Section one: Contracting authority
one.1) Name and addresses
National Records of Scotland
General Register House, 3 Princes Street
Edinburgh
EH1 3YY
nrs-procurement-management@nrscotland.gov.uk
Telephone
+44 1313144215
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00474
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
www.publictendersscotland.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at
www.publictendersscotland.publiccontractsscotland.gov.uk
one.4) Type of the contracting authority
Ministry or any other national or federal authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
The Provision of Hard and Soft Facilities Management Services for National Records of Scotland
Reference number
17/07/14
two.1.2) Main CPV code
- 79993000 - Building and facilities management services
two.1.3) Type of contract
Services
two.1.4) Short description
NRS have a requirement for the provision of Hard and Soft Facilities Management Services for 4 of their buildings located in Edinburgh.
The Statement of Requirements (SoR) details the requirements for the Facilities Management (FM) Hard Services for NRS that are to be provided within the terms of the Contract. A separate Contract for the provision of Facilities Management (FM) Soft Services for NRS is also being tendered and Contractors can tender for either, or both, contracts where they meet the requirements specified.
Option A - Priced Contract with Price List has been chosen under the NEC4 conditions of contract for Term Service Contracts and Schedule 3 of the Contract Schedules contains the Price List.
two.1.5) Estimated total value
Value excluding VAT: £9,000,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
The contracting authority reserves the right to award contracts combining the following lots or groups of lots:
Lot 1 - The Provision of Hard Facilities Management Services
Lot 2- The Provision of Soft Facilities Management Services
if the successful Supplier is the same for both lots- NRS will combine into 1 Contract.
two.2) Description
two.2.1) Title
The Provision of a Soft Facilities Management Services
Lot No
2
two.2.2) Additional CPV code(s)
- 79993000 - Building and facilities management services
- 39700000 - Domestic appliances
- 90720000 - Environmental protection
- 90700000 - Environmental services
- 39000000 - Furniture (incl. office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products
- 39721411 - Gas heaters
- 90690000 - Graffiti removal services
- 71317200 - Health and safety services
- 77300000 - Horticultural services
- 98341130 - Janitorial services
- 39820000 - Organic surface-active agents
- 39224210 - Painters' brushes
- 45440000 - Painting and glazing work
- 44111400 - Paints and wallcoverings
- 90922000 - Pest-control services
- 77310000 - Planting and maintenance services of green areas
- 14410000 - Rock salt
- 44115210 - Plumbing materials
- 35113400 - Protective and safety clothing
- 18830000 - Protective footwear
- 79600000 - Recruitment services
- 35113000 - Safety equipment
- 39831000 - Washing preparations
- 34928480 - Waste and rubbish containers and bins
- 39715000 - Water heaters and heating for buildings; plumbing equipment
- 18140000 - Workwear accessories
- 39224000 - Brooms and brushes and other articles of various types
- 44230000 - Builders' carpentry
- 90911200 - Building-cleaning services
- 24000000 - Chemical products
- 39800000 - Cleaning and polishing products
- 90600000 - Cleaning and sanitation services in urban or rural areas, and related services
- 90910000 - Cleaning services
- 92222000 - Closed circuit television services
- 44613800 - Containers for waste material
- 18222000 - Corporate clothing
- 72251000 - Disaster recovery services
- 39832000 - Dishwashing products
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
NRS offices within Edinburgh
two.2.4) Description of the procurement
NRS have a requirement for the Provision of Hard Facilities Management (FM) Services (Lot 1) and the Provision of Soft Facilities Management Services (Lot 2)for 4 of their buildings, that are to be provided within the terms of the Contract. the requirement is in 2 lots. Contractors can tender for either, or both, contracts where they meet the requirements specified within each lot.
Option A - Priced Contract with Price List has been chosen under the NEC4 conditions of contract for Term Service Contracts and schedule 3 of the contracts schedules contains the Price List
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 70%
Price - Weighting: 30
two.2.6) Estimated value
Value excluding VAT: £4,000,000
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 initial contract period will be 60 months, with the option to extend for up to 24 months (in increments of 12 months)
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The nature of Facilities Management can be complex, variable and in flux. There may be a need over the Contract term to allow NRS (The Purchaser) to remove, amend or change the buildings and structures of their estate(including on a temporary, emergency and short /medium term basis to accommodate the services to be delivered by NRS. and to vary the contract accordingly, including the overall value of the Contract estimated at paragraph 11.1.5 (estimated total value) above
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
Bidders should read and refer to the ESPD Bidders Guidance instructions document. Failure to comply may result in your submission being rejected. Economic operators may be excluded from this competition in accordance with regulation 58 of the Public Contracts (Scotland)Regulations 2015.
two.2) Description
two.2.1) Title
The Provision of Hard Facilities Management Services
Lot No
1
two.2.2) Additional CPV code(s)
- 79993000 - Building and facilities management services
- 79993100 - Facilities management services
- 39721310 - Air heaters
- 39717200 - Air-conditioning appliances
- 44230000 - Builders' carpentry
- 45210000 - Building construction work
- 44111000 - Building materials
- 42131110 - Central-heating radiator valves
- 72251000 - Disaster recovery services
- 45310000 - Electrical installation work
- 44111530 - Electrical insulating fittings
- 44111511 - Electrical insulators
- 31000000 - Electrical machinery, apparatus, equipment and consumables; lighting
- 09300000 - Electricity, heating, solar and nuclear energy
- 90720000 - Environmental protection
- 90700000 - Environmental services
- 45261000 - Erection and related works of roof frames and coverings
- 71317200 - Health and safety services
- 42510000 - Heat-exchange units, air-conditioning and refrigerating equipment, and filtering machinery
- 71314310 - Heating engineering services for buildings
- 45331000 - Heating, ventilation and air-conditioning installation work
- 45259300 - Heating-plant repair and maintenance work
- 51110000 - Installation services of electrical equipment
- 45432111 - Laying work of flexible floor coverings
- 45313000 - Lift and escalator installation work
- 42416000 - Lifts, skip hoists, hoists, escalators and moving walkways
- 71334000 - Mechanical and electrical engineering services
- 39224210 - Painters' brushes
- 45440000 - Painting and glazing work
- 44111400 - Paints and wallcoverings
- 44800000 - Paints, varnishes and mastics
- 44115200 - Plumbing and heating materials
- 45330000 - Plumbing and sanitary works
- 39715300 - Plumbing equipment
- 44115210 - Plumbing materials
- 35113400 - Protective and safety clothing
- 18830000 - Protective footwear
- 44112500 - Roofing materials
- 35113000 - Safety equipment
- 44600000 - Tanks, reservoirs and containers; central-heating radiators and boilers
- 03419000 - Timber
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
Main site or place of performance
As described in the statement of Requirements.
two.2.4) Description of the procurement
NRS have a requirement for the Provision of Hard Facilities Management (FM) Services (Lot 1) and the Provision of Soft Facilities Management Services (Lot 2)for 4 of their buildings, that are to be provided within the terms of the Contract. the requirement is in 2 lots. Contractors can tender for either, or both, contracts where they meet the requirements specified within each lot.
two.2.5) Award criteria
Quality criterion - Name: quality / Weighting: 70
Price - Weighting: 30
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 initial contract Period will be 60 months with the option to extend for a period of up to 24 months(in increments of 12 months).
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The nature of Facilities Management can be complex, variable and in flux. There may be a need over the Contract term to allow NRS (The Purchaser) to remove, amend or change the buildings and structures of their estate(including on a temporary, emergency and short /medium term basis to accommodate the services to be delivered by NRS. and to vary the contract accordingly, including the overall value of the Contract estimated at paragraph 11.1.5 (estimated total value) above
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
Bidders should read and refer to the ESPD Bidders Guidance instructions document. Failure to comply may result in your submission being rejected. Economic operators may be excluded from this competition in accordance with regulation 58 of the Public Contracts (Scotland)Regulations 2015.
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
4B1.1 Bidders will be required to have a minimum “general” yearly turnover of 2 million GBP for the last 3 years:
4B1.3- indicate if information id=s available electronically
4B.5.1.a It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
4B.5.1a Professional Risk Indemnity Insurance = 10 million GBP
4B.5.1b Employer’s (Compulsory) Liability Insurance = 10 million GBP
4B.5.2 Public Liability Insurance = 10 million GBP
4b.5.3 If this information is available electronically, please ; web address and
the issuing authority or body
three.1.3) Technical and professional ability
List and brief description of selection criteria
4C.1.2 Bidders will be required to provide 3 case studies Across which they should demonstrate all elements of the requirement to a satisfactory level – this should include A listed buildings & Archival spaces – both fabric and services (examples from both public and or private sectors customers may be provided);
4C.4 Please provide a statement of the relevant supply chain management and/or tracking systems used: If bidders intend to use a supply chain to deliver the requirements detailed in the Contract Notice, they should confirm they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. This will include confirmation that they have the systems in place to pay subcontractors through the supply chain promptly and effectively, and provide evidence when requested of:
a. their standard payment terms
b. ≥95% of all supply chain invoices being paid on time (in accordance with the terms of contract) in the last financial year.
If the bidder is unable to confirm (b) they must provide an improvement plan, signed by their Director, which improves the payment performance.
4C.7 provide details of Environmental Management measures which the bidder will be able to use when performing the contract; Bidders will be required to confirm that they will employ environmental management measures that meet the following requirements: [please refer to ESPD Bidders Guidance document for 4C.7]
4C.9 Please provide details of relevant tools, plant or technical equipment available to you in relation to this procurement exercise: Bidders will be required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the types of requirements detailed in II.2.4 in the Find a Tender Service Contract Notice or the relevant section of the Site Notice.
4C.10 Please provide details of the proportion (i.e. percentage) of the contract that you intend to subcontract; Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract
4D.1 Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required quality assurance standards, including accessibility for disabled persons? Quality Management Procedures
1. The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent),
Health and Safety Procedures
3. The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
Note - Organisations with fewer than five employees are not required by law to have a documented policy statement.
4D.1.1 If not, please explain why and specify which other means of proof concerning the quality assurance scheme can be provided
4D.1.2 If the relevant documentation is available electronically, please indicate.
4D.2 Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required environmental management systems or standards? The Bidder 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,
4D2.2 If not, please explain why and specify which other means of proof concerning the environmental management systems or standards can be provided:
If the relevant documentation is available electronically, please indicate:
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
The Invitation to Tender (ITT) will contain all the relevant Contract Performance requirements
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
Open 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: 2023/S 000-029517
four.2.2) Time limit for receipt of tenders or requests to participate
Originally published as:
Date
6 December 2023
Local time
5:00pm
Changed to:
Date
5 January 2024
Local time
5:00pm
See the change notice.
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: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
7 December 2023
Local time
12:00pm
Place
PCS-t portal
Information about authorised persons and opening procedure
Senior Procurement Specialist
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: NRS may re-let this this Contract prior to the end of the initial 5 year period a Contract Notice will be published Circa 18 months prior to the end of the initial period. If not,the option to extend will be used. The supplier will be notified 6 months prior to it's commencement date. A decision to utilise the the final 12 month extension will be taken 3 months prior to it's commencement date.
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
spend for hard facilities management services over the initial 5 yr period is estimated to be 5000000 GBP
spend for soft facilities management services over the initial 5 yr period is estimated to be 4000000 GBP
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 25358. 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:
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:
Suppliers will be required to provide a Community Benefits Statement outlining their proposed approach for delivering community benefits that they have selected from a menu of suggested community benefits
(SC Ref:747366)
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