Contract notice
Section I: Contracting
authority
I.1) Name and addresses
National Library of Scotland
George IV Bridge
Edinburgh
EH1 1EW
UK
Contact person: Linda macmillan
Telephone: +44 1316233700
E-mail: l.macmillan@nls.uk
NUTS: UKM
Internet address(es)
Main address: http://www.nls.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Ministry or any other national or federal authority, including their regional or local subdivisions
I.5) Main activity
Recreation, culture and religion
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Smoke Extract and Fire Damper Replacement
Reference number: 2022.23.072
II.1.2) Main CPV code
45300000
II.1.3) Type of contract
Works
II.1.4) Short description
The scope of construction works will include the replacement of the smoke extract and fire damper systems.
Remove the existing smoke extract system.
Form new smoke extract shafts.
Install a new smoke extract system
Associated Air Handling Unit upgrades and smoke damper replacement,
Replacement of all ventilation installation fire dampers,
Temporary collection protection works and dust monitoring.
II.1.5) Estimated total value
Value excluding VAT:
5 500 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
45214000
45300000
45310000
45350000
45351000
45315000
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
National Library of Scotland
Causewayside
Edinburgh
EH9 1SL
II.2.4) Description of the procurement
The Causewayside building is owned by the Library. it is predominantly used for environmentally controlled collection storage; however, it also accommodates approx. 80 staff and a public reading room.
The Causewayside building is the largest property within the National Library of Scotland (NLS) Estate, comprising 19,168m2 over 7 levels, two of which are below ground. The building represents 51% of NLS’ entire portfolio and it currently provides 54% of the estate’s environmentally controlled collection storage space.
The property was built in two phases, the first by Sir Basil Spence, Glover & Ferguson (1989) and the second by Andrew Merrylees, Grierson & Robertson (1995).
Smoke extract and fire damper systems were installed as part of the original build for both phases.
Smoke extract system
In 2002, qualified consultants were commissioned to to review the smoke extract system within Causewayside. This identified a number of significant issues, with recommended upgrade works.
A further review of the smoke control system was carried out in 2015 which concluded that it was inadequate and could lead to difficulties fighting a fire / loss of the collection.
A reassessment of the smoke control system was carried out in 2016. This resulted in a smoke extract strategy report with recommendations for major remedial works. Following which design consultants were commissioned to produce a concept design for a replacement smoke management installation.
In 2019 an smoke management options report that examined options to provide the property with a functional and effective smoke management system.
In 2021 a full design team were appointed to develop the design to RIBA Stage 4 Technical Design.
Fire damper system
In 2021 a review of the ventilation and fire damper review concluded that the fire dampers were beyond their service life (10 yrs.) and that the maintenance & testing regime was inadequate because many were inaccessible, and they had to be manually tested. It recommended that all were replaced, and the replacement should be of a motorised actuator type.
In 2021 a full design team were appointed to develop the design to RIBA Stage 4 Technical Design.
The building will be operational during the works and the collections will remain in-situ. As a result, possession will be given to the Contractor floor by floor starting from the roof. The works, including protection and dust monitoring, will be completed, and commissioned before progressing to the next floor, with final commissioning on completion of all floors.
The following works will be Contractor Design:
The smoke extract installation,
Detailed design for opening and upstands, forms roof opening and upstands (inc. all weather proofing),
Detailed design for louvres, remove existing cladding panels, installs louvres into the cladding (inc. all weather proofing),
The fire damper installation.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality Schedule -Technical Response
/ Weighting: 60
Cost criterion: Pricing - Commercial Response
/ Weighting: 40
II.2.6) Estimated value
Value excluding VAT:
5 500 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 18
This contract is subject to renewal: No
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:
No
II.2.14) Additional information
Form of Contract - SBCC single stage traditional contract without quantities but with Contractor Design Portion will be used for the procurement of this contract. (SBC/XQ/SCOT) with Schedule of Amendments and ITT Legal Appendix as set out in the Invitation to Tender. ITT Legal Appendix guidance -Tenderers may propose changes to the draft legal documents, which may be considered by the Library.
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Please see SPD module and guidance contained therein.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
4B1a General yearly turnover
The bidder should provide its (general) yearly turnover for the number of financial years specified:
Bidders are required to provide their (general) yearly turnover for the number of financial years below
Total turnover – Prior year
Total turnover – Prior year minus 1
Bidders are required to have a minimum annual turnover of 10 million GBP for the last two financial years. Where a Bidder does not have an annual turnover for of this value, the Library may exclude the Bidder from the competition or may apply discretion seeking supporting evidence to determine the Bidder’s suitability to proceed in the competition
Financial ratio
The bidder confirms the name, value and/or range of the financial ratios specified are as follows:
Bidder will be required to provide the following information in response to 4B.4
Current ratio for Prior Year
Current ratio for Prior Year minus 1
The formula for calculating a Bidder’s current ratio is current assets divided by current liabilities. The acceptable range for each financial ratio is greater than 1.00. Where a Bidder’s current ratio is less than acceptable value, the Library may exclude the Bidder from the competition or may apply discretion seeking supporting evidence to determine the Bidder’s suitability to proceed in the competition.
Minimum level(s) of standards required:
Insurance
4B.5a - 4B.5c
The Bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated in terms of Professional Risk Indemnity Insurance.
485a - Professional Indemnity Insurance 2,000,000 GBP
4B5b - Employers (Compulsory) Liability Insurance- 10,000,000 GBP
485c - Public / Product Liability Insurance - 5,000,000 GBP
485d - Contractors all risk Insurance - 5,000,000 GBP
III.1.3) Technical and professional ability
List and brief description of selection criteria:
4C1.2 - Pass / Fail
Bidders who fail to provide relevant case studies may be excluded at this SPD selection stage. If excluded the tender response will be set aside, it will not be forwarded on to the evaluation panel and it will not be evaluated.
For public works contracts only, please provide 2 relevant examples of works carried out in the past five years as specified:
Please provide your first case study that demonstrates your organisation's experience of delivering mechanical and electrical constructions works which are similar in scale, scope and complexity to this requirement. These case studies must be for contracts which are currently live or were completed within the last 5 years.
The information you provide for the case study should cover the following areas
A description of the works carried out in a live environment i.e building occupied and operational while construction works are underway.
Customer details, form of contract used, contract value and start and end dates.
Approach to providing the M&E construction works in relation to health and safety, protections of property assets and building content e.g minimising of dust while undertaking the works.
Your response should be limited to 2 A4 pages (single sided) Arial font 12
Please provide your second case study that demonstrates your organisation's experience of delivering mechanical and electrical constructions works which are similar in scale, scope and complexity to this requirement. These case studies must be for contracts which are currently live or were completed within the last 5 years.
The information you provide for the case study should, as a minimum, cover the following areas
A description of the works carried out in a live environment i.e building occupied and operational while construction works are underway.
Customer details, form of contract used, contract value and start and end dates.
Approach to providing the M&E construction works in relation to health and safety, protections of property assets and building content e.g minimising of dust while undertaking the works.
Your response should be limited to 2 A4 pages (single sided) Arial font 12.
4C4 - Supply Chain Management - Pass / Fail
Bidders who fail to provide a response to this question may be excluded at this SPD selection stage. If excluded the tender response will be set aside and will not be evaluated. Please provide a statement of the relevant supply chain management and/or tracking systems used:
Please provide details of the supply chain management and tracking systems used by you to deliver works construction contracts which are similar in scale, scope, and complexity to the contract requirement as detailed in II.2.4 in the published contract notice or the relevant section of the site notice.
Your response should be limited to 2 A4 pages (single sided) Arial font 12
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
Any conditions to be detailed in the Tender Documents.
Community Benefits will apply to this tender.
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2023/S 000-002201
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
12/09/2023
Local time: 11:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
12/09/2023
Local time: 11:00
Place:
PCS Electronic Portal - Electronic Postbox
Information about authorised persons and opening procedure:
Procurement & Contracts Team at National Library of Scotland, Edinburgh EH1 1EW
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
Visit to Causewayside building during tender period - All suppliers interested in tendering are invited to an open meeting at 10am on 8 August 2023 on Library premises.
Award criteria can be found in the "Schedules to Tender" -quality (technical response along with weightings, issued with the ITT. Unless stated otherwise in the ITT and associated Schedules to Tender the award scoring methodology will be as follows.
0 - Unacceptable - Nil or inadequate response. Fails to demonstrate an ability to deliver the requirement. No relevant information provided.
1 - Unsatisfactory - Response is partially relevant but generally unsatisfactory. The response addresses some elements of delivering the requirement, however provides significantly insufficient or limited detail or explanation to demonstrate how they will deliver the requirement. Little relevant information provided.
2 - Poor - Response is partially relevant but generally poor. The response addresses some elements delivering the requirement however contains insufficient/limited detail or explanation to demonstrate how they will deliver the requirement Generally poor and or irrelevant information provided.
3 - Acceptable - Response is relevant and acceptable. The response addresses a broad understanding of how they will deliver the requirement but may lack details on how the requirement will be fulfilled in certain areas. Acceptable level of relevant information provided.
4 - Good - Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirement will be fulfilled. Good level of relevant information provided with little information missing.
5 - Excellent - Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement fully detailing how the requirement will be met with no information missing.
The Library is not bound to accept the lowest priced or any submission.
Tenderers may propose changes to the draft legal documents, which may be considered by the Library. Details of any proposed changes should be issued by tenderers as a single consolidated submission not later than expiry of the tender clarification period.
Tenders must be submitted in the format as detailed in Part B Annex 6 (Tender Return Checklist) of the ITT.
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=737426.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
The Contracting Authority does not intend to include a sub-contract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason:
-
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Bidders are required to submit community benefits proposals as part of their submission that is proportionate and relevant to the scope of the requirement.
More information can be found in the Tender Brief and Quality Schedule - Technical Response Document.
(SC Ref:737426)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=737426
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
Sheriff Court House , 27 Chambers Street
Edinburgh
EH1 1LB
UK
Telephone: +44 1312252525
Internet address(es)
URL: https://www.scotcourts.gov.uk/the-courts/court-locations/edinburgh-sheriff-court-and-justice-of-the-peace-court
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
The Library will incorporate a minimum of 10 calendar days standstill period at the point of which information on the decision to award the contract is communicated to tenderers (the standstill notification). An economic operator that suffers , or risk suffering , loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Session after informing the Library of its intention.
VI.5) Date of dispatch of this notice
25/07/2023