Notice Information
Notice Title
Cleaning Services - Lot 5 Orkney
Notice Description
THIS IS A CONTRACT AWARD NOTICE AND AS SUCH THE PROCUREMENT PROCESS IS COMPLETE. HIE requires a competent and professional cleaning contractor to provide a cleaning service within a number of our occupied offices, in order to provide a safe and functional working environment for HIE staff, sub-tenants (where relevant) and visitors. HIE's current requirements are divided into 6 Lots. Lot 6 met all of the required criteria and is exempt from both The Public Contracts (Scotland) Regulations 2015 and the Procurement Reform (Scotland) Act 2014 and was therefore be procured using a selective (Quick Quote) process. Bidders who were interested in bidding for Lots 1-5 could do so by locating the respective PCS notices, which were all published on the same date with 'Cleaning Services' in the contract description. Bidders could submit a response for Lots 1-5 although they would only be awarded a maximum of two Lots. For more details see the "Restriction on Number on Lots Awarded" section in the Scope of Requirements document. Lot 6 lot was treated as separate process, therefore, the restriction on number of lots awarded only applied to Lots 1-5. The services will be required from Monday 3 October 2022 for an initial period of 2 years (expiring on 2 October 2024), unless terminated in accordance with the provisions of the Contract, with HIE having the option to extend for a period or periods together not exceeding 1 year following the Initial Term (latest expiry date: 2 October 2025). The 2-year budget currently available to deliver these services for Lot 5 Orkney was between GBP 12,000 and GBP 26,000 (ex VAT).
Lot Information
Lot 1
The supplier is required to provide a high-quality service in relation to the delivery of all aspects within the Scope of Requirements, and the relevant appendices, summarised as follows: -Cleaning of office accommodation -Cleaning of kitchen and canteen areas -Cleaning of washrooms and toilets -Sanitary provision -Window cleaning (internal and external) -L8 (legionella) control programme -Fire safety compliance tasks -Performance management. Economic operators may be excluded from this competition if they are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.
Options: HIE reserves the right, on giving reasonable written notice from time to time, to require changes to the Services (whether by way of the removal of Services, the addition of new Services, or increasing or decreasing the Services or specifying the order in which the Services are to be performed or the locations where the Services are to be provided). HIE shall not require any such change other than where it is permitted by Regulation 72 of the Public Contracts (Scotland) Regulations 2015. See the Scope of Requirements document for further details.
Renewal: It is expected that these services will be required from Monday 3 October 2022 for an initial period of 2 years, unless terminated in accordance with the provisions of the Contract, with HIE having the option to extend for a period or periods together not exceeding 1 year following the Initial Term .
Notice Details
Publication & Lifecycle
- Open Contracting ID
- ocds-r6ebe6-0000686868
- Publication Source
- Public Contracts Scotland
- Latest Notice
- https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=AUG457314
- Current Stage
- Award
- All Stages
- Tender, Award
Procurement Classification
- Notice Type
- OJEU - F3 - Contract Award Notice
- Procurement Type
- Standard
- Procurement Category
- Services
- Procurement Method
- Open
- Procurement Method Details
- Open procedure
- Tender Suitability
- Not specified
- Awardee Scale
- SME
Common Procurement Vocabulary (CPV)
- CPV Divisions
90 - Sewage, refuse, cleaning and environmental services
-
- CPV Codes
90900000 - Cleaning and sanitation services
90910000 - Cleaning services
90911000 - Accommodation, building and window cleaning services
90911300 - Window-cleaning services
90919000 - Office, school and office equipment cleaning services
Notice Value(s)
- Tender Value
- £39,000 Under £100K
- Lots Value
- £39,000 Under £100K
- Awards Value
- Not specified
- Contracts Value
- £38,490 Under £100K
Notice Dates
- Publication Date
- 25 Aug 20223 years ago
- Submission Deadline
- 25 May 2022Expired
- Future Notice Date
- Not specified
- Award Date
- 25 Jul 20223 years ago
- Contract Period
- Not specified - Not specified
- Recurrence
- HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract period, including any extension period.
Notice Status
- Tender Status
- Complete
- Lots Status
- Complete
- Awards Status
- Not Specified
- Contracts Status
- Active
Buyer & Supplier
Contracting Authority (Buyer)
- Main Buyer
- HIGHLANDS AND ISLANDS ENTERPRISE
- Contact Name
- Not specified
- Contact Email
- hieprocurement@hient.co.uk
- Contact Phone
- +44 1463245245, +44 1463383084
Buyer Location
- Locality
- INVERNESS
- Postcode
- IV2 5NA
- Post Town
- Inverness
- Country
- Scotland
-
- Major Region (ITL 1)
- TLM Scotland
- Basic Region (ITL 2)
- TLM2 Highlands and Islands
- Small Region (ITL 3)
- TLM20 Highlands and Islands
- Delivery Location
- TLM6 Highlands and Islands
-
- Local Authority
- Highland
- Electoral Ward
- Inverness South
- Westminster Constituency
- Inverness, Skye and West Ross-shire
Further Information
Notice Documents
-
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=14
22nd April 2022 - Webinar slides -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=13
22nd April 2022 - Webinar recording -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=6
8th April 2022 - Award Criteria Response Form - Lot 5 -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=7
8th April 2022 - Pricing Proforma - Lot 5 -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=8
8th April 2022 - Fair Work Practices Response Form -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=9
8th April 2022 - Forms for signature - Lot 5 -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=10
8th April 2022 - Fair Work Practices Guidance -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=11
8th April 2022 - Terms and Conditions -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=12
8th April 2022 - HIE Conflicts of Interest Policy -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=1
8th April 2022 - Scope of Requirements and Tender Guidance Notes -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=2
8th April 2022 - Appendix 1 - Detailed scope of services - Lot 5 -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=3
8th April 2022 - Appendix 2 - Cleaning specification - frequencies -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=4
8th April 2022 - Appendix 3 - Compliance tasks - Lot 5 -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=APR445628&idx=5
8th April 2022 - Appendix 4 - Floor plans - Lot 5 -
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=APR445628
Cleaning Services - Lot 5 Orkney - HIE requires a competent and professional cleaning contractor to provide a cleaning service within a number of our occupied offices, in order to provide a safe and functional working environment for HIE staff, sub-tenants (where relevant) and visitors. HIE's current requirements are divided into 6 Lots. Lot 6 meets all of the required criteria and is exempt from both The Public Contracts (Scotland) Regulations 2015 and the Procurement Reform (Scotland) Act 2014 and will therefore be procured using a selective (Quick Quote) process. Bidders who are interested in bidding for Lots 1-5 can do so by locating the respective PCS notices, which were all published on the same date with 'Cleaning Services' in the contract description. Bidders can submit a response for Lots 1-5 although they will only be awarded a maximum of two Lots. For more details see the "Restriction on Number on Lots Awarded" section in the Scope of Requirements document. Lot 6 lot will be treated as separate process, therefore, the restriction on number of lots awarded only applies to Lots 1-5. It is expected that these services will be required from Monday 3 October 2022 for an initial period of 2 years, unless terminated in accordance with the provisions of the Contract, with HIE having the option to extend for a period or periods together not exceeding 1 year following the Initial Term. The 2-year budget currently available to deliver these services for Lot 5 Orkney is between GBP 12,000 and GBP 26,000 (excluding VAT). -
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=AUG457314
Cleaning Services - Lot 5 Orkney - THIS IS A CONTRACT AWARD NOTICE AND AS SUCH THE PROCUREMENT PROCESS IS COMPLETE. HIE requires a competent and professional cleaning contractor to provide a cleaning service within a number of our occupied offices, in order to provide a safe and functional working environment for HIE staff, sub-tenants (where relevant) and visitors. HIE's current requirements are divided into 6 Lots. Lot 6 met all of the required criteria and is exempt from both The Public Contracts (Scotland) Regulations 2015 and the Procurement Reform (Scotland) Act 2014 and was therefore be procured using a selective (Quick Quote) process. Bidders who were interested in bidding for Lots 1-5 could do so by locating the respective PCS notices, which were all published on the same date with 'Cleaning Services' in the contract description. Bidders could submit a response for Lots 1-5 although they would only be awarded a maximum of two Lots. For more details see the "Restriction on Number on Lots Awarded" section in the Scope of Requirements document. Lot 6 lot was treated as separate process, therefore, the restriction on number of lots awarded only applied to Lots 1-5. The services will be required from Monday 3 October 2022 for an initial period of 2 years (expiring on 2 October 2024), unless terminated in accordance with the provisions of the Contract, with HIE having the option to extend for a period or periods together not exceeding 1 year following the Initial Term (latest expiry date: 2 October 2025). The 2-year budget currently available to deliver these services for Lot 5 Orkney was between GBP 12,000 and GBP 26,000 (ex VAT).
Notice URLs
Open Contracting Data Standard (OCDS)
View full OCDS Record for this contracting process
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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"description": "HIE reserves the right, on giving reasonable written notice from time to time, to require changes to the Services (whether by way of the removal of Services, the addition of new Services, or increasing or decreasing the Services or specifying the order in which the Services are to be performed or the locations where the Services are to be provided). HIE shall not require any such change other than where it is permitted by Regulation 72 of the Public Contracts (Scotland) Regulations 2015. See the Scope of Requirements document for further details."
},
"hasOptions": true,
"submissionTerms": {
"variantPolicy": "notAllowed"
},
"contractPeriod": {
"durationInDays": 1080
},
"hasRenewal": true,
"renewal": {
"description": "It is expected that these services will be required from Monday 3 October 2022 for an initial period of 2 years, unless terminated in accordance with the provisions of the Contract, with HIE having the option to extend for a period or periods together not exceeding 1 year following the Initial Term ."
}
}
],
"bidOpening": {
"date": "2022-05-25T12:00:00Z"
},
"contractTerms": {
"hasElectronicPayment": true,
"hasElectronicOrdering": true,
"electronicInvoicingPolicy": "allowed",
"performanceTerms": "Key Performance Indicators (KPIs) and Service Levels will be developed and agreed between HIE and the contractor to ensure that the management and delivery of services is to agreed performance levels and will be monitored and measured by a variety of reports, surveys and audit systems. KPIs will be based on the service objectives. Appendix 2 details the required frequencies."
},
"coveredBy": [
"GPA"
],
"otherRequirements": {
"requiresStaffNamesAndQualifications": true
},
"selectionCriteria": {
"criteria": [
{
"type": "suitability",
"description": "4A2 Bidders must have an up-to-date Basic Disclosure Scotland Certificate for all personnel used to deliver this contract (including cleaning operatives, supervisors and contract managers) or commit to obtain the required certificates prior to contract start (e.g. when the cleaning operative has not been appointed yet)."
},
{
"type": "economic",
"minimum": "4B.5 It is a requirement of this Contract that bidders hold, or can commit to obtain prior to the commence of any subsequently awarded Framework, the types and levels of insurance indicated below: Employer's (Compulsory) Liability Insurance = GBP5M for each and every claim. See http://www.hse.gov.uk/pubns/hse40.pdf Public Liability Insurance = GBP5M for each and every claim 4B.6 (not scored) HIE as a public body must comply with HMRC IR35 provisions. Therefore, where you are bidding as a personal service company (PSC) or will be using a personal service company to provide services under the Contract please identify these PSC (s) in your response to 4B.6."
},
{
"type": "technical",
"minimum": "Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract."
}
]
},
"submissionTerms": {
"languages": [
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],
"bidValidityPeriod": {
"durationInDays": 150
}
},
"classification": {
"id": "90900000",
"scheme": "CPV"
},
"reviewDetails": "An economic operator that suffers, or is at risk of suffering, loss or damage attributable to a breach of duty under the Public Contracts (Scotland) Regulations 2015 or the Procurement Reform (Scotland) Act 2014 , may bring proceedings in the Sheriff Court or the Court of Session.",
"hasRecurrence": true,
"recurrence": {
"description": "HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract period, including any extension period."
},
"legalBasis": {
"id": "32014L0024",
"scheme": "CELEX"
}
},
"language": "EN",
"description": "The total value of the services over the maximum 3 years is 38490 GBP (excluding VAT). This is the figure that has been used in II.1.7 & V.2.4. (SC Ref:699441)",
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"noticetype": "OJEU - F3 - Contract Award Notice",
"awards": [
{
"id": "FTS 015 - Lot 5",
"suppliers": [
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"id": "org-115",
"name": "THE MAGIC BROOM"
}
],
"relatedLots": [
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}
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"contracts": [
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"id": "FTS 015 - Lot 5",
"awardID": "FTS 015 - Lot 5",
"status": "active",
"value": {
"amount": 38490,
"currency": "GBP"
},
"dateSigned": "2022-07-25T00:00:00Z"
}
],
"relatedProcesses": [
{
"id": "1",
"relationship": [
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],
"scheme": "EU-OJ",
"identifier": "2022/S 000-009447"
}
],
"bids": {
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"measure": "bids",
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"measure": "foreignBidsFromEU",
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