Notice Information
Notice Title
Provision of Soft FM Services
Notice Description
National Galleries Scotland (NGS) "The Authority" wish to award a term contract for the Provision of Soft FM Services to a single Contractor. The Facilities Management provider will deliver Soft FM Services across NGS estate which comprises of 4 public gallery building and storage facilities across the city of Edinburgh. Whilst NGS will retain overall strategic control, NGS shall delegate the day-to-day management and delivery of the specified Soft FM Services. The Contractor shall manage the Services in support of NGS's business aims and objectives. The Contractor shall have full responsibility for the delivery of all Services whether by directly employed personnel or sub-contracted personnel. Services included within the contract scope may include (but are not limited to) routine and periodic cleaning, waste management, pest control and portering. Please refer to the document 'Draft Soft FM Scope - May 2024' uploaded to the portal for further details. Stage 2 Tender documents are provided for INFORMATION, GUIDANCE & TRANSPARENCY ONLY. Stage 2 documents are in draft and may be subject to change prior to Invitation to Tender. The Contractor must have a clear understanding of the contract requirements and the organisational needs of NGS. NEC4 Term Service Contract will be used. It is a requirement that the Contractor as a minimum, hold or commit to obtain prior to the award of contract, a valid Cyber Essentials Basic Certificate (or equivalent) in place throughout the duration of the contract. Baseline Personnel Security Standards are required under the contract. All operatives who will be working on NGS sites will be required to hold valid basic disclosure certification. There is no commitment to a minimum spend over the duration of the contract. Under this agreement, no minimum spend is guaranteed. The agreement will be non-exclusive i.e., NGS reserves the right, in certain circumstances, to procure out with the Contract Agreement, as and when required. In the event of unsatisfactory performance by the successful Contractor and the termination of the contract by either party, NGS reserves the right to negotiate the continuance of the services with the second and third placed Contractors.
Lot Information
Lot 1
The procurement will be conducted through the use of the Restricted Procedure. The SPD will be used as a downsizing tool in this procedure. It is the intention of NGS to shortlist a maximum of 5 Contractors but NGS reserves the right to invite in excess of this number of Contractors in the event of a tie. 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. The objective criteria for shortlisting candidates is detailed under section III of this Contract Notice. Stage 1 Bidder Instructions have been uploaded to the portal for Bidder assistance. DRAFT Stage 2 Tender documents have been uploaded to the portal. This is for INFORMATION, GUIDANCE & TRANSPARENCY ONLY as to the requirements of the contract and the procurement process. This information is draft and may be subject to change prior to Invitation to Tender. Bidders should satisfy themselves that they can fulfil the contract requirements prior to completing the SPD. Note that it is the opinion of NGS that TUPE may apply to the award of the Contract. Further TUPE information will be provided during Stage 2 of the tender competition. Additional information: All Stage 2 Tenderers will be invited to provide a tender presentation. Full details will be provided in the Invitation to Tender (ITT) document.
Options: The nature of Facilities Management can be complex, variable and in flux. There may be a need over the Contract term to allow NGS to remove, amend or change the buildings and structures of their estate including on a temporary, emergency and short/medium term basis and therefor, vary the contract accordingly, including the overall value of the Contract. NGS reserve the right to award a public contract following the negotiated procedure without prior publication in terms of Regulation 33(8) of the Public Contracts (Scotland) Regulations 2015. Further information is included in the Invitation to Tender (ITT) document. NGS reserves the right to issue a contract modification in terms of Regulation 72 of the Public Contracts (Scotland) Regulations 2015.
Renewal: The Contract duration will be for an initial 60-month period, with the option to extend by a variable period of up to an additional 24 months, resulting in a maximum possible Contract duration of 84 months.
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-h6vhtk-04597a
- Publication Source
- Find A Tender Service
- Latest Notice
- https://www.find-tender.service.gov.uk/Notice/005795-2025
- 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
Common Procurement Vocabulary (CPV)
- CPV Divisions
33 - Medical equipments, pharmaceuticals and personal care products
79 - Business services: law, marketing, consulting, recruitment, printing and security
-
- CPV Codes
33141123 - Sharps containers
42933100 - Sanitary vending machines
42968200 - Sanitary dispensing machines
44411000 - Sanitary ware
79993000 - Building and facilities management services
79993100 - Facilities management services
90500000 - Refuse and waste related services
90514000 - Refuse recycling services
90690000 - Graffiti removal services
90900000 - Cleaning and sanitation services
90910000 - Cleaning services
90911200 - Building-cleaning services
90911300 - Window-cleaning services
90919200 - Office cleaning services
90922000 - Pest-control services
98341120 - Portering services
Notice Value(s)
- Tender Value
- Not specified
- Lots Value
- Not specified
- Awards Value
- Not specified
- Contracts Value
- £4,237,692 £1M-£10M
Notice Dates
- Publication Date
- 19 Feb 20251 years ago
- Submission Deadline
- 19 Jun 2024Expired
- Future Notice Date
- Not specified
- Award Date
- 22 Jan 20251 years ago
- Contract Period
- Not specified - Not specified
- Recurrence
- NGS may re-let this this Contract prior to the end of the initial 5 year period. A Contract Notice will be published circa 12-18 months prior to the end of the initial period. If not, the option to extend will be used.
Notice Status
- Tender Status
- Complete
- Lots Status
- Cancelled
- Awards Status
- Active
- Contracts Status
- Active
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- National Galleries of Scotland
- 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
- EH4 3DS
- 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
- TLM75 City of Edinburgh
-
- Local Authority
- City of Edinburgh
- Electoral Ward
- Inverleith
- Westminster Constituency
- Edinburgh West
Further Information
Notice URLs
Open Contracting Data Standard (OCDS)
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.