Procurement opportunity
National Museums Scotland (NMS) is seeking to appoint a new Hard Services Maintenance Contractor to service its estate (see below).
The geographical coverage of the Estate primarily relates to the maintenance of properties in Edinburgh, East Fortune (East Lothian) and East Kilbride.
The contract is anticipated to commence in April 2022 for an initial 5-year period, with an option to extend by a further 2 years conditional on Contractor performance.
Client background
The National Museums Scotland (NMS) is unique – a place where the cultures of Scotland and the world meet, where the arts and sciences intermingle, a space where the full spectrum of human creativity and invention, across cultural boundaries and through time, can be seen alongside the wonder and diversity of the natural world. Since the building opened in 1866, it has been promoting learning, inspiring discovery, and sharing vital educational resources.
NMS is a Non-Departmental Public Body, governed by a Board of Trustees. The core funding of NMS is Grant-in-Aid received from the Scottish Government. We care for collections of national and international importance and present these to the public at four Museums:
National Museum of Scotland (NMoS); Chambers Street, Edinburgh
National War Museum Scotland (NWMS); Edinburgh Castle
National Museum of Flight (NMoF); East Fortune, East Lothian
National Museum of Rural Life (NMoRL); Kittochside, East Kilbride
In addition to the Museum sites above, the Organisation owns, manages and maintains the following Properties:
National Museums Collection Centre (NMCC); 242 West Granton Road, Edinburgh
Existing operating model
NMS currently outsources its Estates Management function to a single provider who is operating under a temporary contract.
This incumbent provider is currently based at Chambers Street. The team is permanent in this location, with the use of mobile engineers to cover the outstations (East Kilbride, East Fortune and Granton.)
Currently NMS spends in the order of £2 million annually on property maintenance covering Reactive, Life Cycle and PPM Works. A large proportion of this is dedicated to an on-going programme of major repair and improvement projects. There is also an element of minor new works.
NMS has a small number of maintenance functions which rest outside of this contract, these mainly relate to safety and security systems, with these contracts being managed directly by NMS.
The existing contract is an NEC3 Term Service contract, amended in line with NMS's specific requirements.
Proposed Contract Scope
Ø Hard FM contractor to commence activities c. 3 months prior (for contract mobilisation) to the contract go live date of 1st April 2022.
Ø A comprehensive Planned and Preventative Maintenance (PPM) programme covering PPM’s, Reactive and Lifecycle tasks AND minor new works.
Ø Use of NEC4/NEC4 Facilities Management Contract as the contract form.
Ø Full schedule of rates for all labour and materials and an inflation mechanism to be established.
Ø Contract which incorporates an ethos of transparency, partnership, shared risk and KPI's which responds to an open book approach.