Find a TenderCancelled

Published 17 May 2023, 15:21 BST

Official UK procurement notice

Scope of the Procurement · UK public procurement notice

Official notice

Authority: National Records of Scotland·Consortium: 2 public authorities

2 lotsServicesOpen procedure

Sectors: Business Services & Consultancy (79) Delivery: Scotland (UKM75)

Published estimate£9,000,000total for 2 lots · 1 value update

Submissions closed 5 Jan 2024

Lots 2see the lot list below

What is being bought2 lots · detail below

Published requirement 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.

Recurrence: 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.

CPV: Building and facilities management services

Lots and requirements (2)Procurement structure

2 lots · 1 with a published value · same evaluation weights on every lot

Lot #1The Provision of Hard Facilities Management ServicesAwardedRenewalLot estimate not published

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. 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.

Delivery: Scotland · As described in the statement of Requirements.

Extensions: 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) · 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).Variant bids: not allowed

79993000 Building and facilities management services

Lot #2The Provision of a Soft Facilities Management ServicesAwardedRenewalPublished value£4,000,000

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 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.

Delivery: Scotland · NRS offices within Edinburgh

Extensions: 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) · The initial contract period will be 60 months, with the option to extend for up to 24 months (in increments of 12 months)Variant bids: not allowed

79993000 Building and facilities management services

What it takes to win
i
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 more

How bids were scored · same split on all 2 lots

Quality: 70%Price: 30%

Published award criteria (2)

quality: 70
Price: 30

Lot distribution rule: 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.

Conditions of participation2

Economic & financial standing
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
Technical & professional ability
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 detai…

Staff: Names and qualifications of delivery staff must be submitted

What this means for your bid

Price carries 30 of 100 points: a 10% discount moves about 3 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: Open procedure
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Services
Notice status: Cancelled
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 · 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.
First published: 17 May 2023, 15:21 BST
Last source update: 5 Jun 2024, 11:59 BST
Award evaluation window: 7 Dec 2023 – …
Authority reference: 17/07/14
FTS notice number: 2024/S 000-017394
Classification (CPV): Building and facilities management services
Delivery area: Scotland (UKM75)
Official registry OCID: ocds-h6vhtk-03cd43 Find a Tender

Contract terms

Electronic trading: e-invoicing allowed · electronic ordering · electronic payment
Performance terms: The Invitation to Tender (ITT) will contain all the relevant Contract Performance requirements

Publisher note: 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 (SC Ref:768548)

How it was run

Official notice

Run through: Public Contracts Scotland · Who buys & how to bid on PCS

Supplier login requiredLanguage: EN

Access & registration note: Free single registration for Scotland; PCS-Tender (Jaggaer) for full bidding

Tender documents are also served through a separate tool: http://www.publictendersscotland.publiccontractsscotland.gov.uk ↗

Submission deadline: 5 Jan 2024, 17:00 GMT
Submission channel: {"electronicSubmission"}
Accepted languages: en
Bid validity: 90 days from the deadline
Bids opened: 7 Dec 2023, 12:00 GMT

Detailed submission instructions & authority contactsFrom official release

www.publictendersscotland.publiccontractsscotland.gov.uk ↗

Timeline

31 Jul 2023 → 5 Jun 2024 · 4 dates

Next notice expected
31 Jul 2023, 00:00 BST
Bids opened
7 Dec 2023, 12:00 GMT
Submission deadline
5 Jan 2024, 17:00 GMT
Notice published
5 Jun 2024, 11:59 BST

Notice history

9 events · 8 releases on Find a Tender · since 6 Oct 2023

Published value published: £9,000,000
6 Oct 2023, 12:08 BST
Status changed to active
6 Oct 2023, 12:08 BST
Procurement method changed
6 Oct 2023, 12:08 BST
Deadline published: 1 Dec 2023, 17:00 GMT
6 Oct 2023, 12:08 BST
Buyer details updated
6 Oct 2023, 12:08 BST
Deadline moved to 6 Dec 2023, 17:00 GMT
9 Oct 2023, 14:46 BST
+5 days · was 1 Dec 2023, 17:00 GMT
Deadline moved to 5 Jan 2024, 17:00 GMT
22 Nov 2023, 16:06 GMT
+30 days · was 6 Dec 2023, 17:00 GMT
Status changed to complete
8 May 2024, 10:39 BST
Status changed to unsuccessful
5 Jun 2024, 11:59 BST

Published amendments (2 · 2 deadline changes)

When	What	Before	After	Shift
—	DeadlineTime limit · IV.2.2	1 Dec 2023	6 Dec 2023	+5 d
—	Bid openingConditions for opening of tenders · IV.2.7	4 Dec 2023	8 Dec 2023	+4 d
—	DeadlineTime limit · IV.2.2	6 Dec 2023	5 Jan 2024	+30 d
—	Bid openingConditions for opening of tenders · IV.2.7	7 Dec 2023	8 Jan 2024	+32 d

closing date extended due to technical issues with PCs- tender.

extension of time for tender return

Routine re-releases (8)

2023-11: 1 release · 22 Nov 2023
2023-10: 3 releases · 6 Oct 2023, 12 Oct 2023
2023-05: 1 release · 17 May 2023

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 4

Bids received 9

Contracts signed 2latest 23 Apr 2024

Awarded to	Value	Date	Status
Lot 1 · The Provision of Hard Facilities Management Services1 award
Lovats GroupSME	—	—	Awarded
Lot 2 · The Provision of a Soft Facilities Management Services1 award
Robertson Facilities Management	—	—	Awarded

2 further award records carry no date or value.

Contracts

The Provision of a Soft Facilities Management Services · Robertson Facilities Management
Signed
23 Apr 2024
Value
—
Status
active
The Provision of Hard Facilities Management Services · Lovats GroupSME
Signed
9 Apr 2024
Value
—
Status
active

Bid statistics published by the authority

Lot	Bids	SME	VCSE	Valid bid range
1 · The Provision of Hard Facilities Management Services	6bids · 6 electronic	0	—	£3,000,000 – £3,300,000
2 · The Provision of a Soft Facilities Management Services	3bids · 3 electronic	0	—	£3,000,000 – £3,300,000
Whole notice	—	—	—	£600,000,000 – £800,000,000

Contracting authority & participating public bodies

2 public bodies on the notice

National Records of Scotland

Contracting authorityMinistry or any other national or federal authority, including their regional or local subdivisionsGeneral public services Ladywell House, Ladywell Road, Edinburgh, Scotland, EH12 7TFContact email

Dispute resolution & review bodies

Edinburgh Sheriff CourtReview body EdinburghContact phone

Bidders & participating suppliers

2 commercial parties on the notice

Lovats GroupAwarded supplier Muirhead, Mitchelston Ind Est, Kirkcaldy, Scotland, KY1 3PB
Robertson Facilities ManagementAwarded supplier Robertson House, Castle Business Park, Stirling, Scotland, FK9 4TZ

Official documents & specifications

Official links; attachments are not copied

No document links were published on the notice.