Audio-Visual Support Services for University Graduation Ceremonies

{
  "buyer": {
    "id": "GB-FTS-130479",
    "name": "Edinburgh Napier University"
  },
  "date": "2025-11-05T14:50:50Z",
  "description": "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\nCommunity benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/\nA summary of the expected community benefits has been provided as follows:\nCommunity Benefits are defined in the Procurement Reform (Scotland) Act 2014 as requirements imposed by a contracting authority\u2014\n(a) relating to\u2014\n(i) training and recruitment, or\n(ii) the availability of sub-contracting opportunities, or\n(b) which is otherwise intended to improve the economic, social or environmental wellbeing of the authority\u0027s area in a way additional to the main purpose of the contract in which the requirement is included.\nTenderers are requested to focus their value add and community benefits offers on undergraduate work placements and / or training.\n(SC Ref:797550)",
  "id": "071311-2025",
  "initiationType": "tender",
  "language": "en",
  "links": [
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  "ocid": "ocds-h6vhtk-05db16",
  "parties": [
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "EDINBURGH",
        "postalCode": "EH11 4BN",
        "region": "UKM75",
        "streetAddress": "Sighthill Campus, 9 Sighthill Court"
      },
      "contactPoint": {
        "email": "C.Wang-Smith@napier.ac.uk",
        "name": "Chang Wang-Smith, Procurement Portfolio Manager",
        "url": "https://www.publictendersscotland.publiccontractsscotland.gov.uk/"
      },
      "details": {
        "buyerProfile": "https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00340",
        "classifications": [
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            "description": "Body governed by public law",
            "id": "BODY_PUBLIC",
            "scheme": "TED_CA_TYPE"
          },
          {
            "description": "Education",
            "id": "09",
            "scheme": "COFOG"
          }
        ],
        "url": "http://www.napier.ac.uk"
      },
      "id": "GB-FTS-130479",
      "identifier": {
        "id": "SC018373",
        "legalName": "Edinburgh Napier University"
      },
      "name": "Edinburgh Napier University",
      "roles": [
        "buyer"
      ]
    },
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "Musselburgh",
        "postalCode": "EH21 6UU",
        "region": "UKM73",
        "streetAddress": "Queen Margaret University Drive"
      },
      "contactPoint": {
        "email": "Helpdesk@qmu.ac.uk",
        "telephone": "+44 1314740000"
      },
      "details": {
        "buyerProfile": "https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00364",
        "url": "http://www.qmu.ac.uk/"
      },
      "id": "GB-FTS-45292",
      "identifier": {
        "legalName": "Queen Margaret University"
      },
      "name": "Queen Margaret University",
      "roles": [
        "buyer"
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    },
    {
      "address": {
        "countryName": "United Kingdom",
        "locality": "EDINBURGH",
        "postalCode": "EH1 1LB",
        "streetAddress": "Sheriff Court House, 27 Chambers Street"
      },
      "contactPoint": {
        "email": "edinburgh@scotcourts.gov.uk",
        "telephone": "+44 1312252525"
      },
      "details": {
        "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/"
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      "id": "GB-FTS-52662",
      "identifier": {
        "legalName": "Edinburgh Sheriff Court and Justice of the Peace Court"
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      "name": "Edinburgh Sheriff Court and Justice of the Peace Court",
      "roles": [
        "reviewBody",
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    }
  ],
  "tag": [
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  "tender": {
    "awardPeriod": {
      "startDate": "2025-12-08T13:00:00Z"
    },
    "bidOpening": {
      "date": "2025-12-08T13:00:00Z"
    },
    "classification": {
      "description": "Event services",
      "id": "79952000",
      "scheme": "CPV"
    },
    "contractTerms": {
      "electronicInvoicingPolicy": "allowed",
      "hasElectronicOrdering": true,
      "hasElectronicPayment": true
    },
    "coveredBy": [
      "GPA"
    ],
    "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\u0027s 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.",
    "hasRecurrence": false,
    "id": "410SSS-ENU-2425-0127-PRF763",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Advertising film production",
            "id": "92111210",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "region": "UKM73"
          }
        ],
        "deliveryLocation": {
          "description": "The City of Edinburgh Council\u0027s Usher Hall concert hall, Lothian Rd, Edinburgh EH1 2EA."
        },
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "15%",
              "name": "Production and post-production facilities and resources.",
              "type": "quality"
            },
            {
              "description": "10%",
              "name": "Account Manager and Account Management, including post-event reviews, dispute resolution, escalation routes and contacts.",
              "type": "quality"
            },
            {
              "description": "10%",
              "name": "Technical Innovation and Sustainability, including energy efficient equipment and ethical supply chain.",
              "type": "quality"
            },
            {
              "description": "15%",
              "name": "Project Plan and event project management.",
              "type": "quality"
            },
            {
              "description": "20%",
              "name": "Methodology, composition and rationale of proposed equipment selection.",
              "type": "quality"
            },
            {
              "description": "10%",
              "name": "Delivery of local value add and social benefits, aimed at UG and PG placements, and possibly CPD for ENU/QMU staff.",
              "type": "quality"
            },
            {
              "description": "20%",
              "type": "price"
            }
          ]
        },
        "contractPeriod": {
          "durationInDays": 1080
        },
        "description": "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\u0027 websites for the foreseeable future. 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\u0027s Usher Hall venue.",
        "hasOptions": false,
        "hasRenewal": true,
        "id": "1",
        "renewal": {
          "description": "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\u0027 sole discretion.  The estimated contract value figure is calculated for a 5-year term."
        },
        "status": "active",
        "submissionTerms": {
          "variantPolicy": "allowed"
        },
        "value": {
          "amount": 400000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "otherRequirements": {
      "requiresStaffNamesAndQualifications": true
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "selectionCriteria": {
      "criteria": [
        {
          "appliesTo": [
            "supplier"
          ],
          "description": "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\u0027s Usher Hall venue.",
          "type": "suitability"
        },
        {
          "appliesTo": [
            "supplier"
          ],
          "description": "Tenderers will be required to have a minimum \u201cspecific\u201d 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\nUniversities of the successful Tenderer.\nTenderers must meet the minimum standards of liquidity ratios detailed below.\nIt 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": "For Financial years 2023 and 2024, a minimum current ratio (current assets divided by current liabilities) of no less than 1.5\nA minimum acid test or quick ratio (current liquid assets divided by current liabilities) of no less than 1.0\nA minimum specific annual turnover of 800,000 GBP.\nPublic and Product Liability Insurance = 1,000,000 GBP.\nEmployers\u0027 Liability Insurance = 5,000,000 GBP.\nProfessional Indemnity Insurance = 1,000,000 GBP.",
          "type": "economic"
        },
        {
          "appliesTo": [
            "supplier"
          ],
          "description": "Bidders must be pre-approved by the Graduations Ceremonies venue as an audio-visual services provider.",
          "minimum": "Bidders must be pre-approved by The City of Edinburgh Council\u0027s 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",
          "type": "technical"
        }
      ]
    },
    "status": "active",
    "submissionMethod": [
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    ],
    "submissionMethodDetails": "https://www.publictendersscotland.publiccontractsscotland.gov.uk/",
    "submissionTerms": {
      "bidValidityPeriod": {
        "durationInDays": 90
      },
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-12-08T12:00:00Z"
    },
    "title": "Audio-Visual Support Services for University Graduation Ceremonies",
    "value": {
      "amount": 400000,
      "currency": "GBP"
    }
  }
}