National Records of Scotland

General Register House, 3 Princes Street

Edinburgh

EH1 3YY

UK

Telephone: +44 1313144215

E-mail: nrs-procurement-management@nrscotland.gov.uk

NUTS: UKM75

Internet address(es)

Main address: http://www.nrscotland.gov.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00474

II.1.1) Title

Reference number: 17/07/14

II.1.2) Main CPV code

79993000

II.1.3) Type of contract

Services

II.1.4) Short description

NRS have a requirement for the provision of Hard and Soft Facilities Management Services for 4 of their buildings located in Edinburgh.

The Statement of Requirements (SoR) details the requirements for the Facilities Management (FM) Hard Services for NRS that are to be provided within the terms of the Contract. A separate Contract for the provision of Facilities Management (FM) Soft Services for NRS is also being tendered and Contractors can tender for either, or both, contracts where they meet the requirements specified.

Option A - Priced Contract with Price List has been chosen under the NEC4 conditions of contract for Term Service Contracts and Schedule 3 of the Contract Schedules contains the Price List.

II.1.5) Estimated total value

Value excluding VAT: 9 000 000.00  GBP

II.1.6) Information about lots

This contract is divided into lots: Yes

Tenders may be submitted for all lots

The contracting authority reserves the right to award contracts combining the following lots or groups of lots:

Lot1 - The Provisin of Hard Facilities Management Services

Lot 2- The Provision of Soft Facilities Management Services

if the successful Supplier is the same for both lots- NRS will combine into 1 Contract.

Lot No: 1

Lot No: 2

III.1.2) Economic and financial standing

List and brief description of selection criteria:

4B1.1 Bidders will be required to have a minimum “general” yearly turnover of 2 million GBP for the last 3 years:

4B1.3- indicate if information id=s available electronically

4B.5.1.a It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

4B.5.1a Professional Risk Indemnity Insurance = 10 million GBP

4B.5.1b Employer’s (Compulsory) Liability Insurance = 10 million GBP

4B.5.2 Public Liability Insurance = 10 million GBP

4b.5.3 If this information is available electronically, please ; web address and

the issuing authority or body

III.1.3) Technical and professional ability

List and brief description of selection criteria:

4C.1.2 Bidders will be required to provide 3 case studies Across which they should demonstrate all elements of the requirement to a satisfactory level – this should include A listed buildings & Archival spaces – both fabric and services (examples from both public and or private sectors customers may be provided);

4C.4 Please provide a statement of the relevant supply chain management and/or tracking systems used: If bidders intend to use a supply chain to deliver the requirements detailed in the Contract Notice, they should confirm they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. This will include confirmation that they have the systems in place to pay subcontractors through the supply chain promptly and effectively, and provide evidence when requested of:

a. their standard payment terms

b. ≥95% of all supply chain invoices being paid on time (in accordance with the terms of contract) in the last financial year.

If the bidder is unable to confirm (b) they must provide an improvement plan, signed by their Director, which improves the payment performance.

4C.7 provide details of Environmental Management measures which the bidder will be able to use when performing the contract; Bidders will be required to confirm that they will employ environmental management measures that meet the following requirements: [please refer to ESPD Bidders Guidance document for 4C.7]

4C.9 Please provide details of relevant tools, plant or technical equipment available to you in relation to this procurement exercise: Bidders will be required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the types of requirements detailed in II.2.4 in the Find a Tender Service Contract Notice or the relevant section of the Site Notice.

4C.10 Please provide details of the proportion (i.e. percentage) of the contract that you intend to subcontract; Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract

4D.1 Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required quality assurance standards, including accessibility for disabled persons? Quality Management Procedures

1. The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent),

Health and Safety Procedures

3. The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.

Note - Organisations with fewer than five employees are not required by law to have a documented policy statement.

4D.1.1 If not, please explain why and specify which other means of proof concerning the quality assurance scheme can be provided

4D.1.2 If the relevant documentation is available electronically, please indicate.

4D.2 Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required environmental management systems or standards? The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with

BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate,

4D2.2 If not, please explain why and specify which other means of proof concerning the environmental management systems or standards can be provided:

If the relevant documentation is available electronically, please indicate:

III.2.2) Contract performance conditions

The Invitation to Tender (ITT) will contain all the relevant Contract Performance requirements

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

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.2.1) Previous publication concerning this procedure

Notice number in the OJ S:

2023/S 000-014089

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 01/12/2023

Local time: 17:00

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: 3 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 04/12/2023

Local time: 12:00

Place:

PCS-t portal

Information about authorised persons and opening procedure:

Senior Procurement Specialist

VI.4.1) Review body