BFI Cleaning Services Tender 2018

BFI Cleaning Services Tender 2018

BFI is seeking a Cleaning Services provider across 4 of its sites.

United Kingdom-London: Cleaning services

2018/S 115-261787

Contract notice


Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

British Film Institute
BFI, 21 Stephen Street
United Kingdom
Telephone: +44 2079574849
NUTS code: UKI
Internet address(es):Main address:

Address of the buyer profile:

I.2)Information about joint procurement


The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Recreation, culture and religion

Section II: Object

II.1)Scope of the procurement


BFI Cleaning Services

Reference number: 2018/181

II.1.2)Main CPV code


II.1.3)Type of contract


II.1.4)Short description:

BFI is seeking a Cleaning Services provider across 4 of its sites — BFI Southbank, BFI Headquarters, BFI National Archive and the BFI Master Film Store.

II.1.5)Estimated total value

Value excluding VAT: 1 875 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no

II.2.2)Additional CPV code(s)


II.2.3)Place of performance

NUTS code: UKI
NUTS code: UKG13
NUTS code: UKH23
Main site or place of performance:

II.2.4)Description of the procurement:

BFI is seeking a Cleaning services provider across 4 of its sites as follows: BFI Southbank BFI Southbank is a public building located on the busy South Bank area of London with in excess of 3 000 000 visits per year. The building has a wide range of facilities open to the public. Daily cleaning services are required 7 days a week for 363 days a year. The core team carrying out such services are required outside of core operational hours; that is services will need to be delivered between 0000 and 0830 (currently delivered between 0600 and 0830). A smaller day and evening team are also required to service washrooms and tea points, manage consumables and deliveries and provide a reactive service. Total space to be cleaned is 5 317sqm and is broken into a variety of areas including, but not limited to, office space, cinemas, bars and kitchens, library, shop, teapoints, washrooms and showers. BFI Headquarters The BFI Headquarters is situated at 21 Stephen Street, London W1T 1LN and consists of a 1960’s office block on 6 floors totalling 3021 m2. Currently the main office cleaning services are delivered in the evening between 1 900 and 2 130 Monday – Friday. There is a further morning clean between 0700 and 0900 Monday – Saturday to clean the public areas before they open at 0900. Daily housekeeping services are also required for x2 hours on weekdays to provide reactive and top up services – this includes washroom and teapoint servicing, post screening cinema cleans and basic portering services. BFI National Archive The National archive is sited on the outskirts of Berkhamsted in Hertfordshire. The site is some 9 acres in total with 8 360 m2 of buildings. The buildings comprise offices, laboratories, film handling rooms, 3 specialist safety film stores, each of some 640 m2, a specialist Nitrate film store comprising 24 storage cells, a paper store, a poster store plus film processing and printing facilities. The National archive is open Monday – Friday and closes for weekends and Bank Holidays. The majority of staff (about 100 in total) operate between core hours of 0800 and 1800 Standard office, lab and workshop cleaning is currently carried out between the hours 1800 and 2000. Specialist storage vault cleaning is required, with supervision, on an ad hoc basis. BFI Master Film Store Located near Gaydon is the BFI Master Film Store (MFS) along with a number of other vaults that together house the majority of the Nitrate stock and all master material which approximately amounts to 475 000 cans of film. There are 4 BFI staff located at Gaydon working the hours between 0800 and 1600 Monday to Friday. The site is closed on weekends, Bank Holidays and the period between Christmas and New Year. Cleaning services are only required for 740 m2 of the site twice a week and can happen at any time during the operational hours of the site. Office, toilet and ancillary areas should be cleaned and serviced during this time. Further details can be found within the ‘Information and instructions to bidders’ document, available to bidders that express an interest via the BFI’s In-Tend e-Tendering Portal.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.6)Estimated value

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 01/12/2018
End: 30/11/2023
This contract is subject to renewal: yes
Description of renewals:

Initial 3 year contract with the option to extend for a further 2 x 1 years.

II.2.9)Information about the limits on the number of candidates to be invited

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: no
II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: no

II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions:

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure


IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: no
IV.2)Administrative information
IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 16/07/2018
Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 25/07/2018

IV.2.4)Languages in which tenders or requests to participate may be submitted:

IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

15th July 2023

VI.2)Information about electronic workflows

Electronic invoicing will be accepted
Electronic payment will be used
VI.3)Additional information:
VI.4)Procedures for review

VI.4.1)Review body

British Film Institute
21 Stephen Street
United KingdomInternet address:
VI.4.2)Body responsible for mediation procedures

VI.4.3)Review procedure

Precise information on deadline(s) for review procedures:
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:


Enjoyed this post? Share it!