Corporate estate management: FOI release

Information requested

Information concerning the maintenance of the Scottish Government's corporate estate.

The information you requested is itemised in the response below.

Response

Q1. What type of maintenance management model does your organisation use? E.g. Managed supplychain, single hard-fm & soft-fm contractor, internal workforce, principal contractor etc

A1. The Scottish Government has a single supplier for the provision of Facilities Management (FM) services.

Q2. Can you provide a list of the approved contractors used?

A2. The contracted services are provided by Mitie FM either directly or through their approved subcontractors.

Q3. What are the total values of contracts granted?

A3. The contract comprises both fixed and variable cost elements. Over the full 10-year contract term, the fixed-cost element has a total value of approximately £80 Million. The variable-cost element is primarily project work and is dependent upon both the proposed programme of project works and the available budget.

Q4. When do these contracts expire?

A4. The contract commenced on 1st October 2021 with an initial term of seven years and with options to extend for a further two, and then a further one, years. Therefore, the initial term expires on 30th September 2028 and if it runs to its full 10-year term it will expire on 30th September 2031.

Q5. What services are provided in each contract?

A5. The Scottish Government’s FM contract includes:

• Cleaning (general, specialist and windows),
• Waste Management (general, secure and hazardous),
• Pest Control,
• Security Services,
• Grounds Maintenance and Internal Planting,
• Planned Preventative and Reactive Hard Services maintenance,
• Project Work (project management and delivery),
• Fitting Out and Furniture Provision,
• Environmental Management and Support (including energy bureau),
• CAFM System, regular reporting and Management Information.
• Help Desk

Q6. What procurement method was used? E.g. Open ITT, Framework if so, which one?

A6. The Scottish Government used a Restricted Procedure. The tender opportunity was advertised through the Public Contracts Scotland (PCS) portal and interviews were held with a long list of those contractors that had expressed interest. The European Single Procurement Document (ESPD) was then used to create a short-list of contractors that were invited to tender using the Competitive Procedure with Negotiation (CPN) process in line with the Public Contracts (Scotland) Regulations 2015.

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