Facilities Management Contract

Facilities Management Contract – Hard Services

The current NLS Facility Management Contract is in it’s final term and the NLS is required to commence the procurement process for replacing the Facility Management Hard Services Contract.

UK-Edinburgh: Repair and maintenance services of building installations

2013/S 117-199956

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

National Library of Scotland
George IV Bridge
Contact point(s): Estates
For the attention of: Jack Plumb
EH1 1EW Edinburgh
UNITED KINGDOM
Telephone: +44 1316233700
E-mail: j.plumb@nls.uk
Fax: +44 1316233701

Internet address(es):

General address of the contracting authority: http://www.nls.uk

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

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: National Library of Scotland
320 Lawnmarket
Contact point(s): Procurement
For the attention of: Liz Hamilton
EH1 2PJ Edinburgh
UNITED KINGDOM
Telephone: +44 1316233708
Fax: +44 1316233701
Internet address: http://www.nls.uk

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:

NLS Facilities Management Contract – Hard Services.

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: National Library of Scotland Premises in and around the Cities of Edinburgh and Glasgow.
NUTS code UKM

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 current NLS Facility Management Contract is in it’s final term and the NLS is required to commence the procurement process for replacing the Facility Management Hard Services Contract.
The Facilities Management Contract will be let for a one year term with the expectation that it will be extended year on year for a maximum of 7 years by mutual agreement and satisfactory performance.
As a minimum Bidders are required to have experience in working in an FM capacity in a Cultural Environment.
The scope of services will include :-
Supervision of the FM Contract
M&E Maintenance Services
Fabric Maintenance
Minor New Works
Some Security Systems
Fixed and Mobile Stackage New Work
Reactive and planned maintenance of other equipment including but not exclusive to (fixed mobile stackage, fork lift trucks, trollies, conservation freezers, electronic systems inthe exhibition areas).
Further details are available in the Pre Qualification Questionnaire. Bidders must register interest in this contract opportunity through the Public Contract Scotland (PCS) portal – www.publiccontractsscotland.gov.uk

The pre-qualification questionnaire (PQQ) documentation is available for download from there and contains an overview of the requirements. Bidders should submit their pre-qualification questionnaire through the secure postbox on Public Contracts Scotland no later than the stated deadline. The post box will not accept any submissions after the deadline and it is the responsibilityof the bidders to ensure submissions are received before the deadline.
Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at http://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=266312

The awarding authority has indicated that it will accept electronic responses to this notice via a ‘Tender Submission Postbox’ facility. Further details of this facility are available at http://www.publiccontractsscotland.gov.uk/PostBox/Postbox_Explain.aspx?ID=266312

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. The postbox closes precisely at the time stated.

II.1.6)Common procurement vocabulary (CPV)

50700000

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:

The contract period – The Facilities Management Contract will be let for a one year term with the expectation that it will be extended year on year for a maximum of 7years by mutual agreement and satisfactory performance.
It is anticipated that the contract will start on 1.4.2014
The scope of services will include :-
Supervision of the FM Contract
M&E Maintenance Services
Fabric Maintenance
Minor New Works
Some Security Systems
Fixed and Mobile Stackage New Work
Reactive and planned maintenance of other equipment including but not exclusive to (fixed mobile stackage, fork lift trucks, trollies, conservation freezers, electronic systems inthe exhibition areas).
Estimated value excluding VAT:
Range: between 400 000 and 2 800 000 GBP

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

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

It is anticipated that payment will be monthly throughout the contract term on presentation of invoice and supporting documentation. This will be confirmed within the ITT documentation.

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

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: The Terms and Conditions of Contract will be NEC 3.

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: As detailed within PQQ and / or ITT documentation.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: All as detailed in the Prequalification Questionnaire available for download and or ITT.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
All as detailed in the Prequalification Questionnaire available for download and or ITT.

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

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: and maximum number 6
Objective criteria for choosing the limited number of candidates: Following the PQQ evaluation it is anticipated tha a minimum of five and maximum of six contractors will be invited to tender for the Contract. The maximum of six candidates, who achieve the higest score accross the criteria (and assuming the pre-determined minimum quality threshold of 50 % is achieved) and those who achieve a quality threshold within the technical questions detailed in the evaluation section of the evaluation form will be invited to provide a tender for the Contract.

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:

13/13

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

Prior information notice

Notice number in the OJEU: 2013/S 86-146031 of 3.5.2013

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

23.7.2013 – 10:00

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

2.9.2013

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: It is anticipated that this contract will be advertised every 5-7 years.

VI.2)Information about European Union funds

VI.3)Additional information

Bidders must register interest in this contract opportunity through the Public Contract Scotland (PCS) portal – www.publiccontractsscotland.gov.uk

The prequalification questionnaire (PQQ) documentation is available for download from there. Bidders should submit their completed pre-qualification questionnaires through the secure postbox on Public Contracts Scotland no later than the deadline indicated. On completion of submission and email confirmation will be sent to the sender. If you do not receive this email please contact Public Contracts Scotland before the deadline.
Dates and other information contained in this notice are communicated as being indicative and may be subject to change.
The contracting authority does not bind itself to accept the lowest or any offer.
For Important Legal Notices – Please see section 7 of the Pre Qualification Questionnaire.
In addition to the electronic submission Bidders who wish to be considered should also send three bound copies of the completed prequlaification questionnaire in a plain envelope clearly marked to
the following address not later than 10.00 hrs on Tuesday 23.7.2013
Procurement & Project Manger
National Library of Scotland
320 Lawnmarket
Edinburgh
EH1 2PJ
(SC Ref: 266312).

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: The contracting authority will incorporate a minimum of 10 calendar days standstill period from the date the information on the award of the contract is communicated to tenderers. This period allows unsuccessful tenderers to seek further debriefing from the contracting authority before the contract is entered into. Any additional information should be requested from the named contact detailed in this contract notice (Section 1.1 of the contract notice). An economic operator that suffers , or risks suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2012 (SSI 2012/88) (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:14.6.2013