---
title: "Provision of Soft FM Services"
ocid: "ocds-r6ebe6-0000766535"
canonical_url: "https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000766535"
markdown_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000766535.md"
json_url: "https://d3tenders.com/contract/ocds-r6ebe6-0000766535.json"
source: "Public Contracts Scotland"
current_stage: "Award"
buyer: "NATIONAL GALLERIES OF SCOTLAND"
published: "2025-02-19"
---

# Provision of Soft FM Services

Buyer: NATIONAL GALLERIES OF SCOTLAND  
Current stage: Award  
OCID: ocds-r6ebe6-0000766535

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## Summary

The National Galleries of Scotland has recently awarded a term contract for the Provision of Soft FM Services, with the winning supplier being Total Support Services Ltd. This contract involves the delivery of facilities management services across four public gallery buildings and storage facilities located in Edinburgh. The procurement process has been conducted using a restricted procedure, and the contract was signed on 22 January 2025. The initial duration of the contract is 60 months, with the possibility of an extension for up to an additional 24 months, potentially culminating in a total contract value of £4,237,692. Key services under this contract include routine and periodic cleaning, waste management, pest control, and portering, all to be managed in support of the business aims of the National Galleries of Scotland.

This contract provides significant business growth opportunities, especially for companies within the facilities management sector. The scope of work, which includes regular and specialized cleaning services, waste management, and other soft FM services, is well-suited for large firms that can provide comprehensive and reliable service delivery. Businesses with expertise in managing large estates and those equipped to fulfil security and certification requirements, such as holding a Cyber Essentials Basic Certificate, will find this contract a substantial addition to their portfolio. The competitive procurement process, which adopted a thorough selective methodology, ensures that only well-qualified contractors were shortlisted, thereby enhancing the prospects for capable businesses to secure such contracts.

## Notice

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.. 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.

## Key Details

| Field | Value |
| --- | --- |
| Publication source | Public Contracts Scotland |
| Latest notice | https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB524248 |
| 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 |
| All stages | Tender, Award |

## Dates

| Field | Value |
| --- | --- |
| Publication date | 19 Feb 2025 |
| Submission deadline | 19 Jun 2024 |
| Future notice date | Not specified |
| Award date | 22 Jan 2025 |
| Contract period | 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. |

## Values

| Field | Value |
| --- | --- |
| Tender value | Not specified |
| Lots value | Not specified |
| Awards value | Not specified |
| Contracts value | £4,237,692 |

## Status

| Field | Value |
| --- | --- |
| Tender status | Complete |
| Lots status | Complete |
| Awards status | Not specified |
| Contracts status | Active |

## Buyer

| Field | Value |
| --- | --- |
| Main buyer | NATIONAL GALLERIES OF SCOTLAND |
| Locality | EDINBURGH |
| Post town | Edinburgh |
| Postcode | EH4 3DS |
| Country | Scotland |
| ITL 1 | TLM Scotland |
| ITL 2 | TLM1 East Central Scotland |
| ITL 3 | TLM13 City of Edinburgh |
| Local authority | City of Edinburgh |
| Electoral ward | Inverleith |
| Westminster constituency | Edinburgh West |
| Delivery location | TLM75 City of Edinburgh |

## Supplier

| Field | Value |
| --- | --- |
| Number of suppliers | 1 |
| Supplier names | TOTAL SUPPORT SERVICES |

## CPV Codes

### Divisions

- 33 - Medical equipments, pharmaceuticals and personal care products
- 42 - Industrial machinery
- 44 - Construction structures and materials; auxiliary products to construction (except electric apparatus)
- 79 - Business services: law, marketing, consulting, recruitment, printing and security
- 90 - Sewage, refuse, cleaning and environmental services
- 98 - Other community, social and personal services

### 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

## Release History

- 19 Feb 2025 at 00:00 - Award - OJEU - F3 - Contract Award Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB524248
- 14 May 2024 at 00:00 - Tender - OJEU - F2 - Contract Notice - https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAY505240

## Documents

- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAY505240&idx=5
  30th May 2024 - STAGE 1 - Technical & Professional Ability Scored Selection Criteria - WORD DOC
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAY505240&idx=7
  30th May 2024 - STAGE 1 - Technical & Professional Ability Scored Selection Criteria - WORD DOC
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAY505240&idx=2
  30th May 2024 - Stage 1 Technical & Professional Ability Scored Selection Criteria
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAY505240&idx=6
  30th May 2024 - REV 1 - Stage 1 Technical & Professional Ability Scored Selection Criteria
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAY505240&idx=1
  14th May 2024 - Stage 1 Bidder Instructions
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAY505240&idx=3
  14th May 2024 - Annex A: Notification of Alternative Insurance Provisions
- https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAY505240&idx=4
  14th May 2024 - Draft Stage 2 Tender Documents
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAY505240
  Provision of Soft FM Services - 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.
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB524248
  Provision of Soft FM Services - 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.

## Notice URLs

- http://
- http://www.nationalgalleries.org
- https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000766535
- https://www.publiccontractsscotland.gov.uk

## Provenance

This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-r6ebe6-0000766535. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-r6ebe6-0000766535.json.