 60
Quality criterion – Name: Sustainability / Weighting: 10
Quality criterion – Name: Future growth of style mile Christmas carnival / Weighting: 5
Quality criterion – Name: Fair work practices / Weighting: 5
Price – Weighting: 20

II.2.6)Estimated value

Value excluding VAT: 250 000.00 GBP

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

Duration in months: 60
This contract is subject to renewal: yes
Description of renewals:

The council will have an option to extend the contract for one period of up to 12 months, which will be exercised by the council serving notice on the bidder in accordance with the council’s terms and conditions.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
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

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 2015.

 

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:

 

ESPD 4A.2 Statement

Where it is required within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.

Bidders must confirm if they hold the particular authorisation or memberships.

 

III.1.2)Economic and financial standing

List and brief description of selection criteria:

 

Financial requirements are:

Bidders must comply with the undernoted financial requirements in relation to trading performance in order to participate in the tendering process:

There is a minimum financial requirement that affects trading performance and balance sheet strength.

Financial requirements should be calculated on latest filed accounts with Company House.

For non-UK Companies, ratios should be calculated on information contained in most recent audited accounts.

Trading performance

An overall positive outcome on pre-tax profits over a 3-year period.

Exceptional items can be excluded from the calculation.

The above would be expressed in the ratio pre-tax profit/turnover.

Balance sheet strength

Net worth of the organisation must be positive.

Intangibles can be included for purposes of the total assets figure.

The above would be expressed in the ratio total assets/total liabilities.

Bidders who have been trading for less than the 3 years noted above must provide evidence that they are complying with the above minimum financial requirements for the period in which they have been trading.

Bidders who do not comply with the above financial requirements, but are part of a group, can provide a parent guarantee if the parent company satisfies the financial requirements stipulated above.

Where the bidder is a group of economic operators (such as a consortium), the Lead Party of that group must comply with minimum financial requirements.

Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations, and have available their two most recent sets of annual audited accounts including profit and loss information.

The council reserves the right at its own discretion to seek such other information from the applicant in accordance with Regulation 61(7) or Regulation 61(8) of the Public Contracts (Scotland) Regulations 2015 to prove the applicant’s economic and financial standing.

Bidders who are subsequently appointed to the contract shall, during the lifetime of the contract, inform the council immediately of any material changes to the information provided in their submission in relation to economic and financial standing. The Council notes Regulation 60(9) and 60 (11) of the Public Contracts (Scotland) Regulations 2015 and reserves the right to refuse to award a contract following a mini-competition should the bidder no longer meet the requirements set out in this ESPD.

Insurance requirements are:

Employer’s liability

The organisation/consultant shall take out and maintain throughout the period of their services employer’s liability insurance to the value of at least ten million (GBP 10 000 000) pounds sterling in respect of any one claim and unlimited in the period.

Public liability

The organisation/consultant shall take out and maintain throughout the period of their services public liability insurance to the value of at least five million (GBP 5 000 000) pounds sterling in respect of any one claim and unlimited in the period.

Products insurance

The organisation/consultant shall take out and maintain throughout the period of their services products liability insurance to the value of at least five million (GBP 5 000 000) pounds sterling in respect of any one claim and in the aggregate.

Professional indemnity

The organisation/consultant shall take out and maintain throughout the period of their services and for a further 1-year on completion of their service, professional indemnity insurance to the value of a minimum two hundred and fifty thousand (GBP 250 000) pounds sterling in respect of any one claim and in the aggregate.

 

III.1.3)Technical and professional ability

List and brief description of selection criteria:

 

ESPDS 4C.1.2 Statement

Please provide relevant examples of supplies and/or services carried out during the last 3 years as specified in the contract notice. Please note that you are required to provide three examples of a similar size or value within the last 3 years, from either the public or private sector, where you have delivered street arts and parade production.

Please include key areas of:

— creation,

— preparation,

— delivery,

— marketing Campaign.

Please note the council is looking for three examples.

Please refer to the ESPD Statements document uploaded to the buyers attachment area in PCS-T.

Bidders must score a minimum threshold of 60 out of 100 overall for question 4C.1.2 over the three examples. Any bidder who fails to achieve the minimum score for this question will be disqualified.

 

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:

Success and evaluation/key performance indicators for the preparation and delivery of the style mile Christmas carnival will be listed under section 4.15 within the ITT document (found within the buyers attachment area within PCS-T) but may be amended dependent on the specific requirements of the contract throughout the term of the contract.

 

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

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

Date: 29/10/2020
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: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 29/10/2020
Local time: 12:00
Place:

UK, Glasgow.

 

Section VI: Complementary information

VI.1)Information about recurrence

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

Estimated timing for further notice to be published is 2025.

 

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

 

VI.3) Additional information

Re ESPD Questions 4D.1, 4D1.1, 4D1.2, 4D2, 4D2.1 and 4D2.2 bidders must hold the certificates for quality control and environmental management standards or comply with all the questions noted in ESPD Section 4D. Please refer to the ‘ESPD Statements’ document situated within the buyers attachment area of PCS-T.

Health and safety — applicants must complete and return the health and safety questionnaire found in the technical envelope within the PCS tender portal.

Freedom of Information Act — information on the FOI Act is contained in Appendix A of the ITT. Applicants must note the implications of this legislation and ensure that any information they wish the council to consider withholding is specifically indicated on the FOI certificate contained in the technical envelope within the PCS tender portal (NB the council does not bind itself to withhold this information).

Tenderers amendments — applicants must enter any clause, condition, amendment to specification or any other qualification they may wish to make conditional to this offer.

Prompt payment — the successful tenderer shall, as a condition of being awarded the tender, be required to demonstrate to the council’s satisfaction that all funds due to the tenderer’s permitted subcontractors in respect of these works are paid timeously and that as a minimum invoices rendered by subcontractors shall (unless formally disputed by the tenderer) be paid within 30 days of receipt. The successful tenderer shall also impose this condition on its subcontractors in respect of payments due to any sub-subcontractors, if any. Applicants will be required to complete the prompt payment certificate contained in the Technical envelope within the PCS tender portal.

Non-collusion — applicants will be required to complete the non-collusion certificate contained in the technical envelope within the PCS Tender portal.

Insurance mandate — all successful suppliers will be required to sign an insurance mandate, which will be issued in conjunction with the award letter authorising the Council to request copies of insurance documents from the supplier’s insurance provider. If the mandate is not signed and returned the Council reserves the right to request copies of insurance certificates from bidders at any point during the contract period.

Terms and conditions are located within the buyers attachment area of the PCS tender portal.

Additional information pertaining to this contract notice is contained within the invitation to tender documents and the ESPD Statements document. Applicants must ensure they read these in line with this contract notice.

The buyer is using PCS-Tender to conduct this ITT exercise. The project code is 15991. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

A subcontract 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: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

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

Mandatory (Non Evaluated) community benefits are required under this tender process. Community benefits proposals will be offered by the bidder but will not be assessed as part of the tender evaluation. Community benefits offered and accepted by the council will however form part of the successful bidder’s contractual obligations to deliver.

Further information on Glasgow City Council’s community benefits policy which will be applied in all future ITT’s can be found in section five of the invitation to tender.

(SC Ref:618211)

 

VI.4)Procedures for review

VI.4.1)Review body

Official name: Glasgow Sheriff Court
Postal address: PO Box 23, 1 Carlton Place
Town: Glasgow
Postal code: G5 9DA
Country: United Kingdom
E-mail: glasgow@scotcourts.gov.uk
Telephone: +44 1414298888
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

Glasgow City Council (‘the Council’) must, by notice in writing as soon as possible after the decision has been made, inform all tenderers and candidates concerned of its decision to award the contract, conclude the framework agreement or establish a Dynamic Purchasing System. The Council must allow a period of at least the relevant standstill period (where the notice is sent by facsimile or electronic means the period is 10 days ending at midnight at the end of the 10th day after that on which the last notice is sent, when sent by other means the period is 15 days) to elapse between the date of despatch of the notice referred to in Regulation 85(1) of the Public Contracts (Scotland) Regulations 2015 (‘the Regulations’). The Council is obliged to comply with the Regulations and any eligible economic operator can bring an action in the Sheriff Court or the Court of Session where as a consequence of a breach by the Council, suffers or risks suffering loss or damage. The bringing of court proceedings during the standstill period means that the Council must not enter into the contract, conclude the framework agreement or establish the Dynamic Purchasing System unless the proceedings are determined, discontinued or disposed of or the court, by interim order, brings to an end the prohibition. The bringing of court proceedings after the standstill period has elapsed and the remedies that are available to the courts are detailed in the Regulations. Economic operators can write to the Council seeking further clarification on the notice, to which the Council must respond within 15 days. Economic operators should be mindful to seek their own independent legal advice when they consider appropriate to do so.

 

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

VI.5)Date of dispatch of this notice:

25/08/2020