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 20254 months ago
- Submission Deadline
- 7 Feb 2025Expired
- Future Notice Date
- Not specified
- Award Date
- 27 Aug 20256 months 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
- Post Town
- 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 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)
View full OCDS Record for this contracting process
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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"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."
},
{
"type": "technical",
"description": "Bidders must refer to the document 'Stage 1 - Technical & Professional Ability 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, Capacity & Performance - Weighting 60% Section 2 - People Management - Weighting 20% Section 3 - Service Approach - Weighting 20% Each section contains individual questions. A minimum score is applied to some questions. Please refer to the 'Stage 1 - Technical & Professional Ability 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 six 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 Ability Scored Selection Criteria' document uploaded to the portal."
}
]
},
"submissionTerms": {
"languages": [
"en"
],
"bidValidityPeriod": {
"durationInDays": 270
}
},
"classification": {
"id": "79993000",
"scheme": "CPV"
},
"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."
},
"legalBasis": {
"id": "32014L0024",
"scheme": "CELEX"
}
},
"language": "EN",
"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 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. Variable elements of the contract for new works and forward maintenance planning are not included within the estimate value stated in this Contract Award Notice. (SC Ref:810875)",
"links": [
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"noticetype": "OJEU - F3 - Contract Award Notice",
"awards": [
{
"id": "EST/HFM/2024",
"suppliers": [
{
"id": "org-8",
"name": "Robertson Facilities Management (FM)"
}
],
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"id": "EST/HFM/2024",
"awardID": "EST/HFM/2024",
"status": "active",
"value": {
"amount": 7448674,
"currency": "GBP"
},
"dateSigned": "2025-08-27T00:00:00Z"
}
],
"relatedProcesses": [
{
"id": "1",
"relationship": [
"planning"
],
"scheme": "EU-OJ",
"identifier": "2024/S 000-040279"
}
],
"bids": {
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"measure": "bids",
"value": 4,
"relatedLot": "1"
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"value": 0,
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"id": "13",
"measure": "foreignBidsFromEU",
"value": 0,
"relatedLot": "1"
},
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"id": "14",
"measure": "foreignBidsFromNonEU",
"value": 4,
"relatedLot": "1"
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"measure": "electronicBids",
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}