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Provision of Hard FM Services

National Galleries of Scotland

This public procurement record has 2 releases in its history.

Award

30 Sep 2025 at 01:00

OJEU - F3 - Contract Award Notice
Tender

13 Dec 2024 at 00:00

OJEU - F2 - Contract Notice
Summary of the contracting process

The National Galleries of Scotland awarded a contract to Robertson Facilities Management for the provision of Hard Facilities Management Services, including managed services and mechanical, electrical, and plumbing repairs and maintenance, across its estate in Edinburgh. The procurement followed a restricted procedure, and the contract was signed on 27th August 2025, with an active status and a value of £7,448,674. The contract period can extend up to 84 months. NEC4 Term Service Contract guidelines will direct the contract, requiring contractors to maintain specific certifications and adhere to baseline personnel security standards. The industry category for this contract falls under 'Recreation, culture and religion,' and the procurement stage is complete.

This tender presents significant business opportunities, particularly for large-scale facilities management companies with expertise in mechanical, electrical, and plumbing services. With its substantial contract value and long duration, businesses can secure steady income streams and strengthen their market presence. Additionally, the contract's non-exclusive nature allows for potential sub-contracting opportunities and flexibility, providing a chance for smaller or specialist firms to partner and gain exposure to a prestigious client like the National Galleries of Scotland. The requirement for high standards in certifications and security means that businesses with robust systems in place will excel in securing such procurement opportunities.

How relevant is this notice?

Notice Information

Notice Title

Provision of Hard FM Services

Notice Description

National Galleries Scotland (NGS) wish to award a term contract for the Provision of Hard FM Services to a single Contractor. The scope of the contract is a term contract for the provision of Hard Facilities Management Services for the National Galleries of Scotland estate, which comprises 4 public gallery buildings and storage facilities across the city of Edinburgh. The Hard Facilities Management Services included in the scope are: Managed Services, Mechanical, Electrical and Plumbing (MEP) Repairs and Maintenance; and Building Repairs and Maintenance. 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 Certification (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 6 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.. 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-r6ebe6-0000785334
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP540274
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award 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

50 - Repair and maintenance services

71 - Architectural, construction, engineering and inspection services

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

90 - Sewage, refuse, cleaning and environmental services

CPV Codes

50000000 - Repair and maintenance services

50116100 - Electrical-system repair services

50531200 - Gas appliance maintenance services

50532000 - Repair and maintenance services of electrical machinery, apparatus and associated equipment

50710000 - Repair and maintenance services of electrical and mechanical building installations

50711000 - Repair and maintenance services of electrical building installations

71314100 - Electrical services

79993000 - Building and facilities management services

79993100 - Facilities management services

90650000 - Asbestos removal services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£7,448,674 £1M-£10M

Notice Dates

Publication Date
30 Sep 202511 months ago
Submission Deadline
7 Feb 2025Expired
Future Notice Date
Not specified
Award Date
27 Aug 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
Complete
Awards Status
Not Specified
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

Supplier Information

Number of Suppliers
1
Supplier Name

Robertson Facilities Management (FM)

Further Information

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC520248&idx=1
    13th December 2024 - Stage 1 Bidder Instructions
  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC520248&idx=2
    13th December 2024 - Stage 1 Bidder Instructions - ANNEX A
  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC520248&idx=3
    13th December 2024 - Stage 1 Technical & Professional Ability Scored Selection Criteria
  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC520248&idx=4
    13th December 2024 - Appendix A
  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC520248&idx=5
    13th December 2024 - Appendix B
  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=DEC520248&idx=6
    13th December 2024 - DRAFT Stage 2 Tender Documents
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC520248
    Provision of Hard FM Services - National Galleries Scotland (NGS) wish to award a term contract for the Provision of Hard FM Services to a single Contractor. The scope of the contract is a term contract for the provision of Hard Facilities Management Services for the National Galleries of Scotland estate, which comprises 4 public gallery buildings and storage facilities across the city of Edinburgh. The Hard Facilities Management Services included in the scope are: Managed Services, Mechanical, Electrical and Plumbing (MEP) Repairs and Maintenance; and Building Repairs and Maintenance. 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 Certification (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.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP540274
    Provision of Hard FM Services - National Galleries Scotland (NGS) wish to award a term contract for the Provision of Hard FM Services to a single Contractor. The scope of the contract is a term contract for the provision of Hard Facilities Management Services for the National Galleries of Scotland estate, which comprises 4 public gallery buildings and storage facilities across the city of Edinburgh. The Hard Facilities Management Services included in the scope are: Managed Services, Mechanical, Electrical and Plumbing (MEP) Repairs and Maintenance; and Building Repairs and Maintenance. 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 Certification (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.

Open Contracting Data Standard (OCDS)

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