Find a TenderAwarded

Published 13 Mar 2024, 11:18 GMT

Official UK procurement notice

Castle of Light Production Collaboration

Official notice

Authority: Historic Environment Scotland

ServicesOpen procedureSME suitable

Sectors: Business Services & Consultancy (79) Delivery: Scotland (UKM75)

Published estimate£1,360,000exc. VAT

Submissions closed 22 Apr 2024awarded 3 Jun 2024

Awarded to War Productions Ltd

What is being bought

Published requirement description

Historic Environment Scotland (HES) is seeking to commission a supplier who is able to provide creative production and event management services to create a series of late-night winter events at Edinburgh Castle.

Recurrence: Four years from May 2024

CPV: Cultural event organisation services · Event services

The lotProcurement structure

single lot · value published

Lot #1HES is seeking to commission a supplier who is able to provide creative production and…AwardedRenewalPublished value£1,360,000

HES is seeking to commission a supplier who is able to provide creative production and event management services to create a series of late-night winter events at Edinburgh Castle. This will primarily involve:

Themed event lighting.
Projections and audio at exterior locations across the site.
Special effects and interactive or immersive elements.
Overall event production responsibility.
Additional lighting at other locations (including select interior areas) to enhance the existing Castle lighting scheme and create a unique atmosphere.
Sound design and production.
Technical support across the event run.
Contribution to marketing initiatives.

Delivery: Scotland

Extensions: The Contracting Authority reserves the right to request additional deliveries by the Successful Tenderer, either intended as partial replacement of supplies or installations or as extensions of existing supplies and installations. The Contracting Authority may at it's sole discretion exercise this option. · There will be the option for HES to extend the contract for a further 24 month period, giving a total possible contract length of four (4) years.Variant bids: not allowed

79952100 Cultural event organisation services

What it takes to win
i
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more

How bids were scored

Quality: 65%Price: 35%

Published award criteria (2)

Quality: 65
Price: 35

Conditions of participation1

Economic & financial standing
HES use Scotbis, an independent provider of business credit reports, to assess the financial standing of tenderers. The overall aim of this assessment is to ensure, as far as possible, that any potential Supplier will not have financial difficulties that endanger their ability to perform the Contract. If financial information cannot be gained from that source Historic Environment Scotland will request that you provide full audited accounts for the last full financial year. If Suppliers cannot provide any of the assurances as detailed above, and it is determined by HES that your financial strength is not adequate, then your company may not pass the financial evaluation. If you can provide the assurances as detailed above, HES may explore these options with you before determining whether your company can be taken forward in this procurement exercise. Bank details may also be sought to support the above.
Minimum: With reference to SPD (Scotland) question 4B.5, it is a requirement of this contract that bidders hold, or can commit to obtain, prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below: - Public Liability - minimum cover 1…

Staff: Names and qualifications of delivery staff must be submitted

What this means for your bid

Price carries 35 of 100 points: a 10% discount moves about 3.5 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached

Procedure method: Open procedure
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Services
Notice status: Awarded
Procurement threshold: Unspecified in notice
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Yes (GPA)
Recurring procurement: Yes · Four years from May 2024
First published: 13 Mar 2024, 11:18 GMT
Last source update: 1 Aug 2024, 08:53 BST
Award evaluation window: 15 Apr 2024 – …
Authority reference: HES/C/4240
FTS notice number: 2024/S 000-024061
Classification (CPV): Cultural event organisation servicesEvent services
Delivery area: Scotland (UKM75)
Official registry OCID: ocds-h6vhtk-044803 Find a Tender

Contract terms

Electronic trading: e-invoicing allowed · electronic ordering · electronic payment

Publisher note: Bidders must clearly state if there are any issues with the Terms and Conditions of Contract in their response or prior to the submission deadline as HES will not negotiate at contract award or post contract award. (SC Ref:774038)

How it was run

Official notice

Run through: Public Contracts Scotland · Who buys & how to bid on PCS

Supplier login requiredLanguage: EN

Access & registration note: Free single registration for Scotland; PCS-Tender (Jaggaer) for full bidding

Submission deadline: 22 Apr 2024, 17:00 BST
Submission channel: {"electronicSubmission"}
Accepted languages: en
Bid validity: 150 days from the deadline
Bids opened: 15 Apr 2024, 12:00 BST

Detailed submission instructions & authority contactsFrom official release

www.publiccontractsscotland.gov.uk ↗

Timeline

15 Apr 2024 → 1 Aug 2024 · 3 dates

Bids opened
15 Apr 2024, 12:00 BST
Submission deadline
22 Apr 2024, 17:00 BST
Notice published
1 Aug 2024, 08:53 BST

Notice history

2 events · 3 releases on Find a Tender · since 4 Apr 2024

Deadline moved to 22 Apr 2024, 17:00 BST
4 Apr 2024, 14:17 BST
+7 days · was 15 Apr 2024, 12:00 BST
Status changed to complete
1 Aug 2024, 08:53 BST

Published amendments (1 · 1 deadline change)

When	What	Before	After	Shift
—	DeadlineTime limit · IV.2.2	15 Apr 2024	22 Apr 2024	+7 d
—	Bid openingConditions for opening of tenders · IV.2.7	15 Apr 2024	22 Apr 2024	+7 d

To allow more time for responses to be completed.

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £340,0001 contract exc. VAT

Bids received 44 from SMEs

Contracts signed 1latest 3 Jun 2024

Awarded to	Value	Date	Status
War Productions LtdSME	£340,000 †	—	Awarded

Contracts

Contract 024061-2024-HES/C/4240-1 · War Productions LtdSME
Signed
3 Jun 2024
Value
£340,000
Status
active

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
4bids · 4 electronic · 4 from abroad	4	—	—

Contracting authority & participating public bodies

Historic Environment Scotland

Contracting authorityNon-Departmental Public Body Conservation, Built Environment, Heritage, Tourism Longmore House, Salisbury Place, Edinburgh, Scotland, EH9 1SHContact email Published organisation website ↗

Dispute resolution & review bodies

Edinburgh Sheriff CourtReview body Edinburgh

Bidders & participating suppliers

1 commercial party on the notice

War Productions LtdAwarded supplier 5/6 Broughton Place Lane, Edinburgh, Edinburgh, Scotland, eh1 3rs

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.