Scottish Police Authority Soft FM Services Tender
To provide cleaning and janitorial services as part of a soft facilities management service.
United Kingdom-Glasgow: Facilities management services
Section I: Contracting authority
I.1)Name and addresses
1 Pacific Quay, 2nd Floor
Contact person: firstname.lastname@example.org
Telephone: +44 1786895854
NUTS code: UKM82
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA19762
I.2)Information about joint procurement
I.4)Type of the contracting authority
Section II: Object
PROC342 — Provision of Soft FM Management Services
II.1.2)Main CPV code
II.1.3)Type of contract
The Scottish Police Authority wishes to appoint a single supplier to provide cleaning and janitorial services as part of a soft facilities management service. The contract is for cleaning and janitorial services at various locations across Scotland, predominantly in the west and central belt.
II.1.5)Estimated total value
II.1.6)Information about lots
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
II.2.4)Description of the procurement:
The Scottish Police Authority wishes to appoint a single supplier to provide cleaning and janitorial services as part of a soft facilities management service. The contract is for cleaning and janitorial services at various locations across Scotland, predominantly in the central belt.
The services required include:
— routine cleaning services,
— routine cell cleaning,
— routine janitorial services,
— provision of cleaning consumables and equipment,
— reactive vehicle and cell decontaminations.
These services are required at various locations across Scotland, predominantly in the central belt but will include rural and urban locations.
The properties these services are required at are primarily office locations but also include primary and secondary custody buildings.
The services are currently provided by several local authorities and the Scottish Police Authority now wishes to appoint a single supplier.
The Scottish Police Authority intend to award a contract early January 2020, with an estimated Contract Go-Live date of 1.4.2020, subject to internal governance processes.
The contract will be for a duration of three (3) years with the option to extend for a further period of up to 12 months plus 12 months.
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Initial duration of contract is 3 years with the option to extend for a further 2 periods of up to twelve (12) months each.
II.2.10)Information about variants
II.2.11)Information about options
II.2.13)Information about European Union funds
Section III: Legal, economic, financial and technical information
III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
ESPD Question 4A.1 Trade Registers:
It is a requirement of this tender that if the tenderer is UK based they must hold a valid registration with Companies House. Where the tenderer is UK based but not registered at Companies House they must be able to verify to the Councils satisfaction that they are trading from the address provided in the tender and under the company name given.
Tenderers within the UK must confirm if they are registered under Companies House within this question, if the tenderer is based out-with the UK they must be enrolled in the relevant professional or trade register appropriate to their country as described in Schedule 5 of the Public Contracts (Scotland) Regulations 2015.
III.1.2)Economic and financial standing
It is a requirement of this contract that tenderers hold, or can commit to obtain prior to the commence of any subsequently awarded Contract, indicated below:
ESPD Question 4B5 Insurances:
— employers (compulsory) liability insurance = 10 000 000 GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide their current employers liability insurance certificate which should include name of the insurers, policy numbers, expiry date and limits for any one incident and annual aggregate caps and the excesses under the policies,
— public liability insurance = 5 000 000 GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current public liability insurance certificate,
— product liability insurance = 5 000 000 GBP in respect of each claim without limit to the number of claims. Tenderers may be required to provide a copy of their current professional indemnity insurance certificate.
Documentation requested for the above insurances should include name of insurers, policy numbers, expiry date and limits of any one incident and annual aggregate caps and the excesses under the policies.
ESPD Question 4B6 Financial Standing:
The Authority will access a credit safe report for a tenderers organisation and use the information contained within to assist with the assessment of the tenderer’s economic and financial standing. Tenders are asked to provide their company number within the ESPD to allow the Authority to access a credit safe report.
Within such reports, the risk of business failure is expressed as a score of 30 or below (high risk of business failure). In the event that a company is determined to have a risk failure rating of 30 and below i.e. that the company is considered to have a high risk of business failure, the submission will not be considered further.
If you are successful in the award of this contract and your risk failure rating falls below 30 then the SPA reserve the right to remove you from this contract. It is the contractor’s responsibility to ensure that the information held by credit safe is accurate and up to date.
For the avoidance of doubt, the SPA will request a report from credit safe following the closing date for the receipt of the tenders to ensure that the most up to date information is used. Where you are not registered on credit safe e.g. charitable organisations or new start companies/sole Traders with less than 3 years trading history, discretionary powers are available to the Director of Finance to consider abbreviated accounts along with bankers references, etc.
Tenderers should be aware that any outstanding County Court Judgements will have a detrimental effect on the rating held by credit safe and it is your responsibility to ensure that the information held by credit safe is accurate and up to date — failure to do so will result in rejection of your submission.
Important note: This requirement is not applicable to sole traders/charities. Sole traders/charities may be required to provide a bankers reference if successful.
III.1.3)Technical and professional ability
Tenderer’s will be required to provide evidence of having the necessary capacity and capability to deliver the requirements stated within the tender documents.
The below requirements will be requested during the tender process:
ESPD Question 4C1.2:
Two (2) examples of the provision of similar services to organisations of a similar size and geographical spread will be requested and must be from within the last 3 years for goods and services.
If tenderers are unable to provide two (2) examples the tenderer may be required to explain why examples cannot be provided.
The tenderer’s representative with overall responsibility for undertaking the works and the personnel assigned to the supply of the services shall be vetted to Non Police Personnel Vetting Standards (NPPV) Level 2. It would be beneficial if tenderer’s put forwards team that hold or have recently held NPPV Level 2.
III.2.2)Contract performance conditions:
During the contract period, the contractor will be measured on a number of key performance indicators as detailed within the ITT. If a KPI is not met, the contract value at-risk will be 2 % of the total monthly invoiced amount in the form of a financial credit.
The overall score will be calculated as:
The sum of individual KPIs, multiplied by each KPI, multiplied by the overall KPI category weighting.
The value at risk each month is one (1) less the overall score achieved. Actual pass scores will be confirmed with the successful tenderer at award.
III.2.3)Information about staff responsible for the performance of the contract
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.1)Previous publication concerning this procedure
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.4)Languages in which tenders or requests to participate may be submitted:
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
3 years, however, if extended, 5 years.
VI.2)Information about electronic workflows
Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
ESPD Question 1.81 4C Products:
The tenderer will be asked to provide samples of the core consumables required, as detailed within the ITT, during presentations, where presentations are held. Presentations will not be evaluated however, the tenderer must be able to confirm that its offering is compatible.
ESPD Question 4D.1 Quality assurance/health and safety requirements:
Tenderers may be required to provide the following for quality assurance/health and safety requirements:
Option A) If a tenderers organisation holds a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001(or equivalent), or if a tenderers organisation have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum, then a copy of the certificate may be requested; or
Option B) If a tenderers organisation has a policy for health and safety (H&S) management, then a copy of the policy may be requested.
Organisations with less than 5 employees are not required by law to have a documented policy statement. The need to reduce documentary requirements on micro businesses in particular will be taken into account by buyers and the evaluation panel. Your policy should provide evidence that your organisation has a H&S policy that is endorsed by the chief executive officer and that it is regularly reviewed. The policy should be relevant to the nature and scale of the work and set out responsibilities for H&S management at all levels within your organisation. Your policy should be relevant to the nature and scale of your operations and set out your company’s responsibilities of health and safety management and compliance with legislation.
Tenderers will be asked to confirm if they pay all employees as a minimum the real living wage as published by the living wage foundation for statistical information gathering purposes only.
Equality and diversity:
Tenderers will be required to comply with the statutory obligations under the Equality Act 2010.
Declaration of non-involvement in serious organised crime:
Tenderers must complete and sign a declaration of non-involvement in serious organised crime form.
Tenderers will be required to provide details of the subcontractors they intend to use in their supply chain. Tenderers are required to complete this section as part of the ESPD.
Tenderers must be aware of their obligations under the data protection act as set out in the contract.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 13497
For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
The Contracting Authority does not intend to include a subcontract clause as part of community benefits (as per Section 25 of the Procurement Reform (Scotland) Act 2014) in this contract for the following reason:
Please refer to the subcontracting clause set out within the terms and conditions.
Community benefits are included in this requirement. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2361
A summary of the expected community benefits has been provided as follows:
It has become clear that there is scope within the EU legal framework which applies to public contracts, to use contracts to deliver wider social benefits such as:
— targeted recruitment and training (providing employment and training opportunities/apprenticeships),
— SME and social enterprise development,
— community engagement.
As part of your response to the quality criteria, tenderers are requested to provide an outline of all community benefits you can offer for this contract.
1 Pacific Quay, 2nd Floor
Telephone: +44 1786289070Internet address: http://www.spa.police.uk
VI.5)Date of dispatch of this notice: