The Meadows and Inverleith Park Summer Events

The City of Edinburgh Council (the “Council”) requires a Concession contract for the summer events held at The Meadows and Inverleith Park.

The Council’s aim is to appoint an events management Contractor(s) to provide a range of leisure events that have a focus on culture, food, drink and live performing arts. The Contractor(s) shall pay a fixed fee rental to the Council and each site shall be subject to a reinstatement bond.

It is expected that the new Concession contract shall operate from August 2025 for a period of three years with the option (at the Council’s discretion) to extend for a further two periods of one year each.

Part IV: Selection criteria - C: Technical and Professional Ability – Prompt Payment – Question 4C.4 - It is a mandatory requirement of this Contract that a prompt payment clause is present in all Contracts used in the delivery of the requirements. This ensures payment of sub-contractors at all stages of the supply chain within 30 days and includes an obligation to provide a point of contact for sub-contractors to refer to in the case of payment difficulties. This will require active monitoring of payment performance as well as the provision of evidence and reports to the Council on request or as contractually scheduled. Bidders should confirm that this condition will be met within the response to this question.

Part IV: Selection criteria - C: Technical and Professional Ability – Living Wage Payment – Question 4C.4 - Tenderers are asked to confirm that they will pay staff that are involved in the delivery of the Contract, (including any agency or sub-contractor staff) directly involved in the delivery of the Contract, at least the real Living Wage.

Part IV: Selection criteria - C: Environmental Management Measures – Question 4C.7 – Tenderers will be required to provide evidence that their organisation has taken steps to build their awareness of the climate change emergency and how they will respond. Accepted evidence includes but is not limited to: A completed copy of “Appendix 4 Climate Change Plan” including planned projects and actions to reduce the bidder’s carbon emissions. This does not need to contain calculated carbon emissions. Please note Appendix 4 is supplied as an individual document for completion.

Where a Tenderer’s response is of a less than the acceptable standard, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer’s suitability to proceed in the competition.

Part IV: Selection criteria - D: Quality Assurance Schemes & Environmental Management – Question 4D.1 - It is a mandatory requirement that Tendering Organisations with more than 5 employees have in place a Health & Safety Policy which is approved at a senior level within the Organisation and is reviewed regularly. Bidders should confirm that this condition has been met within the response to this question. Where a Bidder does not have a Health & Safety Policy and is required to do so, the Council may exclude the Bidder from the competition.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 27977. 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:

Examples of Community benefits that the Council would consider are:

Funding for further park improvements;

Donations to local charities;

Donations of food to local food banks;

Donations to support the One Million Tree City initiative;

Support to local community events;

Pricing incentives for Edinburgh residents which make events and attractions more accessible;

Special performances for residents of care homes/hospital performances; and

Pop up performance in libraries and other public locations outside the city centre.

Please refer to Section 22 of the Specification for further details.