Ceremonial Event Planning and Management

Location

Edinburgh

Description

The services fall into 3 categories: - Overall project planning and management - Procurement, direct contracting and management of sub-contracted services/works. - Planning, management and operation of specific Ceremonial events where the programme is activated. The Service Provider shall be required to: - Maintain the plans, updating them as required by the Purchaser; - Attend relevant meetings as and when required; - Proactively liaise with the Purchaser and other stakeholders to ensure plans are accurate; - Procure and manage a number of sub-contracts, as and when required; - Work with stakeholders to ensure tasks are carried out to accurate timings and best value, when plans are activated. This programme would include processions, ceremonial events, a church service, specific and extraordinary transport requirements and an anticipated high level of crowds in the historic centre of Edinburgh, with the associated arrangements for media coverage. The plans are now largely in place and the role of the Service Provider will be to maintain these plans in conjunction with the Purchaser and other relevant stakeholders and to ensure that it delivers a successful, high profile series of events to the satisfaction of all parties. The Service Provider shall act as the main contractor and shall be directly responsible for a number of sub-contracts in order to ensure efficient and effective service delivery. Services will include further development of the planning and design process, procurement, logistical and management services including financial control, budget responsibilities and the co-ordination of a wide range of ceremonial participants.

Ammendments to Previous Notice

Award Detail

CPV Codes

• 79421000 - Project-management services other than for construction work
• 79420000 - Management-related services

Indicators

• Contract modified due to additional needs.

Legal Justification

The existing Service Provider has a detailed technical understanding of this programme, including familiarity with the programme objectives, data sets, internal governance and stakeholder landscape. The initial tender procedure only produced a single compliant bid, which indicates limited market capacity or appetite to deliver this specialist work. Securing a technically comparable supplier at this stage is unlikely without incurring additional cost, delay, and programme risk. Were one to be identified they would then require a significant mobilisation period in order to to review historic work, reconstruct the analytical approach, recreate project baselines, and re establish stakeholder and governance alignment. These activities would largely duplicate work already completed and paid for under the existing contract. As a result, a change of contractor at this point would result in significant inconvenience and material duplication of cost without delivering additional value.

Other Information

(SC Ref:826735)