Cleaning Services - 3 Sites

Concepts

• building cleaning
• portsmouth
• portsmouth day services
• cleaning services - 3 sites
• building and window cleaning
• portsmouth day services - 117 orchard road
• potential concerns of vulnerable service users
• cleaning services
• service users
• delivery of services

Location

Hampshire and Isle of Wight: The Council is inviting providers to submit tenders in respect of the following Portsmouth based sites: • 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

Description

Portsmouth 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: https://intendhost.co.uk/portsmouthcc/aspx/home

Total Quantity or Scope

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.

Renewal Options

Option to extend by a further 2 years in increments to be agreed, subject to the agreement and performance of both parties.

CPV Codes

• 90911200 - Building-cleaning services
• 90911000 - Accommodation, building and window cleaning services
• 90919100 - Cleaning services of office equipment
• 90919200 - Office cleaning services

Indicators

• This is a recurring contract.
• Options are available.
• Renewals are not available.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. **