Security & Cleaning (Soft FM Services)

{
  "id": "054895-2025",
  "tag": [
    "award",
    "contract"
  ],
  "date": "2025-09-09T10:31:43+01:00",
  "ocid": "ocds-h6vhtk-059661",
  "buyer": {
    "id": "GB-FTS-160223",
    "name": "Tameside Metropolitan Borough Council"
  },
  "awards": [
    {
      "id": "054895-2025-1",
      "status": "active",
      "suppliers": [
        {
          "id": "GB-COH-9215403",
          "name": "Westgrove Support Services Ltd"
        }
      ],
      "relatedLots": [
        "1"
      ]
    }
  ],
  "tender": {
    "id": "12364",
    "lots": [
      {
        "id": "1",
        "options": {
          "description": "3 year contract with 2 x 1year extensions possible"
        },
        "hasOptions": true,
        "description": "Listed below are the individual responsibilities for the management of the cleaning services contract:\nCentre Management (Client)\n1.1\t\n•\tTo ensure the combined soft services contractor performs to the requirements of the Combined Soft Services Contract.\n•\tTo ensure that current health and safety and environmental legislation is upheld by the contractor at all times.\n•\tTo instruct the Contract Manager of special cleans.\n•\tTo meet monthly with the Contract Manager to appraise contractor performance.\n•\tTo monitor cleaning standards on a weekly basis and appraise cleaning standards.\n•\tTo monitor security performance on a weekly basis and appraise best practice.\n•\tTo analyse invoices before forwarding to payment authorisation.\nContract Manager (Contractor)\nCleaning Function\n•\tTo ensure the implementation of cleaning services as specified within the contract.\n•\tTo meet with the Centre Manager on a monthly basis to appraise the cleaning standards in accordance with the cleaning specification.\n•\tTo co-ordinate the application of non-contractual work.\n•\tTo ensure all health and safety procedures expected by JLL and the law are upheld.\n•\tTo deal with all human resources issues.\n•\tTo collate work hours and forward time-sheets to payroll dept.\n•\tTo provide the Centre Manager with a copy of all timesheets, including a breakdown of actual hours v contract hours and any credits due to non-attendance.\n•\tTo order stores and supplies.\n•\tTo organise the weekly staff rota.\n•\tTo organise both the daytime and evening duties/tasks.\n•\tTo organise the planned window clean programme in liaison with Centre Management\n•\tTo ensure all staff have undertaken training for COSHH, Hygiene, Health and Safety, Manual Handling, Machinery training and any other training that is felt will benefit the development of staff on site.\n•\tTo provide copies of all training certificates to the Centre Manager.\n•\tTo set up a training review chart within the cleaner's staff room with a clear plan for all refresher training and dates, taking sole responsibility to ensure training is completed on or before its due date.\n•\tTo set up monitoring system for all consumables.\n•\tImplement a performance review system for all staff. \n•\tAssist in the evacuation of the Morgan Quarter\n•\tEstablish deployment of the Cleaning Team\n•\tRespond to any shortfalls in manning within one hour of notification from Centre Management\nSecurity Function\n•\tTo prevent loss/damage to the Morgan Quarter premises/equipment and to minimise theft, vandalism and misuse;\n•\tTo prevent unauthorised access to the Morgan Quarter;\n•\tTo comply with all current health & safety and environmental requirements;\n•\tTo offer directions and assistance to members of the public, retail occupier staff, residential occupiers and visitors to The Morgan Quarter where appropriate, to ensure the delivery of excellent customer service;\n•\tTo undertake regular patrols of the Arcades, Residential common areas, service corridors and all other common areas.  Security staff should record/report incidents to ensure remedial action is taken;\n•\tTo work within the shift rotas and work rosters, as agreed, to ensure full security cover at all times;\n•\tBe conversant with the security operations of the Morgan Quarter;\n•\tBe conversant with the range of services and products available from retail occupiers as well as stores and services within Cardiff City Centre;\n•\tTo carry out control room duties to include:\no\tAnswering the telephone in a polite and professional manner\no\tMaintenance of the daily occurrence log\no\tMaintenance of contractor and visitor logs\no\tMaintenance of key register\no\tMonitoring of the CCTV system in accordance with the Data Protection Act 1998\no\tMaintain the CCTV digital storage in compliance with the Data Protection Act 1998\no\tMonitoring of Fire Alarm System\no\tMonitoring of Building Management System\n•\tBe responsible for the unlocking and locking of the Morgan Quarter as appropriate\n•\tLiaise with Police, Cardiff Against Business Crime and other emergency services as required\n•\tPresent a smart appearance and operate in a professional manner at all times and maintain strict confidentiality\n•\tTo respond effectively and pro-actively to security incidents in common areas and to requests from retail occupiers for assistance.\n•\tAssist in the evacuation of the Morgan Quarter.\n•\tTo provide first aid assistance as and when required. \n•\tTo implement a staff mobilisation plan within one month of the commencement date of the contract.\n•\tEstablish Assignment Instructions which will be signed and approved by the Centre Manager.\n•\tAmend the Assignment Instructions when requested by the Centre Manager.\n•\tEstablish deployment of the security team.\n•\tRespond to any shortfalls in manning within 1 hour of notification from Centre Management \n•\tKeep records of the hours worked, on a monthly basis, of all members of the security team which must be available for Site Management as requested.\n•\tLiaise with both the Centre Manager and Centre Administrator in the development of an effective security service at the Morgan Quarter and shall be responsible for providing regular reviews of new security techniques, training and equipment which may be relevant to the Complex.\n•\tTo be available to have a monthly contract review meeting with the Centre Manager.\n•\tTo ensure all staff deployed are trained to the contractual requirements.\n•\tBe responsible for motivation and development of the security team.\n•\tCarry out annual appraisals on all members of the security team.\n•\tCarry out exit interviews on security staff who have resigned from their position.\n•\tComplete any reasonable tasks that the Employer or Employer's Representative may require. \n•\tProvide a monthly roster of the Contract Manager's planned attendance at the Site monthly in advance to the Employer's Representative.\n•\tA patrol management system will be installed and the software will be made available to Centre Management for analysis purposes.\n•\tCarry out an annual security assessment of the complex.\nWaste Transfer\n•\tTo source and provide a waste disposal service that looks to achieve minimum levels of waste that is sent to landfill in accordance with the Welsh Government Waste Regulations brought in in April 2024\n•\tTo produce a monthly report detailing all waste streams\n•\tTo provide all waste transfer notes"
      }
    ],
    "items": [
      {
        "id": "1",
        "relatedLot": "1",
        "deliveryAddresses": [
          {
            "region": "UKL14"
          }
        ],
        "additionalClassifications": [
          {
            "id": "79710000",
            "scheme": "CPV",
            "description": "Security services"
          }
        ]
      }
    ],
    "title": "Security & Cleaning (Soft FM Services)",
    "status": "complete",
    "coveredBy": [
      "GPA"
    ],
    "legalBasis": {
      "id": "32014L0024",
      "scheme": "CELEX"
    },
    "description": "This contract is for the provision of Security and Cleaning Services (Soft FM services) to Morgan Quarter, Cardiff, South Wales",
    "classification": {
      "id": "90910000",
      "scheme": "CPV",
      "description": "Cleaning services"
    },
    "procurementMethod": "limited",
    "mainProcurementCategory": "services",
    "procurementMethodDetails": "Award procedure without prior publication of a call for competition",
    "procurementMethodRationale": "The reason for this VEAT notice is that there was no FTS advertisement published at the start of the tender process.",
    "procurementMethodRationaleClassifications": [
      {
        "id": "D_OUTSIDE_SCOPE",
        "scheme": "TED_PT_AWARD_CONTRACT_WITHOUT_CALL",
        "description": "The procurement falls outside the scope of application of the directive"
      }
    ]
  },
  "parties": [
    {
      "id": "GB-FTS-160223",
      "name": "Tameside Metropolitan Borough Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKD35",
        "locality": "Ashton under Lyne",
        "postalCode": "OL60GS",
        "countryName": "United Kingdom",
        "streetAddress": "Tameside One"
      },
      "details": {
        "url": "https://www.tameside.gov.uk/",
        "classifications": [
          {
            "id": "REGIONAL_AUTHORITY",
            "scheme": "TED_CA_TYPE",
            "description": "Regional or local authority"
          },
          {
            "id": "01",
            "scheme": "COFOG",
            "description": "General public services"
          }
        ]
      },
      "identifier": {
        "id": "5LW7VZN223O372JWV340",
        "legalName": "Tameside Metropolitan Borough Council",
        "schemeEntered": "Tameside Metropolitan Borough Council, United Kingdom"
      },
      "contactPoint": {
        "name": "Thomas Lowe",
        "email": "thomas.lowe@star-procurement.gov.uk"
      }
    },
    {
      "id": "GB-COH-9215403",
      "name": "Westgrove Support Services Ltd",
      "roles": [
        "supplier"
      ],
      "address": {
        "region": "UKD61",
        "locality": "Warrington",
        "countryName": "United Kingdom"
      },
      "details": {
        "scale": "large"
      },
      "identifier": {
        "id": "9215403",
        "scheme": "GB-COH",
        "legalName": "Westgrove Support Services Ltd"
      }
    },
    {
      "id": "GB-FTS-160224",
      "name": "The Court of Appeal's",
      "roles": [
        "reviewBody"
      ],
      "address": {
        "locality": "London",
        "countryName": "United Kingdom"
      },
      "identifier": {
        "legalName": "The Court of Appeal's"
      }
    }
  ],
  "language": "en",
  "contracts": [
    {
      "id": "054895-2025-1",
      "value": {
        "amount": 2212061.35,
        "currency": "GBP"
      },
      "status": "active",
      "awardID": "054895-2025-1",
      "dateSigned": "2025-03-14T00:00:00Z"
    }
  ],
  "initiationType": "tender"
}