Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
National Galleries of Scotland
National Galleries of Scotland, 73 Belford Road
Edinburgh
EH4 3DS
UK
Contact person: Linda Dewar
Telephone: +44 1316246374
E-mail: ldewar@nationalgalleries.org
NUTS: UKM75
Internet address(es)
Main address: http://www.nationalgalleries.org
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11042
I.2) Joint procurement
The contract is awarded by a central purchasing body
I.4) Type of the contracting authority
Body governed by public law
I.5) Main activity
Recreation, culture and religion
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Provision of Soft FM Services
Reference number: EST/SFM/2024
II.1.2) Main CPV code
79993000
II.1.3) Type of contract
Services
II.1.4) Short 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.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
4 237 692.00
GBP
II.2) Description
II.2.2) Additional CPV code(s)
90500000
90514000
90900000
90911200
90911300
90919200
90922000
98341120
90910000
79993100
42933100
42968200
44411000
33141123
90690000
II.2.3) Place of performance
NUTS code:
UKM75
II.2.4) Description of the procurement
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.
II.2.5) Award criteria
Quality criterion: Quality
/ Weighting: 60
Price
/ Weighting:
40
II.2.11) Information about options
Options:
Yes
Description of 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.
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
All Stage 2 Tenderers will be invited to provide a tender presentation. Full details will be provided in the Invitation to Tender (ITT) document.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted 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:
2024/S 000-015315
Section V: Award of contract
Contract No: EST/SFM/2024
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
22/01/2025
V.2.2) Information about tenders
Number of tenders received: 3
Number of tenders received from SMEs: 0
Number of tenders received from tenderers from EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 3
Number of tenders received by electronic means: 3
The contract has been awarded to a group of economic operators:
No
V.2.3) Name and address of the contractor
Total Support Services Ltd
IO Centre, 57a Croydon Road
Croydon
CR0 4WQ
UK
Telephone: +44 2086804927
NUTS: UK
The contractor is an SME:
No
V.2.4) Information on value of the contract/lot (excluding VAT)
Total value of the contract/lot:
: 4 237 692.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
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)
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.5) Date of dispatch of this notice
19/02/2025