Section one: Contracting authority
one.1) Name and addresses
Aberdeen Sports Village Limited
Linksfield Road, Aberdeen Sports Village
Aberdeen
AB24 5RU
danny@aberdeensportsvillage.com
Telephone
+44 1224438917
Country
United Kingdom
NUTS code
UKM50 - Aberdeen City and Aberdeenshire
Internet address(es)
Main address
http://www.aberdeensportsvillage.com/
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA16903
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
www.publiccontractsscotland.gov.uk
Additional information can be obtained from another address:
aberdeen sports village
Aberdeen
Contact
Ludwik Metelski
ludwik@aberdeensportsvillage.com
Country
United Kingdom
NUTS code
UKM50 - Aberdeen City and Aberdeenshire
Internet address(es)
Main address
Tenders or requests to participate must be submitted electronically via
www.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.publiccontractsscotland.gov.uk
Tenders or requests to participate must be submitted to the following address:
Aberdeen sport svillage
Aberdeen
ludwik@aberdeensportsvillage.com
Country
United Kingdom
NUTS code
UKM50 - Aberdeen City and Aberdeenshire
Internet address(es)
Main address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
Recreation, culture and religion
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Gym Refurbishment Contract 2025 - Aberdeen Sports Village
Reference number
ASV-GYM-2025
two.1.2) Main CPV code
- 37440000 - Fitness equipments
two.1.3) Type of contract
Supplies
two.1.4) Short description
he contract is for the supply, delivery, installation, and commissioning of new gym equipment, flooring, and lighting at Aberdeen Sports Village. The project is part of a wider refurbishment of the existing gym facility and aims to enhance the user experience, increase capacity, and support digital integration with the existing membership and booking systems.
The successful supplier will be responsible for providing a complete design and layout proposal, including technical drawings, and will act as a strategic partner to Aberdeen Sports Village. The contract includes options for outright purchase or a sixty-month rental agreement for the gym equipment. Flooring and lighting will be procured as outright purchases.
The contract will begin in December 2025, with installation to be completed by January 2026. The initial term is five years, with the option to extend for a further five years. The procurement will be conducted as a single lot.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKM50 - Aberdeen City and Aberdeenshire
Main site or place of performance
UKM50 – Aberdeen City and Aberdeenshire
two.2.4) Description of the procurement
Aberdeen Sports Village is seeking a supplier to deliver a full gym refurbishment, including the supply, delivery, installation and commissioning of new fitness equipment, flooring and lighting. The successful supplier will also provide technical drawings, support digital integration with existing systems, and act as a strategic partner throughout the contract term.
The contract includes options for both outright purchase and a sixty-month rental agreement for the gym equipment. Flooring and lighting will be procured as outright purchases. The supplier must also provide a buy-back value for existing equipment and ensure all installation is completed by January 2026.
The contract will run for an initial period of five years, with the option to extend for a further five years. The procurement will be conducted as a single lot.
two.2.5) Award criteria
Quality criterion - Name: Design and Layout / Weighting: 18
Quality criterion - Name: Quality and Scope of Products / Weighting: 18
Quality criterion - Name: Rental and Maintenance Agreement / Weighting: 12
Quality criterion - Name: Added Value and Product Innovation / Weighting: 8
Quality criterion - Name: Project Plan and Management Process / Weighting: 4
Quality criterion - Name: Lease and Maintenance Agreements / Weighting: 3
Quality criterion - Name: Lead Times and Customer Service / Weighting: 3
Price - Weighting: 35
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 includes an option to extend for a further period of up to 5 years, subject to mutual agreement between Aberdeen Sports Village and the supplier. This would bring the total potential contract duration to 10 years.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The contract includes an option for the outright purchase or a sixty-month rental agreement for gym equipment. It also allows for the potential extension of the contract for an additional five years. Suppliers may also propose optional added-value services such as staff training, digital integration, and marketing support, as outlined in the tender documentation.
two.2.12) Information about electronic catalogues
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue
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.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
Suppliers will be required to confirm that they are enrolled in a relevant professional or trade register in the country in which they are established. This may include registration with Companies House or an equivalent national body.
Suppliers must also confirm that they are authorised to perform the services required under this contract and that they meet all legal and regulatory requirements to operate in the United Kingdom.
The relevant selection criteria will be included in the SPD (Scotland) module within PCS-Tender.
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
The successful contractor will be required to comply with the following contract performance conditions:
Adherence to Aberdeen Sports Village’s Health and Safety management procedures, including submission of a pre-commencement Risk Assessment and Method Statement.
Compliance with data protection legislation, including provision of a Data Protection Impact Assessment (DPIA) where applicable.
Provision of a full maintenance and service agreement, including guaranteed response times and first-time fix rates.
Commitment to ethical, environmentally sustainable, and socially responsible practices throughout the delivery of the contract.
Removal and responsible disposal of all packaging and waste materials following installation.
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.2.2) Time limit for receipt of tenders or requests to participate
Date
25 July 2025
Local time
12:00pm
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
25 July 2025
Local time
12:00pm
Place
Aberdeen Sports Village
Information about authorised persons and opening procedure
Tenders will be opened electronically via the PCS-Tender system by authorised procurement staff at Aberdeen Sports Village. No external parties will be present during the opening process.
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
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
All tender submissions must be made electronically via the Public Contracts Scotland – Tender (PCS-T) portal and e-mailed directly to Ludwik Metelski - ludwik@aberdeensportsvillage.com by 12:00 on Friday 25th July 2025. Submissions received after this deadline will not be considered.
Site visits are strongly encouraged and can be arranged prior to the 17th of July 2025 by contacting kris McIntosh - kris@aberdeensportsvillage.com.
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=803376.
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.
(SC Ref:803376)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=803376
six.4) Procedures for review
six.4.1) Review body
Aberdeen Sheriff Court and Justice of the Peace Court
Castle Street
Aberdeen
AB10 1WP
Telephone
+44 1224657200
Country
United Kingdom