Provision of the Facilities Management Services framework/contract: FOI release

Information requested

Details in respect to the provision of Facilities Management Services:
http://ted.europa.eu/udl?uri=TED:NOTICE:064833-2019:TEXT:EN:HTML and specifically:

1. What are the contractual performance KPI's for this contract?

2. Suppliers who applied for inclusion on each framework/contract and were successful and not successful at the PQQ & ITT stages.

3. Actual spend on this contract/framework (and any sub lots), from the start of the contract to the current date.

4. Start date & duration of framework/contract.

5. Could you please provide a copy of the service/product specification given to all bidders for when this contract was last advertised.

6. Is there an extension clause in the framework(s)/contract(s) and, if so, the duration of the extension?

7. Has a decision been made yet on whether the framework(s)/contract(s) are being either extended or renewed?

8. Who is the senior officer (outside of procurement) responsible for this contract?

Response

As a point of clarification, the core Scottish Government (SG) receives Facilities Management (FM) services through a competitively tendered contract. In addition to SG, the contract also provides services to four Executive Agencies. Because all of the parties in receipt of services were named in the contract, and no other parties can join it following award, it is not a framework. The answers provided below relate to core SG’s use of the contract only.

1. The contract allows Key Performance Indicators (KPIs) to change in order that they best support positive contract management. The KPIs for the core SG, current at the time of this reply, are attached.

2. The suppliers who applied for inclusion on the contract are shown at each stage of the Procurement Journey in the table below:

Stage 1 Selection - European Single Procurement Document Stage (PQQ)	Initial ITT Stage	ITT Competitive Procedure with Negotiation Stage	Best and Final Offer Stage
Atalian Servest	Yes	Yes	Yes
CBRE	No	No	No
Engie	Yes	No	No
Integral	No	No	No
Interserve	No	No	No
Mitie	Yes	Yes	Yes
Robertsons FM	No	No	No
Sodexo	Yes	No	No

3. The expenditure of core SG on the FM contract comprises two elements, fixed and variable costs. From 1 October 2021 until 30 April 2024 the total fixed cost (comprising Planned Preventative Maintenance for both Hard and Soft services) was £16,209,876.22. and the total variable cost (Projects and other Reactive Works) was £46,549,935.03.
As stated above, these figures relate to the core SG only.

4. The FM Contract started on 01 October 2021 and has an initial term of seven years.

5. The FM Service Scope of Works (Specification) given to all bidders when this contract was last advertised is attached.

6. The contract includes the options to extend by a further two, and then a further one, years.

7. The contract is currently in Year 3 and no decision has been made on whether or not it will be extended beyond the initial term.

8. Under an NEC4 (TSC) contract the Service Manager is responsible for the contract. Their address is:
Service Manager,
Workplace Division,
Facilities Services,
U1 Spur, Saughton House,
Edinburgh, EH11 3XD.

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FOI 202400414364 - Information released - Attachment 1

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FOI 202400414364 - Information released - Attachment 2

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152 page PDF

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