Scottish Prison Service Quantity Surveying Service Framework

Scottish Prison Service Quantity Surveying Service Framework

Quantity surveying services to support a wide range, type and complexity of construction, maintenance and refurbishment projects.

United Kingdom-Edinburgh: Quantity surveying services

2018/S 207-472792

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Scottish Prison Service
Calton House, 5 Redheughs Rigg
EH12 9HW
United Kingdom
Contact person: Jenny Cleworth
Telephone: +44 1313303778
NUTS code: UKM75

I.2)Information about joint procurement

The contract is awarded by a central purchasing body


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

I.4)Type of the contracting authority

Regional or local agency/office

I.5)Main activity

Public order and safety

Section II: Object

II.1)Scope of the procurement


01674 Framework Agreement for the Provision of a Quantity Surveying Service

Reference number: 01674

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

The scope of the Framework Agreement is to provide quantity surveying services to support a wide range, type and complexity of construction, maintenance and refurbishment projects. These range in value from approximately 20 000 GBP to in excess of 50 000 000 GBP. The Services are required to be delivered in secure operational establishments, in locations across Scotland.

II.1.5)Estimated total value

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: UKM

II.2.4)Description of the procurement:

The procurement will follow the Restricted Procedure:

Following publication of the Contract Notice, a European Single Procurement Document (ESPD) will be published by SPS and will be made available to bidders, along with SPS’s supporting guidance document.

Following the evaluation of the ESPD, shortlisted bidders will be provided with an Invitation to Tender (ITT). Tender responses will then be evaluated by SPS.

SPS is using an e-Tendering System for this procurement exercise. The system is called Public Contract Scotland-Tender (PCS-T) and can be accessed via the Procurement Contracts Scotland (PCS) website. All documentation, including the ESPD (Scotland), is only available in electronic form and can be accessed via your web browser.

Bidders are required to complete the Online Qualification and Technical ESPD (Scotland) Questionnaire on PCS-T.

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:

There will be an optional 12 month extension period.

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

Maximum number: 5
Objective criteria for choosing the limited number of candidates:

It is intended to invite a maximum of 5 bidders to the invitation to tender stage. These bidders shall have:

(a) submitted a compliant submission, comprising the completed ESPD;

(b) satisfied the relevant selection criteria under the exclusion grounds;

(c)Achieved the required standards with respect to:

(i) Minimum Standards of Eligibility — provided evidence of working on specified types of projects; and

(ii) Technical or Professional Ability — provided evidence demonstrating an acceptable level of technical or professional ability;

(d) Quality, environmental and health and safety management systems in place;

(e) gained a PASS in respect of the financial and economic evaluation;

(f) achieved the first, second, third, fourth and fifth highest total weighted scores.

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

Bidders may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (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:

The bidder is enrolled in the relevant professional or trade registers kept in the Member State of its establishment (as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015).

III.1.2)Economic and financial standing

List and brief description of selection criteria:

Bidders will be required to have a minimum yearly turnover of 250 000 GBP for the last 3 years in the business area covered by the contract.

Minimum level(s) of standards possibly required:

Employers Liability insurance 5 000 000 GBP.

Public Liability insurance 1 000 000 GBP.

Professional Indemnity 1 000 000 GBP.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

ESPD Question 4C.1.2 – 50 %

Bidders shall demonstrate their ability to provide the full range of services as required in the contract. Where possible, the projects shall relate to relevant work on secure environment projects. As a minimum the projects shall cover the same type work required by the Collaborative Partners. Bidders shall provide a summary of 3 completed projects (delivered in the last three years). Ideally the projects selected would reflect a:

(a) New build facility in the value range 25 000 000 GBP — 50 000 000 GBP;

(b)Refurbishment of an existing building in the value range 200 000 GBP — 500 000 GBP; and

(c) Building and security services contract undertaken within an operational and secure facility.

Maximum of 2 sides of A4 page per project example (including any photographs and illustrations).(Weighting 30 %).

Bidders shall provide a summary which demonstrates their ability to undertake and manage a quantity surveying service on a variety of type, size and complexity of construction projects on sites located throughout Scotland. Applicants should also identify any particular attribute that the organisation possesses that will add value to the effective cost delivery of the Collaborative Partner’s projects. The applicant’s response will be limited to one side of A4, including photographs/illustrations as appropriate. (Weighting 20 %)

ESPD Question 4C.2 – 40 %

Bidders are required to provide details of key personnel for the following roles, who would provide the services required under this Framework Agreement.

1) Framework Manager (person responsible for delivery of service — for information only); and

2) Quantity Surveyors (minimum of 4Nr. persons).

Bidders shall identify named individuals and provide a full CV for each (max 1 side of A4) including the following as a minimum:

(a) Name of Individual;

(b) Relevant qualification(s);

(c) Membership of a corporate body (e.g. RICS, RIBA, CIOB, etc.);

(d) Their position in the organisation;

(e) Authority/responsibility delegated to role; and

(f) Details of similar/relevant projects demonstrating experience and indicating the precise role the individual played in the project.

Bidders shall also include supporting reasons for selecting the key personnel.

Bidders shall evidence their suitability to the specific role, based on their previous experience. The supporting information should also be no more than 1 side of an A4 page.

ESPD Question 4C.6

Bidders will be required to confirm that they and/or the service provider have the following relevant educational and professional qualifications:

“RICS Regulated Firm” of Chartered Quantity Surveyors to the Commercial Market Sector (UK or International) as currently recorded (at the time of ESPD return) on the Royal Institution of Chartered Surveyors Website.

ESPD Question 4C.7

Bidders shall detail if their environmental management measures is an in-house developed or externally accredited system developed in line with the principles of the ISO 14001, EMAS, BS8555:2003 or equivalent accreditation schemes.

ESPD Question 4C.8.1 — For Information Only

In response to ESPD question 4.C.8.1, bidders will be required to confirm their average annual manpower for the last 3 years.

ESPD Question 4C.12 — 10 %

Bidders will be required to confirm that they have the required quality control institute certificates (or from agencies of recognised competence) confirming that products meet the following technical specifications or standards — ISO 9001.

The bidder shall detail what steps have been undertaken to ensure appropriate quality control management standards have been consistently applied by the organisation within previous work or projects of a similar nature.

The bidder shall state how they have ensured compliance with their organisation’s quality standard statement or policy. The response should provide a clear explanation of how the quality is administered and audited by the organisation.

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

Section IV: Procedure


IV.1.1)Type of procedure

Restricted 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: 3
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: 26/11/2018
Local time: 12:00

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

Date: 10/12/2018

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
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

The Quantity Surveyor will be required to assist and provide advice on financial aspects of building projects from inception to completion across a wide range of building project types and values.

The core service required is to:

(a) Provide initial and robust cost estimates;

(b) Provide detailed cost plans;

(c) Monitor and challenge design development against cost plan;

(d) Produce accurate and comprehensive financial reports;

(e) Undertake interim valuations; and

(f) Produce, negotiate and agree final accounts.

In addition, assistance, input and advice will also be required with regard to:

(a) Provide strategic advice (e.g. clustering of work requirements, contract approach, etc.;)

(b) Value Management;

(c) Risk assessments;

(d) Whole Life Cycle Costs; and

(e) Cost analysis and Benchmark Costs.

The Framework Agreement will be available for use by the Scottish Prison Service and Highlands and Islands Enterprise.

Bidders will also be required to comply with and ensure that their operational instructions processes and procedures and the delivery of the services comply with the relative regulatory legislative obligations including, but not limited to, those relating to Health and Safety, Employment, Data Protection, Quality Legislation, Human Rights, Construction (Design and Management) Regulations 2015, General Data Protection Regulations and, if applicable, Cyber Resillience. These will also be evaluated as part of the award criteria.

Technical and Professional Ability Scoring Criteria:

For all questions except those which are “For information only” or are indicated to be “Pass/Fail” the technical scores for individual questions will be awarded on a sliding scale of 0 to 10 where 0 is non-compliant and 10 is an answer which is deemed to be fully compliant:

0 — Inadequate: Nil or wholly inadequate response to some or all of the stated requirements.

Bidder fails to meet stated minimum criteria for the requirement (this may include not meeting minimum qualifying requirements from the Contract Notice).

The lack of clarity within the bid is assessed to present an unacceptable level of risk to the SPS.

1-3 — Low: Overall the bidder’s response is limited and/or only partly relevant, and generally weak/poor against the stated requirements.

The response fails to address some elements of the stated requirements, and/or contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled in an SPS operating context.

4-7 — Medium: The bidder has provided a relevant and generally acceptable response which demonstrates capability against the stated requirement.

Bid is sufficiently detailed to demonstrate a good understanding of the SPS requirements. Provides assurance that the bidder could reasonably deliver the requirement however some lack of clarity and weaker responses.

8-10 — High: The bidder has provided a very good response which is fully relevant and captures the SPS’s requirement.

Bid is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement. Provides a very good level of explanation.

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 11654. For more information see:

(SC Ref:559811)

VI.4)Procedures for review

VI.4.1)Review body

Scottish Prison Service
Calton House, 5 Redheughs Rigg
EH12 9HW
United Kingdom
Telephone: +44 1313303778Internet address:
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: