Section one: Contracting authority/entity
one.1) Name and addresses
National Galleries of Scotland
National Galleries of Scotland, 73 Belford Road
Edinburgh
EH4 3DS
amadeirarezende@nationalgalleries.org
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
NGS Fully Comprehensive BMS Maintenance Contract
Reference number
GEN/014/001
two.1.2) Main CPV code
- 79993000 - Building and facilities management services
two.1.3) Type of contract
Services
two.2) Description
two.2.2) Additional CPV code(s)
- 71314200 - Energy-management services
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48150000 - Industrial control software package
- 50700000 - Repair and maintenance services of building installations
- 50710000 - Repair and maintenance services of electrical and mechanical building installations
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:
This is a second modification of the National Galleries of Scotland's (NGS) Fully Comprehensive BMS Maintenance Contract awarded by NGS on 1 October 2014.
The contract is for the provision of comprehensive, performance related maintenance and servicing of NGS' multi-property estate Building Management System (BMS). The ongoing and continuous specified performance of this system is critical to the safe housing of highly valuable works of art and the maintenance and functionality of the buildings in which they are located.
Contract Notice Ref: 2014/S/ 090-157516. Contract Award Notice Reference: 2014/S 191-337630.
two.2.7) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
72
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: 2014/S 191-337630
Section five. Award of contract/concession
Contract No
GEN/014/001
Title
NGS Fully Comprehensive BMS Maintenance Contract
five.2) Award of contract/concession
five.2.1) Date of conclusion of the contract/concession award decision:
1 October 2014
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
East Coast Controls Ltd
Acre House, Stirling Road
Kilsyth
G65 0PT
Telephone
+44 01236825490
Country
United Kingdom
NUTS code
- UKM82 - Glasgow City
The contractor/concessionaire is an SME
Yes
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: £685,753.08
Section six. Complementary information
six.3) Additional information
This is a second modification of a contract award by the National Galleries of Scotland on 1 October 2014 (SC Ref: 321 716).
(SC Ref:691394)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
Sheriff Court House, 27 Chambers Street
Edinburgh
EH1 1LB
Telephone
+44 1312252525
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
- 79993000 - Building and facilities management services
seven.1.2) Additional CPV code(s)
- 71314200 - Energy-management services
- 48000000 - Software package and information systems
- 48100000 - Industry specific software package
- 48150000 - Industrial control software package
- 50700000 - Repair and maintenance services of building installations
- 50710000 - Repair and maintenance services of electrical and mechanical building installations
seven.1.3) Place of performance
NUTS code
- UKM75 - Edinburgh, City of
seven.1.4) Description of the procurement:
The contract is for the provision of a fully comprehensive, performance related contract which provides the maintenance and servicing of NGS' multi-property estate Building Management System (BMS). The ongoing and continuous specified performance of this system is critical to the safe housing of highly valuable works of art and the maintenance and functionality of the buildings in which they are located.
The BMS employs Trend software and graphics, which is server managed and administered from several end user points and the contract covers all of its integral hardware, software and associated ancillary items.
The estimated value of the contract includes an annual provisional sum that will be used to call off small works related to the specified service and maintenance. Provisional sums will be spent at the discretion of National Galleries Scotland.
seven.1.5) Duration of the contract, framework agreement, dynamic purchasing system or concession
Duration in months
102
seven.1.6) Information on value of the contract/lot/concession (excluding VAT)
Total value of the contract/lot/concession:
£961,851.58
seven.1.7) Name and address of the contractor/concessionaire
East Coast Controls Ltd
Acre House, Stirling Road
Kilsyth
G65 0PT
Telephone
+44 01236825490
Country
United Kingdom
NUTS code
- UKM82 - Glasgow City
The contractor/concessionaire is an SME
Yes
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 2022 to 31st March 2023 – to an existing contract that was advertised as being extendable annually for up to a total contract duration of six years; and extended for a further 18 months via an initial modification notice for the period 1st October 2020 to 31st March 2022.
This modification is made in accordance with the terms of Article 72(1)(c) and 72(2) of The Public Contracts (Scotland) 2015.
The modification has been brought about by circumstances which NGS could not have foreseen. This proposed modification is in respect of duration and does not involve any changes being made to the existing contract in terms of the services being provided to National Galleries Scotland (NGS). 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 in accordance with article 72(1)(c)(iii) and 72(2) ‘successive modifications’. This proposed modification does not have an effect of changing the economic balance of the contract, nor does this modification operate to change the scope of the existing contract.
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 for Fully Comprehensive BMS Maintenance 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 combined stopping of works due to the lockdown, along with the complex and changing nature of construction requirements and the ongoing impact of C-19 pandemic, have led us to revise the timeline of the Scottish National Gallery (SNG) project. Due to existing contractual arrangements, this modification ensures the same Contractor is delivering BMS Maintenance services for the entire SNG site while construction is completed and avoids the technical complication of integrating two separate BMS systems and services on one site which may create vulnerabilities of site security.
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: £860,422.08
Total contract value after the modifications
Value excluding VAT: £961,851.58