Official UK procurement notice
Provision of Soft FM Services
Authority: National Galleries of Scotland
What is being bought
Published requirement descriptionNational Galleries Scotland (NGS) "The Authority" wish to award a term contract for the Provision of Soft FM Services to a single Contractor.
The Facilities Management provider will deliver Soft FM Services across NGS estate which comprises of 4 public gallery building and storage facilities across the city of Edinburgh.
Whilst NGS will retain overall strategic control, NGS shall delegate the day-to-day management and delivery of the specified Soft FM Services. The Contractor shall manage the Services in support of NGS’s business aims and objectives.
The Contractor shall have full responsibility for the delivery of all Services whether by directly employed personnel or sub-contracted personnel.
Services included within the contract scope may include (but are not limited to) routine and periodic cleaning, waste management, pest control and portering. Please refer to the document ‘Draft Soft FM Scope – May 2024’ uploaded to the portal for further details.
Stage 2 Tender documents are provided for INFORMATION, GUIDANCE & TRANSPARENCY ONLY. Stage 2 documents are in draft and may be subject to change prior to Invitation to Tender.
The Contractor must have a clear understanding of the contract requirements and the organisational needs of NGS.
NEC4 Term Service Contract will be used.
It is a requirement that the Contractor as a minimum, hold or commit to obtain prior to the award of contract, a valid Cyber Essentials Basic Certificate (or equivalent) in place throughout the duration of the contract.
Baseline Personnel Security Standards are required under the contract. All operatives who will be working on NGS sites will be required to hold valid basic disclosure certification.
There is no commitment to a minimum spend over the duration of the contract. Under this agreement, no minimum spend is guaranteed.
The agreement will be non-exclusive i.e., NGS reserves the right, in certain circumstances, to procure out with the Contract Agreement, as and when required.
In the event of unsatisfactory performance by the successful Contractor and the termination of the contract by either party, NGS reserves the right to negotiate the continuance of the services with the second and third placed Contractors.
- Recurrence: NGS may re-let this this Contract prior to the end of the initial 5 year period. A Contract Notice will be published circa 12-18 months prior to the end of the initial period. If not, the option to extend will be used.
CPV: Building and facilities management services · Building-cleaning services · Cleaning and sanitation services · Cleaning services · Facilities management services · Graffiti removal services · Office cleaning services · Pest-control services · Portering services · Refuse and waste related services · Refuse recycling services · Sanitary dispensing machines · +4 more
The lotProcurement structure
single lot · no lot value publishedLot #1The procurement will be conducted through the use of the Restricted ProcedureAwardedRenewal
The procurement will be conducted through the use of the Restricted Procedure. The SPD will be used as a downsizing tool in this procedure.
It is the intention of NGS to shortlist a maximum of 5 Contractors but NGS reserves the right to invite in excess of this number of Contractors in the event of a tie.
Economic Operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
The objective criteria for shortlisting candidates is detailed under section III of this Contract Notice.
Stage 1 Bidder Instructions have been uploaded to the portal for Bidder assistance.
DRAFT Stage 2 Tender documents have been uploaded to the portal. This is for INFORMATION, GUIDANCE & TRANSPARENCY ONLY as to the requirements of the contract and the procurement process. This information is draft and may be subject to change prior to Invitation to Tender.
Bidders should satisfy themselves that they can fulfil the contract requirements prior to completing the SPD.
Note that it is the opinion of NGS that TUPE may apply to the award of the Contract. Further TUPE information will be provided during Stage 2 of the tender competition. Additional information: All Stage 2 Tenderers will be invited to provide a tender presentation. Full details will be provided in the Invitation to Tender (ITT) document.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Published award criteria (2)
- Quality: 60
- Price: 40
- Suitability
Q4A1a 'Enrolment in a Relevant Professional Register', Q4A1b 'Enrolment in a Trade Register', Q4A.2a 'Authorisation of Particular Organisation Needed' and Q4A.2b'Membership of a Particular Organisation Needed' have been included in the SPD. Bidders must confirm whether this is applicable to them.
If applicable, each question will be scored on a Pass/Fail basis. If the Bidder is required by their country of establishment, to have enrolment in a Professional Register, Trade Register, authorisation and/or membership of a particular organisation that the Bidder has not attained, the response will be deemed a 'Fail'. Any Bidder scoring a 'Fail' mark will be disqualified from the competition.
- Economic & financial standing
Q4B5a - Insurance - Professional Risk Indemnity
Q4B5b - Insurance - Employer's (Compulsory) Liability
Q4B5c - Insurance - Public Liability Insurance & Cyber Liability Insurance
Q4B6 - Other Economic or Financial Requirements
Minimum: Q4B5a - Professional Risk Indemnity at 10,000,000 GBP for any one occurrence or series of occurrences arising out of any one event. Q4B5b - Employer's (Compulsory) Liability at 10,000,000 GBP for any one occurrence or series of occurrences arising out of any one event. Q4B5c - Pu… - Technical & professional ability
Bidders must refer to the document 'Stage 1 - Technical & Professional Scored Selection Criteria' uploaded to the portal.
The document contains the objective scored criteria which will be used to shortlist Stage 1 Bidders.
The document contains questions in respect of Technical & Professional Ability for which Bidders must provide a response.
There are three sections containing scored questions:
Section 1 - Evidence of Capability & Performance - Weighting 60%
Section 2 - People & Management - Weighting 30%
Section 3 - Service Approach - Weighting 10%
Each section contains individual questions. A minimum score is applied to some questions. Please refer to the 'Stage 1 - Technical & Professional Scored Selection Criteria' for full details.
Q4D.1 Quality Assurance (including Health & Safety Procedures) & Q4D.2 Environmental Management of the SPD are included under selection criteria in the SPD.
The five highest scoring Bidders will be shortlisted to the Invitation to Tender (Stage 2).
Minimum: All information including question scoring methodology is contained in the 'Stage 1 - Technical & Professional Scored Selection Criteria' document uploaded to the portal.
- Staff
- Names and qualifications of delivery staff must be submitted
- Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record · publisher note attached- Procedure method
- Restricted procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
Yes · NGS may re-let this this Contract prior to the end of the initial 5 year period. A Contract Notice will be published circa 12-18 months prior to the end of the initial period. If not, the option to extend will be used.
- First published
- 14 May 2024, 14:46 BST
- Last source update
- 19 Feb 2025, 12:02 GMT
- Authority reference
EST/SFM/2024- FTS notice number
2025/S 000-005795- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-04597aFind a Tender
- Performance terms
As detailed in the tender and contract documents.
Publisher note: The contract award value provided within this Contract Award Notice is the estimate value excluding VAT and inflation for the maximum duration of a 7 year contract. The contract award value is inclusive of an estimate value for call-offs under the contract for the maximum duration of a 7 year contract. The contract will utilise Option 1 Price Adjustment calculation of the NEC4 Contract T&Cs which is CPI + RPI divided by 2 and applied on the yearly anniversary date of the contract commencement date. (SC Ref:789116)
How it was run
Official noticeTender documents are also served through a separate tool: https://www.publiccontractsscotland.gov.uk ↗
- Submission deadline
- 19 Jun 2024, 12:00 BST
- Submission channel
- {"electronicSubmission"}
- Accepted languages
- en
- Bid validity
- 270 days from the deadline
Timeline
19 Jun 2024 → 19 Feb 2025 · 3 dates- Submission deadline19 Jun 2024, 12:00 BST
- Invitations to tender expected7 Aug 2024, 00:00 BST
- Notice published19 Feb 2025, 12:02 GMT
Notice history
1 event · 2 releases on Find a Tender- Status changed to complete19 Feb 2025, 12:02 GMT
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| Total Support Services Ltd | £4,237,692 † | — | Awarded |
Contracts
Contract 005795-2025-EST/SFM/2024-1 · Total Support Services Ltd
- Signed
- 22 Jan 2025
- Value
- £4,237,692
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 3bids · 3 electronic · 3 from abroad | 0 | — | — |
Contracting authority & participating public bodies
Dispute resolution & review bodies
- Edinburgh Sheriff CourtReview body
Bidders & participating suppliers
1 commercial party on the notice- Total Support Services LtdAwarded supplier
Official documents & specifications
Official links; attachments are not copiedNo document links were published on the notice.