Soft Facilities Management Services Edinburgh

Soft Facilities Management Services Edinburgh

Catering, Cleaning, Window Cleaning, Pest Control, Waste Management, Lecture Theatre/Conference Room/Private Event Management Services.

United Kingdom-Edinburgh: Restaurant and food-serving services

2015/S 095-172645

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Royal Botanic Garden Edinburgh
20a Inverleith Row
For the attention of: Graham Halliday
EH3 5LR Edinburgh
Telephone: +44 1312482866

Internet address(es):

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law

I.3)Main activity

General public services

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.1.1)Title attributed to the contract by the contracting authority:

Provision of Various Soft Facilities Management Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Scotland.

NUTS code UK

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)

This Pre-Qualification Questionnaire is for the provision of Catering, Cleaning, Window Cleaning, Pest Control, Waste Management, Lecture Theatre/Conference Room/Private Event Management Services and Ad-hoc Office Staff Services to The Royal Botanic Garden Edinburgh (RBGE).

Note: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at

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

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)

55300000, 90919200, 90911300, 90922000, 90500000, 79620000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes


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 scope of the Various Soft Facilities Management Services required by RBGE shall incorporate the following:
Provision of concession catering services at the Edinburgh Garden within the John Hope Gateway, Terrace Café, East Gate Lodge and staff restaurant.
Promotion and management of facilities for private/ corporate events within the John Hope Gateway, Caledonian Hall, Lecture Theatre and Conference room which are available for hire on the Edinburgh site. Tenderers should note that whilst catering services and private / corporate event management services within this contract are currently only required at the Edinburgh site, other venues within the RBGE portfolio may be added a later stage.
Cleaning services including office cleaning sanitary and washroom services at the Edinburgh and Dawyck Botanic Gardens. Cleaning is only currently required for Edinburgh and Dawyck however, additional sites may be added throughout the life of the contract.
Window cleaning services including call off and scheduled cleaning at the Edinburgh and Dawyck Botanic Gardens. Window Cleaning is only currently required for Edinburgh and Dawyck however, additional sites may be added throughout the life of the contract.
Pest control services for all Four Gardens.
Waste management including management of landfill, confidential, food waste, recyclable, white goods and some clinical/laboratory/chemical waste from the Edinburgh Garden only.
Office services, provision of staff on a call off basis for mail room, reception, portering, messengerial, and security for the Edinburgh Garden only.

II.2.2)Information about options

Options: yes
Description of these options: Option to extend the contract beyond the 5 year term for a further 2 years at the sole discretion of the Trustees of the Royal Botanic Garden Edinburgh.

II.2.3)Information about renewals

This contract is subject to renewal: no

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

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

A Parent Company guarantee will be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

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

Any contract will be entered into with the nominated lead organisation and all members of the consortium, who will in these circumstances each be required to execute said contract together with all ancillary documentation, evidencing their joint and several liability in respect of the obligations and liabilities of the contract.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Details of any conditions will be set out in the contract documents. These may include conditions relating to environmental and social requirements.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers
III.2.2)Economic and financial ability
III.2.3)Technical capacity
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


IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 6
Objective criteria for choosing the limited number of candidates: A Pre-Qualification Questionnaire (PQQ) will be used to assess the capability and capacity of those operators who register an interest in participating in the Restricted Process. The six operators, who amass the highest scores following assessment of their PQQ, will be issued with an invitation to tender.
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:

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

19.6.2015 – 12:00

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


IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

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
VI.2)Information about European Union funds

VI.3)Additional information

(SC Ref:396242).
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: