The Meads - Cleaning and Security Services

{
    "tag": [
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    "id": "ocds-h6vhtk-060b9a-2026-03-25T09:31:58Z",
    "date": "2026-03-25T09:31:58Z",
    "ocid": "ocds-h6vhtk-060b9a",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-PPON-PYHV-5798-RWLT",
            "name": "Rushmoor Borough Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PYHV-5798-RWLT"
            },
            "address": {
                "streetAddress": "Farnborough Road",
                "locality": "Farnborough",
                "postalCode": "GU14 7JU",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKJ37"
            },
            "contactPoint": {
                "email": "procurement5@rushmoor.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "publicAuthoritySubCentralGovernment",
                        "scheme": "UK_CA_TYPE",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        },
        {
            "id": "GB-PPON-PCNL-5714-PRZV",
            "name": "Portsmouth City Council",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PCNL-5714-PRZV"
            },
            "address": {
                "streetAddress": "Civic Offices, Guildhall Square",
                "locality": "Portsmouth",
                "postalCode": "PO1 2AL",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKJ31"
            },
            "contactPoint": {
                "email": "procurement@portsmouthcc.gov.uk"
            },
            "roles": [
                "procuringEntity"
            ],
            "roleDetails": "Leading Procurement Activity"
        },
        {
            "id": "GB-COH-03280893",
            "name": "EDDISONS COMMERCIAL LIMITED t/a BTG Eddisons",
            "identifier": {
                "scheme": "GB-COH",
                "id": "03280893"
            },
            "additionalIdentifiers": [
                {
                    "scheme": "GB-PPON",
                    "id": "PNVN-1792-TTML"
                }
            ],
            "address": {
                "streetAddress": "340 Deansgate",
                "locality": "Manchester",
                "postalCode": "M3 4LY",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKD33"
            },
            "contactPoint": {
                "email": "bids@eddisons.com"
            },
            "roles": [
                "procuringEntity"
            ],
            "roleDetails": "Council's agents - Evaluators in procurement process",
            "details": {
                "url": "http://www.eddisons.com"
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PYHV-5798-RWLT",
        "name": "Rushmoor Borough Council"
    },
    "planning": {
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "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.",
                "dueDate": "2026-02-10T23:59:59Z",
                "status": "scheduled"
            }
        ],
        "documents": [
            {
                "id": "005509-2026",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/005509-2026",
                "datePublished": "2026-01-21T17:07:52Z",
                "format": "text/html"
            }
        ]
    },
    "tender": {
        "id": "ocds-h6vhtk-060b9a",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "The Meads - Cleaning and Security Services",
        "description": "Rushmoor Borough Council (the 'council') is inviting 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 PS586,000 per annum (excluding VAT). A price cap of PS600,000 will be applied to tenders in relation to cost of service for the 1st year of the contract, the Council reserves the right to set aside any tenders above this amount. The targeted award date for the contract is 5th June 2026 with commencement of services to run from 7th September 2026. The Council is letting the contract on a 3-year base term with options to extend up to a maximum of 5 years. Once awarded the contract 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. A Supplier bidders briefing will be held on Wednesday 1st April 2026 at 11:30 via Microsoft Teams. Attendance at the briefing is encouraged but not mandatory. The purpose of the briefing is to provide Suppliers with an overview of: * Background and current arrangements * Procurement Overview and Programme * E-tendering system * PSQ and Conditions of Participation * Quality Assessment Question * Pricing Template * Social Value Commitments Suppliers are provided with a Microsoft Teams link within the ITT document for the briefing. The Council will be recording the Microsoft Teams meeting and will subsequently make this available as part of the tender pack via ProContract. Compulsory site tours will be held at The Meads. The site tours will take place on Wednesday 8th April 2026 at 10:00 am and Tuesday 14th April 2026 at 10:00. The site tour will last approx. 1 hour. Compulsory site tours will be held at The Meads. The site tours will take place on Wednesday 8th April 2026 at 10:00 am and/or Tuesday 14th April 2026 at 10:00. The site tour will last approx. 1 hour. The same information will be provided at both site tours. Tenderers must attend one of the tours and may send a maximum of 2 delegates across both tours. It is permissible for representatives from the same organisation to attend both site tours should this be most convenient for scheduling. Tenderers are required to visit the site prior to tender submission, if a tender is received and there is no evidence that the tenderer has attended the sites (with the exception of the incumbent), the council reserves the right to set the tender aside. Due to staff rotas the council cannot provide any additional dates for visits to site. This procurement timetable is indicative and, while the council does not intend to depart from it, it reserves the right to do so at any time. * Tender Notice Issued - Wednesday 25th March 2026 * Tender Pack Issued on ProContract - Wednesday 25th March 2026 * TEAMS Bidders Briefing - Monday 30th March 2026 @14:00 * Mandatory Site Tour - Wednesday 8th April 2026 and Tuesday 14th April 2026 @10:00 * Deadline for Requests for Clarification - Thursday 16th April 2026 @23:59 * Tender return deadline - Friday 24th April 2026 @12:00 * Interviews - 12th and 13th May 2026 * Award Decision & Assessment Summaries Issued - 22nd May 2026 * Contract Award Notice Issued - 22nd May 2026 * Standstill Period Starts - 26th May 2026 * Standstill Period Ends - 4th June 2026 * Contract Award - 5th June 2026 * Mobilisation - 6th June - 6th September 2026 * Contract Commencement - 7th September 2026 The Council is utilising its e-sender tool ProContract to manage this procurement which can be accessed using the following link: https://procontract.due-north.com/Login",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "39831200",
                        "description": "Detergents"
                    },
                    {
                        "scheme": "CPV",
                        "id": "79710000",
                        "description": "Security services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "90910000",
                        "description": "Cleaning services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKJ37",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ37",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amountGross": 3185481,
            "amount": 5593597.41,
            "currency": "GBP"
        },
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "lots": [
            {
                "id": "1",
                "suitability": {
                    "sme": true
                },
                "contractPeriod": {
                    "startDate": "2026-09-07T00:00:00+01:00",
                    "endDate": "2029-09-06T23:59:59+01:00",
                    "maxExtentDate": "2031-09-06T23:59:59+01:00"
                },
                "hasRenewal": true,
                "status": "active",
                "value": {
                    "amountGross": 3185481,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "quality",
                            "name": "Methodology - Cleaning Services",
                            "numbers": [
                                {
                                    "number": 7.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Methodology - Security Services",
                            "numbers": [
                                {
                                    "number": 7.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Methodology - Combined Service",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Methodology - Health and Safety Risk Management",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Methodology - Communication, Partnership working and Reporting",
                            "numbers": [
                                {
                                    "number": 7.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Resources - Management Structure",
                            "numbers": [
                                {
                                    "number": 7.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Resources - Operative Management",
                            "numbers": [
                                {
                                    "number": 7.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Resources - Equipment, Uniform and Computer-aided systems.",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Budget formation",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "mobilisation",
                            "numbers": [
                                {
                                    "number": 5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value - Qualitive",
                            "numbers": [
                                {
                                    "number": 4,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Social Value - Quantitative",
                            "numbers": [
                                {
                                    "number": 3.5,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "cost",
                            "name": "Cleaning Service",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "cost",
                            "name": "Security Services",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "cost",
                            "name": "Rates",
                            "numbers": [
                                {
                                    "number": 10,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "For full information of the Council's legal and financial conditions of participation, please see the tender pack available on ProContract. An overview of the elements set out in the Procurement Specific Questionnaire are below. - Business Risk Assessment using CreditSafe. - Turnover Requirements. - Insurance levels of PS10M PL each & every claim and PS10M EL each & every claim."
                        },
                        {
                            "type": "technical",
                            "description": "The Council require Tenderers to submit between 1-3 contract case studies (CCS) relating to services undertaken or are currently being delivered within the past 5 years must be submitted using the Contract Case Study template provided within the tender pack on ProContract. Multiple case studies that apply to the same client organisation are permitted as long as each example relates to a discrete contract. The case studies will be assessed holistically and must demonstrate evidence of the following as minimum to pass. * Experience of successfully delivering security services within a shopping centre setting, airport or high-footfall major train stations with similar challenges (for example, Manchester Piccadilly railway station, major London railway stations, Birmingham New Street Station) to be demonstrated on at least 1 of the contract case studies submitted * Experience of successfully delivering cleaning services within a shopping centre setting, airport or high-footfall major train stations with similar challenges (for example, Manchester Piccadilly railway station, major London railway stations, Birmingham New Street Station) to be demonstrated on at least 1 of the contract case studies submitted * Experience of successfully managing a combined security and cleaning service to be demonstrated on at least 1 of the contract case studies submitted * Experience delivering a cleaning and/or security contract with a minimum contract value of PS300,000 per annum to be demonstrated on at least 2 of the contract case studies submitted"
                        }
                    ]
                },
                "renewal": {
                    "description": "Option to extend in increments to be agreed up to a maximum of 5 years."
                },
                "hasOptions": true,
                "options": {
                    "description": "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 PS769,000 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 PS4,082,725.44 excluding 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%. Any increase in contract value is subject to discussion with the expectation that cost increases are mitigated where reasonable."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2026-03-09T23:59:59Z"
        },
        "status": "active",
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "submissionMethodDetails": "Documents to be submitted on the Council's e-tendering solution ProContract. Please follow this link - https://procontract.due-north.com/Login",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2026-04-24T12:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-06-05T23:59:59+01:00"
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "027136-2026",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/027136-2026",
                "datePublished": "2026-03-25T09:31:58Z",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2029-09-06T23:59:59+01:00"
                }
            ]
        }
    },
    "language": "en"
}