Concession notice
Section I: Contracting
authority/entity
I.1) Name and addresses
Royal Botanic Garden Edinburgh
20a Inverleith Row
Edinburgh
EH3 5LR
UK
Contact person: supplychain@rbge.org.uk
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.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
www.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
CHRISTMAS LIGHTING EVENT CONCESSION AT ROYAL BOTANIC GARDEN EDINBURGH
Reference number: RBGE 2022 301
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 and management company to design, manage and deliver a festive light trail under the terms of a concession agreement.
II.1.5) Estimated total value
Value excluding VAT:
7 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
RBGE Garden Edinburgh
II.2.4) Description of the procurement
The event production, promotion and management company will deliver all aspects of the creative design, installation and management of the event including ticketing and marketing under a concessionaire contract.
The management company, its artist(s) and installation team will be required to work collaboratively with RBGE and it will be the responsibility of the successful Concessionaire to deliver a high profile, professional, safe, quality event experience for RBGE visitors
They will be responsible, in agreement with RBGE, for delivering all aspects of the event including:
Working in close partnership with RBGE to develop and agree any event theme and related concepts that highlight and raise awareness of some of RBGE’s key messages. This collaboration and agreement will extend to the work of the creative and installation teams.
Collaborating with RBGE and its Representatives to agree on the trail route in the Garden and to develop and agree on a site plan, installation locations, route and full events schedule.
Working in partnership with RBGE to agree event planning, programming, production and marketing. Ensuring any aspects of the event that impact on the Garden, our visitors, neighbours, stakeholders and RBGE’s reputation are suitably and timeously addressed.
Provision and management of all ticketing arrangements including sales, refunds and on site arrangements and pricing in agreement with RBGE.
All marketing and promotion of the event including press relations and securing sponsorship opportunities.
Procurement and management of all necessary contractors, including, for example, the creative and production teams, suppliers, security staff and any other sub-contractors and materials. Staff are expected to sign up to the RBGE subcontractor safe guarding policy
Organising all logistical and operational matters for the event, including the management and application of health and safety measures and ensuring compliance with RBGE’s standards of environmental protection and any relevant policies.
II.2.6) Estimated value
Value excluding VAT:
7 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months: 84
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.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
19/10/2022
Local time: 15:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
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
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=705328.
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.
(SC Ref:705328)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=705328
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
27 Chambers Street
Edinburgh
EH1 1LB
UK
VI.5) Date of dispatch of this notice
01/09/2022