Building Cleaning Services Herefordshire

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

2013/S 038-060175

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Herefordshire Council
Herefordshire Council, Brockington, 35 Hafod Road
For the attention of: Walter Longden
HR4 1SH Hereford
Telephone: +44 143260000

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

Electronic access to information:

Electronic submission of tenders and requests to participate:

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)

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: yes

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

Building Cleaning Services.
II.1.2)Type of contract and location of works, place of delivery or of performance

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

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

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. The provider will be required to deliver a cleaning service which meets the Councils standards in accordance with good ‘Facilities Management Practice’ to ensure its corporate estate is ‘Fit for Purpose’, complies with all Statutory Obligations, Standards and Specifications providing a clean environment for its staff, visitors and users of the Councils facilities.
II.1.6)Common procurement vocabulary (CPV)

90911200, 90911300, 90919200, 90900000, 50760000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): yes

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: yes
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

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

II.2.2)Information about options

Options: yes
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).
II.2.3)Information about renewals

This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The Contracting Authority may require parent company guarantees, Performance bonds and other securities.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payment and the payment terms and conditions will be set out in the Contract Agreement and also the Payment mechanism.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

The Contracting Authority will consider bids from companies or from consortia/joint ventures. However, legal entities must be formed prior to contract award. The Council reserves the right to require groupings of contractors to take a particular legal form or to require a single contractor to take primary liability or to require that each party undertakes joint and several liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
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.
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: In accordance with Reg.23 Public Contract Regulations 2006 (SI 2006 No 5), the Contracting Authority must treat as ineligible and shall not select an Economic Operator where the Contracting Authority has actual knowledge that the Economic Operator or its directors or any person who has powers of representation, decision or control of the economic operator has been convicted of any offences laid out in Reg.23 (1) Public Contract Regulations 2006 (SI 2006 No .5).
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.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Will be detailed in a pre-qualification questionnaire and in accordance with Regulation 24 (1) of the UK Public Contract Regulations 2006 (SI 2006 No.5).
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
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).
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: As defined in the Pre-Qualification Documents.
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

27.3.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)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: 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.
VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no
VI.3)Additional information

The Council reserves the right not to proceed or not to award a contract for the whole or part of this proposed procurement. Neither the Council nor any person on whose behalf of whom this procurement is undertaken is to be liable for any costs incurred by those expressing an interest or tendering for this contract.
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:

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 or via +44 1432261617 (UK).

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Herefordshire Council
Brockington 35 Hafod Road Hereford
HR1 1SH Hereford
Telephone: +44 1432260000
Internet address:

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Contacting Authority will incorporate a standstill period at the point information on the award of the contract is communicated to tenderers. That notification will provide full information on the award decision. The standstill period, which will be for a minimum of 10 calendar days, provides time for unsuccessful tenderers to challenge the award decision before the contract is entered into. The Public Contracts Regulations 2006 (SI 2006 No 5) provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland).
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:18.2.2013