Provision of Soft FM Services

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-04597a-2025-02-19T12:02:01Z",
    "date": "2025-02-19T12:02:01Z",
    "ocid": "ocds-h6vhtk-04597a",
    "description": "The contract award value provided within this Contract Award Notice is the estimate value excluding VAT and inflation for the maximum duration of a 7 year contract. The contract award value is inclusive of an estimate value for call-offs under the contract for the maximum duration of a 7 year contract. The contract will utilise Option 1 Price Adjustment calculation of the NEC4 Contract T&Cs which is CPI + RPI divided by 2 and applied on the yearly anniversary date of the contract commencement date. (SC Ref:789116)",
    "initiationType": "tender",
    "tender": {
        "id": "EST/SFM/2024",
        "legalBasis": {
            "id": "32014L0024",
            "scheme": "CELEX"
        },
        "title": "Provision of Soft FM Services",
        "status": "complete",
        "classification": {
            "scheme": "CPV",
            "id": "79993000",
            "description": "Building and facilities management services"
        },
        "mainProcurementCategory": "services",
        "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.",
        "lots": [
            {
                "id": "1",
                "description": "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.",
                "awardCriteria": {
                    "criteria": [
                        {
                            "name": "Quality",
                            "type": "quality",
                            "description": "60"
                        },
                        {
                            "type": "price",
                            "description": "40"
                        }
                    ]
                },
                "contractPeriod": {
                    "durationInDays": 1800
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "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."
                },
                "secondStage": {
                    "maximumCandidates": 5
                },
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "hasOptions": true,
                "options": {
                    "description": "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."
                },
                "status": "cancelled"
            }
        ],
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "90500000",
                        "description": "Refuse and waste related services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90514000",
                        "description": "Refuse recycling services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90900000",
                        "description": "Cleaning and sanitation services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90911200",
                        "description": "Building-cleaning services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90911300",
                        "description": "Window-cleaning services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90919200",
                        "description": "Office cleaning services"
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                        "id": "90922000",
                        "description": "Pest-control services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "98341120",
                        "description": "Portering services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90910000",
                        "description": "Cleaning services"
                    },
                    {
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                        "id": "79993100",
                        "description": "Facilities management services"
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                        "id": "42933100",
                        "description": "Sanitary vending machines"
                    },
                    {
                        "scheme": "CPV",
                        "id": "42968200",
                        "description": "Sanitary dispensing machines"
                    },
                    {
                        "scheme": "CPV",
                        "id": "44411000",
                        "description": "Sanitary ware"
                    },
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                        "scheme": "CPV",
                        "id": "33141123",
                        "description": "Sharps containers"
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                        "id": "90690000",
                        "description": "Graffiti removal services"
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                "deliveryAddresses": [
                    {
                        "region": "UKM75"
                    },
                    {
                        "region": "UKM75"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "submissionMethod": [
            "electronicSubmission"
        ],
        "submissionMethodDetails": "https://www.publiccontractsscotland.gov.uk",
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            "atypicalToolUrl": "https://www.publiccontractsscotland.gov.uk"
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        "selectionCriteria": {
            "criteria": [
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                    "type": "suitability",
                    "description": "Q4A1a 'Enrolment in a Relevant Professional Register', Q4A1b 'Enrolment in a Trade Register', Q4A.2a 'Authorisation of Particular Organisation Needed' and Q4A.2b'Membership of a Particular Organisation Needed' have been included in the SPD. Bidders must confirm whether this is applicable to them. If applicable, each question will be scored on a Pass/Fail basis. If the Bidder is required by their country of establishment, to have enrolment in a Professional Register, Trade Register, authorisation and/or membership of a particular organisation that the Bidder has not attained, the response will be deemed a 'Fail'. Any Bidder scoring a 'Fail' mark will be disqualified from the competition.",
                    "appliesTo": [
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                {
                    "type": "economic",
                    "description": "Q4B5a - Insurance - Professional Risk Indemnity Q4B5b - Insurance - Employer's (Compulsory) Liability Q4B5c - Insurance - Public Liability Insurance & Cyber Liability Insurance Q4B6 - Other Economic or Financial Requirements",
                    "minimum": "Q4B5a - Professional Risk Indemnity at 10,000,000 GBP for any one occurrence or series of occurrences arising out of any one event. Q4B5b - Employer's (Compulsory) Liability at 10,000,000 GBP for any one occurrence or series of occurrences arising out of any one event. Q4B5c - Public Liability Insurance at 10,000,000 GBP for any one occurrence or series of occurrences arising out of any one event. Q4B5c - Cyber Liability Insurance (First & Third Party cover) at 1,000,000 GBP in the aggregate. N.B. We recognise there has been a hardening of the insurance market and accordingly may be willing to consider alternative insurance provisions/conditions. If Bidders cannot commit to obtain the insurance requirements outlined in the SPD, they must complete the 'Notification of Alternative Insurance Provisions' form uploaded to the Portal and return prior to the Stage 1 deadline. The Bidder's Stage 1 insurance commitments cannot be later amended at any stage in the tender competition or contract award. Q4B6 (i) Provision of Financial Ratio: Profit before interest and taxation (factual and identified within financial statements. Ratio to be greater than 1GBP. Bidders are to submit evidence of calculation. Q4B6 (ii) Provision of Financial Ratio: Net Current Assets (current assets divided by current liabilities). Ratio to be greater than 1:1 i.e. must be positive. Bidders are to submit evidence of calculation. Q4B6 (iii) Bidders shall include copies of their filed accounts (full details provided with in the online SPD). Q4B6 (iv) Parent Company Guarantee or Performance Bond (full details provided with in the online SPD). Requirement only required in the event a Bidder should fail in relation to the financial ratios or be unable to provide any of the information required.",
                    "appliesTo": [
                        "supplier"
                    ]
                },
                {
                    "type": "technical",
                    "description": "Bidders must refer to the document 'Stage 1 - Technical & Professional Scored Selection Criteria' uploaded to the portal. The document contains the objective scored criteria which will be used to shortlist Stage 1 Bidders. The document contains questions in respect of Technical & Professional Ability for which Bidders must provide a response. There are three sections containing scored questions: Section 1 - Evidence of Capability & Performance - Weighting 60% Section 2 - People & Management - Weighting 30% Section 3 - Service Approach - Weighting 10% Each section contains individual questions. A minimum score is applied to some questions. Please refer to the 'Stage 1 - Technical & Professional Scored Selection Criteria' for full details. Q4D.1 Quality Assurance (including Health & Safety Procedures) & Q4D.2 Environmental Management of the SPD are included under selection criteria in the SPD. The five highest scoring Bidders will be shortlisted to the Invitation to Tender (Stage 2).",
                    "minimum": "All information including question scoring methodology is contained in the 'Stage 1 - Technical & Professional Scored Selection Criteria' document uploaded to the portal.",
                    "appliesTo": [
                        "supplier"
                    ]
                }
            ]
        },
        "contractTerms": {
            "performanceTerms": "As detailed in the tender and contract documents."
        },
        "otherRequirements": {
            "requiresStaffNamesAndQualifications": true
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Restricted procedure",
        "coveredBy": [
            "GPA"
        ],
        "tenderPeriod": {
            "endDate": "2024-06-19T12:00:00+01:00"
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        "secondStage": {
            "invitationDate": "2024-08-07T00:00:00+01:00"
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        "submissionTerms": {
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            "bidValidityPeriod": {
                "durationInDays": 270
            }
        },
        "hasRecurrence": true,
        "recurrence": {
            "description": "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."
        }
    },
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            "name": "National Galleries of Scotland",
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                "legalName": "National Galleries of Scotland"
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                "streetAddress": "National Galleries of Scotland, 73 Belford Road",
                "locality": "Edinburgh",
                "region": "UKM75",
                "postalCode": "EH4 3DS",
                "countryName": "United Kingdom"
            },
            "contactPoint": {
                "name": "Linda Dewar",
                "telephone": "+44 1316246374",
                "email": "ldewar@nationalgalleries.org",
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        {
            "id": "GB-FTS-138421",
            "name": "Total Support Services Ltd",
            "identifier": {
                "legalName": "Total Support Services Ltd"
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            "address": {
                "streetAddress": "IO Centre, 57a Croydon Road",
                "locality": "Croydon",
                "region": "UK",
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                "telephone": "+44 2086804927"
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