Building Cleaning Services Herefordshire
Herefordshire Council wish to procure a suitably qualified and competent supplier to provide a cleaning service for its public buildings, offices, staff welfare facilities, washrooms and public toilets.
UK-Hereford: Building-cleaning services
Section I: Contracting authority
Herefordshire Council, Brockington, 35 Hafod Road
For the attention of: Walter Longden
HR4 1SH Hereford
Telephone: +44 143260000
General address of the contracting authority: www.herefordshire.gov.uk
Address of the buyer profile: https://herefordshire.gov.uk
Electronic access to information: https://tenders.herefordshire.gov.uk
Electronic submission of tenders and requests to participate: https://tenders.herefordshire.gov.uk
Further information can be obtained from: The above mentioned contact point(s)
Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)
Tenders or requests to participate must be sent to: The above mentioned contact point(s)
The contracting authority is purchasing on behalf of other contracting authorities: yes
Section II: Object of the contract
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: The main site or location of works, place of delivery is the county of Herefordshire, However, it is the intention of the Authority that this contract will be available for use (although such usage cannot be guaranteed) by other local authorities, The place of performance may therefore be wider. Please see section VI.3 for further detail).
Nuts Code UKG, UKG11
NUTS code UKG1,UKG11
90911200, 90911300, 90919200, 90900000, 50760000
The corporate estate consists of a range of building types: including modern offices, listed buildings, libraries, family centres, museums and heritage centres, staff welfare facilities, washrooms and public toilets. The total cleaning footprint is circa 40,000 m2 with 25 public conveniences; however, it is possible the size of the estate may reduce over time as the Council continues an on-going review of property needs.
The successful supplier will provide a flexible labour force with specialist supervision, adequate materials, plant and transport to deliver the service. The supplier will also be required to provide an on-call service for emergencies 24 hours/day, 7 days/week including cover during annual and public holidays.
The service is based on a series routine and non- routine daily, weekly and monthly schedule of activities which include the following:
— Removal of loose and impacted debris generally.
— Vacuuming soft floors.
— Sweeping, mopping or polishing of hard floors.
— Dusting and damp wiping vertical and horizontal surfaces.
— Dusting and damp wiping furniture, fixtures and fittings.
— Emptying bins, disposing of rubbish and other waste.
— Washroom cleaning and maintenance.
— Cleaning of kitchen, dining, canteen, vending areas, rest areas etc.
— Cleaning dust mats.
— Window cleaning.
— Cleaning of public conveniences (including minor repairs e.g. blocked wc’s sinks, repairing faulty door locks etc.)
— Consumable supplies (paper towels, toilet paper, liquid soap etc.).
— Special waste (medical, sharps collection and disposal).
— Basic security checks (closing windows, doors, gates, switching off lights, setting alarms).
In addition to the regular routine activities there will be a requirement to undertake other specialist tasks where specified or as required which could include:
— Pressure washing and steam cleaning hard surfaces.
— Graffiti removal and prevention.
— Deep cleans of catering equipment and kitchens.
— Dusting ceilings and light fittings.
— Cleaning upholstery, curtains and blinds.
— Personal Hygiene services (sanitary disposal bins, vending machines etc.).
— Waste management (recycling).
— Linen Services (tea towels, rollers etc.).
— Pest control.
— Eye bolt, latchway testing for windows.
— Trauma cleaning, excrement, dog fouling removal.
— Ducting, extraction fans and ventilation units.
— Stand down periods for deep cleaning areas and high level work.
Estimated value excluding VAT:
Range: between 2 375 000 and 2 875 000 GBP
Description of these options: The Contract for all the works and services described will be awarded to a single Provider for an initial contract period of 3 years (36 months) with the option to extend by mutual consent for a further 2 periods of 12 months. The maximum term of the contract therefore, will not exceed 5 years (60 months).
Section III: Legal, economic, financial and technical information
Description of particular conditions: The contract will provide the Council with the ability to commission a building cleaning service for its corporate estate and public conveniences which may include schools if they choose to participate. The successful supplier will provide a flexible labour force with specialist supervision, adequate materials, plant and transport and be expected to respond to instructions from the Council’s Authorised Officers based on an agreed series of routine and non- routine daily, weekly and monthly schedule of cleaning activities. The total spend will not exceed £575,000 k per annum. Suppliers should be aware that there is no guaranteed quantity, type or continuity of work or spend during the life of the contract.
On occasions where the Provider and their employees or subcontractors are required to visit or provide services to premises with vulnerable groups including children, they must have completed an Enhanced DBS check (Disclosure and Barring Service) to determine if they are prevented from working with vulnerable groups.
Herefordshire Council is committed to, as far as possible, ensuring that the procurement of these services and works will improve the economic, social and environmental well-being of Herefordshire. This PQQ will examine the track record of prospective bidders, by asking them to supply information identifying previous achievements in delivering social and/or environmental policy objectives relating to recruitment, training and supply chain initiatives.
In addition the Contracting Authority may treat an Economic Operator as ineligible or decide not to select an Economic Operator if any of the grounds set out in Re.23 (4) Public Contract Regulations (SI 2006 No.5) apply.
Accordingly candidates will only be required to complete a self-declaration that none of the above grounds apply.
Further detail is set out in the Pre-Qualification Questionnaire documents.
Will be detailed in a pre-qualification questionnaire and in accordance with Regulation 25 (2) of the UK Public Contract Regulations 2006 (SI 2006 No.5).
Section IV: Procedure
Objective criteria for choosing the limited number of candidates: As defined in the Pre-Qualification Documents.
Section VI: Complementary information
Estimated timing for further notices to be published: 60 months from contract award however the timing will depend upon the length of the initial term of the contract and the uptake of any options.
Variant bids will be accepted if accompanied by a compliant tender.
Local Authorities (as defined in Regulation 3(2) to (5) of the Public Contracts Regulations 2006 (as amended) and their statutory successors and organisations created as a result of re-organisation or organisational changes). A list of the local authorities eligible to use this contract is currently available via the following link which constitutes a searchable facility.
A list is also currently available at: http://www.idea.gov.uk/idk/org/la-data.do
The Pre-Qualification documents will be available in electronic format. Please follow the URL below to the Councils e-sourcing system Proactis to register your interest; access documents and submit a response to the PQQ. Organisations wishing to participate in this procurement must first register their interest via this link.
The Proactis support team can be contacted at email@example.com or via +44 1432261617 (UK).
VI.5)Date of dispatch of this notice:18.2.2013