Tender for Cleaning Services – Dorset and Wiltshire 

Tender for Cleaning Services – Dorset and Wiltshire

The successful Supplier will be required to provide cleaning services for Dorset and Wiltshire Fire and Rescue Service and Avon Fire and Rescue Service.

United Kingdom-Salisbury: Accommodation, building and window cleaning services

2018/S 140-320855

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Dorset and Wiltshire Fire and Rescue Authority
Five Rivers, Hulse Road
Salisbury
SP1 3NR
United Kingdom
Telephone: +44 1276-673880
E-mail: pqq@litmuspartnership.co.uk
NUTS code: UKK15
Internet address(es):Main address: https://www.dwfire.org.uk/

I.1)Name and addresses

Avon Fire and Rescue Authority
Valley Road
Portishead
BS20 8JJ
United Kingdom
Telephone: +44 1276-673880
E-mail: pqq@litmuspartnership.co.uk
NUTS code: UKK12Internet address(es):Main address: https://www.avonfire.gov.uk/

I.2)Information about joint procurement

The contract involves joint procurement

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.litmuspartnership.co.uk/project/dorset__wiltshire_and_avon_fire_and_rescue_services__cleaning_services
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

Body governed by public law

I.5)Main activity

Public order and safety

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Dorset and Wiltshire and Avon Fire and Rescue Services — Tender for Cleaning Services

II.1.2)Main CPV code

90911000

II.1.3)Type of contract

Services

II.1.4)Short description:

The successful Supplier will be required to provide cleaning services for Dorset and Wiltshire Fire and Rescue Service and Avon Fire and Rescue Service at the locations listed in the SQ document.

The Clients are seeking to appoint a Supplier whose initiative and innovation will be welcomed for the provision of cleaning services within the facilities for Dorset and Wiltshire and Avon Fire and Rescue Services. The high quality service levels proposed, should maintain excellent standards throughout, resulting in a pleasant environment for both the staff and visitors.

Due to the changing requirements in each Authority, total flexibility will be required from the successful Supplier with regard to the changes in location layouts due to building works and station openings / closures, due to relocation.

II.1.5)Estimated total value

Value excluding VAT: 2 327 500.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
II.2)Description

II.2.1)Title:

Dorset and Wiltshire Fire and Rescue Services

Lot No: 1

II.2.2)Additional CPV code(s)

90911000

II.2.3)Place of performance

NUTS code: UKK22
NUTS code: UKK15
Main site or place of performance:

See the SQ document for details. Dorset and Wiltshire, United Kingdom.

II.2.4)Description of the procurement:

The basis and rationale that the Clients require the successful Supplier to operate to at all times, is being able to provide an environment that is fit for purpose and that the Supplier is proactive in the management of the contract, thus ensuring that all specifications are achieved and that the frequency of cleaning is as detailed within the tender specification.

The contract being tendered is for 3 years in duration from 1.7.2019 until 30.6.2022 and will be fixed price in nature, with the Supplier invoicing the Client for one-twelfth of the annual cost on a monthly basis. The contract may be extended for a further period of up to 2 years, by mutual agreement.

It should be noted that the successful Supplier will be expected to bring to the contract innovation, new equipment, and cleaning methods, with BICSc standards being achieved, as a minimum, thus ensuring that the highest levels of cleanliness are maintained in all areas at all times and also ensuring that the productivity of the cleaning operatives is enhanced moving forward into the new contract term.

At present cleaning operatives are employed to work Monday to Friday and the costs also include a Contracts Manager, Mobile Operatives and vehicles and Supervisors. Cleaning is required over 252 days excluding bank holidays and weekends.

The value of the current contract for DWFRS is circa 275 500,00 GBP per annum plus VAT, which includes window cleaning twice per annum, all periodic cleaning, washroom services and washroom supplies, but does not currently include cost for the cleaning of specific retained stations (as detailed in the SQ document).

As the aforementioned stations are currently cleaned by firefighters, calculating the current costs is not possible. Future requirements will be dictated by this tender process.

There are numerous plans for changes and additional buildings throughout the Services over the next 3 years and this may increase or reduce the level of cleaning required within these areas, when the work is being carried out and thereafter. Therefore, the Supplier would be expected to provide advice and expertise and be flexible in their approach, in order to incorporate the changes.

The Fire Services’ objectives are:

— to further increase the standards of cleanliness within all sites and to ensure uniformity so that all sites meet the same exacting standards,

— to receive a service that complies with the service standards and is financially transparent,

— to receive consistently high quality cleaning standards and be proactive in its delivery,

— to generate an improved working environment for all staff and visitors, in all areas,

— to receive pro-active management support for the cleaning staff,

— to hold regular review meetings with the successful contractor, adding value through two-way, constructive feedback,

— to achieve overall value for money.

In accordance with the Government’s Policy on Transparency and the Public Contract Regulations 2015, Potential Providers should be aware that the Fire and Rescue Service publishes details of tender documents and any subsequent contract on its website and on the Government’s Contract Finder.

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: 1 377 500.00 GBP

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

Start: 01/07/2019
End: 30/06/2024
This contract is subject to renewal: no

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

Envisaged minimum number: 5
Maximum number: 10
Objective criteria for choosing the limited number of candidates:

Minimum of 5 suppliers and a maximum of 10 suppliers will be taken forward to the tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the tender stage.

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
II.2)Description

II.2.1)Title:

Avon Fire and Rescue Services

Lot No: 2

II.2.2)Additional CPV code(s)

90911000

II.2.3)Place of performance

NUTS code: UKK11
NUTS code: UKK12
Main site or place of performance:

See the SQ document for details. Avon, United Kingdom.

II.2.4)Description of the procurement:

The basis and rationale that the Clients require the successful Supplier to operate to at all times, is being able to provide an environment that is fit for purpose and that the Supplier is proactive in the management of the contract, thus ensuring that all specifications are achieved and that the frequency of cleaning is as detailed within the tender specification.

The contract being tendered is for 3 years in duration from 1.7.2019 until 30.6.2022 and will be fixed price in nature, with the Supplier invoicing the Client for 1-twelfth of the annual cost on a monthly basis. The contract may be extended for a further period of up to 2 years, by mutual agreement.

It should be noted that the successful Supplier will be expected to bring to the contract innovation, new equipment, and cleaning methods, with BICSc standards being achieved, as a minimum, thus ensuring that the highest levels of cleanliness are maintained in all areas at all times and also ensuring that the productivity of the cleaning operatives is enhanced moving forward into the new contract term.

At present cleaning operatives are employed to work Monday to Friday and the costs also include a Contracts Manager, Mobile Operatives and vehicles and Supervisors. Cleaning is required over 252 days excluding bank holidays and weekends.

The value of the current Avon Fire and Rescue Services contract is circa 190 000,00 GBP, which includes window cleaning twice per annum, all periodic cleaning, washroom services and washroom supplies.

As the aforementioned stations are currently cleaned by firefighters, calculating the current costs is not possible. Future requirements will be dictated by this tender process.

There are numerous plans for changes and additional buildings throughout the Services over the next 3 years and this may increase or reduce the level of cleaning required within these areas, when the work is being carried out and thereafter. Therefore, the Supplier would be expected to provide advice and expertise and be flexible in their approach, in order to incorporate the changes.

The Fire Services’ objectives are:

— to further increase the standards of cleanliness within all sites and to ensure uniformity so that all sites meet the same exacting standards,

— to receive a service that complies with the service standards and is financially transparent,

— to receive consistently high quality cleaning standards and be proactive in its delivery,

— to generate an improved working environment for all staff and visitors, in all areas,

— to receive pro-active management support for the cleaning staff,

— to hold regular review meetings with the successful contractor, adding value through two-way, constructive feedback,

— to achieve overall value for money.

In accordance with the Government’s Policy on Transparency and the Public Contract Regulations 2015, Potential Providers should be aware that the Fire and Rescue Service publishes details of tender documents and any subsequent contract on its website and on the Government’s Contract Finder.

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: 950 000.00 EUR

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

Start: 01/07/2019
End: 30/06/2024
This contract is subject to renewal: no

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

Envisaged minimum number: 5
Maximum number: 10
Objective criteria for choosing the limited number of candidates:

Minimum of 5 suppliers and a maximum of 10 suppliers will be taken forward to the tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the tender stage.

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

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

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
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: 07/09/2018
Local time: 12:00

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

Date: 12/10/2018

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: no
VI.2)Information about electronic workflows

VI.3)Additional information:

Interest in the selection process should be expressed via email only to pqq@litmuspartnership.co.uk clearly stating within this email which contract / notice you are referring to. Please also provide, as a minimum, a contact name, full company postal address and telephone number.

The Selection Questionnaire and associated documents can be obtained at: https://www.litmuspartnership.co.uk/project/dorset__wiltshire_and_avon_fire_and_rescue_services__cleaning_services

The closing date for receipt of the Selection Questionnaire is 7.9.2018 (12:00). Suppliers are required to ensure that documents are obtained and returned to The Litmus Partnership Limited, by email to pqq@litmuspartnership.co.uk by the above closing date and time.

Documents in respect of economic / financial standing (where indicated in the Selection Questionnaire) shall be returned to The Litmus Partnership Limited, by email to pqq@litmuspartnership.co.uk by the above closing date and time.

It will be the Supplier’s responsibility to obtain any necessary documents in order to submit a response by the closing date and time.

The Contracting Authority reserves the right not to award any or part of the contract which is the subject of this Contract Notice and reserves the right to terminate the procurement process at any time.

The Contracting Authority will not be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.

The Contracting Authority will consider variant bids, evaluating them (so far as the variant or the evaluation of the variant is in the opinion of the Contracting Authority practicable) on the same basis as a conforming bid, but shall not be obliged to accept any such bid in preference to a conforming bid even if the variant bid scores more highly. No variant will be considered unless the bidder simultaneously submits a conforming bid.

VI.4)Procedures for review

VI.4.1)Review body

Dorset and Wiltshire Fire and Rescue Authority and Avon Fire and Rescue Authority
Dorset and Wiltshire and Avon
United Kingdom
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:

20/07/2018

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