Contract notice
Section I: Contracting
authority
I.1) Name and addresses
East Lothian Council
John Muir House
Haddington, East Lothian
EH41 3HA
UK
E-mail: procurement@eastlothian.gov.uk
NUTS: UKM73
Internet address(es)
Main address: http://www.eastlothian.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00181
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publiccontractsscotland.gov.uk/Access/Login.aspx
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publiccontractsscotland.gov.uk/Access/Login.aspx
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
Administration, provision and setting out of events equipment (East Lothian Council)
Reference number: ELC-25-0442
II.1.2) Main CPV code
79952000
II.1.3) Type of contract
Services
II.1.4) Short description
East Lothian Council is seeking a supplier to deliver the booking, administration and financial management of client contributions in regard to the provision and setting up of equipment required to stage a range of community, Council, charitable and private sector organised events and corporate functions.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
79952000
II.2.3) Place of performance
NUTS code:
UKM73
Main site or place of performance:
East Lothian geographical area.
II.2.4) Description of the procurement
East Lothian Council is seeking a supplier to deliver the booking, administration and financial management of client contributions in regard to the provision and setting up of equipment required to stage a range of community, Council, charitable and private sector organized events and corporate functions
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 30
Price
/ Weighting:
70
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
1 +1
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
List and brief description of selection criteria:
The tenderer must hold or commit to obtain, prior to the commencement of the Contract the following types and levels of insurance:
(i) Employers Liability insurance to the value of at least ten million pounds Sterling (GBP5,000,000) in respect of any one event and unlimited in the period.
(ii) Public Liability insurance to the value of at least ten million pounds Sterling (GBP5,000,000) in respect of any one event and unlimited in the period.
Minimum level(s) of standards required:
he financial information provided will require to meet the following criteria.
i) The ratio of total assets to total liabilities (net assets) should be positive in 2 out of 3 years.
ii) The accounts should not show a loss in 2 consecutive years.
iii) The accounts should not show a loss in 1 year and negative net current assets in any 1 year.
Where the information provided does not meet item (i) but there is an improving trend East Lothian Council may consider items (ii) and (iii) and will have discretion, with regard to the evidence provided and taking into account the level of risk to East Lothian Council, as to whether a bidder will pass this requirement.
Please refer to the tender documents for further details about those organisations that do not meet the requirements of the financial health evaluation.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Part 4C.4
The bidder should confirm that it will be able to provide 2 examples of contracts of a similar scale and scope to this requirement.
Part 4C.7 : Environmental Management Measures
Bidders will be required to provide evidence that their organisation has taken steps to build their awareness of the climate change emergency and how they will respond. Accepted evidence includes but is not limited to:
A completed copy of “Schedule 6- Climate Change” including planned projects and actions to reduce the bidder’s carbon emissions. This does not need to contain calculated carbon emissions. Please note Schedule 6- Climate Change is supplied as an individual document for completion. Where a Tenderer’s response is of a less than the acceptable standard, 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.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
The service will be subject to East Lothian's Terms and Conditions.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
20/02/2025
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
20/02/2025
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:
01/11/20230
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
This Contract includes an obligation for the delivery of Community Benefits [once the aggregate spend with the Council reaches GBP 50,000 in any financial year. The Community Benefits information included in the Tender documentation outlines the Community Benefits that the Council is seeking as part of this Contract.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=787721.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://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.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
This Contract includes an obligation for the delivery of Community Benefits [once the aggregate spend with the Council reaches GBP 50,000 in any financial year. The Community Benefits information included in the Tender documentation outlines the Community Benefits that the Council is seeking as part of this Contract.
(SC Ref:787721)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=787721
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
Edinburgh
UK
VI.5) Date of dispatch of this notice
21/01/2025