Dynamic Purchasing System (DPS) for Events Services, Equipment (via Hire) and Associated Structures

Description

Dynamic Purchasing System (DPS) for Event Services, Equipment (via Hire) and Associated Structures. The DPS will be in place for 7 years. Glasgow City Council will have the option to extend for an additional 3 periods of 12 months, this will be exercised by the council serving notice on the successful applicants in accordance with the councils Terms and Conditions.
This DPS will consist of the following categories:
Category 1 - Temporary Power, Generators and Accessories
Category 2 - Fencing and Accessories
Category 3 - Trackway and Walkway
Category 4 - AV Equipment
Category 5 - Furniture
Category 6 - Cabins and Containers
Category 7 - Marquees
Category 8 - Toilets
Category 9 - Mobile Screens
Category 10 - Staging, PA Equipment and Stage Lighting
Category 11 - Fireworks/Pyrotechnics Displays
Category 12 - Lighting Installation and Projections
Category 13 - Event Waste & Environmental Services
Category 14 - Design and Consultancy Services
Category 15 - Mobile Bar Units
Category 16 - Grandstand Seating

SPD Questions 4D.1,4D1.1,4D1.2,4D2,4D2.1 & 4D2.2 bidders must hold certificates for Health & Safety &
Environmental Management Standards or comply with all the questions noted in SPD Section 4D. H&S–applicants must complete & return the H&S questionnaire found in the Buyers Attachments area of the tender portal. Information on the FOI Act is contained in Appendix A of the ITT. Applicants must note the implications of this legislation & ensure that any information they wish the council to consider withholding is specifically indicated on the FOI Certificate contained in the Qualification Envelope within the PCS Tender portal(NB the council does not bind itself to withhold this information). Tenderers Amendments-Applicants must enter any clause, condition, amendment to specification or any other qualification they may wish to make conditional to this offer. Applicants will be required to complete the
tenderers amendment certificate. Prompt Payment-The successful tenderer shall, as a condition of being awarded the contract, be required to demonstrate to the council's satisfaction that all funds due to the tenderer's permitted sub-contractors in respect of these services are paid timeously and that as a minimum invoices rendered by subcontractors shall(unless formally disputed by the tenderer)be paid within 30 days of receipt. The successful tenderer shall also impose this condition on its subcontractors in respect of payments due to any sub-sub-contractors, if any. Applicants will be required to complete the prompt payment certificate. Applicants will be required to complete the Non-Collusion certificate. All successful suppliers will be required to sign an Insurance Mandate, which will be issued in conjunction
with the award letter authorising the Council to request copies of insurance documents from the supplier’s insurance provider. If the mandate is not signed & returned the Council reserves the right to request copies of insurance certificates from bidders at any point during the contract period. Request For Documentation: All documentation specified in the SPDS must be provided. Failure to supply the information within timeframe requested may result in your bid being rejected & the Council proceeding with the procurement exercise to the next appropriate bidder. Additional information pertaining to this contract notice is contained within the Tender documents. Applicants must ensure they read in line with this contract notice.
The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 21096. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
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:
Community benefits will be sought as part of each tender conducted via the DPS. Community benefits may be specified as mandatory, evaluated or voluntary as part of each tender depending on the value and specification.
(SC Ref:742503)

This category is for the hire of temporary power, generators and accessories this may include, but is not limited to fuel tanks, including alternative fuels and future proof generators, distribution boards, cabling and any other associated equipment that will provide the required electricity for individual events.
There may also be a requirement for the supplier to:
- Deliver/collect the equipment to and from the location on an agreed date and time.
- Provide all delivery/collection vehicles with a hi-ab or its own forklift vehicle unless by prior arrangement.
- Deliver generators and fuel tanks full of fuel.
- Provide an Engineer on site on the day of the event to trouble shoot any issues that may arise.
- Provide installation and de-rig electricians
- Create and supply equipment requirements on receipt of event specific power requests 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.

This category is for the hire of fencing panels and associated equipment for individual events, this may include, but is not limited to pedestrian barriers, anti-climb fencing panels, hoarding panels and/or concord branding barriers.
There may also be a requirement for the supplier to:
- Deliver the fencing panels and associated materials to the location on an agreed date and time.
- Collect the equipment on an agreed date and time.
- Provide all delivery/collection vehicles with a hi-ab or its own forklift vehicle unless by prior arrangement. 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

This category is for the hire of trackway, walkway and associated equipment for individual events, this may include, but is not limited to vehicle trackway panels, roll-out vehicle trackway, pedestrian walkway and/or roadway mat.
There may also be a requirement for the supplier to:
- Deliver trackway/walkway and associated equipment on an agreed date and time.
- Undertake the installation of trackway/walkway where requested.
- Dismantle trackway/walkway where requested.
- Collect the trackway/walkway and associated equipment on an agreed date and time.
- Provide all delivery/collection vehicles with a hi-ab or its own forklift vehicle unless by prior arrangement. 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

This category is for the hire of AV and associated equipment for individual events, this may include, but is not limited to staging requirements, Lectern (including branding) stage backdrop, artwork, presentation laptop, vision, monitors, cables, feed, rigging, lighting, audio, communications, live streaming, project management, labour and curtains.
There may be a requirement for the supplier to:
- Deliver/collect the equipment to and from the location on an agreed date and time.
- Undertake the installation and derig of the equipment
- Provide technicians on site on the day of the event to trouble shoot any issues that may arise. 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

This category is for the hire of indoor and/or outdoor tables and chairs for individual events, this may include, but is not limited to trestle tables, round tables, patio tables, chairs, folding chairs, padded chairs and banqueting chairs.
There may also be a requirement for the supplier to:
- Deliver/collect the equipment to and from the location on an agreed date and time.
- Provide all delivery/collection vehicles with a hi-ab or its own forklift vehicle unless by prior arrangement. 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.

This category is for the hire of cabins, containers and associated equipment for individual events, this may include, but is not limited to various length cabins such as open plan cabins, 2 way cabins, 3 way cabins, ticket office cabins and steel storage containers.
There may also be a requirement for the supplier to:
- Deliver/collect the Cabins/Containers to and from the location on an agreed date and time.
- Provide all delivery/collection vehicles with a hi-ab or its own forklift vehicle unless by prior arrangement. 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.

This category is for the hire of marquees for individual events, this also includes any associated items, such as but not limited to various marquee sizes of frame structure, bay frame structure with and without gables, clearspan marquees, pagodas, star shaped, plywood flooring, carpeting, cassette (suspended) floor, roof and wall linings, weights, tunnels, lighting, pop ups, side panels and doors.
There may also be a requirement for the supplier to:
- The installation and dismantling of the marquee structure and all associated equipment for individual events
- Provide all delivery/collection vehicles with a hi-ab or its own forklift vehicle unless by prior arrangement. 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.

This category is for the hire of toilets including associated equipment and services for individual events, this may include, but is not limited to single chemical unisex toilet unit, single chemical accessible toilet unit, urinal block unit, male/female toilet block unit, unisex toilet block unit, chemical toilet block unit, mains female toilet unit, mains male toilet unit, mains unisex toilet unit, mains accessible toilet unit, urinals trailer, baby changing unit, recirculating toilet units, vacloo or equivalent, sanitary bins, hand washing and sanitising pedestal unit, stairs and ramps.
There may also be a requirement for the supplier to:
- Deliver/collect the toilets and equipment to and from the location on an agreed date and time.
- Provide a service visit/s for each toilet on event date where requested.
- Provide stand by service on events day where requested.
- Provide all delivery/collection vehicles with a hi-ab or its own forklift vehicle unless by prior arrangement. 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.

This category is for the hire of mobile screens and associated equipment for individual events this may include, but is not limited to 15 Sq. Meter screens, 25 Sq. Meter screens, 30 Sq. Meter screens, 60 Sq. Meter screens, 100 Sq. Meter screens, control equipment, operational and rig crew, production and production staff.
There may also be a requirement for the supplier to:
- Deliver and erect mobile screens and associated equipment on an agreed date and time. 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.

This category is for the hire of Staging, PA equipment, stage lighting and associated services for individual events this may include, but is not limited to mobile stages, static stages, PA equipment, stage lighting and any associated equipment and/or services.
There may also be a requirement for the supplier to:
- Deliver/collect the equipment to and from the location on an agreed date and time.
- Undertake the installation and derig of the equipment
- Provide technicians on site on the day of the event to trouble shoot any issues that may arise. 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.

This category is for the hire of a suitably qualified and experienced supplier for the supply of Firework/ Pyrotechnic displays these services may include, but is not limited to:
- Provide Fireworks/Pyrotechnics displays - Timed Display including supply, delivery, installation, firing, supervision, dismantling and removal of fireworks.
- Provide and manage Fireworks/Pyrotechnics displays in built up areas including Town Centre/purchasers build roofs as well as open spaces.
- Supply/produce a creative innovative display choreographed and precision fired to music.
- Provide appropriate generator(s) suitable for the requirements.
- Transportation of all equipment and personnel of the appointed supplier to and from the site(s).
- Assess the requirements and submit a draft order for review.
- Provide all delivery/collection vehicles with a hi-ab or its own forklift vehicle unless by prior arrangement. 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.

This category is for the hire of a suitably qualified and experienced supplier for the supply of Lighting Projections and associated equipment/services, these services may include, but is not limited to:
- Provide the digital direction, complete visual production, technical expertise, and equipment necessary to undertake the projection.
- Provide secure structures to house the necessary equipment and associated security.
- Develop the creative content, this may be with the support of an art commission.
- Appoint an artist to produce the creative design for the projection(s) where requested.
- Develop static or in movement designs where requested.
- Provide the projection of the design from below road level where requested.
- Provide a maintenance plan for the duration of the projections, including routine inspections of the equipment in person, remote health checks, etc.
- Be responsible for the 3D mapping of the projection surface (if necessary), as well as all crew for delivery and installation of the equipment to site, line up and operation on site.
- Undertake the installation and derig of the equipment. 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.

This category is for the hire of a suitably qualified and experienced supplier for the provision of waste and environmental services for individual events this may include, but is not limited to:
- Provide daily onsite cleaning services for the duration of the set up and the event.
- The cleaning operation may include resource, scheduling, and creation of a full cleaning management plan as required.
- Sweeping and damp mopping of floors with an approved disinfectant within marquees, staff welfare and security facilities.
- Damp wipe with non-abrasive disinfectant cleaning agent all shelves, cupboard surfaces, doors and counters and other marks with a non-abrasive cleaner within marquees, staff welfare and security facilities.
- Monitor and remove all waste from receptacles and replace plastic liners as required.
- Clean and disinfect receptacles.
- Remove all marks from internal windows, door glass and other glass surfaces leaving no cleaning agent residue or streaks within marquees, staff welfare and security facilities.
- Remove litter with litter pickers around event sites.
- Maintain viewing / performance areas as much as possible throughout sessions to ease pressure on turnaround between sessions. Clean spills remove litter and cigarette waste from areas as required.
- Regular wipe down of sanitising stations. Regular checks to ensure sanitiser has not run out and replenishing of stations as and when necessary.
- Clean and disinfect high touch point areas as frequently as possible during sessions (barrier runs, entry lanes, queues) with approved disinfectant.
- Cleaning Supervisor may be required on shift for the duration of each day of the event, to be the point of contact for the event team (on radio communications). This person may also be required to attend daily venue briefings.
- Provide 1200 Litre wheeled bins for the event site or equivalent for general waste, cardboard and glass. 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.

This category is for the hire of a suitably qualified and experienced consultant for the provision of design and consultancy services for individual events this may include, but is not limited to:
- Services to secure the necessary certification and statutory approvals in event preparation
- Event Design and Planning Services
- Planning Permission
- Building Warrant (including The Civic Government (Scotland) Act 1982, Section 89 applications)
- CDM Advisory and Principal Designer Services 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.

This category is for a suitably experienced supplier for the hire of mobile bar units and associated equipment / services, this may include, but is not limited to indoor cantilever bar units, self-contained bar trailers and self-contained shipping container style bars and any associated equipment and/or services. Bar operation can be within venues and outdoor events.
The following may also be included as part of the requirement:
- Provide clean and serviceable bottle fridges.
- Provide secure structures to house the necessary equipment and associated security.
- Provide a clean and serviceable draught system with varying styles and number of fonts depended on requirements.
- Provide all gas (both 60/40 and 70/30) required for draught system, including as safe storage solution for the cannisters.
- Provide appropriate generator(s) suitable for the requirements.
- Provide suitable handwash facilities.
- Work with Glasgow City Council to design the layout of and the placing of the unit.
- Determine any requirement of and provide trackway if necessary.
- Undertake the installation and derig of the equipment.
- Provide all delivery/collection vehicles with a hi-ab or its own forklift vehicle unless by prior arrangement.
- Set up agreed equipment layout ready for GCC to staff, stock and operate. 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.

This category is for the hire of a suitably qualified and experienced supplier for Grandstand Seating this may include, but is not limited to tiered staging platforms, tiered seating grandstands, covered seating, uncovered seating banks, flat floor seating, raised seating, debris netting and any other associated equipment. Various size and layout of seating will be required, seating may be required for both indoor and/or outdoor events.
There may also be a requirement for the supplier to:
- The installation and dismantling of the seating structure and all associated equipment for individual events.
- Provide technicians/engineers on site on the day of the event to trouble shoot any issues that may arise.
- Provide all delivery/collection vehicles with a hi-ab or its own forklift vehicle unless by prior arrangement.
- Apply to Glasgow City Council Neighbourhoods, Regeneration and Sustainability, Building Control for Section 89 for all seating banks provided onsite and any other necessary structural permission at least eight weeks prior to the event. 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.

Additional information

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