Public procurement notice: Contract Notice
Published: 2020-09-11
Buyer: Scottish Police Authority
Country: UK
Contract type: Services
Procedure: Restricted procedure
CPV classification: 45259000 | 48420000 | 50324200 | 50413200 | 50532000
Estimated value: 141000000 GBP
Submission deadline: 2020-10-09
Award criteria: The most economic tender

Technical requirements: The Scottish Police Authority (the Authority) have a requirement to procure a Provider for Hard Facilities Management (FM) covering the operational estate across Scotland.
The Authority intends to award a contract to a single service provider for the provision of Hard Facilities Management (FM) services. The service will include hard FM services and related projects. The maximum contract duration is 6 years and 4 months (initial duration 4 years and 4 months with the option to extend for a period of two 12 month periods).
The Scottish Police Authority intend to award a contract to a single service provider for the provision of Hard Facilities Management (FM)and related projects up to a limit of GBP 500 000 (five hundred thousand pounds) per instruction, excluding VAT for circa 477 operational properties.
The estimated total value of the contract is approximately GBP 141 million, this is made up of a two high level elements: Core Service: Planned and reactive maintenance and projects circa GBP 87 million. Additional Services: revenue/capital funded maintenance projects circa GBP 54 million. Additional services may or may not be instructed under this contract, and are dependent on availability of future funding and not guaranteed.
Note that the additional services may or may not be instructed under this contract, and are dependent on availability of future funding. The additional capacity would be driven by a number of factors including the outcome of the condition survey, any remedial life cycle costing plans that may be put in place to improve the condition of the estate, and availability of funding. There is no guarantee on the level of spend instructed throughout this contract.
The Hard Facilities Management (FM) will cover the operational estate across Scotland. The services include a range of planned preventative maintenance of fabric and mechanical and electrical assets including lifts and statutory compliance and inspection testing; reactive repairs and maintenance; and capital and revenue maintenance works projects up to the value of GBP 500 000 ex VAT.
The scope also includes provision and administration of a national helpdesk and CAFM system, provide professional advice, guidance and assistance on facilities management and property issues to assist SPA in the running of its properties, under best business practice, ensuring compliance with current regulatory legislation whilst obtaining value for money.
These larger value maintenance works may include full project management design responsibility which the contractor will undertake the role and responsibility of the principal contractor/principal designer and client on behalf of the Authority. It is anticipated that the contract will be utilised for capital and revenue maintenance works projects under GBP 500 000 however the Authority will reserve the right to use the contract for other projects more than this value where it makes sense and represents best value. It is also anticipated that works below GBP 150 000 may be instructed under this contract the Hard FM Term Service Contract (TSC) and works over 150,000 GBP will be instructed under a separate contract such as the New Engineering Contract (NEC), Engineering and Construction Contract (ECC) or Engineering and Construction Short Contract (ECSC) at the discretion of the Authority, however, the Authority reserves the right to instruct works under GBP 150 000 via ECC or ECSC, taking into account the scope and complexity of the works.
NEC4 terms, including a main option, W option, secondary options, Y options and supplemented by Scottish Police Authority Z Clauses will apply to this contract.
The procurement process will seek to maximise the social, economic and environmental benefits that the contract has the potential to deliver. We will be expecting tenderers to demonstrate how they will maximise social value in the delivery of the services.
Further information on the scope of services can be found in the Hard FM ITP information and instructions for candidates document.
The initial contract period will be 52 months, with the option to extend for a period up to 24 months (in increments of 12 months and 12 months). Duration included 2 x 12 month extension at discretion of Authority.
The Authority intends to invite the top five (5) ranked Candidates identified by applying the selection criteria will be invited to participate in ITT stage. In the event of a tie for fifth place the candidate with the highest score for Case Study 1 ‘Hard FM Service Delivery’ amongst the candidates in the tie, will be invited to participate in the ITT stage, or if a tie remains after that assessment, then the Bidder with the highest score for Case Study 2, ‘Project Delivery’ will be invited to participate in the ITT stage, or if a tie remains after that assessment then the Candidate with the highest score for Case Study 3, ‘Project Delivery ‘Project Management’ will be invited to participate in the ITT stage’. Where a tie remains, the Authority would be entitled to take forward more than five (5) bidders.
The Authority reserves the right to invite more than 5 candidates to tender where the Authority considers this is necessary to ensure sufficient competition and equal treatment of candidates.
Candidates should be aware that the Scottish Police Authority reserves the right to seek additional assurances where a candidate fails to achieve the required financial standing by way of a commitment to obtaining a Parent Company Guarantee (PCG) or a bank guarantee. Failure to provide a commitment may result in your exclusion from the tender process. Failure to obtain either will result in your bid not being accepted at contract award stage if successful.

Eligibility requirements: ESPD Question 4A.1 Trade Registers It is a requirement of this tender that if the candidate is UK based they must hold a valid registration with Companies House. Where the candidate is UK based but not registered at Companies House they must be able to verify to the SPA’s satisfaction that they are trading from the address provided in the tender and under the company name given. Candidates within the UK must confirm if they are registered under Companies House within this question. If the candidate is based out-with the UK they must be enrolled in the relevant professional or trade register appropriate to their country as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015. ESPD Question 4A.2 Accreditation It is a requirement of this contract that Candidates must have ISO 27001 — Information Security Management. Candidates are required to confirm this and demonstrate this as part of their response. If a candidate is working towards this then should advise the expected date of achieving ISO 27001. ISO 27001 must in place prior to the commence of any subsequently awarded contract. Failure to do so will result in the contract not being awarded.

Award value: 141000000