Estates Professional Services Framework – Glasgow

Estates Professional Services Framework – Glasgow

This is a five lot Framework composed of the following lots: Lot 1: Architectural, Space Planning and Interior Design Services, Lot 2: Workplace Consultation.

United Kingdom-Glasgow: Architectural and related services

2020/S 234-579017

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: The Skills Development Scotland Co. Ltd
Postal address: Monteith House First Floor, 11 George Square
Town: Glasgow
NUTS code: UKM SCOTLAND
Postal code: G2 1DY
Country: United Kingdom
E-mail: Procurement@sds.co.uk
Internet address(es):
Main address: www.skillsdevelopmentscotland.co.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA12862

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, 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

Other activity: Skills Agency

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Estates Professional Services Framework

 

Reference number: P19-194

II.1.2)Main CPV code

71200000 Architectural and related services

II.1.3)Type of contract

Services

II.1.4)Short description:

 

This is a five lot framework composed of the following lots:

Lot 1: Architectural, Space Planning and Interior Design Services,

Lot 2: Workplace Consultation,

Lot 3: Property Surveyor Lease Management Services,

Lot 4: Project Management,

Lot 5: Supply and Installation of Office Furniture (Support Businesses only Lot).

 

II.1.5)Estimated total value

Value excluding VAT: 1 600 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for maximum number of lots: 3
II.2)Description

II.2.1)Title:

Workplace Consultancy

 

Lot No: 2

II.2.2)Additional CPV code(s)

71220000 Architectural design services

II.2.3)Place of performance

NUTS code: UKM SCOTLAND
Main site or place of performance:

All over SCOTLAND.

 

II.2.4)Description of the procurement:

 

Workplace strategy: appraisal of SDS needs and core requirements in terms of space occupied and development of strategies to align with business objectives.

Space planning: development of space planning layouts to support operational decision making and project briefs/ option appraisals.

Space demand and supply analysis: analysis of existing and future space requirements based on headcount information and align with estates strategy at a local/ regional and national level.

Project briefing: prepare project briefs based on space demand and operational requirements for issue to project design team.

Smart working: lead client and stakeholder workshops to drive adoption of smart working principles throughout the SDS estate. Development and maintenance of SDS Smart Working guidelines.

Building appraisals: analysis of physical and technical characteristics of buildings and space to inform estates decision making.

In use: post occupancy studies. Maintain as built information in response to operational developments.

CAD standards: development of CAD standards to be adopted by consultants and suppliers in the preparation of design layouts and as built drawings.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Expertise / Weighting: 30
Quality criterion – Name: Understanding of the key issues pertinent to the brief / Weighting: 15
Quality criterion – Name: Methodology and approach / Weighting: 30
Quality criterion – Name: Evidence of successful past delivery / Weighting: 25
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 50 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Optional 12-month extension.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

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
II.2)Description

II.2.1)Title:

Property Surveyor/Lease Management Services

 

Lot No: 3

II.2.2)Additional CPV code(s)

70332200 Commercial property management services

II.2.3)Place of performance

NUTS code: UKM SCOTLAND
Main site or place of performance:

All over SCOTLAND.

 

II.2.4)Description of the procurement:

 

SDS require support in the effective management of our leased estate:

— acquisition and disposals of leasehold property;

— negotiations on rent reviews;

— lease breaks, terminations and expiries;

— lease renewals and extensions;

— market searches and market reporting;

— preparation of recommendation reports in relation to lease approval papers required by Scottish Government;

— dilapidations negotiations and dispute resolutions;

— resolution on landlord and tenant issues including consents, service charges and claims;

— rating support services including returns of Valuation Questionnaires;

— maintenance and development of SDS’s existing property lease database, including lease/lessor details and key lease event dates. The exact format will be agreed upon appointment;

— advice to support the development and implementation of the SDS estates strategy;

— advice on procurement matters for property related issues;

— valuations and cash flow analysis in alignment with Scottish Government Green Book;

— support as appropriate for planning applications;

— landlord consents where required;

— commission and interpret condition surveys;

— act as intelligent customer for all works relating to the property portfolio within the scope of this brief;

— work with other SDS appointed suppliers in the estates and property management service, including project managers, external contractors as well as our in-house legal team and external lawyers;

— helping SDS deliver on its corporate social responsibility agenda;

— general advice on estates and property management;

— forward valuations on dilapidations and portfolio exposure issues;

— other associated services as required;

— building management services.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Expertise / Weighting: 40
Quality criterion – Name: Understanding of the key issues pertinent to the brief / Weighting: 20
Quality criterion – Name: Methodology and approach / Weighting: 20
Quality criterion – Name: Evidence of successful past delivery / Weighting: 20
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 250 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Extension of 1 period of 12 months.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

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
II.2)Description

II.2.1)Title:

Project Management

 

Lot No: 4

II.2.2)Additional CPV code(s)

71541000 Construction project management services

II.2.3)Place of performance

NUTS code: UKM SCOTLAND
Main site or place of performance:

All over SCOTLAND.

 

II.2.4)Description of the procurement:

 

PM is required to develop and maintain pre contract and post contract programme with key dates/milestones necessary to ensure successful delivery of all projects.

PM will be responsible for all tendering of packages of works for all projects. SDS reserves the right to Audit at any time and all appointments must be made based on three appropriate quotes reviewed by the client or client representative.

PM must, when contracting on behalf of SDS, do so in line with Scottish Government public procurement rules.

The PM will act as single point of contact and will co-ordinate the activities of all other professional appointments related to projects including interior design, space planning, M&E and structural engineering, including management and co-ordination of fee invoicing from all members of the design team.

The PM will act as principal designer including all duties to comply with CDM regulations (CDM 2015).

Liaison with incumbent contractors whom SDS have a contractual relationship and subcontracting of some service providers. It should be noted that SDS have a contracted IT Company and facilities management company who need to be liaised with.

PM should ensure that all appointed contractors purchase sustainable products as far as reasonably possible.

PM will be responsible for arranging regular site meetings as required and appropriate for the project to include preparing agendas, chairing meetings, taking and distributing minutes and actions in a timely manner.

PM will set up and manage design team meetings with SDS to discuss budget progress and any issues relating to the project.

Development and control of the risk register.

PM will be responsible for the co-ordination and issue of all tender documentation including post tender analysis report.

Production and regular maintenance of a detailed cost plan and cash flows.

Ensuring all statutory approvals, including landlord approvals for works are achieved in advance of the works starting.

Maintaining a full and robust change management procedure, and a running consolidation of potential exposures to the client and programmed budget.

Defects monitoring and reporting.

Completion and submission to the client of operation and maintenance manuals and as built drawings. SDS has an incumbent total facilities management partner, and they will be the receiving body for these documents and certificates via our facilities team manager. Manuals should be received within 10 days after handover of site.

Snagging should be complete before handover of site

PM to carry out/co-ordinate inspection at end of defects period and prepare a report. Ensure all defects are made good timeously and prior to release of any retention monies.

Final accounting and reporting

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Expertise / Weighting: 30
Quality criterion – Name: Understanding of the key issues pertinent to the brief / Weighting: 20
Quality criterion – Name: Methodology and approach / Weighting: 30
Quality criterion – Name: Evidence of successful past delivery / Weighting: 20
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 150 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Option 1-year extension of 12 months.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

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
II.2)Description

II.2.1)Title:

Supply and Installation of Office Furniture (Open to Supported Businesses Only)

 

Lot No: 5

II.2.2)Additional CPV code(s)

39000000 Furniture (incl. office furniture), furnishings, domestic appliances (excl. lighting) and cleaning products

II.2.3)Place of performance

NUTS code: UKM SCOTLAND
Main site or place of performance:

All over SCOTLAND.

 

II.2.4)Description of the procurement:

 

Ad-hoc purchase of low volume standard office items as and when required.

The replacement of broken or damaged furniture.

The sourcing, deployment and installation of recommended furniture for reasonable adaptations. The items normally provided includes height adjustable desks, task chairs with enhanced functionality (for example, inflatable lumbar support or wider seat pan), single and dual monitor arms and task lights, etc.

As part of our ongoing program of improvements, we fit out and furnish new and existing offices and public access centres, with items such as desks and accessories (baffle boards, task lights, monitor arms, desktop and under desk power), task chairs, tambour storage of various sizes, lockers, pedestals, meeting and breakout tables, meeting and break out chairs and occasionally larger items such as meeting and study booths.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Methodology and approach / Weighting: 30
Quality criterion – Name: Carbon reduction / Weighting: 15
Quality criterion – Name: Expertise / Weighting: 30
Quality criterion – Name: Evidence of successful past delivery / Weighting: 25
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 1 100 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Option to extend for one period of 12 months.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

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
II.2)Description

II.2.1)Title:

Architectural, Space Planning and Interior Design Services

 

Lot No: 1

II.2.2)Additional CPV code(s)

71200000 Architectural and related services

II.2.3)Place of performance

NUTS code: UKM SCOTLAND
Main site or place of performance:

All over SCOTLAND.

 

II.2.4)Description of the procurement:

 

Strategic definition: appraisal of SDS needs and core project requirements.

Preparation and brief: development of initial project brief. Feasibility studies and option appraisals.

Concept design: prepare concept design including outline proposals for building services systems, outline specifications and preliminary cost information.

Design development: prepare developed design including co-ordinated proposals for building services systems, outline specifications and cost information. Preparation and submission of planning applications.

Technical design: prepare technical design to include all architectural, structural and building services information, specialist subcontractor design and specifications. Preparation and submission of building warrants.

Construction: supervision of onsite and offsite construction in accordance with construction programme. Resolution of site queries.

Handover and close out: handover of project and conclusion of building contract. Preparation of as built drawings.

In use: post occupancy studies. Maintain as built information in response to operational developments.

 

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Expertise / Weighting: 40
Quality criterion – Name: Methodology and approach / Weighting: 20
Quality criterion – Name: Understanding key issues pertinent to the brief / Weighting: 15
Quality criterion – Name: Evidence of successful past delivery / Weighting: 25
Price – Weighting: 30

II.2.6)Estimated value

Value excluding VAT: 380 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

Optional 12-month extension period.

 

II.2.10)Information about variants

Variants will be accepted: no

II.2.11)Information about options

Options: no

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 IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Open procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 10

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

Date: 08/01/2021
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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

Tender must be valid until: 31/03/2021

IV.2.7)Conditions for opening of tenders

Date: 08/01/2021
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.3)Additional information:

 

Note: to register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland website at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=637114

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:637114)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=637114

 

VI.4)Procedures for review

VI.4.1)Review body

Official name: The Skills Development Scotland Co. Ltd
Postal address: Monteith House First Floor, 11 George Square
Town: Glasgow
Postal code: G2 1DY
Country: United Kingdom
E-mail: cara.wright@sds.co.uk

VI.5)Date of dispatch of this notice:

26/11/2020