Maintenance of the corporate estate: FOI Release

Information requested

Please can you provide me with information concerning the maintenance of your corporate estate i.e. operational buildings, land and any other property (e.g. investment) and schools, if they are within your jurisdiction. Not any social housing/dwellings. 

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

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

Q3. What are the total values of contracts granted? 

Q4. When do these contracts expire? 

Q5. What services are provided in each contract? 

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

Response

Please find below the information you have requested. 

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

Education Scotland utilise the Scottish Government’s single supplier contract for the provision of Facilities Management (FM) services. 

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

The contracted services are provided by Mitie FM either directly or through their approved sub- contractors. 

Q3. What are the total values of contracts granted? 

The total values for the contracts granted for the following offices:

• Optima, 58 Robertson Street, Glasgow G2 8DU - £57k per annum. 
• Denholm House, Almondvale Way, Livingston EH54 6GA - £27k per annum. 
• Compass House, 11 Riverside Drive, Dundee, DD1 4NY - £6k per annum (although to note as this is new accommodation this figure has still to be confirmed).

These costs can increase/decrease (inflation and salary increases). 

The contract comprises both fixed and variable cost elements. Over the full 10 year contract term. 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? 

The contract commenced on 1 October 2021 with an initial term of seven years and with options to extend for a further two years, and then a further one year. 

Therefore, the initial term expires on 30 September 2028 and if it runs to its full 10 year term it will expire on 30 September 2031. 

Q5. What services are provided in each contract? 

Education Scotland have the option of requesting any of the below provisions (services) in the contract length. 

• 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? 

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. 

Procurement: Scottish Government frameworks and contracts - gov.scot (www.gov.scot) 

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