Contract notice
Section I: Contracting
authority
I.1) Name and addresses
University of Aberdeen
University Office, King's College
Aberdeen
AB24 3FX
UK
E-mail: e-sourcing@abdn.ac.uk
NUTS: UKM50
Internet address(es)
Main address: http://www.abdn.ac.uk/procurement
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00102
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html?VISITORID=fcad6e8d-f138-4ad4-9225-7a79d842b262&_ncp=1715248066272.37289-1
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html?VISITORID=fcad6e8d-f138-4ad4-9225-7a79d842b262&_ncp=1715248066272.37289-1
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Education
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Provision of Graduation Event Management Services for the University of Aberdeen
Reference number: AU25/06
II.1.2) Main CPV code
79952000
II.1.3) Type of contract
Services
II.1.4) Short description
The University requires a main contractor to support the delivery of the summer graduation ceremonies, hosted in a marquee setting on King’s Lawn. Working alongside the appointed marquee provider, the contractor will be expected to deliver a high‑quality event experience that reflects the significance and profile of graduation within the University’s academic calendar.
The summer graduation ceremonies for 2026 will take place between 29th June and 3rd July 2026 (inclusive).
In addition to the summer ceremonies, the University may require events services for the Winter Graduation ceremonies during the contract period. Winter graduation support at this stage is subject to university approval during the term of the contract. If approved, winter graduation ceremonies are anticipated to take place between 23rd and 27th November, with ceremonies expected to occur on 24th – 26th November. Winter graduations are smaller in scale and will be hosted inside Elphinstone Hall, Old Aberdeen Campus.
The anticipated contract period is 1 year, commencing 1st June 2026. Subject to satisfactory performance and mutual agreement, the University reserves the option to extend the contract for up to three additional periods of 1 year each.
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:
UKM50
Main site or place of performance:
University of Aberdeen
University Office,
King's College,
Aberdeen
AB24 3FX
UK
II.2.4) Description of the procurement
The University requires a main contractor to support the delivery of the summer graduation ceremonies, hosted in a marquee setting on King’s Lawn. Working alongside the appointed marquee provider, the contractor will be expected to deliver a high‑quality event experience that reflects the significance and profile of graduation within the University’s academic calendar.
The summer graduation ceremonies for 2026 will take place between 29th June and 3rd July 2026 (inclusive).
In addition to the summer ceremonies, the University may require events services for the Winter Graduation ceremonies during the contract period. Winter graduation support at this stage is subject to university approval during the term of the contract. If approved, winter graduation ceremonies are anticipated to take place between 23rd and 27th November, with ceremonies expected to occur on 24th – 26th November. Winter graduations are smaller in scale and will be hosted inside Elphinstone Hall, Old Aberdeen Campus.
The anticipated contract period is 1 year, commencing 1st June 2026. Subject to satisfactory performance and mutual agreement, the University reserves the option to extend the contract for up to three additional periods of 1 year each.
II.2.5) Award criteria
Criteria below:
Quality criterion: Technical
/ Weighting: 70
Price
/ Weighting:
30
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 12
This contract is subject to renewal: Yes
Description of renewals:
Subject to satisfactory performance and mutual agreement, the University reserves the option to extend the contract for up to three additional periods of 1 year each.
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
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
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:
16/03/2026
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:
16/03/2026
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:
The anticipated timing for any further notices will depend on whether the available extensions are exercised. If no extensions are applied, the next notice would be issued at the beginning of 2027.
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
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 31177. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
(SC Ref:823363)
VI.4) Procedures for review
VI.4.1) Review body
Aberdeen Sheriff Court
Aberdeen
UK
VI.5) Date of dispatch of this notice
11/02/2026