Section one: Contracting authority
one.1) Name and addresses
Scottish Fire and Rescue Service
Headquarters, Westburn Drive
Cambuslang
G72 7NA
ashley.gould@firescotland.gov.uk
Telephone
+44 1416464637
Country
United Kingdom
NUTS code
UKM95 - South Lanarkshire
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19543
one.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 above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Public order and safety
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Hard Facilities Management Services
Reference number
T6C-055-2021
two.1.2) Main CPV code
- 79993000 - Building and facilities management services
two.1.3) Type of contract
Services
two.1.4) Short description
Hard Facilities Management services throughout the Scottish Fire and Rescue Service estate
two.1.5) Estimated total value
Value excluding VAT: £135,000,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 79993100 - Facilities management services
two.2.3) Place of performance
NUTS codes
- UKM - SCOTLAND
Main site or place of performance
Scotland
two.2.4) Description of the procurement
Procurement of Hard Facilities Management Services comprising;
Helpdesk Services
24hr Emergency maintenance response
Routine maintenance provision
Planned preventative maintenance provision such as appliance bay doors
Statutory compliance such as gas, electrical, legionella testing and rectification
Grounds maintenance including winter gritting: potential tenderers must note that this element is being reviewed and may not be included in the final scope
Small works projects such low risk internal adaptations
Minor works projects such as. elemental upgrade such as roof replacement
professional, design and property consultancy services and Computer Assisted Facility Management (CAFM) services
Any other applicable property related services
two.2.5) Award criteria
Quality criterion - Name: Handover Plan / Weighting: 12
Quality criterion - Name: Service Delivery / Weighting: 11
Quality criterion - Name: Helpdesk / Weighting: 11
Quality criterion - Name: Systems/Systems Integration / Weighting: 7
Quality criterion - Name: Risk / Weighting: 5
Quality criterion - Name: Issues and Recovery / Weighting: 5
Quality criterion - Name: Supply Chain Management / Weighting: 4
Quality criterion - Name: Carbon Reduction / Weighting: 3
Quality criterion - Name: Waste Minimisation / Weighting: 3
Quality criterion - Name: Fair Work Practices / Weighting: 2
Quality criterion - Name: Social Impact / Weighting: 3
Quality criterion - Name: Achievement of Equalities / Weighting: 2
Quality criterion - Name: Environmental Improvement / Weighting: 2
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £135,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
66
This contract is subject to renewal
Yes
Description of renewals
Up to three periods of up to one year each
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Objective criteria for choosing the limited number of candidates:
The Contracting Authority requires the demonstration by means of two or more case studies of successful delivery of similar contracts in
similar contexts and will shortlist candidates in accordance with Scottish Government guidance based on Technical and Professional
Ability (Part IV. Section C) of the new Single Procurement Document. Scoring and evaluation of candidates’ achievement of the required
level of Technical and Professional Ability will be based on the following aspects:
Successful identification and management of operational challenges in a complex multi-stakeholder environment 30%
Successful delivery of collaborative working with a similarly sized contracting authority in a technically complex multi-site environment
30%
Successful management of Health and Safety including delivery of principal designer and principal contractor duties in a contract of
similar size and scope 10%;
Successful development of Contractor’s plans/ programmes for acceptance by a Project Manager/ Service Manager in a NEC contract
environment 10%
Successful implementation of a quality management system and development of a quality plan for a and how this was used in practice to
maintain, manage and improve quality standards in a contract of similar type and complexity 10% and,
Successful delivery of Community Benefits including details of any social, economic, and environmental benefits achieved in a contract
of similar type and complexity 10%
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The Contracting Authority reserves the right at its sole discretion to extend the contract as set out abov
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 three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
List and brief description of selection criteria:
Current Ratio (see below)
Net Assets (Total Assets minus Total Liabilities).
Three Years' Continuous Profitable Trading
general financial standing (see below)
SPD Question 4B.5.1a Professional Indemnity Insurance
SPD Question 4B.5.1b Employers Compulsory Liability Insurance
SPD Question 4B.5.2 Public Liability Insurance and insurance against loss of or damage caused by the Contractor to the Contracting
Authority's property
Minimum level(s) of standards possibly required
Current Ratio:Current ratio must be greater than 1.0 for each year for the last three years. This will be assessed by the Contracting
Authority by reference to an independent financial reporting service
Net Assets: This must be positive (greater than zero) each year for the last three years. This will be assessed by the Contracting Authority
by reference to an independent financial reporting service
Three Years' Profitable Trading: The Candidate must demonstrate three years' continuous profitable (meaning profit before tax after
interest and depreciation) trading over the last three years of trading. This will be assessed by the Contracting Authority by reference to an
independent financial reporting service. Any period negative profitability is to be explained in detail by the Candidate: this explanation will
be taken into the reasonable consideration of the Contracting Authority in assessing Submissions. Where the Contracting Authority is
satisfied with the explanation and overall financial viability of the Candidate, it reserves the right to proceed with the Candidate's
application
The Contracting Authority notes its obligation under Regulation 60(9) sating that: (9) Before awarding the contract, except a contract based
on a framework agreement concluded in accordance with regulation 34(6) or (7)(a) (framework agreements), the contracting authority must
require the tenderer to which it has decided to award the contract to submit up-to-date supporting documents in accordance with regulation
61 (means of proof) Â However, in submitting an application, the Candidate understands and accepts the Contracting Authority’s right
under Regulation 61 (8) to consider means of proof which it deems appropriate: Where, for any valid reason, the economic operator is
unable to provide the references or other information required by the contracting authority, it may prove its economic and financial
standing by any other document which the contracting authority considers appropriate.
Professional Indemnity Insurance GBP 1,000,000
Employers Compulsory Liability Insurance GBP 10,000,000
Public Liability Insurance GBP 15,000,000
Loss or damage to Contracting Authority's property GBP 10,000,000
three.1.3) Technical and professional ability
List and brief description of selection criteria
The Contracting Authority requires the demonstration by means of two or more case studies of successful delivery of similar contracts in
similar contexts and will shortlist candidates in accordance with Scottish Government guidance based on Technical and Professional
Ability (Part IV. Section C) of the new Single Procurement Document. Scoring and evaluation of candidates’ achievement of the required
level of Technical and Professional ability. This aspect will be weighted and scored as set out below
Health and Safety Standards which is a pass or fail standard as set out in the additional information section
Environmental Management Standards which is a pass or fail standard as set out in the additional information section
Minimum level(s) of standards possibly required
Ability will be based on the following aspects:
Successful identification and management of operational challenges in a complex multi-stakeholder environment 30%
Successful delivery of collaborative working with a similarly sized contracting authority in a technically complex multi-site environment
30%
Successful management of Health and Safety including delivery of principal designer and principal contractor duties in a contract of
similar size and scope 10%;
Successful development of Contractor’s plans/ programmes for acceptance by a Project Manager/ Service Manager in a NEC contract
environment 10%
Successful implementation of a quality management system and development of a quality plan for a and how this was used in practice to
maintain, manage and improve quality standards in a contract of similar type and complexity 10% and,
Successful delivery of Community Benefits including details of any social, economic, and environmental benefits achieved in a contract
of similar type and complexity 10%
Candidates must demonstrate achievement of each of these standards across the range of case studies submitted, but is not required to
demonstrate achievement of that standard in every case.
Candidates must clearly state which of their submitted case studies demonstrates each minimum standard and must indicate where in their
identified case studies the evidence is to be found. Each of these aspects will be scored on a 0-4 as set out in the accompanying
documentation, and only the five highest scoring candidates will be invited to tender. In the event that some scores are equal such that more
than five candidates would qualify, then all candidates with the five highest scores will be invited to tender.
Evaluation Panel members shall evaluate the Tender submissions on a Group basis and a single agreed score will be recorded against each
criterion/sub-criterion in relation to each submission. The Evaluation Panel shall decide on the response given to the sub criteria as detailed
in the Evaluation Matrix and allocate a score of 0-4 based on the response submitted. This score, in conjunction with the Evaluation Matrix,
which takes account of the comparative weighting of the criteria being assessed (as detailed in the Evaluation Matrix) shall then result in a
score being awarded to each criterion. This is referred to as the Weighted Score. The Candidates securing the five highest overall scores
shall be invited to tender.
Individual criteria are marked based on the following generic scoring guidance which shows the scores allocated, the description of that
score, and its detailed definition:
0 Unacceptable Nil or inadequate response. Fails to demonstrate an ability to meet the requirement. A zero score with regard to any criteria
and/or sub-criteria shall result in the tender submission being removed from the tender process for failing to evidence compliance with the
minimum standard of the specification
1 Poor Response is partially relevant but generally poor. The response addresses some elements of the requirement but contains
insufficient/limited detail or explanation to demonstrate how the requirement shall be fulfilled
2 Acceptable Response is relevant and acceptable. The response addresses a broad understanding of the requirement but lacks details on
how the requirement shall be fulfilled in certain areas
3 Good Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides detail on
how the requirement shall be fulfilled
4 Excellent Response is completely relevant and excellent overall. The response is full comprehensive, unambiguous, fully addressing all
issues and demonstrates a thorough understanding of the requirement and provides details of how the requirement shall be met in full
three.2) Conditions related to the contract
three.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 four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
22 March 2021
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
5 April 2021
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.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)
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: December 2025
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The Contracting Authority is a member of the Supplier Development Programme (SDP) and will engage with the SDP in order to
maximise sub-contract opportunities throughout its operational area. The successful contractor will be expected to work with the SDP in relevant areas to maximise such opportunities. The successful contractor will also be encouraged to attain Corporate Membership of the SDP
Quality Assurance (Pass/Fail): Requirement - Quality Management Procedures 1. The candidate must hold a UKAS (or equivalent)
accredited independent party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), or must demonstrate this by
other suitable means as set out in the attached document
Environmental Standards: Requirement - The Candidate 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, or must demonstrate this by other suitable
means as set out in the attached document
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=644632.
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.
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: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
In recognition of its duties under the Procurement Reform (Scotland) Act 2014, the Procurement (Scotland) Regulations 2016 and Scottish Government guidance provided in Scottish Procurement Policy Note 10/2020 Measuring Social Impact in Public Procurement, it shall be a material condition of the contract that the contractor will:
1 manage and develop their supply chain including engagement with the SME and third/fourth sector communities and their representative bodies and economic development agencies. This must as a minimum include but not be limited to positive engagement with the Supplier Development Programme as a means of encouraging participation in sub-contract opportunities by small and medium sized businesses,supported businesses, and not-for-profit organisations
2 will contribute to the Service’s target of a six percent reduction in carbon output year on year over the period of the contract and how they will measure and report on this
3 minimise waste arisings, and where they cannot be eliminated, detail how they will be managed into the waste management hierarchy to achieve zero to landfill within the initial five-year period of the contract
4 maximise their contribution to long term employability particularly in deprived areas and rural communities and how they will enhance the local skills base and improve local economic outlooks over the period of the contract. This will include but not be limited to commitments to specific numbers of apprentices/ trainees for each year of the contract, engagement with schools and other educational establishments; and movement of long-term unemployed and difficult to reach members of society into employment
5 maximise their contribution to the elimination of inequalities in the communities they work in, and;
6 contribute to the development and restoration of the natural environment and improve biodiversity levels over the period of the contract
(SC Ref:644632)
six.4) Procedures for review
six.4.1) Review body
Glasgow Sheriff Court and Justice of the Peace Court
1 Carlton Place
Glasgow
G5 9TW
Telephone
+44 1414298888
Country
United Kingdom
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The Scottish Fire and Rescue Service (SFRS) must, by notice in writing as soon as possible after the decision has been made, inform all
tenderers and candidates of its decision to award the contract, conclude the framework agreement or establish a dynamic purchasing
system. The SFRS will incorporate a minimum 10 calendar day standstill at the point information on the contract award is communicated to
tenderers. The SFRS is obliged to comply with the regulations and any eligible economic operator can bring an action in the Sheriff Court
or the Court of Session where as a consequence of a breach by the SFRS, they suffer or risk suffering loss or damage. The bringing of court
proceedings during the standstill period means that the SFRS must not enter into the contract, conclude the framework agreement or
establish the dynamic purchasing system unless the proceedings are determined, discontinued or disposed of: or the court, by interim order,
brings to an end the prohibition. The bringing of court proceedings after the standstill period has elapsed and the remedies that are available
to the courts are detailed in the regulations.