Exhibition Design and Build Contract – National Library of Scotland

Exhibition Design and Build Contract – National Library of Scotland

This will be a fully project managed service, subcontracted as required and will comprise of the following: exhibition design and build services.

United Kingdom-Edinburgh: Museum-exhibition services

2019/S 140-344854

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

National Library of Scotland
George IV Bridge
United Kingdom
Contact person: Emma Smith
Telephone: +44 1316233742
E-mail: e.smith2@nls.uk
Fax: +44 1316233701
NUTS code: UKM
Internet address(es):Main address: http://www.nls.uk

Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA11622

I.2)Information about joint procurement


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


Semi Permanent Exhibition — Design, Build and Digital Interpretation Services and Ongoing Support

Reference number: 2018.19.060

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The National Library of Scotland requires a contractor to provide exhibition design, build, and digital interpretation plus ongoing support contract for up to 5 years,in the newly converted Treasures Gallery in the George IV Bridge Building in Edinburgh. The design, build and digital interpretation services are for a semi–permanent exhibition, with a minimum life span of 5 years, in order to showcase iconic items from the Library’s collections.

This will be a fully project managed service, subcontracted as required and will comprise of the following:

— exhibition design and build services,

— digital interpretation services,

— graphic artwork,

— software and interactives and hardware,

— project management services,

— lighting design in collaboration with the Library’s directly appointed lighting contractor,

—ongoing support of the physical and digital content (term contract).

Consideration for regular/annual small scale refresh – with the rotation of collection material on display as appropriate.

II.1.5)Estimated total value

Value excluding VAT: 240 000.00 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:

National Library of Scotland

George IV Bridge


II.2.4)Description of the procurement:

The Library requires exhibition design, build, digital interpretation plus ongoing support services contract. The technical solution proposed for the design, build and digital interpretation must be robust and built to last for a minimum of 5 years.

Exhibition design and build services.

Design and build of a semi-permanent exhibition in the newly converted treasures gallery within the operational parameters of the newly fitted out space and in collaboration with the Library project team.


The primary focus of the treasures gallery is:

To provide a showcase experience where visitors can view a selection of ‘must see’ items from the Library’s collections which collectively communicate the span of the collections (the earliest item dates from the 9th century, with new material added daily) and the significance of the collections to an understanding of Scotland’s history and culture

Within this the space should deliver:

1) A build of quality and elegance (within the budget parameters) on a par with the Library’s national status;

2) An environment which allows for an integrated and seamless display of a wide variety of items of different sizes and formats: historic, modern, intimate, large scale, cased, framed, manuscript, print, audio visual and born-digital items;

3) An atmosphere which aims to actively engage the visitor, through language and interpretation which is welcoming and inclusive;

4) A feeling of shared ownership and continuity of collecting which reflects the Library’s status as a ‘memory institution’;

5) A range of digital presentations to showcase moving image, sound and digital items held within the Library’s collections, and which encourage visitor engagement.

Digital interpretation:

To provide digital interpretation services i.e. interactives and audio visual displays including the physical infrastructure, hardware, software and content. Digital interpretation will be integrated throughout the new treasures gallery. Digital elements will provide multiple pathways for audiences to engage with the collections – both those which are on display in the gallery and those which are not. When designing the digital interpretation it must be done in a way that allows easy access to the hardware provided for repairs.

Project management services:

The appointed designer will project manage the delivery of all the services in the design, build and digital interpretation of the treasures gallery redisplay. They will work collaboratively with the Library project team and in liaison with the internally appointed named Library project manager. They will be expected to attend monthly project management meetings with the Library project team as appropriate (approximately 7) and meet with the Library project manager out with the monthly project management meetings as required. The delivery of the project will be managed in accordance with key dates; any significant changes to the programme will be in agreement with Library project manager. The appointed Designer will hold responsibility for managing the contracts of all their directly appointed sub-contractors and ensuring the project is adequately resourced at all stages of delivery.

On-going support services:

The ongoing support and refresh contract will run for a minimum of 2 years with an option to extend for a further 3 x 12 month period. The support contract will commence the day following the actual snagging sign off date. The Library requires a reactive support service for the hardware and software provided for the digital interpretation. In addition small scale refreshes of the treasures gallery will be required with the rotation of collections material on display as appropriate and/or on an annual basis.

The contract will not be divided into lots as it would make the execution of the contract overly complicated.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Tender schedules / Weighting: 80
Price – Weighting: 20
II.2.6)Estimated value

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

Duration in months: 32
This contract is subject to renewal: yes
Description of renewals:

Yes — may take up option for additional 3 x 12 month extension for on-going support services.

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 regulations 58 of Public Contract (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

List and brief description of conditions:

111.1.1 of the notice is not applicable to this procurement.

III.1.2)Economic and financial standing

List and brief description of selection criteria:


Provide average turnover for years i.e. 2016, 2017 and 2018

Failure to provide this information may result in the tenderer being excluded from the tender process and the bidders submission evaluated no further.

Minimum level(s) of standards possibly required:

4B.5a- 4B.5c

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.5a professional indemnity insurance = 2 000 000 GBP;

4B.5b employers (compulsory) liability insurance = 5 000 000 GBP;

4B.5c public liability insurance = 2 000 000 GBP;

4B.5c product liability insurance = 2 000 000 GBP.

III.1.3)Technical and professional ability

List and brief description of selection criteria:


Bidders will be required to provide 3 (three) examples that demonstrate they have the relevant experience to deliver the full scope of services as described in part 11.1.4 and 11.2.4 of the OJEU Contract Notice.

Failure to provide three examples demonstrating the relevant experience of delivering the full scope of services may result in disqualification from the procurement process and the bidder’s submission not evaluated further.

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:

In order to ensure the highest standard of service quality in this contract the Library requires the supplier to take a positive approach to fair work practices as part of a fair and equitable employment and reward package that includes the payment of the living wage to any staff working on Library premises.

The contract will be subject to a performance managements conditions with KPIs for both the design, build and digital interpretation and on-going support services of the Contract.

Performance management conditions are documented in the requirements specification.

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

Section IV: Procedure


IV.1.1)Type of procedure

Open 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: 03/09/2019
Local time: 10:00
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:


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

Date: 03/09/2019
Local time: 10:00

Public contracts Scotland portal will be used for the electronic receipt and 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 invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

Award criteria questions can be found in the schedules to tender – quality (technical) response along with weightings issued with the ITT. Unless stated otherwise in the ITT and associated schedules to tender the award scoring methodology will be as follows.

0 = Unacceptable — Nil or inadequate response. Fails to demonstrate an ability to meet the requirement.

1 = Poor — Response is partially relevant but generally poor. The response addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled and or may be overly generic.

2 = Acceptable — Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas and or may be generic in part.

3 = Good — Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.

4 = Excellent — Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.

Bidders conference — a bidders’ conference/site viewing/meet the buyer event will be held on 30.7.2019:

National Library of Scotland, George IV Bridge



This will consist of a short presentation by Library staff and the opportunity for you to ask questions on anything arising from your reading of the ITT documents.

You should note that places are limited to a maximum of 2 representative(s) and that the Library is unable to pay any travel costs or expenses.

The bidders’ conference will commence at 10.00 on 30.7.2019 and will conclude no later than 12.30. The name(s) of your representative(s) attending the bidders’ conference should be emailed to e.smith2@nls.uk by 26.7.2019.

The Library is not bound to accept the lowest priced or any offer

Form of contract — the successful supplier will be required to enter into a formal service contract in the form as detailed in SG Model Form of contract for services available for download with the ITT.

Tenders must be submitted in the format as detailed in Annex B, Appendix 3 of the ITT

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=589059.

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.

Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361

A summary of the expected community benefits has been provided as follows:

Bidder are required to submit community benefits proposals as part of their submission that is proportionate and relevant to the scope of the requirement.

More information can be found in question 5.2 in the schedule to tender quality schedule — technical response.

(SC Ref:589059)

Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=589059

VI.4)Procedures for review

VI.4.1)Review body

National Library of Scotland
George IV Bridge
United Kingdom
Telephone: +44 1316233708
E-mail: l.hamilton@nls.uk
Fax: +44 1316233701Internet address: http://www.nls.uk
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:

The Library will incorporate a minimum of 10 calendar days standstill period at the point of which information on the decision to award the contract is communicated to tenderers (the standstill notification). An economic operator that suffers, or risk suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or court of Session after informing the Library of its intention.

VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice: