Cleaning Services for Birmingham Office

Cleaning Services for Birmingham Office

The Big Lottery Fund is seeking to procure cleaning services for its Birmingham centre.

United Kingdom-London: Cleaning services

2015/S 073-129327

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

Big Lottery Fund
1 Plough Place
For the attention of: Punim Anda
EC4A 1DE London
Telephone: +44 2072113736

Internet address(es):

General address of the contracting authority:

Electronic access to information:

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

Body governed by public law

I.3)Main activity

Other: Grant awarding body

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

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract


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

Cleaning Services – Birmingham Office.

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


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)

The Big Lottery Fund (‘the Fund’) is seeking to procure cleaning services for its Birmingham centre (B15 1TR). The Fund requires an evening cleaning service as well as a daily housekeeper to ensure that the Birmingham office is kept operational and aesthetically pleasing to the Fund’s staff. The contract is capped at 300 000 GBP including VAT and all expenses over 3 years. Further information about the Fund’s requirements can be found in the ITT which can be downloaded from:

II.1.6)Common procurement vocabulary (CPV)


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


This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The Contract is for a term of 2 years and the Fund shall have the option to extend for up to a further 1 year.
The contract is capped at 300 000 GBP including VAT and all expenses over 3 years. Bids in excess of this limit will be excluded. Bidders are required to set out their charges in the Schedule of Charges at Annex 2 of this ITT.
The Fund is a Living Wage employer. Staff delivering cleaning services at our offices must therefore be paid the UK Living Wage rate (currently 7.85 GBP per hour) as a minimum. Any annual increase/decrease to the UK Living Wage rate will apply to the Contract on 1 December of each year. The estimated value of the Contract provided above may increase to take into account increases to the UK Living Wage rate.
Estimated value excluding VAT:
Range: between 208 333 and 250 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The Contract is for a term of 2 years and the Fund shall have the option to extend for up to a further 1 year.

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 36 (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:

Parent Company Guarantees and other security may be required in respect of some or all of the service provider’s obligations.

III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

Payments will be made in accordance with the conditions of contract.

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Joint and several liability. Should the successful tenderer be a consortium of organisations, the Contracting Authority reserves the right to require a successful consortium to form a single entity. The Contracting Authority will require the lead partner to be responsible for completing the contract on behalf of the consortium and enter into a contract with the Contracting Authority. Other consortium members will be required to enter into back to back subcontracts with consortium members.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes

Description of particular conditions: As stated in the tender documents which can be downloaded at:

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: 1) Bidders must confirm if the circumstances as set out in Regulation 57 of the Public Contracts Regulations 2015 (as amended) apply.

III.2.2)Economic and financial ability

Minimum level(s) of standards possibly required: (1) Bidders are required to have adequate financial standing to perform the services without putting the Authority at risk. The financial ability of bidders will be assessed before their tender is evaluated as follows: In order for us to carry out this assessment please provide copies of your last 2 year’s audited accounts and annual reports to include:
— Balance Sheet
— Profit and Loss Account and Cost of Sales
— Full notes to the accounts
— Director’s report/auditor’s report
If you are unable to submit the information requested above because your organisation is below the threshold for which audited accounts are required, please submit the following documents instead:
— Balance Sheet
— Profit and Loss Statement
Failure to achieve this minimum requirement and pass the financial assessment shall result in the bidder being excluded from further participation in the tender competition.
(2) The Bidder’s Total Costs in Table A do not exceed 300 000 GBP (including VAT and expenses). Bidders whose costs exceed this amount will be excluded from further consideration in the tender process.

III.2.3)Technical capacity

Minimum level(s) of standards possibly required:
(1) The Fund requires the provider to have a minimum of 3 years relevant experience successfully delivering similar cleaning contracts and supporting references evidencing this.
(2) Bidders must have a formal quality management system in place.
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

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
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
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

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

13.5.2015 – 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

in days: 90 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about European Union funds
VI.3)Additional information
VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

The High Court, The Royal Courts of Justice
WC4A 2LL London
Telephone: +44 207946000

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: