Cleaning, Pest Control and Grounds Maintenance Contract

The award of the contract is permitted in accordance with Section 41 and Paragraph 7 of Schedule 5 to the Procurement Act 2023 on the basis that:

(a) Additional or repeat services;

The public contract concerns the supply of services by the existing supplier which are intended as an extension to, or partial replacement of, existing services in circumstances where-

(a) a change in supplier would result in the contracting authority receiving services that are different from, or incompatible with, the existing services, and

(b) the difference or incompatibility would result in disproportionate technical difficulties in operation or maintenance.

Of particular note:

The University intends to directly award a contract for a strict period of 12 months to the incumbent supplier. The Supplier has previously provided the same services to the University and has a high degree of institutional and location knowledge as well as good working relationships with internal stakeholders.

This decision is based on the grounds of technical and economic impracticality of switching suppliers within the required timeframe, and the absence of a suitable competitive alternative that delivers equivalent value for money and continuity.

Due to the complexity and integration of the existing services across multiple locations, transitioning to an alternative supplier would require extensive procurement lead time, significant and potentially avoidable implementation costs and resources, and a high-risk migration programme - all of which would exceed the remaining duration of the current contract and introduce potential service disruption.

This limited contract via direct award is therefore considered a proportionate and necessary solution to:

• maintain business-critical service operations without disruption, especially with the commencement of the new academic term in September;
• allow for continued value through negotiation with the incumbent supplier and control of costs
• provide the University much needed time to further develop and conclude its long-term business and procurement strategy for the services, that can allow the University to achieve value for money; and
• enable the University to meet its legal and transparency obligations under the Procurement Act 2023, by publishing details of its long term requirements (where appropriate), including a preliminary market engagement notice and tender notice.

The University has already started preparing for the procurement exercise and notices will be published in due course.