National Galleries Scotland Cleaning Contract 2018

National Galleries Scotland Cleaning Contract 2018

National Galleries Scotland are looking to procure a sole service provider for the provision of regular, daily cleaning services across all of their sites.

United Kingdom-Edinburgh: Cleaning and sanitation services

2018/S 190-429784

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

National Galleries of Scotland
National Galleries of Scotland, 73 Belford Road
Edinburgh
EH4 3DS
United Kingdom
Telephone: +44 1316246213
E-mail: cblakebell@nationalgalleries.org
NUTS code: UKM75
I.2)Information about joint procurement

I.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 the abovementioned 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

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

II.1.1)Title:

National Galleries Scotland Cleaning Contract

II.1.2)Main CPV code

90900000

II.1.3)Type of contract

Services

II.1.4)Short description:

The National Galleries of Scotland cares for, develops, researches and displays the national collection of Scottish and international art and, with a lively and innovative programme of exhibitions, education and publications, aims to engage, inform and inspire the broadest possible public. Our collection of fine art is amongst the best in the world, accordingly National Galleries Scotland offer a 5 star visitor attraction destination.

National Galleries Scotland (NGS) are looking to procure a sole Service Provider for the provision of regular, daily cleaning services across all of their sites.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

90910000

II.2.3)Place of performance

NUTS code: UKM75

II.2.4)Description of the procurement:

National Galleries Scotland (NGS) are looking to procure a sole Service Provider for the provision of regular, daily cleaning services across the following sites:

— The National Gallery; including the Royal Scottish Academy Building and the Weston Link,

— Scottish National Portrait Gallery,

— Scottish National Gallery of Modern Art; two buildings exist on site, Modern One and Modern Two as well as a number of Lodge Houses and portacabins.

Additional sites will fall under the contract however; these do not require the frequency of daily cleaning.

The contract requirements include but are not limited to:

— daily cleaning services performed before 10:00 am or to an agreed evening cleaning schedule. Areas to be cleaned include office accommodation, kitchens/tea points, toilet areas, circulation corridors and staircases,

— a dedicated contract management team including supervisors located at each site named above; National Gallery, Scottish National Portrait Gallery and Gallery of Modern Art,

— janitorial service between 11:00 am – 4:00 pm per site (3 main sites as stated above). Janitorial service hours are extended during peak season,

— additional ad hoc cleaning services booked for events and exhibitions (average 1 event per week),

— periodic deep cleans and carpet cleans.

In addition, NGS intend to include a consumables schedule within the tender document from which they may order and purchase supplies through the successful Service Provider.

Service Providers should be aware they are required to provide all equipment and materials required to carry out cleaning services. No element of the contract may be sub-contracted. All staff to be employed under the contract will require a basic disclosure check. This includes any temporary/cover staff and is subject to renewal every 2 years. Cleaning staff working within Modern One of the Scottish National Gallery of Modern Art will require Air Cargo Training. This will be provided by NGS. All cleaning substances must be environmentally friendly. The contract will be subject to regular, unannounced internal audit and inspection by NGS.

The objectives of this procurement for NGS are to obtain best value for money, comply with European Legislation and arrive at a way of working which is beneficial and transparent for NGS and the Service Provider alike.

This procurement will be conducted through the use of the Restricted Procedure. The ESPD will be used as a downsizing tool in this procedure.

It is the intention to shortlist a maximum of 5 Service Providers however; NGS reserve the right to invite in excess of this number of Service Providers 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) 2015.

The objective criteria for shortlisting candidates is detailed under section III of this Contract Notice.

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

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

Duration in months: 36
This contract is subject to renewal: yes
Description of renewals:

The contract will run for a period of 36 months with an option to extend the contract by a variable period not exceeding 24 months.

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

Envisaged number of candidates: 5

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

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

List and brief description of conditions:

Q4A.1b “Enrolment in a Trade Register”, Q4A.2a “Authorisation of a Particular Organisation Needed” and Q4A.2b “Membership of Particular Organisation Needed” have been included in the ESPD. Bidders must confirm whether this is applicable to them.

If applicable, this question will be scored on a Pass/Fail basis. If the Bidder is required by their country of establishment, to have enrollment in a Trade Register, authorisation and/or membership of a particular organisation that the Service Provider has not attained, the response will be deemed a “Fail”.

III.1.2)Economic and financial standing

Minimum level(s) of standards possibly required:

Q4B.2a — It is a requirement of this contract that Bidders confirm a minimum turnover of 750 000 GBP per year in the provision of Cleaning Services for the most recent 3 financial years.

Q4B.3 — In the case information concerning specific yearly turnover is not available for the entire period required, Bidders are required to state the date they set up or started trading.

Q4B.5a — It is a requirement of this contract that Bidders hold, or can commit to obtain prior to the commencement of any subsequent award contract, the types and levels of insurance indicated below:

Professional Risk Indemnity = 5 000 000 GBP

This will be scored on a Pass/Fail basis. If the Bidder responds “No, and I cannot commit to obtain it” the response will be deemed a “Fail”.

Q4B.5b — It is a requirement of this contract that Bidders hold, or can commit to obtain prior to the commencement of any subsequent award contract, the types and levels of insurance indicated below:

Employer’s (Compulsory) Liability = 10 000 000 GBP

This will be scored on a Pass/Fail basis. If the Bidder responds “No, and I cannot commit to obtain it” the response will be deemed a ‘Fail’.

Q4B.5c — It is a requirement of this contract that Bidders hold, or can commit to obtain prior to the commencement of any subsequent award contract, the types and levels of insurance indicated below:

Public Liability Insurance = 10 000 000 GBP

This will be scored on a Pass/Fail basis. If the Bidder responds “No, and I cannot commit to obtain it” the response will be deemed a “Fail”.

Q4B.6 — Bidders are required to submit their most recent 3 years audited accounts and, where appropriate, provide additional supporting information e.g. details of any significant differences since the last set of audited accounts.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

The following selection criteria is listed within the ESPD and will be scored:

— Q4C.1.2 Relevant Examples (40 %),

— Q4C.4 Supply Chain Management (20 %),

— Q4C.6 Educational & Professional Qualifications (20 %),

— Q4C.9 Tools, Plant or Technical Equipment (20 %).

The 5 highest scoring bidders will be shortlisted to the Invitation to Tender.

Question scoring methodology is fully described within the ESPD.

Q4C.10 Subcontracting Proportion, Q4D.1 Quality Assurance and Q4D.2 Environmental Management are included under selection criteria but will be scored on a Pass/Fail basis, as detailed below.

Minimum level(s) of standards possibly required:

Q4C.1.2 Bidders are required to provide 2 examples that demonstrate experience of delivering all services as detailed in II.2.4 (The Description of the Procurement) of the contract notice. Each example should be wholly relevant to all of the services to be provided and should aim to demonstrate experience in all parts of the services to be provided; and within a similar environment. This information should include contract values and dates, previous or current Client details and details of where you have been able to demonstrate added value through the adoption of innovative solutions.

The example contracts must have been carried out within the last 5 years and on going for at least 3 years; the Bidder must have been the main Service Provider employed to the Contract; and the Bidder must be able to provide evidence of this.

Note that a simple assertion will not be acceptable evidence; bidders should provide detailed evidence to demonstrate the breadth of their experience, capability, capacity etc.

Q4C.4 Bidders are required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver the types of requirements detailed in II.2.4 (The Description of the Procurement) of the contract notice. The response must demonstrate that the Bidder is capable of sourcing fairly and ethically traded environmentally friendly cleaning products and solutions and consumables to be ordered and purchased by National Galleries Scotland when required.

Q4C.6 Bidders are required to confirm the professional experience only, of their managerial staff and supervisors who upon award of contract would be dedicated to overseeing operations across all sites. The response must identify the members of the proposed management team, the lines of communication between one another and detail the professional experience of each member. Bidders should bear in mind that on-site contract management is a requirement of this contract and an on-duty supervisor assigned to each of the 3 main sites as detailed in II.2.4 (The Description of the Procurement) of the contract notice.

Q4C.9 Bidders are required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the required standard of services detailed in II.2.4 (The Description of the Procurement) of the contract notice. Service Providers are required to provide all equipment, machinery and materials necessary to carry out the services of the Contract.

Q4C.10 Bidders are required to provide details of the proportion (i.e. percentage) of the contract that they intend to subcontract. Sub-contracting is not permitted under the contract. Bidders must confirm that they are capable of performing and delivering on all service requirements as detailed in II.2.4 (The Description of the Procurement) of the contract notice.

This will be scored on a Pass/Fail basis.

Q4D.1 Quality Assurance:

The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO9001 (or equivalent). If no certification is available provide in detail how you ensure good quality management and health and safety management within your organisation. Your response should cover all aspects required by an external quality management system.

This will be scored on a Pass/Fail basis.

Q4D.2 Environmental Management:

The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO14001 (or equivalent) or a valid EMAS (or equivalent) certificate. If no certification is available provide in detail how you ensure good quality management and health and safety management within your organisation. Your response should cover all aspects required by an external environmental management system.

This will be scored on a Pass/Fail basis.

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:

As stated in the Tender Document.

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

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: 05/11/2018
Local time: 12:00

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

Date: 16/11/2018

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

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 4 (from the date stated for receipt of tender)
IV.2.7)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:

2021-2023

VI.2)Information about electronic workflows

VI.3)Additional information:

National Galleries Scotland reserves the right to cancel the procurement at any time and not award a Contract. The expenditure, work or effort undertaken by bidders prior to the Award of Contract is accordingly a matter solely for the commercial judgement of bidders.

Late tenders may not be considered by National Galleries Scotland.

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=556990.

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:556990)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=556990

VI.4)Procedures for review

VI.4.1)Review body

National Galleries of Scotland
National Galleries of Scotland, 73 Belford Road
Edinburgh
EH4 3DS
United Kingdom
Telephone: +44 1316246213Internet address: http://www.nationalgalleries.org
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:

28/09/2018

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