NGS BMS Controls Maintenance Agreement

NGS BMS Controls Maintenance Agreement

The National Galleries of Scotland runs and maintains a Building Management System which is based on Trend software and protocols.

United Kingdom-Edinburgh: Building and facilities management services

2014/S 009-011505

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

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 BMS Controls Comprehensive Performance Related Maintenance Agreement.
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 Galleries of Scotland estate.
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 runs and maintains a Building Management System which is based on Trend software and protocols.
The primary function of the BMS is to maintain the environmental conditions within each building to the specifications laid out in the National Galleries of Scotland Environmental Policy Document.
NGS is concerned with the long term conservation of works of art that are created using a huge variety of materials and media, and which require a variety of environmental parameters to be maintained successfully, 365 days a year.
The BMS also incorporates a pre-emptive alarm strategy, whereby any potential failures concerning critical plant are flagged up the second they happen, allowing NGS to respond accordingly before any undesirable environmental changes take place.
There is now a requirement for the BMS, and all its ancillary and auxiliary components to be maintained under a fixed term, fixed price, fully comprehensive maintenance agreement.
This first part of this notice is the Pre-Qualification Questionnaire to select suitable candidates to tender for the National Galleries Scotland BMS Controls Comprehensive Performance Related Maintenance Agreement.
Suitable candidates will be scored according to specific criteria, as detailed within the Pre-qualification Questionnaire. A shortlist of five potential candidates will be selected, based on the PQQ scores, to be invited to tender.
Candidates who do not pass the PQQ will be notified and their scores will be detailed and explained.
The basic prerequisite for any candidate wishing to be included in the tender process is to be registered and approved as a Trend Technology Centre. Documentary evidence will be required to support any potential candidate’s application.
Candidates must also be able to demonstrate previous comparable experience in a Public Sector Arts and Culture, Heritage, Gallery or Museum environment, and again, documentary evidence must be provided to support this. References will be sought by NGS in connection with this requirement.
Registration with the professional accreditation bodies listed within this document would be highly beneficial.
Any candidate not meeting, or willing to meet, the insurance indemnity requirements laid out in this document will be excluded from the tender process.
Candidates who successfully complete the PQQ and are selected to tender will be notified and tender documents will be issued to them. There will then follow a second round of scoring and selection.
The Maintenance Agreement will run for three (3) full years from the date of contract award, and there will be the option to extend this period by a further three (3) years via contract price and performance negotiation.
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=290222

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

79993000, 71314200, 90711500, 48000000, 48100000, 48150000, 72514000, 72514100, 72514200, 72514300, 34990000

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:

Fully comprehensive 3 year agreement initially, with option to extend for a further 3 years, invoiced quarterly.
Estimated value excluding VAT:
Range: between 100 000 and 150 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: At the end of the initial three year agreement period, the option to extend the agreement for a further 3 years will be discussed with the Contractor, and will be based on contract and Contractor performance, and negotiated price.
Provisional timetable for recourse to these options:
in months: 36 (from the award of the contract)
II.2.3)Information about renewals

This contract is subject to renewal: yes
Number of possible renewals: 2
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 7.4.2014. Completion 31.3.2017

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:

At commencement of The Agreement, The Contractor will be supplied with a Purchase Order for the full value of The Agreement, and will invoice The Owner at quarterly intervals for the duration of The Agreement.
In the event of any dispute arising over completion or quality of work carried out by The Contractor, payment will be withheld at the discretion of The Owner.
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: no
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: Conditions are detailed within the Pre-Qualification Questionnaire.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Conditions are detailed within the Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
Conditions are detailed within 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 number of operators: 5
Objective criteria for choosing the limited number of candidates: Tender candidates will be scored using their PQQ submissions. Their PQQ score will determine whether or not they are invited to tender.
All PQQ scores will be available to candidates on request, after tender invites have been distributed.
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:

GEN/14/002
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 7.2.2014
IV.3.4)Time limit for receipt of tenders or requests to participate

10.2.2014 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

20.2.2014
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

Duration in months: 36 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 28.3.2014 – 12:00
Place:

Modern One Lodge, 74 Belford Road, Edinburgh, EH4 3DS.

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

Candidates should fully familiarise themselves with the requirements of the Pre-Qualification Questionnaire, as this constitutes the first stage selection process for all potential tender candidates.
Missing or inaccurate information within the PQQ may result in candidate disqualification.
Only those candidates selected from the PQQ submissions will be contacted and invited to tender.
All enquires relating to this contract notice must be made through the Public Contracts Scotland website, via the contract notice Postbox.
Any attempt at correspondence in connection with this contract notice outside of the PCS website will be deemed a breach of contract protocol, and may result in the candidate’s disqualification.
Pre-Qualification Questionnaires and contract documents for this contract notice are only available from the Public Contracts Scotland website. Any attempts to acquire these documents outside of the PCS website will not be responded to.
(SC Ref:290222)
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:10.1.2014