ESPD Download

The European Single Procurement Document (ESPD) is a standard form for use by all EU member states, which replaces pre-qualification questionnaires, and should make the process of bidding for a public contract easier. Its purpose is to remove some of the barriers to participation in public procurement, especially for Small and Medium Enterprises (SME's). Download the ESPD document for this procurement exercise below.

This download of the ESPD is provided for information only. Bidders should not use this document to create an ESPD response. In order to respond to the ESPD you must first express interest in this opportunity. Further information is available in the Supplier Guide.

Authority Details

Official Name: National Galleries of Scotland

Country: United Kingdom (GB)

Notice Details

Procurement Procedure

Title: National Galleries Scotland Cleaning Contract

Short Description : National Galleries Scotland (NGS) are looking to procure a sole Service Provider for the Provision of regular, daily cleaning services across all of their sites. The services required under the contract include but are not limited to: daily cleaning services performed before 10am or to an agreed evening cleaning schedule. Areas to be cleaned include office accommodation, kitchens/tea points, toilet areas, circulation corridors and staircases; a dedicated contract management team with supervisors located at each main site; janitorial service between 11am – 4pm per main site (subject to extended hours during peak season); additional ad hoc cleaning services booked for events and exhibitions (average 1 event per week); periodic deep cleans and carpet cleans. Please refer to II.2.4 (The Description of the Procurement) of the Contract Notice for greater detail on contract requirements.

File Reference Number: 

Criteria

Procedure - Information about Lots

[C63] Requirements on lots
Please provide further information about the lots on this contract.

Procedure - CPV Codes

[C64] Procurement Procedure CPV
Procurement Procedure CPV

Selected CPVs: - 90910000

Bidder Information - Bidder Information

[2A14] SME

Is the bidder a Small to Medium Sized Enterprise (<250 employees)?

[2A15] Supported Business
Is your organisation a supported business or will it provide for the performance of the contract in the context of supported employment programmes?

[2A16] Official List
If applicable, is the bidder registered on an official list of approved economic operators (applicable to non-UK businesses only), or does it have an equivalent certificate (e.g. under a national (pre)qualification system)?

[2A16.5] Contributions certificates
Will the economic operator be able to provide a certificate with regard to the payment of social security contributions and taxes or provide information enabling the public body or contracting entity to obtaining it directly by accessing a national database in any Member State that is available free of charge?

[2A17] Form of participation

Is the bidder participating in the procurement procedure together with others?

(Notably as part of a group, consortium, joint venture or similar)

[2C1] Reliance
Does the bidder rely on the capacities of other entities in order to meet the selection criteria set out in the selection section or the criteria and rules (if any) set out to reduce the number of candidates?

[2D1] Subcontracting

Does the bidder intend to subcontract any share of the contract to third parties?

(i.e. subcontractors not already listed as entities relied on)

Exclusion - Grounds relating to criminal convictions

[3A1] The Common Law Offence of Conspiracy

Has the bidder itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein been the subject of a conviction by final judgment within the last five years for the common law offence of conspiracy; where that conspiracy relates to participation in a criminal organisation as defined in Article 2 of Council Framework Decision 2008/841/JHA on the fight against organised crime or an offence under sections 28 or 30 of the Criminal Justice and Licensing (Scotland) Act 2010, or any other offence within the meaning  of Article 57(1)(a) of the Directive as defined by the law of any EEA state or any part thereof?

 

[3A2] Corruption

Has the bidder itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein been the subject of a conviction by final judgment within the last five years for:

a) Corruption; within the meaning of section 1(2) of the Public Bodies Corrupt Practices Act 1889 or section 1 of the Prevention of Corruption Act 1906, where the offence relates to active corruption as defined in Article 3 of the Council Act of 26th May 1997 and Article 3(1) of Council Joint Action 98/742/JHA;
    b) Bribery or Corruption within the meaning of sections 68 and 69 of the Criminal Justice (Scotland) Act 2003, where the offence relates to active bribery or corruption
     c) Bribery within the meaning of sections 1 or 6 of the Bribery Act 2010;

   d) Any other offence within the meaning  of Article 57(1)(b) of the Directive as defined by the law of any EEA state or any part thereof?

[3A3] Fraud

Has the bidder itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein been the subject of a conviction by final judgment within the last five years for fraud, where the offence relates to fraud affecting the European Communities’ financial interests as defined by Article 1 of the Convention on the protection of the financial interests of the European Communities

a) the offence of cheating the Revenue

b) the common law offence of fraud

c) the common law offence of theft or fraud

d) fraudulent trading within the meaning of section 458 of the Companies Act 1985, or section 993 of the Companies Act 2006;

e) fraudulent evasion within the meaning of section 170 of the Customs and Excise Management Act 1979 or section 72 of the Value Added Tax Act 1994;

f) an offence in connection with taxation in the European Union within the meaning of section 71 of the Criminal Justice Act 1993;

g) the common law offence of uttering; or

h) the common law offence of attempting to pervert the course of justice;

 i) Any other offence within the meaning  of Article 57(1)(c) of the Directive as defined by the law of any EEA state or any part thereof.

[3A4] Terrorist offences or offences linked to terrorist activities
Has the economic operator itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein been the subject of a conviction by final judgment for terrorist offences or offences linked to terrorist activities; listed in section 41 of the Counter-Terrorism Act 2008; or Schedule 2 to that Act where the court has determined that there is a terrorist connection, or any other offence within the meaning  of Article 57(1)(d) of the Directive as defined by the law of any EEA state or any part thereof?

[3A5] Money laundering or terrorist financing
Has the economic operator itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein been the subject of a conviction by final judgment for:

a) Money laundering within the meaning of sections 340(11) and 415 of the Proceeds of Crime Act 2002;
b) Money Laundering or Terrorist financing; an offence in connection with the proceeds of criminal conduct within the meaning of section 93A, 93B or 93C of the Criminal Justice Act 1988;
c) Drugs trafficking, an offence in connection with the proceeds of drug trafficking within the meaning of section 49, 50 or 51 of the Drug Trafficking Act 1994;
d) Any other offence within the meaning  of Article 57(1)(e) of the Directive as defined by the law of any EEA state or any part thereof?

[3A6] Child labour and other forms of trafficking in human beings

Has the economic operator itself or any person who is a member of its administrative, management or supervisory body or has powers of representation, decision or control therein been the subject of a conviction by final judgment for child labour and other forms of trafficking in human beings; any offence under Part 1 of the Human Trafficking and Exploitation (Scotland) Act 2015 or under any provision referred to in the Schedule to that Act, or any other offence within the meaning  of Article 57(1)(f) of the Directive as defined by the law of any EEA state or any part thereof?

Exclusion - Grounds relating to the payment of taxes or social security contributions

[3B1a] Payment of taxes
Has the bidder met all its obligations relating to the payment of taxes, both in the UK, and in the country in which it is registered, if that is not the UK?

[3B1b] Payment of social security
Has the bidder met all its obligations relating to the payment of social security contributions, both in the UK, and in the country in which it is registered, if that is not the UK?

Exclusion - Blacklisting

[3C] Blacklisting
Has the bidder commited an act prohibited under the Employment Relations Act 1999 (Blacklists) Regulations 2010?

Exclusion - Information concerning environmental, social and labour law

[3D1] Breaching of obligations in the fields of environmental law
Has the bidder, to its knowledge, breached its obligations in the fields of environmental law?

[3D2] Breaching of obligations in the fields of social law
Has the bidder, to its knowledge, breached its obligations in the fields of social law?

[3D3] Breaching of obligations in the fields of labour law
Has the bidder, to its knowledge, breached its obligations in the fields of labour law?

Exclusion - Information concerning insolvency

[3D4] Bankruptcy
Is the bidder bankrupt?

[3D5] Insolvency
Is the bidder the subject of insolvency or winding-up proceedings?

[3D6] Arrangement with creditors
Is the bidder in an arrangement with creditors?

[3D7] Analogous situation like bankruptcy under national law
Is the bidder in any analogous situation arising from a similar procedure under national laws and regulations?

[3D8] Assets being administered by liquidator
Is the bidder in a situation that its assets are being administered by a liquidator or by the court?

[3D9] Business activities are suspended
Is the bidder in a situation that its business activities are suspended?

Exclusion - Grave professional misconduct

[3D10] Guilty of grave professional misconduct
Is the bidder guilty of grave professional misconduct?

[3D11] Agreements with other economic operators aimed at distorting competition
Has the bidder entered into agreements with other economic operators aimed at distorting competition?

Exclusion - Conflicts of Interest

[3D12] Conflict of interest due to its participation in the procurement procedure
Is the bidder aware of any conflict of interest due to its participation in the procurement procedure?

[3D13] Direct or indirect involvement in the preparation of this procurement procedure
Has the bidder or an undertaking related to it advised the organisation or contracting entity or otherwise been involved in the preparation of the procurement procedure?

[3D14] Early termination
Has the bidder experienced that a prior public contract, a prior contract with a contracting entity or a prior concession contract was terminated early, or that damages or other comparable sanctions were imposed in connection with that prior contract?

[3D15] Misrepresentation

Can the bidder confirm that:

 1) It has not been guilty of serious misrepresentation in supplying the information required for the verification of the absence of grounds for exclusion or the fulfilment of the selection criteria

2) It has not withheld such information

3) It has been able, without delay, to submit the supporting documents required by an organisation or contracting entity, and

4) It has not undertaken to unduly influence the decision making process of the organisation or contracting entity, to obtain confidential information that may confer upon it undue advantages in the procurement procedure or to negligently provide misleading information that may have a material influence on decisions concerning exclusion, selection or award?

Selection - Suitability

[4A1b] Enrolment in a trade register
The bidder is enrolled in the relevant trade registers kept in the Member State of its establishment (as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015)

[4A2A] For service contracts: authorisation of a particular organisation needed
Is it a requirement in the bidder’s country of establishment to hold an authorisation of a particular organisation in order to be able to perform the service in question?

[4A2b] For service contracts: membership of particular organisation needed
Is it a requirement in the bidder’s country of establishment to hold membership of a particular organisation in order to be able to perform the service in question?

Selection - Turnover

[4B2a] Specific yearly turnover
The bidder should provide its yearly (specific) turnover in the business area(s) covered by the contract and specified.

Number of fiscal years - 3
Business area(s) & minimum required turnover per year - Minimum required turnover of 750,000GBP per year in the provision of Cleaning Services.

[4B3] Set up of economic operator

Is it the case the information concerning turnover (general or specific) is not available for the entire period required?

If so, please state the date on which the bidder was set up or started trading:

 

Selection - Economic and Financial Standing

[4B5a] Insurance - Professional Risk Indemnity

The Bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated in terms of Professional Risk Indemnity Insurance.

Minimum amount (£)
5,000,000 GBP

[4B5b] Insurance - Employer’s (Compulsory) Liability
The Bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of Employer’s (Compulsory) Liability Insurance cover indicated.

Minimum amount (£)
10,000,000 GBP

[4B5c] Insurance - All other types listed
The Bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of all other types of insurance cover indicated.

Minimum amount (£)Type of insurance
10,000,000 GBP Public Liability Insurance

[4B6] Other economic or financial Requirements
Concerning any other economic or financial requirements specified, the bidder declares that:

Description of the economic or financial requirementrequirement
Audited Accounts Bidders are required to submit their most recent three years audited accounts and, where appropriate, provide additional supporting information e.g. details of any significant differences since the last set of audited accounts.

Selection - Technical and Professional Ability

This subsection has weighting.

Weighting type: Percent

General method used to score and evaluate the weighted criteria:
Members of the evaluation panel will undertake individual scoring of Tenderers' responses to the Technical requirements. The marks awarded will be based on the evidence submitted in the Tender submissions, including all relevant attachments. Evaluators will allocate a score between 0 and 4 to each question response, in accordance with the scoring guidance detailed below. The final score for each question will then be calculated using the mean average of each evaluator's individual scores. The Technical response for each question will be evaluated using the Procurement Journey Route 3 evaluation tool.

[4C.1/4C1.2] Relevant Examples

1) For public works contracts only, please provide relevant examples of works carried out in the past five years as specified:

or

2) For public supply and public service contracts only, please provide relevant examples of supplies and/or services carried out during the last three years as specified (Examples from both public and/or private sector customers and clients may be provided):

Weight allocated to this criteria: 40.00

Complementary information for the evaluation of this criteria:
Evaluators will allocate a score of between 0 and 4 to each question response in accordance with the following scoring guidance: 0 – Unacceptable. Nil or inadequate response. Fails to demonstrate an ability to meet the requirement. 1 – Poor. Response is partially relevant but generally poor. The response addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled. 2 – Acceptable. Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas. 3 – Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled. 4 – Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.


Minimum number of relevant examples - 2
Requirement
Bidders are required to provide 2 examples for Q4C.1.2 that demonstrate experience of delivering all services detailed in II.2.4 (The Description of the Procurement) of the Contract Notice. Each example should be wholly relevant to all of the services to be provided & should aim to demonstrate experience in all parts of the services to be provided; & within a similar environment. This information should include contract value & dates, previous/current Client details & details of where you have been able to demonstrate added value through the adoption of innovative solutions. The example contracts must have been carried out within the last 5 years & ongoing for at least 3 years, the Bidder must have been the main Service Provider employed to the contract; & the Bidder must be able to provide evidence of this. Please refer to section III.1.3 of the Contract Notice which states all of the minimum level(s) of standards required of information to be included within the examples.

[4C4] Supply chain management
Please provide a statement of the relevant supply chain management and/or tracking systems used:

Weight allocated to this criteria: 20.00

Complementary information for the evaluation of this criteria:
Evaluators will allocate a score of between 0 and 4 to each question response in accordance with the following scoring guidance: 0 – Unacceptable. Nil or inadequate response. Fails to demonstrate an ability to meet the requirement. 1 – Poor. Response is partially relevant but generally poor. The response addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled. 2 – Acceptable. Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas. 3 – Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled. 4 – Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.


Requirement - Bidders are required to confirm that they have (or have access to) the relevant supply chain management and tracking systems used by them to deliver the types or requirements detailed in II.2.4 (The Description of the Procurement) of the Contract Notice. The response must demonstrate that the Bidder is capable of sourcing fairly and ethically traded environmentally friendly cleaning products and solutions and consumables to be ordered and purchased by National Galleries Scotland when required.

[4C6] Educational and professional qualifications
The following educational and professional qualifications are held by the service provider, the contractor itself or its managerial staff:

Weight allocated to this criteria: 20.00

Complementary information for the evaluation of this criteria:
Evaluators will allocate a score of between 0 and 4 to each question response in accordance with the following scoring guidance: 0 – Unacceptable. Nil or inadequate response. Fails to demonstrate an ability to meet the requirement. 1 – Poor. Response is partially relevant but generally poor. The response addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled. 2 – Acceptable. Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas. 3 – Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled. 4 – Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.


Requirement - Bidders are required to confirm the professional experience ONLY of their managerial staff and supervisors who upon award of contract would be dedicated to overseeing operations across all sites. The response must identify the members of the proposed management team, the lines of communication between one another and detail the professional experience of each member. Bidders should bear in mind that on-site contract management is a requirement of this contract and an on-duty supervisor assigned to each of the 3 main sites as detailed in II.2.4 (The Description of the Procurement) of the Contract Notice.

[4C9] Tools, plant or technical equipment
Please provide details of relevant tools, plant or technical equipment available to you in relation to this procurement exercise:

Weight allocated to this criteria: 20.00

Complementary information for the evaluation of this criteria:
Evaluators will allocate a score of between 0 and 4 to each question response in accordance with the following scoring guidance: 0 – Unacceptable. Nil or inadequate response. Fails to demonstrate an ability to meet the requirement. 1 – Poor. Response is partially relevant but generally poor. The response addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled. 2 – Acceptable. Response is relevant and acceptable. The response addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas. 3 – Good. Response is relevant and good. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled. 4 – Excellent. Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.


Requirement - Bidders will be required to demonstrate that they have (or have access to) the relevant, tools, plant or technical equipment to deliver the required standard of services detailed in II.2.4 (The Description of the Procurement) of the Contract Notice. Service Providers are required to provide all equipment, machinery and materials necessary to carry out the services of the Contract.

[4C10] Subcontracting proportion
Please provide details of the proportion (i.e. percentage) of the contract that you intend to subcontract:

Requirement - Sub-contracting is not permitted under the contract. Bidders must confirm that they are capable of performing and delivering on all service requirements as detailed in II.2.4 (The Description of the Procurement) of the Contract Notice.

Selection - Quality Assurance

[4D1] Certificates by independent bodies about quality assurance standards
Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required quality assurance standards, including accessibility for disabled persons?

Requirement - The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO9001 (or equivalent). If no certification is available provide in detail how you ensure good quality management and health and safety management within your organisation. Your response should cover all aspects required by an external quality management system.

Selection - Environmental Management

[4D2] Certificates by independent bodies about environmental management systems or standards
Will the bidder be able to produce certificates drawn up by independent bodies attesting that the bidder complies with the required environmental management systems or standards?

Requirement - The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO14001 (or equivalent) or a valid EMAS (or equivalent) certificate. If no certification is available provide in detail how you ensure good quality management and health and safety management within your organisation. Your response should cover all aspects required by an external environmental management system.