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The Meads - Cleaning and Security Services

Rushmoor Borough Council

This public procurement record has 6 releases in its history.

Award

02 Sep 2026 at 17:36

UK6 - Contract Award Notice
TenderUpdate

06 May 2026 at 09:40

UK4 - Tender Notice
TenderUpdate

30 Apr 2026 at 10:45

UK4 - Tender Notice
TenderUpdate

23 Apr 2026 at 14:29

UK4 - Tender Notice
Tender

25 Mar 2026 at 09:31

UK4 - Tender Notice
Planning

21 Jan 2026 at 17:07

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Rushmoor Borough Council procured combined cleaning and security services for The Meads shopping centre in Farnborough. The requirement covers routine and specialist cleaning, security provision, staffing rotas, equipment, uniforms, reporting and the associated management of both services. Detailed operational requirements included service specifications, floor plans and equipment inventories. The council may also add properties from its portfolio, including Union Yard in Aldershot, Ashbourne House in Andover and Frimley 4.4 in Farnborough, subject to its own review and contract variation process. The procurement is for services delivered at council property in Farnborough, with the potential additional sites extending delivery across Farnborough, Aldershot and Andover. Rushmoor Borough Council is the buying organisation, with Portsmouth City Council providing procurement support.

The procurement has reached the award stage. It used a single-lot open procedure, with 12 valid final-stage bids. A&R Contract Cleaning Specialist Ltd was selected on 2 September 2026, subject to the standstill period ending on 14 September 2026; the award is recorded as pending. The awarded value is £5,759,351 including VAT. The contract is due to run from 7 January 2027 to 6 January 2030, with extensions available up to 6 January 2032, giving a possible maximum term of five years. Evaluation weighted quality at 70% and cost at 30%. Quality covered cleaning, security, combined-service methodology, health and safety, communications, management, resources, equipment, pricing formation, mobilisation and social value. The contract has options for additional sites and service changes.

This procurement shows sustained demand from Rushmoor for an integrated facilities operation combining cleaning and security in a busy shopping-centre environment. Suppliers competing when the requirement returns would need to manage both disciplines under one service model, with dependable operational management, appropriately resourced teams, suitable equipment, uniforms and computer-aided systems. Credible evidence would include recent case studies covering security and cleaning in a shopping centre, airport or high-footfall major railway station, plus experience of managing both services together. Capacity to deliver contracts worth at least £300,000 a year, strong financial standing and insurance of £10 million public liability and £10 million employers’ liability for each claim were required. Strong methodology, mobilisation, health and safety, partnership working, reporting, pricing and measurable social value were also important.

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Notice Information

Notice Title

The Meads - Cleaning and Security Services

Notice Description

Rushmoor Borough Council (the 'council') invited tenders from suitably experienced cleaning and security suppliers for The Meads Shopping centre located in Farnborough. The value of cleaning and security services at The Meads is in the region of PS650,000 per annum (excluding VAT). A price cap of PS735,000 was applied to tenders in relation to cost of service for the 1st year of the contract, the Council reserved the right to set aside any tenders above this amount. The Council is letting the contract on a 3-year base term with options to extend up to a maximum of 5 years. Following the award of the contract, it will also allow for the addition of further sites within the Council's property portfolio, including but not limited to. * Union Yard, Aldershot * Ashbourne House, Andover * Frimley 4.4, Farnborough There is no guarantee that further sites will be incorporated within the scope of the contract. The Inclusion of further sites will be at the Council's sole discretion and will be subject to best value review of delivery options. The core scope of services, which the successful supplier is required to deliver are: - Cleaning services - Security Services Full details of the required services were made available during the tender period within the Cleaning and Security Specification zip files. These included the detailed service specifications, staff rotas, floor plans, equipment inventories and all other supporting documents. Subject to the successful conclusion of the Standstill Period and completion of the contract, the Council currently anticipates that service commencement will take place on 7 January 2027.

Lot Information

Lot 1

Options: The Council reserves the right to incorporate additional sites and changes to services into the scope of this contract during the contract term to allow for further improvements and service efficiencies. These sites that the Council are currently able to identify are: -Union Yard, Aldershot -Ashbourne House, Andover -Frimley 4.4, Farnborough Specifications for each of these locations are included within the 'other sites specification' zip file within the tender pack found on ProContract to ensure that Suppliers have full visibility of the potential future requirements. These documents outline the expected service standards, operational parameters and site-specific needs for both Cleaning and Security services. The people rates submitted within the Pricing Template for Cleaning and Security services shall be fixed for the duration of the contract and will apply equally to the additional sites should the Council choose to adopt them at any point during the term. Any future inclusion of these sites will follow the agreed contract variation process and will be communicated to the Supplier in accordance with the contract conditions. Should the Council choose to include Union Yard, Ashbourne House and Frimley 4.4 within the contract the annual contract value will be in the region of PS904,000 per annum. Based on anticipated inflationary uplifts and the total individual contract spend over the potential 5-year term (3-year base with options to extend) including for the additional 3 sites is expected to be in the region of PS5,759,350.53 including for VAT. This amount assumes for a 3%. Tenderers should note that contract increases will be in line with relevant indices, and the Council doesn't guarantee amount an increase of 3%.

Renewal: The contract term will be for 3 years with options to extend in increments to be agreed up to a maximum of 5 years.

Planning Information

Engagement Objectives, Feedback Process & PME Programme In undertaking this preliminary market engagement process the Council is seeking to gain feedback against a number of key considerations which will inform its subsequent adopted strategy. These considerations include for: • Combination or separation of activities by service type and / or site • Associated consideration of bidding / lotting options • Conditions of Participation including for experience, insurance, financial standing, quality standards, etc. • Procurement process, programme and high-level award criteria • Mobilisation and service establishment • Specification, scope and service levels • Budget, commercial models and variation mechanisms • Service improvement and market innovation • Contractual high-level red lines • Contract duration and extension options • Pricing models In order to obtain and consider feedback on a structured basis, the Council has developed a brief Request for Information (RFI) questionnaire for interested operators to complete and return via the Council's ProContract e-sourcing system. Responses should be provided by 10th February 2026 - 12:00 as the Council will be scheduling its consideration of responses shortly afterwards. Following review of responses, the council may seek to engage with respondents in order to better understand suggested approaches. This will likely be via issue of correspondence via ProContract but may also be via invitation to attend a brief on-line TEAMS meeting. Engagement activities are targeted to take place between Tuesday 17th and Friday 20th February. Respondents will be asked to confirm their availability and suggested dates & times for participating in a TEAMS call within their RFI responses. The summary programme that the Council will run the PME process to is set out below: PME Notice Issued 21st January 2026 PME Pack Issued on ProContract 21st January 2026 Meads Site Tour Request Deadline 28th January 2026 @14:00 Meads Site Tour 29th January @10:00 - 12:00 PME RFI Response Deadline - 10th February 2026 @12:00 The Meads PME Site Visit The council are offering an optional site visit at The Meads on Thursday 29th January from 10:00 -12:00. Tenderers who wish to attend the visit are requested to confirm the names and positions of delegates (max of 2 delegates) that they wish to send to the site visit by ProContract correspondence by 2pm on Wednesday 28th January. Delegates should arrive 15 minutes before commencement of the site tour and report to Ron Melia, Centre Manager at the business Centre Office, which is located at end of the Shopping centre, just beyond the Prezzo Restaurant. Further site visits will be allowed for at the tendering stage under the future formal procurement process, attendance at which will be mandatory requirement of bidding. Administration The RFI questionnaire, draft specification and supporting documents can be accessed via the Council's e-sourcing system ProContract. The Council use the system to administrate the preliminary market engagement process and subsequent formal procurement process, including for the following activities: • Access to and issue of preliminary market information & documentation • Pre-RFI submission clarification requests and response • RFI questionnaire submission • 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. NB: Suppliers should note that there is no obligation to take part in this exercise and that if they do not take part, it will not preclude them from any subsequent related procurement process. Engaging suppliers will not receive preferential treatment in any subsequent quotation or tender process, and this is in no way an indication of the selection of any organisation or a guarantee of future work.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-060b9a
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/083239-2026
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
UK6 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
SME
Awardee Scale
SME

Notice Value(s)

Tender Value
£5,593,597 £1M-£10M
Lots Value
£5,759,351 £1M-£10M
Awards Value
£5,759,351 £1M-£10M
Contracts Value
Not specified

Notice Dates

Publication Date
2 Sep 20261 weeks ago
Submission Deadline
27 May 2026Expired
Future Notice Date
9 Mar 2026Expired
Award Date
2 Sep 20262 weeks ago
Contract Period
7 Jan 2027 - 6 Jan 2030 3-4 years
Recurrence
2029-09-06

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Pending
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Rushmoor Borough Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
FARNBOROUGH
Postcode
GU14 7JU
Postcode Area
Guildford
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ3 Hampshire and Isle of Wight
Small Region (ITL 3)
TLJ37 North Hampshire
Delivery Location
TLJ37 North Hampshire
Local Authority
Rushmoor
Electoral Ward
Empress
Westminster Constituency
Aldershot

Supplier Information

Number of Suppliers
1
Supplier Name

A&R Contract Cleaning Specialist Ltd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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