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Notice Details

Title: Provision of Events Management Services (incl. Christmas Lights Switch on Events)
Published by: South Lanarkshire Council
Publication Date: 26/04/2017
Deadline Date: 26/05/2017
Deadline Time: 12:00
Notice Type: 02 Contract Notice
Has Documents: No
Abstract: Provision of an Events Management Service including Christmas Lights Switch on Events.
CPV: 79952000.

Contract notice

Directive 2014/24/EU - Public Sector Directive

Section I: Contracting authority

I.1) Name and addresses

South Lanarkshire Council

Council Headquarters, Almada Street




Telephone: +44 1698454147



Internet address(es)

Main address:

Address of the buyer profile:

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent electronically to:

I.4) Type of the contracting authority

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Provision of Events Management Services (incl. Christmas Lights Switch on Events)

Reference number: SLC/PS/FINCOR/16/175

II.1.2) Main CPV code



II.1.3) Type of contract


II.1.4) Short description

Provision of an Events Management Service including Christmas Lights Switch on Events.

II.1.5) Estimated total value

Value excluding VAT: 247 500.00 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:


Main site or place of performance:

South Lanarkshire Council

II.2.4) Description of the procurement

South Lanarkshire Council (the Council) wish to appoint a suitably experienced organisation to provide an events management service including the production, delivery and management of the Council's programme of staged Christmas celebrations.


The six Christmas Lights Switch On Events 2017 will be held in the following towns on the dates as noted below:


- Lanark – Saturday 18th November 2017

- East Kilbride Village – Sunday 19th November 2017

- Carluke – Friday 24th November 2017

- Hamilton – Saturday 25th November 2017

- Rutherglen – Saturday 2nd December 2017

- Cambuslang – Sunday 3rd December 2017


The funding available for each Event is 7500 GBP, with the exception of Hamilton which is set at 12000 GBP (49500 GBP per annum in total) with all costs for the provision of the events to be included in this sum.

The full requirements for the 2017 Christmas events are detailed within the tender documents. Future requirements will be discussed directly with the successful bidder.


Events are guaranteed for year 1 of the contract only and thereafter will be subject to budget availability.


The contract period will be 3 years with the option to extend for up to 2 years.

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 95

Price / Weighting:  5

II.2.6) Estimated value

Value excluding VAT: 247 500.00 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:

Optional extension of up to 24 months

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.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

ESPD Question 4A.1 Trade Registers


It is a requirement of this tender that if the bidder is UK based they must hold a valid registration with Companies House. Where the bidder is UK based but not registered at Companies House they must be able to verify to the Councils satisfaction that they are trading from the address provided in the tender and under the company name given.

If the bidder is based out-with the UK they must be enrolled in the relevant professional or trade register appropriate to their country as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015.


ESPD Question 4A.2 Authorisation/Membership


Where it is required within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.

Bidders must confirm if they hold the particular authorisation or memberships.

III.1.2) Economic and financial standing

Minimum level(s) of standards required:

ESPD Question 4B.4 Economic and Financial Standing


The Council will use the following ratios to evaluate a bidders financial status:


Profitability – this is taken as profit after tax but before dividends and minority interests. If a company makes a profit then it is a pass for this ratio;


Liquidity – this is calculated as current assets less stock and work in progress, divided by current liabilities. If the answer is greater than or equal to one then it is a pass for this ratio


Gearing – this is calculated as the total external secured borrowing (short term and long term) divided by shareholder funds expressed as a percentage. If the answer is less than or equal to 100% it is considered a pass for this ratio.


Bidders must provide the name and value of each of the 3 ratios within their response to ESPD question 4B.4.


The Council requires bidders to pass 2 out of the 3 financial ratios above.

Where 2 out of the 3 ratios cannot be met, the Council may take the undernoted into consideration when assessing financial viability and the risk to the Council, providing that the Bidder can supply evidence to substantiate any of the mitigating criteria when requested to do so. The following list is not exhaustive and other criteria may be considered where proposed by a bidder as mitigating factors:


Would the bidder have passed the checks if prior year accounts had been used?

Were any of the poor appraisal outcomes "marginal"?

Does the bidder operate in a market which, traditionally, requires lower liquidity or higher debt finance?

Does the bidder have sufficient reserves to sustain losses for a number of years?

Does the bidder have a healthy cashflow?

Is the bidder profitable enough to finance the interest on its debt?

Is most of the bidder's debt owed to group companies?

Is the bidder's debt due to be repaid over a number of years, and affordable?

Have the bidder's results been adversely affected by "one off costs" and / or "one off accounting treatments"?

Do the bidder's auditors (where applicable) consider it to be a "going concern"?

Do Keynote (where applicable) consider the bidder to be a "going concern"?

Will the bidder provide a Parent Company Guarantee?

Is the bidder the single supplier/source of the Goods/Works/Services in the marketplace?


The Council will request submission of and assess the bidders financial accounts, and may use Keynote or similar financial verification systems to validate the information provided.


ESPD Question 4B.5 Insurance


The bidder must confirm that they have or will commit to obtain prior to the commencement of the contract, the following levels of Insurance Cover:


Employer’s Liability Insurance covering the death of or bodily injuries to employees of the bidder arising out of and in the course of their employment in connection with this contract to the level of 10000000 GBP in respect of each claim, without limit to the number of claims.


Public Liability Insurance covering the death of or bodily injury to a person (not an employee of the bidder) or loss of or damage to property resulting from an action or failure to take action by the bidder to the level of 5000000 GBP in respect of each claim, without limit to the number of claims.


III.1.3) Technical and professional ability

Minimum level(s) of standards required:

ESPD Question 4C.1.2 Technical and Professional Ability

With reference to the nature and details of the supplies/services that are the subject matter of this tender, relevant examples are to be provided of the supplies/services undertaken by the bidder in the last 3 years.

The Bidder is required to demonstrate within their response to question 4.C1.2 on the ESPD that they have provided services of a similar nature, size and value to those described in the Scope of Services document. A maximum of 3 examples should be provided.

The Council reserves the right to verify any information supplied with the relevant Company / Authority.


ESPD Question 4C.10 Technical and Professional Ability (Sub-Contracting)


Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract.


III.2) Conditions related to the contract

III.2.1) Information about a particular profession

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: 26/05/2017

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted


IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 30/05/2017

Local time: 12:00


South Lanarkshire Council

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

5 years

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

Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015.


ESPD Questions 3A – 3C have been identified as mandatory exclusion grounds and ESPD Questions 3D have been identified as discretionary exclusion grounds. All the exclusion grounds will be assessed on a PASS/FAIL basis. For the mandatory exclusion grounds a bid will be excluded where the bidder fails to provide either a positive response or to provide details to the satisfaction of the Council of the self cleansing measures undertaken. .For the discretionary exclusion grounds a bid may be excluded where the bidder fails to provide either a positive response or if the Council is not satisfied as to the self cleansing measures undertaken.


Declarations and Certificates


In an open tendering procedure, prior to any award being made, the successful bidder will provide the undernoted certificates, declarations and/or completed questionnaires to evidence their compliance with the relevant questions within the Qualification Envelope.


All certificates, declarations and questionnaires can be found within the Attachment area of PCS-T.


ESPD Question 2D.1 Prompt Payment Certificate

Declaration Section Form of Tender

ESPD Question 3D.11 Non-Collusion Certificate

ESPD Question 4C.6 Goods Vehicle Operator’s Licence Declaration

ESPD Question 4B.5.1 Insurance Certificates

ESPD Questions 3A.1 to 3A.8 Serious and Organised Crime Declaration

ESPD Question 3A.6 Modern Slavery Act 2015 Declaration

ESPD Question 4D.1 Health and Safety Questionnaire

In the case of an open tender this information will not be required to be uploaded and submitted with the bid, but will instead be requested by the Council following the conclusion of the evaluation of the Qualification, Technical and Commercial Envelopes and prior to the award of the tender.


Failure to provide this information or in the event that the information provided does not support or evidence the statements made within the ESPD will invalidate the bid. In this scenario the Council will seek to obtain the relevant information and evidence from the second highest scoring bidder and so on until a fully compliant bidder is identified.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 7513. For more information see:

(SC Ref:493013)

VI.4) Procedures for review

VI.4.1) Review body

South Lanarkshire Council

Council Headquarters, Almada Street




Telephone: +44 01698454147

Internet address(es)


VI.5) Date of dispatch of this notice


Information added to the notice since publication.

Additional information added to the notice since it's publication.
No further information has been uploaded.
Main Contact:
Admin Contact: N/a
Technical Contact: N/a
Other Contact: N/a

Commodity Categories

Commodity Categories
IDTitleParent Category
291000EventsLeisure Services

Delivery Locations

Delivery Locations
150Glasgow & Strathclyde

Document Family

Hide related notices
APR281052: Provision of Events Management Services (incl. Christmas Lights Switch on Events)
Publication Date: 26/04/2017
Deadline: 26/05/2017
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AUG292567: Provision of Events Management Services (incl. Christmas Lights Switch on Events)
Publication Date: 16/08/2017
Notice Type: 03 Contract Award Notice - Successful Supplier(s)
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