Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Edinburgh Napier University
SC018373
Sighthill Campus, 9 Sighthill Court
EDINBURGH
EH11 4BN
UK
Contact person: Chang Wang-Smith, Procurement Portfolio Manager
E-mail: C.Wang-Smith@napier.ac.uk
NUTS: UKM75
Internet address(es)
Main address: www.napier.ac.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00340
I.1) Name and addresses
Queen Margaret University
Queen Margaret University Drive
Musselburgh
EH21 6UU
UK
Telephone: +44 1314740000
E-mail: Helpdesk@qmu.ac.uk
NUTS: UKM73
Internet address(es)
Main address: http://www.qmu.ac.uk/
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00364
I.2) Joint procurement
The contract involves joint procurement
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
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/
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
Audio-Visual Support Services for University Graduation Ceremonies
Reference number: 410SSS-ENU-2425-0127-PRF763
II.1.2) Main CPV code
79952000
II.1.3) Type of contract
Services
II.1.4) Short description
The provision of audio-visual support services to Queen Margaret University and Edinburgh Napier University for their Graduation Ceremonies in the City of Edinburgh Council's Usher Hall venue. These include provision of audio-visual equipment, lighting and electrical connections, and the actual filming, display, projection (and potentially live streaming) and archiving of the Graduation ceremonies for the actual graduation audiences and participants, marketing and PR purposes, and historical records.
II.1.5) Estimated total value
Value excluding VAT:
400 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
92111210
II.2.3) Place of performance
NUTS code:
UKM73
Main site or place of performance:
The City of Edinburgh Council's Usher Hall concert hall, Lothian Rd, Edinburgh EH1 2EA.
II.2.4) Description of the procurement
The Universities require the services of specialist audio-visual companies to film, record and near-live webcast their Graduation Ceremonies that take place in The Usher Hall, Edinburgh. This includes the provision, installation and set-up, and post-event removal of the necessary equipment. These services are vital to the performance of the ceremonies, to ensure that these high-profile, prestigious events are captured and broadcast on the day of Graduations for internal and external participants; for marketing and external affairs purposes; and as an historical archived record to be viewed on the Universities' websites for the foreseeable future.
II.2.5) Award criteria
Criteria below:
Quality criterion: Production and post-production facilities and resources.
/ Weighting: 15%
Quality criterion: Account Manager and Account Management, including post-event reviews, dispute resolution, escalation routes and contacts.
/ Weighting: 10%
Quality criterion: Technical Innovation and Sustainability, including energy efficient equipment and ethical supply chain.
/ Weighting: 10%
Quality criterion: Project Plan and event project management.
/ Weighting: 15%
Quality criterion: Methodology, composition and rationale of proposed equipment selection.
/ Weighting: 20%
Quality criterion: Delivery of local value add and social benefits, aimed at UG and PG placements, and possibly CPD for ENU/QMU staff.
/ Weighting: 10%
Price
/ Weighting:
20%
II.2.6) Estimated value
Value excluding VAT:
400 000.00
GBP
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:
The contract is scheduled to run for an Initial Period of three years, with optional extensions of 2 X 1 years to be exercised at the Universities' sole discretion. The estimated contract value figure is calculated for a 5-year term.
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:
Yes
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
II.2.14) Additional information
Bidders must have, or be in a position at the contract commencement to have, approved audio-visual service provider status with the City of Edinburgh Council's Usher Hall venue.
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:
Bidders must have, or be able to demonstrate that they will have, at the commencement of contract date, approved audio-visual service provider status with the City of Edinburgh's Usher Hall venue.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Tenderers will be required to have a minimum “specific” yearly turnover of no less than twice the value of the contract for each of the last 2 years, in the business area covered by the contract. Tenderers will be required to provide 2 years audited accounts or equivalent when requested prior to the confirmation by the
Universities of the successful Tenderer.
Tenderers must meet the minimum standards of liquidity ratios detailed below.
It is a requirement of this contract that the Tenderers will hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below.
Minimum level(s) of standards required:
For Financial years 2023 and 2024, a minimum current ratio (current assets divided by current liabilities) of no less than 1.5
A minimum acid test or quick ratio (current liquid assets divided by current liabilities) of no less than 1.0
A minimum specific annual turnover of 800,000 GBP.
Public and Product Liability Insurance = 1,000,000 GBP.
Employers' Liability Insurance = 5,000,000 GBP.
Professional Indemnity Insurance = 1,000,000 GBP.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Bidders must be pre-approved by the Graduations Ceremonies venue as an audio-visual services provider.
Minimum level(s) of standards required:
Bidders must be pre-approved by The City of Edinburgh Council's Usher Hall venue as an audio-visual services provider. Contact details for the events staff at The Usher Hall are Richard Eggleton and Linda Alexander. Telephone +44 (0)131 228 1155 or e-mail customer.enquiries@usherhall.co.uk
III.2) Conditions related to 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.1.8) 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:
08/12/2025
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
08/12/2025
Local time: 13:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
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 27848. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
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:
Community Benefits are defined in the Procurement Reform (Scotland) Act 2014 as requirements imposed by a contracting authority—
(a) relating to—
(i) training and recruitment, or
(ii) the availability of sub-contracting opportunities, or
(b) which is otherwise intended to improve the economic, social or environmental wellbeing of the authority's area in a way additional to the main purpose of the contract in which the requirement is included.
Tenderers are requested to focus their value add and community benefits offers on undergraduate work placements and / or training.
(SC Ref:797550)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court and Justice of the Peace Court
Sheriff Court House, 27 Chambers Street
EDINBURGH
EH1 1LB
UK
Telephone: +44 1312252525
E-mail: edinburgh@scotcourts.gov.uk
Internet address(es)
URL: https://www.scotcourts.gov.uk/courts-and-tribunals/courts-tribunals-and-office-locations/find-us/edinburgh-sheriff-court-and-justice-of-the-peace-court/
VI.4.2) Body responsible for mediation procedures
Edinburgh Sheriff Court and Justice of the Peace Court
Sheriff Court House, 27 Chambers Street
EDINBURGH
EH1 1LB
UK
Telephone: +44 1312252525
E-mail: edinburgh@scotcourts.gov.uk
Internet address(es)
URL: https://www.scotcourts.gov.uk/courts-and-tribunals/courts-tribunals-and-office-locations/find-us/edinburgh-sheriff-court-and-justice-of-the-peace-court/
VI.5) Date of dispatch of this notice
05/11/2025