Official UK procurement notice
Cleaning Services - 3 Sites
Authority: Portsmouth City Council (Local council)
What is being bought
Published requirement descriptionPortsmouth City Council ('the council') is inviting tenders from suitably qualified suppliers to provide cleaning services at three sites managed by Adult Social Care.
The 3 sites which will be covered under the contract are as follows:
- Portsmouth Day Services - 117 Orchard Road, Southsea, Portsmouth, PO4 0AD
- New Road Day Centre - 5 Balliol Rd , Fratton, Portsmouth, PO2 7PP
- Henderson Road Centre - Ferry Road, Southsea, Portsmouth, PO4 9AG
Interested suppliers should note that tenders are only being invited for delivery of services at all 3 of the sites, tenders for delivery of services at only 1 or 2 of the sites is not permitted under this process.
The council's target date for award of contract is September 1st 2023 with service commencement following on October 27th 2023.
The estimated annual value of the contract is £40,000 based upon current specification, cleaning frequencies and sites.
The value of the contract may increase or decrease in the event of changes to specification, changes to frequencies, and removal or addition of sites from the contract.
The council cannot provide any guarantees of increases or decreases of the contract, however any increases will be capped at 50% of the per annum contract value. The upper value of the contract is £60,000 per annum. The estimated value per site is:
- New Road Day Centre - £16,000 per annum
- Henderson Road Centre - £16,000 per annum
- Portsmouth Carers Centre - £8,000 per annum
The initial contract term will be for 3 years with possibility of extending the term by a further 2 years in increments to be agreed, subject to the agreement and performance of both parties.
The form of contract used will be the Council's standard terms for the supply of services.
Site tours will be held between Monday 24th July and Wednesday 26th July 2023 at a time to be mutually agreed between the council and the tendering supplier.
Tenderers are required to visit all 3 of the sites prior to submission of tender. If a tender is received and there is no evidence that the tenderer has attended all the sites, the council reserves the right to put the tender aside.
Interested suppliers must confirm full names & positions of attendees via InTend correspondence by Friday 21st July 2023 at 12:00.
Due to staff rotas the council cannot provide any flexibility to dates for visits to site. The council may not be able to accommodate requests for site visits after Friday 21st July at 12:00.
The Council will run the procurement process in accordance with the 'Open Procedure' as set out within the Public Contracts Regulations (2015). The procurement timetable is set out below.
- Procurement documents available on In-tend - Thursday 13th July 2023
- Site Visits - Monday 24th - Wednesday 26th July 2023
- Deadline for requests for clarification - Tuesday 1st August 2023 at 23:59
- Tender return deadline - Monday 14th August 2023 at 12:00
- Award decision notified to bidder - Friday 18th August 2023
- Standstill period ends - Thursday 31st August 2023 at 23:59
- Contract award - Friday 1st September 2023
- Mobilisation - Monday 4th September 2023
- Start of contract - October 27th October 2023
The Council will administrate the procurement process using its e-sourcing system In-tend which will be used for:
- Access to and issue of procurement information & documentation
- Pre-tender submission clarification requests and response
- Tender submission
- Tender opening & access to responses
- Post-tender submission clarification requests and response
- Award decision notification & feedback
- Publication of summary contract register information in accordance with Local Government Transparency Code (2015) requirements
The In-tend system can be accessed free of charge via the following web link:
CPV: Accommodation, building and window cleaning services · Building-cleaning services · Cleaning services of office equipment · Office cleaning services
The lotProcurement structure
single lot · value publishedLot #1The Council is seeking to enter into a partnership with an operator committed to…Published value£200,000
The Council is seeking to enter into a partnership with an operator committed to delivering the following:
- A commitment to value for money by driving improvements and efficiencies on a whole life cost basis for the duration of the contract, whilst maintaining high standards of delivery
- A flexible, innovative approach to managing significant short and long term changes in specifications and responding to budgetary pressures through the life of the contract
- A commitment to open partnership working
- A commitment to investing in staff on an ongoing basis
- A focus on health & safety and understanding of the impact of reporting potential concerns of vulnerable service users - all the current sites include working with vulnerable adults and children
- An ability to engage into markets for vulnerable and disadvantaged groups for activities including recruitment, staff development etc.
- A commitment to reducing waste within the life time of the contract and reduce the environmental impact in providing the services
- An understanding of the materials and equipment used to provide a clean and safe environment to increase the life of building fabric & furnishings and contribute towards a positive customer experience
- A commitment to addressing safeguarding issues to ensure all service users can use the site without risk of harm to themselves or others
- A desire to engage with stakeholders to ensure end service users can contribute to outcome of providing a clean and safe site
The Council require a set level of minimum standards and performance management principles for each individual site.
- Portsmouth Day Services
- New Road Day Centre
- Henderson Road Centre
However, the specification approach we're seeking is twofold; each site will have scheduled activities as a guide to ensure it is resourced properly, but the main requirement will be output based, i.e. the building is clean without having to recourse to extensive periodic cleans.
Required Outputs
Routine Cleaning
Routine cleaning is the carrying out of a daily/weekly programme of maintenance operations that will include:
- Dust and wipe
- Hard surface vacuum
- Floor maintenance buffing/vacuum Mop/Brush sweep
- Empty waste bins
- Vacuum carpet
- Spray and damp mop
- Remove marks from internal glazing
- Dust/wipe sills, radiators, ledges and skirting boards
- Cleaning kitchen / dining room floors, tiles and appliances exteriors
- Sanitising toilets/washrooms/bathrooms
The frequency of when these operations are normally carried out is contained within the individual site specification. Each site will allocate the current service hours, staffing requirement and schedule to provide the cleaning provisions on site.
Suppliers are directed to the procurement documents available via In-tend for specifications and further site information.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Unspecified in notice
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Yes (GPA)
- Recurring procurement
- Yes
- First published
- 14 Jul 2023, 14:27 BST
- Last source update
- 14 Jul 2023, 14:27 BST
- Award evaluation window
- 14 Aug 2023 – …
- Authority reference
P00004858- FTS notice number
2023/S 000-020333- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-03e221Find a Tender
How it was run
Official noticeTender documents are also served through a separate tool: https://in-tendhost.co.uk/portsmouthcc/aspx/Home ↗
- Submission deadline
- 14 Aug 2023, 12:00 BST
- Submission channel
- {"electronicSubmission","written"}
- Accepted languages
- en
- Bid validity
- 180 days from the deadline
- Bids opened
- 14 Aug 2023, 12:01 BST
Timeline
14 Jul 2023 → 14 Aug 2023 · 3 dates- Notice published14 Jul 2023, 14:27 BST
- Submission deadline14 Aug 2023, 12:00 BST
- Bids opened14 Aug 2023, 12:01 BST
Contracting authority & participating public bodies
Dispute resolution & review bodies
- The High Court of JusticeReview body
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Economic and financial selection criteria
- Technical selection criteria