Scottish Government's contract for the provision of Facilities Management services: FOI release

Information requested

Information on aspects of the tender process and contract award of the Scottish Government's contract for the provision of Facilities Management services.

Response

Tender Process

• Anticipated return to market dates for any relevant tender notices or advertisements and the expected platforms to be used?

The initial contract term ends on 30th September 2028. No decision has yet been made on taking up the extension periods (2 + 1 years) so it is not possible to say when the Scottish Government will return to the market for future Facilities Management services.

The Scottish Government uses the Public Contracts Scotland portal (https://www.publiccontractsscotland.gov.uk) to alert the market to tender opportunities.

• Any minimum requirements (financial, professional, or otherwise) that bidders will have to meet?

The minimum requirements for bidders will be set out at as part of a future tender process.

Contract Award Details

• The name of the successful contractor(s), along with the total contract value and duration detailing if these are fixed service costs or reactive and project works / combined?

Facilities Management services are delivered to the Scottish Government by Mitie Technical Services Ltd.

Planned Preventative Maintenance is primarily fixed-cost with a budget of c.£8.0m per annum.

Reactive and Project works are variable costs which are covered by a budget that has to be secured from year-to-year.

• The contract commencement date, duration and potential extensions, if included?

The current contract began on 1st October 2021 with an initial term of seven years and extensions for up to a further three (2 + 1) years.

• A summary of the services included in the contract?

The contract comprises both Hard (planned and reactive maintenance and project works) and Soft (cleaning, window cleaning, waste, grounds maintenance, gritting and security) Services.

• A record of any significant changes or variations to the scope of works, contract value, or timeframe since contract award?

There have not been any significant changes to the scope of services delivered under the contract since its inception although the Scottish Government is currently going through an estate rationalisation process.

Documentation

• Copies of the tender return documents for the current service provider that are not exempt from FOI requests.

The tender return of the successful contractor is commercially confidential and it would not be possible to redact it for release without exceeding the upper cost limit.

As per my emails of 2nd April, 8th April and 29th April my offer to arrange a meeting with the purpose of discussing aspects of the contract award that are not commercially sensitive remains.

An exemption(s) under section(s) 12(1) - complying will exceed the upper cost limit of FOISA applies to some of the information you have requested as the tender return of the successful contractor is commercially confidential and it would not be possible to redact it for release without exceeding the upper cost limit.

While our aim is to provide information whenever possible, in this instance the costs of locating, retrieving and providing the information requested would exceed the upper cost limit of £600 due to the size of the tender return documentation and the amount of redaction that would be required of commercially confidential information. Under section 12 of FOISA public authorities are not required to comply with a request for information if the authority estimates that the cost of complying would exceed the upper cost limit, which is currently set at £600 by Regulations made under section 12.

About FOI

The Scottish Government is committed to publishing all information released in response to Freedom of Information requests. View all FOI responses at https://www.gov.scot/foi-responses.