Concession award notice
Results of the procurement procedure
Section I: Contracting
authority/entity
I.1) Name and addresses
Royal Botanic Garden Edinburgh
20a Inverleith Row
Edinburgh
EH3 5LR
UK
Contact person: Procurement Team
Telephone: +44 1312482909
E-mail: supplychain@rbge.org.uk
NUTS: UKM
Internet address(es)
Main address: http://www.rbge.org.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11182
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
Management and Production of an Illuminated Trail Event
Reference number: RBGE-0000088
II.1.2) Main CPV code
79952000
II.1.3) Type of contract
Services
II.1.4) Short description
RBGE wishes to appoint an event production, promotion and management company to cover all aspects of the creative design, installation and event management Illuminated Trail Event.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
1 000 000.00
GBP
II.2) Description
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
RBGE Edinburgh Garden
II.2.4) Description of the procurement
RBGE to reappoint the existing event production, promotion and management company to cover all aspects of the creative design, installation and event management of the Illuminated Trail Event for 2022.
RBGE’s light event invites visitors to walk through the Garden after dark, their path guided by light installations, audio and visual effects. Their journey has, in the past, included highlights of the Garden such as: the Chinese Hillside; the Pond; Inverleith House Lawn and a viewing point where visitors can look across to Edinburgh Castle and the City skyline, lit dramatically at night.
The appointment is for 12 month period for 2022/23 Christmas at the Botanics Event (CATB).
The appointment is via a concession contract arrangement
RBGE will be going to market for CATB beyond the 2022/23 event in Summer of 2022.
II.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months: 8
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 IV: Procedure
IV.1) Description
IV.1.1) Form of procedure
Award procedure without prior publication of a concession notice in the cases listed below (please complete Annex D4)
Justification for selected award procedure:
The procurement falls outside the scope of application of the Directive
Explanation
Reasons of delays caused by Covid-19 and market volatility brought about by events unforeseeable by the contracting authority.
1. Covid-19 Delays and financial uncertainty relating to the illuminated trail event known as Christmas at the Botanics (CATB)
The concession is an annual event delivered from mid-November to early January each year (planning activity runs throughout the calendar year).
Due to Covid-19, staff availability has been unpredictable and other Public Health restrictions, in place around the operation of public events,
have created uncertainty in relation to the financial stability of the event and the operation of the concession in 2020/21 and into the 2021/22 season.
To balance the risk to RBGE and the concession holder the outcome of the 2021/22 event will be completed under the terms of the existing contract.
RBGE will be going to market in Summer 2022 for a supplier for a multi-year contract commencing 2023/24.
2. Market Conditions caused by the Covid Pandemic
From initial market engagement undertaken in 2021 it was identified that any commercial concession response to RBGE for the CATB event would carry degrees of risk in terms of the return
and stability of the supply base to service the long term requirement of the event. Covid-19 delayed activity around both the 2021/22 event and planning for the 22/23 event.
The time line planning for the event has a 12 month lead in.
RBGE will be going to market in the summer of 2022 to identify a supplier for a multi-year contract commencing 2023.
Exclusive rights of the concession holder.
IPR around the operation planning of event regulation.
Support ICT operational systems i.e. ticketing and route planning.
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2022/S 000-005232
Section V: Award of contract
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
13/03/2017
V.2.2) Information about tenders
Number of tenders received: 1
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from EU Member States: 1
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 1
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Raymond Gubbay Ltd
second floor, 1 ely place
London
ec1n 6ry
UK
Telephone: +44 779882799
NUTS: UKI
The contractor is an SME:
No
V.2.4) Information on value of the concession and main financing terms (excluding VAT)
Total value of the concession/lot:
1 000 000.00
GBP
Section VI: Complementary information
VI.3) Additional information
RBGE will be going out to Market in Summer 2022 for a replacement supplier.
(SC Ref:695583)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
27 Chambers Street
Edinburgh
EH1 1LB
UK
VI.4.2) Body responsible for mediation procedures
Royal Botanic Garden Edinburgh
20A Inverleith Row
Edinburgh
EH3 5LR
UK
E-mail: supplychain@rbge.org.uk
VI.5) Date of dispatch of this notice
01/06/2022