Section one: Contracting authority
one.1) Name and addresses
National Library of Scotland
George IV Bridge
Edinburgh
EH1 1EW
Contact
Ian Symonds
Telephone
+44 1316233700
Fax
+44 1316233701
Country
United Kingdom
NUTS code
UKM - Scotland
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622
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
Recreation, culture and religion
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
National Library of Scotland Facilities Management - Multi Lot Contract
Reference number
2020.21.046
two.1.2) Main CPV code
- 79993100 - Facilities management services
two.1.3) Type of contract
Services
two.1.4) Short description
The National Library of Scotland's (the Library) current Facilities Management Hard Services Contract is in the final year of the term contract with a contract expiry date of 30th June 2022. The Library has now commenced the procurement process for its replacement. This procurement process will result in the appointment of suitable contractor(s) to provide the services as described in Lot 1 and Lot 2 below and as detailed in the Contract Notice and Guidance Document available for download with this contract notice.
It is the opinion of the Library that TUPE rules will apply to this contract. However, bidders will be required to satisfy themselves as to the applicability of TUPE in their tendered response.
The Library” is classed as a Non-Departmental Public Body (NDPB), is funded through Grant-in-Aid by Scottish Government, governed by a Board and is a registered charity.
The Library requires suitably qualified supplier(s)to tender for this contract as set out in the instruction and guidance document, the Contract Notice and the SPD(S)module.
There will be two Lots
two.1.5) Estimated total value
Value excluding VAT: £9,500,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Lot 2 – Building Fabric, Specialist Services and Minor Work
Lot No
2
two.2.2) Additional CPV code(s)
- 79993100 - Facilities management services
- 45210000 - Building construction work
- 50000000 - Repair and maintenance services
- 90500000 - Refuse and waste related services
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
57 George IV Bridge , Edinburgh , EH1 1EW
two.2.4) Description of the procurement
Lot 2 specialist services comprise of defined works covering a broad range and scale all of which are currently procured separately and served primarily by Small to Medium Sized Enterprises (SMEs ).
Lot 1 will also be responsible for the programme and logistic control of Lot 2 including the co-ordination and lead on any emergency works.
Suppliers can bid for more than one lot but will need to complete an SPD(S) module for each lot they are bidding for.
The key requirements of the services can be described as follows:
- To provide a safe environment within the Affected Property , ensuring all mandatory, statutory and Employer’s requirements are met in full;
Details of properties along with detailed scope of services is detailed in the Contract Notice and Guidance Document available for download with this Contract Notice.
two.2.5) Award criteria
Quality criterion - Name: quality / Weighting: 70
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £3,500,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
The contract will be awarded for a minimum of Five (5) years and may be extended year on year up to a maximum of seven (7) by mutual agreement and subject to satisfactory performance
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 6
Objective criteria for choosing the limited number of candidates:
All organisations responding to the Contract Notice must complete an SPD(S) module which shall be evaluated by an Evaluation Panel.
Based on the Evaluation Panel’s assessment it is anticipated that a minimum of 5 and maximum of 6 highest scoring compliant Bidders for each lot will be shortlisted for Invitation to Tender.
Where a tie occurs for sixth position, then all Bidders in that position will be shortlisted. For the purposes of this exercise a tie will be deemed to have occurred, where two or more Bidders have identical total scores. Where the seventh highest scoring compliant scores within 3 marks of the 6th highest scoring compliant bidder, the Library will also shortlist this bidder.
In the event that five or fewer compliant submissions are received for either lot 1 or Lot 2 the Library reserves the right to seek further clarifications from the interested parties before proceeding to ITT stage or re-tender.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
The Library's current FM Hard Services Contract is in its final term with a contract expiry date of 30th June 2022. The Library has commenced the procurement process for its replacement. This procurement process will result in the appointment of suitable contractor(s) to provide the services as described in Lot 1 and 2.
two.2) Description
two.2.1) Title
Lot 1 – Traditional Hard FM Services
Lot No
1
two.2.2) Additional CPV code(s)
- 79993100 - Facilities management services
- 50000000 - Repair and maintenance services
- 45259000 - Repair and maintenance of plant
- 35111500 - Fire suppression system
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
57 George IV Bridge , Edinburgh, EH1 1EW
two.2.4) Description of the procurement
Lot 1 – Traditional FM Hard Services
Lot 1 will comprise of all standard Planned Preventive Maintenance (PPM) works, reactive works and regular attendances.
Lot 1 will assume overall management role and direct point of contact for the National Library of Scotland including the management of Lot 2.
Lot 1 will also be responsible for the programme and logistic control of Lot 2 including the co-ordination and lead on any emergency works.
Suppliers can bid for more than one lot but will need to complete an SPD(S) module for each lot they are bidding for.
Scope of requirement
-To provide a safe environment within the Affected Property, ensuring all mandatory, statutory and Employer’s requirements are met in full.
Details of properties along with detailed scope of services is detailed in the Contract Notice and Guidance Document available for download with this Contract Notice
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £6,000,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
The contract award will be for a minimum of five (5) years and may be extended year on year up to a maximum of seven (7) by mutual agreement and subject to satisfactory performance.
two.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number: 6
Objective criteria for choosing the limited number of candidates:
All organisations responding to the Contract Notice must complete an SPD(S) module which shall be evaluated by an Evaluation Panel.
Based on the Evaluation Panel’s assessment it is anticipated that a minimum of 5 and maximum of 6 highest scoring compliant Bidders for each lot will be shortlisted for Invitation to Tender.
Where a tie occurs for sixth position, then all Bidders in that position will be shortlisted. For the purposes of this exercise a tie will be deemed to have occurred, where two or more Bidders have identical total scores. Where the seventh highest scoring compliant bidder scores within 3 marks of the 6th highest scoring suitable bidder, the Library will also shortlist this bidder.
In the event that five or fewer compliant submissions are received for either lot 1 or Lot 2 the Library reserves the right to seek further clarifications from the interested parties before proceeding to ITT stage or re-tender.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2.14) Additional information
The Library's current FM Hard Services Contract is in its final term with a contract expiry date of 30th June 2022. The Library has commenced the procurement process for its replacement. This procurement process will result in the appointment of suitable contractor(s) to provide the services as described in Lot 1 and 2.
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
As detailed in the SPD Scotland module
three.1.2) Economic and financial standing
List and brief description of selection criteria
As detailed in the SPD Scotland Module
Minimum level(s) of standards possibly required
As detailed in the SPD Scotland Module
three.1.3) Technical and professional ability
List and brief description of selection criteria
As detailed in the SPD Scotland Module
Minimum level(s) of standards possibly required
As detailed in the SPD Scotland Module
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
In order to ensure the highest standard of service quality the Library requires the Supplier to take a positive approach to fair work practices as part of a fair and equitable employment and reward package that includes the payment of the real living wage to any staff working on Library premises.
The contract will be subject to performance management conditions with regards to KPIs
Performance conditions are documented in the NEC 4 FM Scope.
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.2.1) Previous publication concerning this procedure
Notice number: 2021/S 000-005598
four.2.2) Time limit for receipt of tenders or requests to participate
Date
17 August 2021
Local time
10:00am
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
25 October 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: 5 (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: 9-12 months prior to contract end date including any extensions used.
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 SPD module scoring methodology and minimum mandatory requirements is detailed at sections 10 & 11 of the Contract Notice Instruction and Guidance Document.
To safequard the effective delivery of the contract , the Library will require any key subcontractors proposed to be used for the delivery of the contract to complete sections A and B of Part II and Part III only of the SPD (S), to self declare whether there are grounds for their exclusion. “Key subcontractors” are those identified as such in the Master Contract List set out at Appendix B of the Instruction and Guidance Document. For the avoidance of doubt, there is no requirement at this stage of the procurement process to complete and submit a separate SPD (S) in relation to any subcontractor who is not a key subcontractor.
Contract Award criteria will be made available along with the ITT and Schedules to tender to the successful Bidders.
The Library is not bound to accept the lowest price or any tendered submission.
Form of Contract - The successful supplier will be required to enter into a formal contract under NEC 4 Facility Management Contract conditions.
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=654284.
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:
Successful Bidders invited to tender will be expected to submit community benefit proposals including Fair Work Practices as part of their tendered submission that are proportionate and relevant to the scope of services.
(SC Ref:654284)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=654284
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
Internet address
https://scotcourts.gov.uk/about-the-scottish-court-service/contact-us
six.4.3) Review procedure
Precise information on deadline(s) for review procedures
The Library will incorporate a minimum of 10 calendar days standstill period at the point of which information on the decision to award the contract is communicated to tenderers (the standstill notification).An economic operator that suffers, or risks suffering , loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Sessions after informing the Library of its intentions.