Portsmouth City Council Cleaning Services Framework

Portsmouth City Council Cleaning Services Framework

Portsmouth City Council is seeking to establish a framework agreement for the provision of cleaning services. The agreement will be awarded by 4.9.2018 to allow for service commencement on 29.10.2018. 

United Kingdom-Portsmouth: Cleaning services

2018/S 061-134892

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Portsmouth City Council
Procurement Service, Floor 4 Core 3/4, Civic Office, Guildhall Square
Portsmouth
PO1 2AL
United Kingdom
Contact person: Procurement Service
Telephone: +44 2392688235
E-mail: procurement@portsmouthcc.gov.uk
NUTS code: UKJ31
I.2)Information about joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://in-tendhost.co.uk/portsmouthcc/aspx/home
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Regional or local authority

I.5)Main activity

General public services

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Cleaning Services Framework

II.1.2)Main CPV code

90910000

II.1.3)Type of contract

Services

II.1.4)Short description:

Portsmouth City Council (the ‘Council’) is seeking to establish a framework agreement for the provision of cleaning services. The agreement will be awarded by 4.9.2018 to allow for service commencement on 29.10.2018. The framework agreement will run for 4 years. Call off contracts may be let on a suggested base term of 3-5 years, extendable to a maximum term of 10 years. The Council has an immediate requirement for services at sites which equate to an estimated value of 300k GBP per annum. The agreement can also be accessed by schools (Council maintained and academies) and neighbouring Local Authorities. However, the Council can provide no guarantee of further uptake beyond the sites which have an immediate requirement. In the unlikely event that all options are taken up the total estimated spend via the framework agreement could equate to 7.9M GBP per annum. Interested parties are required to submit a completed Supplier Selection Questionnaire (SSQ) by 27.4.2018 14:00.

II.1.5)Estimated total value

Value excluding VAT: 79 000 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: no
II.2)Description
II.2.1)Title:

II.2.2)Additional CPV code(s)

90911000
90911200
90919000
90919200
90919300

II.2.3)Place of performance

NUTS code: UKJ31
NUTS code: UKJ3
NUTS code: UKJ2

II.2.4)Description of the procurement:

Portsmouth City Council (the ‘Council’) is seeking to establish a framework agreement for the provision of cleaning services. The Council is aiming to establish a single provider partnership relationship with the top ranked provider from the procurement process. However, to provide for on-going contingency and flexibility a further 4 providers will also be appointed onto the framework agreement. The framework may be used to let call off contracts on either a direct award or mini-competition basis on the provision that the option of using top ranked partner provider via direct award must be investigated to the satisfaction of the framework manager before the mini-competition option can be pursued. The framework agreement will run for 4 years. Call off contracts may be let on a suggested base term of 3-5 years, extendable to a maximum term of 10 years. Longer base terms are also allowed up to maximum duration of 10 years where significant benefits can be demonstrated.

In establishing the framework agreement the Council will invite providers to submit tenders covering the following sites which have an immediate requirement for services. The estimated combined per annum contract value for the sites equates to 300K GBP. Each of the sites will contract on the basis of a 5 year base term extendable to a maximum term of 10 years.

— New Road — Day Centre,

— Henderson Road — Day Centre,

— Carers Centre,

— Russets — Day Centre,

— Mayfield School,

— St Judes C.E Primary,

— Milton Park Primary,

— Wimborne Infant School.

The agreement will be available for use by all Council services, other than for those operated via the Council’s Housing Revenue Account budget which has its own in house service. The agreement may also be accessed by Council Maintained Schools, Academy Schools within the City boundaries and Academy Schools outside of the City boundaries on the provision that the Academy Trust concerned is operating other schools that fall within the City boundaries.

The agreement may also be accessed by Local Authorities which neighbour the Council being:

— Gosport Borough Council,

— Fareham Borough Council,

— Havant Borough Council,

— East Hampshire District Council,

— Isle of Wight Council (IOW).

The Council cannot provide any guarantees of further spend beyond the sites which have an immediate requirement. It should be noted that the additional sites have or are likely to have services in place and no aspiration to change these arrangements has been communicated. However, in the unlikely event that all options are taken up the total estimated spend via the framework agreement could equate to £7.9M per annum. This figure should be treated as a non-binding estimate which may be increased in order to provide full access to the agreement for Council services, schools and neighbouring local authorities. For information on how the spend estimate has been calculated together with information regarding current service arrangements where known refer to section ‘VI.3) Additional Information’ of this Contract Notice.

The Council will run the procurement process in in accordance with the following timetable:

— Bidders Briefing — 4.4.2018,

— Clarification Deadline — 13.4.2018,

— Submission of Completed SSQ — 27.4.2018,

— Invitation to Tender Issued — 22.5.2018,

— Tender Return Deadline — 22.6.2018,

— Contract Award — 4.9.2018,

— Contract Commencement — 29.10.2018.

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

Value excluding VAT: 79 000 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

The framework agreement will run for 4 years. Call off contracts may be let on a suggested base term of 3 — 5 years, extendable to a maximum term of 10 years. Longer base terms are also allowed up to maximum duration of 10 years where significant benefits can be demonstrated.

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

Envisaged number of candidates: 5
Objective criteria for choosing the limited number of candidates:

As detailed within the SSQ documentation accessible via https://in-tendhost.co.uk/portsmouthcc/aspx/home

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: yes
Description of options:

The agreement will be available for use by all Council services, other than for those operated via the Council’s Housing Revenue Account budget which has its own in house service. The agreement may also be accessed by Council Maintained Schools, Academy Schools within the City boundaries and Academy Schools outside of the City boundaries on the provision that the Academy Trust concerned is operating other schools that fall within the City boundaries.

The agreement may also be accessed by Local Authorities which neighbour the Council being:

— Gosport Borough Council,

— Fareham Borough Council,

— Havant Borough Council,

— East Hampshire District Council,

— Isle of Wight Council (IOW).

The Council cannot provide any guarantees of further spend beyond the sites which have an immediate requirement. It should be noted that the additional sites have or are likely to have services in place and no aspiration to change these arrangements has been communicated. However, in the unlikely event that all options are taken up the total estimated spend via the framework agreement could equate to 7.9M GBP per annum. This figure should be treated as a non-binding estimate which may be increased in order to provide full access to the agreement for Council services, schools and neighbouring local authorities. For information on how the spend estimate has been calculated together with information regarding current service arrangements where known refer to section ‘VI.3) Additional Information’ of this Contract Notice.

Call off contracts may be let on a suggested base term of 3 — 5 years, extendable to a maximum term of 10 years. Longer base terms are also allowed up to maximum duration of 10 years where significant benefits can be demonstrated.

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:

As detailed within the SSQ documentation accessible via https://in-tendhost.co.uk/portsmouthcc/aspx/home

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:

As detailed within the SSQ documentation accessible via https://in-tendhost.co.uk/portsmouthcc/aspx/home

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

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 5
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: yes
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: 27/04/2018
Local time: 14:00

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

Date: 22/05/2018

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

English
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:

March 2022

VI.2)Information about electronic workflows

VI.3)Additional information:

In the unlikely event that all options to access the agreement are taken up by the additional Council sites, Council maintained schools, Academy schools and neighbouring Local Authorities spend via the agreement could increase by approx. £7.6M per annum. This calculation is based upon the following:

— NON HRA COUNCIL SITES — 847 675 GBP per annum. Libraries, Public Toilets, Civic Offices, Registry Office, etc. The services are currently delivered by the Council’s in house HRA Green & Clean Services and there is no current aspiration to depart from this arrangement.

— PORTSMOUTH INTERNATIONAL PORT — 235 000 GBP per annum. The Port’s current cleaning service provisions were tendered for in September 2017 and are being provided by Nviro on a 7 year contract with a 3 year option to extend. Currently there is no aspiration to depart from this arrangement.

— COUNCIL MAINTAINED SCHOOLS — 1.2M GBP per annum. Mixture of directly employed cleaners and out-sourced arrangements. Further engagement required to ascertain appetite for departure from current arrangements.

— ACADEMY SCHOOLS WITHIN CITY BOUNDARIES — 820 000 GBP per annum. Mixture of directly employed cleaners and out-sourced arrangements. Further engagement required to ascertain appetite for departure from current arrangements.

— ACADEMY SCHOOLS OUTSIDE OF CITY BOUNDARIES — 1M GBP per annum. These schools may access the agreement on the provision that the Academy Trust concerned is operating other schools that fall within the City boundaries. Likely to be a mixture of directly employed cleaners and out-sourced arrangements. Further engagement required to ascertain accurate spend estimates and appetite for departure from current arrangements.

— NEIGHBOURING LOCAL AUTHORITIES — 3.5M per annum. 500k GBP per annum for each of the 4 district and borough authorities – Havant, Fareham, Gosport, East Hants. 1.5M GBP per annum for Isle of Wight unitary authority. Further engagement required to ascertain accurate spend estimates and appetite for departure from current arrangements.

The above figures are to be treated as non-binding estimates which may be increased in order to provide full access to the agreement for the additional sites/ bodies listed above.

VI.4)Procedures for review

VI.4.1)Review body

The High Court of Justice
The Strand
London
WC2A 2LL
United Kingdom
Telephone: +44 2079476000Internet address:https://www.justice.gov.uk/
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

26/03/2018

 

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