Provision of Soft FM Services

National Galleries Scotland (NGS) "The Authority" wish to award a term contract for the Provision of Soft FM Services to a single Contractor.

The Facilities Management provider will deliver Soft FM Services across NGS estate which comprises of 4 public gallery building and storage facilities across the city of Edinburgh.

Whilst NGS will retain overall strategic control, NGS shall delegate the day-to-day management and delivery of the specified Soft FM Services. The Contractor shall manage the Services in support of NGS’s business aims and objectives.

The Contractor shall have full responsibility for the delivery of all Services whether by directly employed personnel or sub-contracted personnel.

Services included within the contract scope may include (but are not limited to) routine and periodic cleaning, waste management, pest control and portering. Please refer to the document ‘Draft Soft FM Scope – May 2024’ uploaded to the portal for further details.

Stage 2 Tender documents are provided for INFORMATION, GUIDANCE & TRANSPARENCY ONLY. Stage 2 documents are in draft and may be subject to change prior to Invitation to Tender.

The Contractor must have a clear understanding of the contract requirements and the organisational needs of NGS.

NEC4 Term Service Contract will be used.

It is a requirement that the Contractor as a minimum, hold or commit to obtain prior to the award of contract, a valid Cyber Essentials Basic Certificate (or equivalent) in place throughout the duration of the contract.

Baseline Personnel Security Standards are required under the contract. All operatives who will be working on NGS sites will be required to hold valid basic disclosure certification.

There is no commitment to a minimum spend over the duration of the contract. Under this agreement, no minimum spend is guaranteed.

The agreement will be non-exclusive i.e., NGS reserves the right, in certain circumstances, to procure out with the Contract Agreement, as and when required.

In the event of unsatisfactory performance by the successful Contractor and the termination of the contract by either party, NGS reserves the right to negotiate the continuance of the services with the second and third placed Contractors.

National Galleries Scotland reserves the right to cancel the procurement at any time and not award a Contract. The expenditure, work or effort undertaken by Bidders prior to the Award of Contract is accordingly a matter solely for the commercial judgement of Bidders.

Late SPDs and Tenders may not be considered by National Galleries Scotland.