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Ceremonial Event Planning and Management

Scottish Government

This public procurement record has 3 releases in its history.

AwardUpdate

07 Apr 2026 at 08:59

Award Notice
Award

26 Oct 2021 at 15:55

Award Notice
Tender

27 Jan 2021 at 10:24

Tender Notice
Summary of the contracting process

The current procurement process involves the Scottish Government as the buying organisation, seeking services for "Ceremonial Event Planning and Management" within the project-management services category. The process is at the contract update stage, focusing on services to be delivered in the historic centre of Edinburgh, UKM region. This contract, awarded to Arcadis, spans from 23rd August 2021 to 22nd August 2026 and includes project management, procurement, and logistical services focusing on ceremonial events. The procurement follows a restricted procedure, ensuring that the service provider must meet specific criteria before the award of the contract.

This tender presents significant opportunities for businesses involved in project management and event logistics to expand their footprint in public sector contracts. Companies that specialise in management-related services, particularly those familiar with handling high-profile events and comprehensive stakeholder coordination, will find this opportunity beneficial. With the contract value amounting to £869,236.19 and a responsibility involving complex logistics and subcontractor management, businesses equipped with resources and expertise in such areas are well-placed to compete effectively.

How relevant is this notice?

Notice Information

Notice Title

Ceremonial Event Planning and Management

Notice Description

The Scottish Government required the provision of a one-stop professional project management service in respect of the maintenance of an existing set of plans for state and ceremonial matters within Scotland. The successful Service Provider will be responsible for the delivery of an existing comprehensive programme of works which will include reinstatement works and which will assist the Purchaser and its stakeholders in providing seamless, high quality programme and project management for ceremonial events to be provided on a contingency basis, as the requirement could be activated at any time during the lifetime of the contract.

Lot Information

Lot 1

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.

Renewal: This Contract is for a period of 5 years, with the option at the sole discretion of the Scottish Ministers, to extend for a further two 12 month periods.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-028d9b
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/031250-2026
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Restricted procedure
Tender Suitability
Not specified
Awardee Scale
Large, SME

Common Procurement Vocabulary (CPV)

CPV Divisions

79 - Business services: law, marketing, consulting, recruitment, printing and security

CPV Codes

79420000 - Management-related services

79421000 - Project-management services other than for construction work

Notice Value(s)

Tender Value
£700,000 £500K-£1M
Lots Value
£700,000 £500K-£1M
Awards Value
Not specified
Contracts Value
£1,569,236 £1M-£10M

Notice Dates

Publication Date
7 Apr 20264 months ago
Submission Deadline
5 Mar 2021Expired
Future Notice Date
Not specified
Award Date
23 Aug 20215 years ago
Contract Period
23 Aug 2021 - 22 Aug 2026 Over 5 years
Recurrence
In readiness for the anticipated contract end date of 22nd August 2026 or the extension period end date of 22nd August 2028, i.e early 2026 or 2028.

Notice Status

Tender Status
Complete
Lots Status
Cancelled
Awards Status
Active
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Scottish Government
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH6 6QQ
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM Scotland
Local Authority
City of Edinburgh
Electoral Ward
Leith
Westminster Constituency
Edinburgh North and Leith

Supplier Information

Number of Suppliers
1
Supplier Name

Arcadis

Further Information

Open Contracting Data Standard (OCDS)

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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