Contract notice
Section I: Contracting
authority
I.1) Name and addresses
National Records of Scotland
General Register House, 3 Princes Street
Edinburgh
EH1 3YY
UK
Contact person: Leanne Gourlay
E-mail: leanne.gourlay@nrscotland.gov.uk
NUTS: UKM
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
I.1) Name and addresses
Royal Botanic Garden Edinburgh
Edinburgh
EH3 5NZ
UK
E-mail: leanne.gourlay@nrscotland.gov.uk
NUTS: UKM
Internet address(es)
Main address: www.rbge.org.uk
I.1) Name and addresses
Historic Environment Scotland
Longmore House, Salisbury Place
Edinburgh
EH9 1SH
UK
E-mail: leanne.gourlay@nrscotland.gov.uk
NUTS: UKM
Internet address(es)
Main address: http://historicenvironment.scot
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00164
I.2) Joint procurement
The contract involves joint procurement
In the case of joint procurement involving different countries – applicable national procurement law:
The Framework Agreement may be utilised by the named participating Framework Public Bodies and services may be delivered at locations across Scotland.
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html
Additional information can be obtained from another address:
National Records of Scotland
Princes Street
Edinburgh
Eh1 3YY
UK
Contact person: Leanne Gourlay
E-mail: leanne.gourlay@nrscotland.gov.uk
NUTS: UKM
Internet address(es)
Main address: www.nrscotland.gov.uk
Address of the buyer profile: www.nrscotland.gov.uk
Tenders or requests to participate must be sent electronically to:
https://www.publictendersscotland.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
National or federal agency/office
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Professional Estate Management Services Framework
Reference number: NRS-26-58-F
II.1.2) Main CPV code
71000000
II.1.3) Type of contract
Services
II.1.4) Short description
National Records of Scotland (NRS) operates across an estate comprising five buildings, four of which are located in Edinburgh (three being Category ‘A’ listed) and one in Dumfries. The historic and cultural significance of these assets requires the engagement of suppliers with demonstrable expertise in conservation led estates services and operational, specialist archival storage facilities and a clear understanding of the statutory, technical and professional requirements associated with working within protected and sensitive environments. Such services are critical to ensuring that NRS can continue to fulfil its role as custodian of Scotland’s records, while maintaining safe, compliant and functional accommodation for collections, staff and, where applicable, members of the public.
NRS shares many common estate management challenges and requirements with other Scottish Government sponsored organisations, including Historic Environment Scotland and the Royal Botanic Garden Edinburgh. Each partner organisation is responsible for the stewardship of nationally important, and in many cases listed or protected, operationally specialist buildings, landscapes and collections. These estates require a consistent, high quality and conservation focused approach to professional services, delivered by suppliers with proven experience of working within complex heritage environments.
NRS has invited partner organisations to establish a joint Framework Agreement for professional estates services. The framework aims to secure access to a suitably skilled and diverse supply base with specialist technical and conservation expertise, reduce duplication of procurement activity, and provide a compliant, efficient and flexible mechanism through which participating organisations can call off services as required. This collaborative approach is intended to support value for money, improve service quality and resilience, and ensure that all organisations are able to discharge their custodial responsibilities effectively and sustainably over the life of the framework.
Services that may be called off under the Framework include (but are not limited to):
Multi disciplinary technical and design services (including architectural and engineering);
Conservation led consultancy for listed and historic buildings;
Support to in house estates and facilities teams, including specialist advice and surveys;
Project and construction management;
Health and safety, fire safety, asbestos surveys and management and water safety (including legionella) services;
Planned maintenance planning, inspections, condition surveys and compliance support.
II.1.5) Estimated total value
Value excluding VAT:
4 000 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
70330000
71000000
71200000
71210000
45212350
II.2.3) Place of performance
NUTS code:
UKM
Main site or place of performance:
The services will be required across the estates of NRS, HES and RBGE which are all in Scotland. Please refer to Schedule 1 of the Framework Agreement for detailed information.
II.2.4) Description of the procurement
4 yr Multi-supplier Multi-buyer framework to provide access to Professional Estate Management Services.
Services that may be called off under the Framework include (but are not limited to):
Multi disciplinary technical and design services (including architectural and engineering);
Conservation led consultancy for listed and historic buildings;
Support to in house estates and facilities teams, including specialist advice and surveys;
Project and construction management;
Health and safety, fire safety and water safety (including legionella) services;
Planned maintenance planning, inspections, condition surveys and compliance support.
Please refer to Schedule 1 of the Framework Agreement for the full scope of services.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ Weighting: 70
Cost criterion: Cost
/ Weighting: 30
II.2.6) Estimated value
Value excluding VAT:
4 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
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
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:
The selection criteria are stated in the procurement documents, specifically the Instructions to Tenderers.
Detailed selection criteria and minimum standards relating to professional standing, economic and financial standing and technical and professional ability are set out within the SPD (Scotland) and procurement documents available through PCS-Tender.
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
The successful Contractor(s) shall be required to comply with the performance management, governance, reporting and contract management requirements set out in the Framework Agreement and associated Call-Off Contracts.
This includes, but is not limited to:
-Compliance with the Service Levels and Key Performance Indicators specified in the procurement documents;
-Attendance at framework and call-off contract review meetings;
-Provision of management information and performance reports;
-Participation in performance improvement procedures where required;
-Compliance with Community Benefits commitments;
-Compliance with health and safety, environmental, sustainability, fair work and information security requirements;
-Maintenance of the insurance levels specified in the procurement documents;
-Co-operation with the Authority and Framework Public Bodies in the delivery of continuous improvement initiatives.
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.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement with several operators.
Envisaged maximum number of participants to the framework agreement: 5
Justification for any framework agreement duration exceeding 4 years: The framework duration will not exceed 48 months.
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:
2026/S 000-059931
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
22/10/2026
Local time: 12:00
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: 6 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
22/10/2026
Local time: 12:30
Information about authorised persons and opening procedure:
Leanne Gourlay - Senior Procurement Specialist - NRS
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
Notice to be issued January 2030.
VI.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
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 buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 32479. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
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:
The Contractor(s) will be required to deliver Community Benefits targeted towards priority groups, including disabled and disadvantaged workers. Community Benefits will be measured using a points-based approach, with a target of 50 Community Benefit Points per 1,000,000GBP (including VAT) of annual spend through the Framework Agreement. Community Benefits may include employment opportunities, apprenticeships, work placements, skills development, educational engagement and other activities that deliver social, economic and environmental benefits. Progress against Community Benefit commitments will be monitored and reported throughout the term of the Framework Agreement.
(SC Ref:839929)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court and Justice of the Peace Court
27 Chambers Street
Edinburgh
EH1 1LB
UK
Internet address(es)
URL: https://www.scotcourts.gov.uk
VI.4.2) Body responsible for mediation procedures
Centre for Effective Dispute Resolution (CEDR)
70 Fleet Street
London
EC4Y 1EU
UK
Internet address(es)
URL: https://www.cedr.com
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Procurement legislation may bring proceedings in the courts. Any proceedings must be brought in accordance with the applicable time limits set out in the relevant procurement legislation.
VI.4.4) Service from which information about the review procedure may be obtained
National Records of Scotland
General Register House, Princes Street
Edinburgh
EH1 3YT
UK
E-mail: procurement@nrscotland.gov.uk
Internet address(es)
URL: https://www.nrscotland.gov.uk
VI.5) Date of dispatch of this notice
22/09/2026