Fully Comprehensive BMS Maintenance Contract

Fully Comprehensive BMS Maintenance Contract

The National Galleries of Scotland is seeking tenders for a fully comprehensive, performance related contract which provides the maintenance and servicing of its multi-property estate Building Management System (BMS). 

United Kingdom-Edinburgh: Building and facilities management services

2014/S 090-157516

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

National Galleries of Scotland
The Dean Gallery, 73 Belford Road
Contact point(s): Estates & Project Management
For the attention of: Liam Nisbet
EH4 3DS Edinburgh
UNITED KINGDOM
Telephone: +44 1316246217
E-mail: lnisbet@nationalgalleries.org
Fax: +44 1314672802

Internet address(es):

General address of the contracting authority: http://www.nationalgalleries.org

Address of the buyer profile: http://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11042

Electronic access to information: www.publiccontractsscotland.gov.uk

Electronic submission of tenders and requests to participate: www.publiccontractsscotland.gov.uk

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

Recreation, culture and religion

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

NGS Fully Comprehensive BMS Maintenance Contract.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 1: Maintenance and repair services
Main site or location of works, place of delivery or of performance: Edinburgh.

NUTS code UKM25

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

The National Galleries of Scotland is seeking tenders for a fully comprehensive, performance related contract which provides the maintenance and servicing of its multi-property estate Building Management System (BMS). The ongoing and continuous specified performance of this system is critical to the safe housing of highly valuable works of art and the maintenance and functionality of the buildings in which they are located.
The BMS employs Trend software and graphics, which is server managed and administered from several end user points and the contract covers all of its integral hardware, software and associated ancillary items.
The contract will initially run for three years, with the option to extend annually, on a year by year basis, for up to a further three years, giving a maximum possible contract period of six years. Any extension is not guaranteed, and will be dependent on the contractor’s performance, measured against Key Performance Indicators, details of which will be specified in the Tender Documents.
The estimated value of the contract includes an annual provisional sum that will be used to call off small works related to the specified service and maintenance. Provisional sums will be spent at the discretion of the Purchaser and in accordance with change control requirements of the contract. The estimated value of the Contract detailed in this notice is for a full six year period and includes annual provisional sums.

NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site athttp://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=303835.

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

II.1.6)Common procurement vocabulary (CPV)

79993000713142004800000048100000481500005070000050710000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

Three (3) year initial Contract, with a potential three (3) year extension, awarded on an annual year by year basis, totalling a possible Contract length of six (6) years.
Values are estimated between 600 000 GBP and 650 000 GBP. The value will remain the same for the duration of the initial three (3) year Contract, and for the duration of any extension(s).
No business whatsoever is guaranteed under any resulting Contract, indeed there is no guarantee that any Contract will be put in place in relation to this notice. No compensation etc. will be paid if a tender or resulting Contract is withdrawn for any reason. Bidders should take part in this process only on the basis that they fully understand an accept this position.
Estimated value excluding VAT:
Range: between 600 000 and 650 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: There may be, dependent on contractor performance which will be measured using Key Performance Indicators, the option to extend the initial three year Contract on an annual year by year basis for up to a further three years.
Any extension is not guaranteed, and there will be no Contract price increase should an extension be granted.
Provisional timetable for recourse to these options:
in months: 30 (from the award of the contract)

II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 3
In the case of renewable supplies or service contracts, estimated timeframe for subsequent contracts:
in months: 36 (from the award of the contract)

II.3)Duration of the contract or time limit for completion

Starting 1.7.2014. Completion 30.6.2017

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Details to be provided in the Invitation To Tender.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Details to be provided in the Invitation To Tender.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Where a consortium or other grouping of suppliers submits a bid, such consortia or grouping must nominate a lead organisation to deal with National Galleries of Scotland on all matters relating to the Contract. All consortium members or grouping will be required to be jointly and severally liable in respect to the obligations and liabilities relating to the Contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details to be provided in the Invitation To Tender.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Details are provided in the Pre Qualification Questionnaire.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Details are provided in the Pre Qualification Questionnaire.
Minimum level(s) of standards possibly required: Details are provided in the Pre Qualification Questionnaire.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Details are provided in the Pre Qualification Questionnaire.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5
Objective criteria for choosing the limited number of candidates: Part A – Background Information.
Part B – Criminal Convictions & Business Probity
Part C – Economic or Financial Standing
Part D – Insurance
Part E – Conflict of Interest
Part F – Membership of Trade Bodies
Part G – Technical Capability
Part H – Business Continuity
Part I – Quality Management
Part J – Equal Opportunities
Part K – Environmental Management
Part L – Health & Safety.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

Other previous publications

Notice number in the OJEU: 2014/S 47-078726 of 5.3.2014

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

IV.3.4)Time limit for receipt of tenders or requests to participate

6.6.2014 – 12:00

IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

16.6.2014

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: 30 months to 36 months after the Contract award, depending on whether extension periods are taken up.
VI.2)Information about European Union funds

VI.3)Additional information

PQQs will be issued and should be returned via the Public Contracts Scotland Postbox submission facility which relates to this notice.
(SC Ref:303835)
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: National Galleries of Scotland will incorporate a minimum ten (10) calendar day Standstill Period following electronic notification (minimum of 15 calendar days for any other means of communication) to unsuccessful applicants of the award decision. An economic operator that suffers, or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2006 (SSI 2006/1) (as amended) may bring proceedings in the Sheriff Court or the Court of Session.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:

7.5.2014

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