Find a TenderAwarded

Published 18 Jan 2021, 10:32 GMT

Official UK procurement notice

Procurement of Office Cleaning Services

Official notice

Authority: MID AND WEST WALES FIRE AND RESCUE SERVICE (Police & fire)

ServicesOpen procedureSME suitable

Sectors: Cleaning & Environmental Services (90) Delivery: Wales (UKL)

Published estimate£1,500,000exc. VAT · 1 value update

Submissions closed 12 Feb 2021awarded 7 May 2021

Awarded to ADAPT BUSINESS SERVICES LIMITED

What is being bought

Published requirement description

Provision of office cleaning services to Mid & West Wales Fire & Rescue Service

Recurrence: There is a potential for the contract to be extended until 31/03/27 therefore the renewal contract notice is likely to be published early January 2027.

CPV: Accommodation cleaning services · Accommodation, building and window cleaning services · Building-cleaning services · Cleaning services · Office cleaning services

The lotProcurement structure

single lot · no lot value published

Lot #1Provision of office cleaning services initially for buildings within Carmarthenshire,…Renewal

Provision of office cleaning services initially for buildings within Carmarthenshire, Pembrokeshire and Ceredigion. Once existing contracts expire the cleaning services will also be extended to cover all our Estate within Neath Port Talbot, Swansea and Powys areas if costs are considered to provide value for money at the time.

Delivery: Wales · Mid and West Wales Fire and Rescue Service area

Extensions: One-off deep cleans may be required throughout the term of the contract for example following construction work or during a pandemic. Quotations will be obtained from the successful contractor as and when required. · 3 optional extension periods of 12 months each which will allow a maximum contract period of 72 months should the contract performance be satisfactory during the first 36 months.Variant bids: not allowed

90910000 Cleaning services 90911000 Accommodation, building and window cleaning services 90911100 Accommodation cleaning services 90911200 Building-cleaning services

What it takes to win
i
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more

How bids were scored

Quality: 90Price: 30Environmental: 10

Published sub-criteria (5)

Quality Assurance: 30
Resourcing the Contracts: 30
Contract Management: 30
price: 30
Sustainability: 10

Published award criteria (5)

Quality Assurance: 30
Resourcing the Contracts: 30
Contract Management: 30
Sustainability: 10
Price: 30

What this means for your bid

Price carries 30 of 130 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached

Procedure method: Open procedure
Legal basis: CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category: Services
Notice status: Awarded
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 · There is a potential for the contract to be extended until 31/03/27 therefore the renewal contract notice is likely to be published early January 2027.
First published: 18 Jan 2021, 10:32 GMT
Last source update: 27 Jul 2021, 18:14 BST
Award evaluation window: 12 Feb 2021 – …
Authority reference: MWEU19
FTS notice number: 2021/S 000-000307
Classification (CPV): Accommodation cleaning servicesAccommodation, building and window cleaning servicesBuilding-cleaning servicesCleaning servicesOffice cleaning services
Delivery area: Wales (UKL)
Official registry OCID: ocds-h6vhtk-028879 Find a Tender

Contract terms

Electronic trading: e-invoicing allowed · electronic ordering · electronic payment
Performance terms: These will be agreed at the pre-contract start meeting.

Publisher note: NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=106982. The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx. Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems. (WA Ref:106982) Download the ESPD document here: https://www.sell2wales.gov.wales/ESPD/ESPD_Download.aspx?id=106982 The buyer considers that this contract is suitable for consortia.

How it was run

Official notice

Run through: Sell2Wales · Who buys & how to bid on Sell2Wales

Supplier login requiredLanguage: EN, CY

Access & registration note: Free Wales registration; eTenderWales runs on Jaggaer

Tender documents are also served through a separate tool: http://www.sell2wales.gov.wales ↗

Submission deadline: 12 Feb 2021, 12:00 GMT
Submission channel: {"electronicSubmission"}
Accepted languages: en, cy
Bid validity: 90 days from the deadline
Bids opened: 12 Feb 2021, 12:00 GMT

Detailed submission instructions & authority contactsFrom official release

www.sell2wales.gov.wales ↗

Timeline

12 Feb 2021 → 27 Jul 2021 · 3 dates

Submission deadline
12 Feb 2021, 12:00 GMT
Bids opened
12 Feb 2021, 12:00 GMT
Notice published
27 Jul 2021, 18:14 BST

Notice history

5 events · 3 releases on Find a Tender · since 26 May 2021

Status changed to complete
26 May 2021, 11:45 BST
Procurement method changed
26 May 2021, 11:45 BST
Published value published: £1,500,000
27 Jul 2021, 18:14 BST
Status changed to active
27 Jul 2021, 18:14 BST
Deadline moved to 12 Feb 2021, 12:00 GMT
27 Jul 2021, 18:14 BST
-42 days · was 26 Mar 2021, 12:00 GMT

Published amendments (1 · 1 deadline change)

When	What	Before	After	Shift
—	DeadlineTime limit · IV.2.2	12 Feb 2021	26 Mar 2021	+42 d
—	Bid openingConditions for opening of tenders · IV.2.7	12 Feb 2021	26 Mar 2021	+42 d

We have been informed by the Dyfed Pension Fund that it will take 6-8 weeks for them to be able to calculate the pension valuations in relation to TUPE so the new contract start date will be 01/05/21.

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £488,7281 contract exc. VAT

Bids received 64 from SMEs

Contracts signed 1latest 7 May 2021

Awarded to	Value	Date	Status
ADAPT BUSINESS SERVICES LIMITEDSME	£488,728 †	—	Awarded

Contracts

Contract 011701-2021-MWEU19-1 · ADAPT BUSINESS SERVICES LIMITEDSME
Signed
7 May 2021
Value
£488,728
Status
active

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
6bids · 6 electronic · 6 from abroad	4	—	—

Contracting authority & participating public bodies

Mid and West Wales Fire and Rescue Service

Contracting authorityPolice & fireEmergency ServiceEmergency Service Headquarters, Lime Grove Avenue, Carmarthen, Wales, SA31 1SPContact name, email, phone Published organisation website ↗

Dispute resolution & review bodies

High CourtReview body LondonContact phone

Bidders & participating suppliers

1 commercial party on the notice

ADAPT BUSINESS SERVICES LTDAwarded supplier Canolfan Gorseinon, Millers Drive, Swansea, Wales, SA44QNContact phone

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

Economic and financial selection criteriatenderEconomic and financial selection criteria
Technical selection criteriatenderTechnical selection criteria