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
Directive 2014/24/EU
Section I: Contracting authority
I.1)Name and addresses
Five Rivers, Hulse Road
Salisbury
SP1 3NR
United Kingdom
Telephone: +44 1276-673880
E-mail: pqq@litmuspartnership.co.uk
NUTS code: UKK15
I.1)Name and addresses
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
I.3)Communication
I.4)Type of the contracting authority
I.5)Main activity
Section II: Object
II.1.1)Title:
Dorset and Wiltshire and Avon Fire and Rescue Services — Tender for Cleaning Services
II.1.2)Main CPV code
II.1.3)Type of contract
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
II.1.6)Information about lots
II.2.1)Title:
Dorset and Wiltshire Fire and Rescue Services
II.2.2)Additional CPV code(s)
II.2.3)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
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.9)Information about the limits on the number of candidates to be invited
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
II.2.11)Information about options
II.2.13)Information about European Union funds
II.2.1)Title:
Avon Fire and Rescue Services
II.2.2)Additional CPV code(s)
II.2.3)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
II.2.6)Estimated value
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
II.2.9)Information about the limits on the number of candidates to be invited
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
II.2.11)Information about options
II.2.13)Information about European Union funds
Section III: Legal, economic, financial and technical information
III.1.2)Economic and financial standing
III.1.3)Technical and professional ability
Section IV: Procedure
IV.1.1)Type of procedure
IV.1.8)Information about the Government Procurement Agreement (GPA)
IV.2.2)Time limit for receipt of tenders or requests to participate
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
IV.2.4)Languages in which tenders or requests to participate may be submitted:
Section VI: Complementary information
VI.1)Information about recurrence
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.4.1)Review body
Dorset and Wiltshire and Avon
United Kingdom
VI.5)Date of dispatch of this notice: