Fine Art Transport Services for National Galleries of Scotland

Fine Art Transport Services for National Galleries of Scotland

Provision of specialised fine art transport services for the packing, transport and storage of works of art for temporary exhibition. 

United Kingdom-Edinburgh: Transport services (excl. Waste transport)

2017/S 217-451385

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

National Galleries of Scotland
73 Belford Road
United Kingdom
Contact person: Rosalyn Clancey
Telephone: +44 1316246331
Fax: +44 1314672802
NUTS code: UKM75

I.2)Joint procurement

The contract is awarded by a central purchasing body


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via:

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Recreation, culture and religion

Section II: Object

II.1)Scope of the procurement


Fine Art Transport Services.

Reference number: 2017/05

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

Provision of specialised fine art transport services for the packing, transport and storage of works of art for temporary exhibition. Services will include transport arrangements for lenders accompanying works of art. The suppliers will be expected to provide high security, environmentally controlled storage and warehousing for works of art for exhibition loans from UK and international private lenders and institutions. Contractors are responsible for collection from lenders, including crating and packing where required, and dispersal after the end of the exhibition. This service will require contractors to have a range of facilities and appropriate expertise in road transport services, air transport services, cargo handling and storage services for fine art consignments. More details can be found in the Description of Works summary attached to this notice.

II.1.5)Estimated total value

Value excluding VAT: 170 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKM75
Main site or place of performance:


II.2.4)Description of the procurement:

This is a 2 stage procurement process. A short-list of contractors will be made from the evaluation of the submitted ESPD’s. These contractors will then be sent the tender documents. From the completed tender documents a contractor will be selected based on price and quality.

The shortlisted contractors will need to demonstrate that they have the required skills and experience in specialised fine art transport services. They must demonstrate that they have carried out work as described in II.1.4) and the attached Description of Works.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 170 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 10
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Maximum number: 5
Objective criteria for choosing the limited number of candidates:

The process we will apply will be:

— Statements including the specific requirements can be found within section III.1.2) and III.1.3) of the Contract Notice.

— Bidders must pass the minimum standards sections of the ESPD (Scotland).

Part III and Section B of Part IV will be scored on a pass/fail basis, and Section C of Part IV of the ESPD (Scotland) will be scored in the following way:

0 — Unacceptable. Nil or inadequate response. Fails to demonstrate previous experience/capability relevant to this criterion.

1 — Poor. Response is partially relevant but generally poor. The response shows some elements of relevance to the criterion but contains insufficient/limited detail or explanation to demonstrate previous relevant experience/capacity/capability.

2 — Acceptable. Response is relevant and acceptable. The response demonstrates broad previous experience, knowledge and skills/capacity/capability but may lack in some aspects of similarity e.g. previous experience, knowledge or skills may not be of a similar nature.

3 — Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good amount of experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

4 — Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates thorough experience, knowledge or skills/capacity/capability relevant to providing similar services to similar clients.

The responses to the questions of Section III.1.3) of the Contract Notice will be weighted the following way: Please see ESPD (Scotland)

4C.1.2: Weighting 90 %. If you fail to reach a good score of 3 your tender will not be considered further, 4C.2 1 %, 4C.6 1 %, 4C.6.1 1 %, 4C.8.1 2 %, 4C.8.2 2 %, 4C.9 2 %, 4C.10 1 %.

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

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.

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Please refer to these statements when completing section 4B of the ESPD (Scotland)

4B.1.1 and 4B.2.1 Turnover should be provided for 3 years.

4B 5.1 Employer’s (Compulsory) Liability Insurance.

4B 5.2 All other types of insurance listed in the contract notice.

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 of insurance indicated below

Employers (compulsory) Liability Insurance = 5 000 000 GBP.

Public Liability Insurance = 5 000 000 GBP.

Professional Indemnity Insurance = 5 000 000 GBP.

The bidder is required to confirm that (to the best of their knowledge) there are no material post balance sheet events or other business issues arising since the date of the last audited financial statements that materially impact the economic and financial standing of the economic operator.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

4C.1.2: Bidders will be required to provide examples of works carried out in the past 3 years that demonstrate that they have the relevant experience to deliver the work as described in part II.1.4) of the OJEU Contract Notice and the attached Description of Works document, including:

— An understanding of the nature and requirements of the UK Government Indemnity Scheme conditions relating to transport, security, environmental conditions and food and drink;

— Expertise in handling, packing and transporting works of art of various media, size and weight, in the UK and abroad;

— The expertise, authorisations and guarantees required to deal with the temporary or permanent import or export of works of art and make official declarations to HM Revenue and Customs;

— Expertise in the planning, administration, deployment and co-ordination of the full range of services required for the assembly, transfer and dispersal of major international art exhibitions.

4C.2 Bidders will be required to confirm details of the technicians or technical bodies who they can call upon, especially those responsible for quality control.

4C.6 Bidders will be required to confirm details of the professional qualifications held by the service provider or contractor itself.

4C.6.1 Bidders will be required to confirm details of the professional qualifications held by its managerial staff.

4C.8.1 Bidders will be required to confirm their average annual manpower for the last 3 years.

4C.8.2 Bidders will be required to confirm their number of managerial staff for the last 3 years.

4C.9 Bidders will be required to confirm details of tools, plant and technical equipment available to them in relation to this procurement exercise.

4C.10 Bidders will be required to confirm the percentage of the contract that they intend to subcontract.

III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

4D.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).


The bidder must have the following:

a. A documented policy regarding quality management. The policy must set out responsibilities for quality management policy that is authorised by their Chief Executive, or equivalent, and is periodically reviewed at a senior management level. The policy must be relevant to the nature and scale of the work to be undertaken and set out responsibilities for quality management throughout the organisation.

b. Documented procedures for periodically reviewing, correcting and improving quality performance including processes for ensuring that the bidder’s quality management is effective in reducing/preventing incidents of sub-standard delivery, this must include the quality of output and general performance.

III.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 IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 11/12/2017
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 13/12/2017

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic payment will be used

VI.3)Additional information:

2D.1.1 Bidders are required to list the subcontractors they propose to use in so far as they are known:


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.


The bidder must have the following:

a) A regularly reviewed documented policy regarding environmental management, authorised by the Chief Executive or equivalent. This policy must include and describe the bidder’s environmental emergency response procedures including the preparedness and response procedures for potential accidents and emergency response situations that give rise to significant environmental impacts (for example hazardous substances spill control).

b. Documented arrangements for ensuring that the bidder’s environmental management procedures are effective in reducing/preventing significant impacts on the environment. This should evidence the bidder’s organisation’s environmental policy and implementation plan provides the information as to how the organisation aims to discharge relevant legal responsibilities and provides clear indication of how these arrangements are communicated to the workforce, in relation to environmental matters including: sustainable materials procurement; waste management; energy management. This should include the arrangements for responding to, monitoring and recording environmental incidents and emergencies and complaints.

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at

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: 517014).

Download the ESPD document here:

VI.4)Procedures for review

VI.4.1)Review body

National Galleries of Scotland
73 Belford Road
United Kingdom
Telephone: +44 1316246214
Fax: +44 1314672802Internet address:
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:



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