Section one: Contracting authority/entity
one.1) Name and addresses
National Galleries of Scotland
National Galleries of Scotland, 73 Belford Road
Edinburgh
EH4 3DS
Contact
Colin Blakebell
cblakebell@nationalgalleries.org
Telephone
+44 1316246213
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
http://www.nationalgalleries.org
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11042
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
National Galleries Scotland Cleaning Contract
Reference number
GEN/19/001
two.1.2) Main CPV code
- 90900000 - Cleaning and sanitation services
two.1.3) Type of contract
Services
two.2) Description
two.2.2) Additional CPV code(s)
- 90910000 - Cleaning services
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement at the time of conclusion of the contract:
National Galleries Scotland (NGS) are looking to procure a sole Service Provider for the Provision of regular, daily cleaning services across the following sites:
- The National Gallery; including the Royal Scottish Academy Building and the Weston Link
- Scottish National Portrait Gallery
- Scottish National Gallery of Modern Art; two buildings exist on site, Modern One and Modern Two as well as a number of Lodge Houses and portacabins.
Additional sites will fall under the contract however; these do not require the frequency of daily cleaning.
The contract requirements include but are not limited to:
- Daily cleaning services performed before 10am or to an agreed evening cleaning schedule. Areas to be cleaned include office accommodation, kitchens/tea points, toilet areas, circulation corridors and staircases.
- A dedicated contract management team including supervisors located at each site named above; National Gallery, Scottish National Portrait Gallery and Gallery of Modern Art.
- Janitorial service between 11am – 4pm per site (3 main sites as stated above). Janitorial service hours are extended during peak season.
- Additional ad hoc cleaning services booked for events and exhibitions (average 1 event per week).
- Periodic deep cleans and carpet cleans.
In addition, NGS intend to include a consumables schedule within the Tender Document from which they may order and purchase supplies through the successful Service Provider.
Service providers should be aware they are required to provide all equipment and materials required to carry out cleaning services. No element of the contract may be sub-contracted. All staff to be employed under the contract will require a Basic Disclosure check. This includes any temporary/cover staff and is subject to renewal every 2 years. Cleaning staff working within Modern One of the Scottish National Gallery of Modern Art will require Air Cargo Training. This will be provided by NGS. All cleaning substances must be environmentally friendly. The contract will be subject to regular, unannounced internal audit and inspection by NGS.
The objectives of this procurement for NGS are to obtain best value for money, comply with European Legislation and arrive at a way of working which is beneficial and transparent for NGS and the Service provider alike.
This procurement will be conducted through the use of the Restricted Procedure. The ESPD will be used as a downsizing tool in this procedure.
It is the intention to shortlist a maximum of 5 Service Providers however; NGS reserve the right to invite in excess of this number of Service Providers 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) 2015.
The objective criteria for shortlisting candidates is detailed under section III of this Contract Notice.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
60
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.2) Administrative information
four.2.1) Contract award notice concerning this contract
Notice number: 2018/S 190-429784
Section five. Award of contract/concession
Contract No
GEN/19/001
Title
National Galleries Scotland Cleaning Contract
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
17 May 2019
five.2.2) Information about tenders
The contract/concession has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor/concessionaire
ABM UK
Templeton House, 62 Templeton Street, Suite 22
Glasgow
G40 1DA
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor/concessionaire is an SME
No
five.2.4) Information on value of the contract/lot/concession (at the time of conclusion of the contract;excluding VAT)
Total value of the procurement: £1,453,325.96
Section six. Complementary information
six.3) Additional information
National Galleries Scotland reserves the right to cancel the procurement at any time and not award a Contract. The expenditure, work or effort undertaken by bidders prior to the Award of Contract is accordingly a matter solely for the commercial judgement of bidders.
Late tenders may not be considered by National Galleries Scotland.
(SC Ref:748047)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
Sheriff Court House, 27 Chambers Street
EDINBURGH
EH1 1LB
Country
United Kingdom
Section seven: Modifications to the contract/concession
seven.1) Description of the procurement after the modifications
seven.1.1) Main CPV code
- 90910000 - Cleaning services
seven.1.2) Additional CPV code(s)
- 90900000 - Cleaning and sanitation services
seven.1.3) Place of performance
NUTS code
- UKM75 - Edinburgh, City of
seven.1.4) Description of the procurement:
National Galleries Scotland (NGS) are looking to procure a sole Service Provider for the Provision of regular, daily cleaning services across the following sites:
- The National Gallery; including the Royal Scottish Academy Building and the Weston Link
- Scottish National Portrait Gallery
- Scottish National Gallery of Modern Art; two buildings exist on site, Modern One and Modern Two as well as a number of Lodge Houses and portacabins.
Additional sites will fall under the contract however; these do not require the frequency of daily cleaning.
The contract requirements include but are not limited to:
- Daily cleaning services performed before 10am or to an agreed evening cleaning schedule. Areas to be cleaned include office accommodation, kitchens/tea points, toilet areas, circulation corridors and staircases.
- A dedicated contract management team including supervisors located at each site named above; National Gallery, Scottish National Portrait Gallery and Gallery of Modern Art.
- Janitorial service between 11am – 4pm per site (3 main sites as stated above). Janitorial service hours are extended during peak season.
- Additional ad hoc cleaning services booked for events and exhibitions (average 1 event per week).
- Periodic deep cleans and carpet cleans.
In addition, NGS intend to include a consumables schedule within the Tender Document from which they may order and purchase supplies through the successful Service Provider.
Service providers should be aware they are required to provide all equipment and materials required to carry out cleaning services. No element of the contract may be sub-contracted. All staff to be employed under the contract will require a Basic Disclosure check. This includes any temporary/cover staff and is subject to renewal every 2 years. Cleaning staff working within Modern One of the Scottish National Gallery of Modern Art will require Air Cargo Training. This will be provided by NGS. All cleaning substances must be environmentally friendly. The contract will be subject to regular, unannounced internal audit and inspection by NGS.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
12
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£421,020.53
seven.1.7) Name and address of the contractor/concessionaire
ABM UK
62 Templeton Street
Glasgow
G40 1DA
Country
United Kingdom
NUTS code
- UK - United Kingdom
The contractor/concessionaire is an SME
No
seven.2) Information about modifications
seven.2.1) Description of the modifications
Nature and extent of the modifications (with indication of possible earlier changes to the contract):
This modification is a further extension of 12 months – from 1st April 2024 to 31st March 2025 – to an existing contract that was advertised as being extendable annually for up to a total contract duration of five years and was due to expire on the 31st March 2024.
This modification is made in accordance with the terms of Article 72(1)(b), 72(1)(c) and 72(1)(e) of The Public Contracts (Scotland) 2015 Regulations. This proposed modification to the existing contract is not substantial, and therefore a new procurement procedure is not required.
This proposed modification is in respect of duration and does not involve any changes being made to the existing contract in terms of the type of services being provided to National Galleries Scotland (NGS).
Some additional site areas have been included into the contract due to the opening of the SNG project. However, the value of these additional services during the modification period totals only 5.5% increase on the annual contract cost.
Whilst NGS will make payment to the Contractor in respect of the additional 12 months of services being provided, the price shall not exceed 50% of the initial contract value.
This proposed modification does not have an effect of changing the economic balance of the contract.
Had the proposed modification been part of the initial procurement procedure, it is unlikely that, given the nature of the proposed modification, it would have allowed the admission of other candidates than those initially selected, or that additional participants would have been attracted to participate in the procurement procedure.
This proposed modification in terms of contract duration does not have the effect of rendering this contract materially different from the existing contract.
During this extension period, NGS will proceed with a new procurement exercise. NGS will be undertaking a new procurement strategy, incorporating the Provision of Cleaning Services into a multi-discipline contract for the Provision of Soft FM Services.
seven.2.2) Reasons for modification
Need for modification brought about by circumstances which a diligent contracting authority/entity could not foresee.
Description of the circumstances which rendered the modification necessary and explanation of the unforeseen nature of these circumstances:
The pandemic has had an ongoing impact on resources at NGS in addition to a general strain on departmental resources/staffing of the contracting team which has proved difficult for NGS to prepare for their new procurement strategy for the Provision of Soft FM Services. The contract modification in the form of an additional 12-months contract duration will allow NGS the necessary time to procure and mobilise the new contract.
The additional site areas included in the modification relate to the opening of the SNG extension to the public during this period. They are an non-substantial addition to the contract.
seven.2.3) Increase in price
Updated total contract value before the modifications (taking into account possible earlier contract modifications, price adaptions and average inflation)
Value excluding VAT: £1,453,325.96
Total contract value after the modifications
Value excluding VAT: £1,874,346.49