Award

Facilities Management Services - Lot 3 Cleaning Services

HIGHLANDS AND ISLANDS ENTERPRISE

This public procurement record has 2 releases in its history.

Award

08 Mar 2023 at 00:00

Tender

21 Sep 2022 at 00:00

Summary of the contracting process

Highlands and Islands Enterprise has awarded a contract for Facilities Management Services - Lot 3 Cleaning Services. The procurement process is complete, and Pristine Clean Services Limited has been awarded the contract valued at GBP 435,850.60. The contract was signed on 27th February 2023 and covers cleaning services for buildings within the Inverness Campus. The initial 3-year contract period runs from 1st April 2023 to 31st March 2026, with an option to extend up to 31st March 2027.

This contract presents business growth opportunities for companies providing cleaning services. Businesses experienced in providing comprehensive cleaning services with a focus on maintaining high standards and asset life cycle enhancements are well-suited to compete. The contract offers a steady income stream over the contract duration, with potential for renewal or extension beyond the initial 3-year period. Suppliers should be aware of the buyer's requirements for quality and community benefits in their submissions.

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Notice Title

Facilities Management Services - Lot 3 Cleaning Services

Notice Description

THIS IS A CONTRACT AWARD NOTICE AND AS SUCH THE PROCUREMENT PROCESS IS COMPLETE. HIE are seeking suitably qualified and experienced suppliers to provide the Facilities Management Services covering a range of services for the buildings within the Inverness Campus (both owned by HIE and/or co-owned by HIE and the University of the Highlands and Islands (UHI); the common areas of the Campus (which are the responsibility of the ICOA) with some services also being for HIE Area Offices. The requirements are being divided in to 5 Lots as follows: - Lot 1 Planned Preventative Maintenance & Reactive Repairs Services - Lot 2 Reception and Support Services - Lot 3 Cleaning Services - Lot 4 Waste Collection, Recycling and Management Services - Lot 5 Security Services THIS NOTICE RELATES TO LOT 3 CLEANING SERVICES.

Lot Information

Lot 1

HIE requires a suitably qualified and experienced supplier to provide a comprehensive cleaning service within An Lochran, LSIC, Solasta House (including Nexus) and Aurora House, delivered in a safe and efficient manner. The supplier shall take responsibility for maintaining all internal cleanable areas including fixtures, fittings, furniture and finishes, to minimise degradation, enhance asset life cycle and ensure HIE's high standards and image are maintained. The initial 3 year budget currently available to deliver this service is between GBP 292 500 and GBP 390 000 (excluding VAT). Contracts will be managed and administrated by HIE for other parties including, for example UHI (who will not be entering in to direct contracts with suppliers). The contract will commence on 1st April 2023 for an initial period of 3 years to 31st March 2026, with HIE having the option to extend for a period or periods together not exceeding 1 year following the Initial Term with the 4 year expiry date being 31st March 2027. See Tender documentation for full details.. 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. In accordance with Regulation 72(1)(a) of the Public Contracts (Scotland) Regulations 2015, HIE reserves the right to make changes to the volume, scope or location of the Services to be supplied under the Contract following a review of the Services by HIE, particularly with regard to demand and budgetary availability or where HIE's strategic focus changes as a result of changes in Scottish Government policy or as a result of a direction given to them by the Scottish Government. This may result in amendments to existing requirements under the Contract. Contract modifications may include (but are not limited to): - Changes to service requirements to implement additional hygiene and cleaning measures due to Covid-19 or any other pandemic or public health emergency. - Changes to building occupancy or activities which results in an increased or decreased cleaning resource requirement. - Changes in lease agreements or occupancy which lead to areas being permanently or temporarily vacant. - Requests from occupiers or tenants to increase service provision, including number of days and number of hours required. - Addition or removal of buildings within the Campus. - Changes to task frequencies and cleaning schedules. - Changes to HIE's available budget to deliver these services.

Renewal: The Contract will be awarded for an initial period of 3 years with HIE having the option to extend for a period or periods together not exceeding 1 calendar year following the Initial Term.

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000705367
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR473156
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

79 - Business services: law, marketing, consulting, recruitment, printing and security

90 - Sewage, refuse, cleaning and environmental services


CPV Codes

79993000 - Building and facilities management services

79993100 - Facilities management services

90900000 - Cleaning and sanitation services

90910000 - Cleaning services

90911000 - Accommodation, building and window cleaning services

90911200 - Building-cleaning services

90911300 - Window-cleaning services

90919200 - Office cleaning services

Notice Value(s)

Tender Value
£520,000 £500K-£1M
Lots Value
£520,000 £500K-£1M
Awards Value
Not specified
Contracts Value
£435,850 £100K-£500K

Notice Dates

Publication Date
8 Mar 20232 years ago
Submission Deadline
26 Oct 2022Expired
Future Notice Date
Not specified
Award Date
27 Feb 20232 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

Contracting Authority (Buyer)

Main Buyer
HIGHLANDS AND ISLANDS ENTERPRISE
Contact Name
Not specified
Contact Email
hieprocurement@hient.co.uk
Contact Phone
+44 1463245245

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

Supplier Information

Number of Suppliers
1
Supplier Name

PRISTINE CLEAN SERVICES

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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                    "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. In accordance with Regulation 72(1)(a) of the Public Contracts (Scotland) Regulations 2015, HIE reserves the right to make changes to the volume, scope or location of the Services to be supplied under the Contract following a review of the Services by HIE, particularly with regard to demand and budgetary availability or where HIE's strategic focus changes as a result of changes in Scottish Government policy or as a result of a direction given to them by the Scottish Government. This may result in amendments to existing requirements under the Contract. Contract modifications may include (but are not limited to): - Changes to service requirements to implement additional hygiene and cleaning measures due to Covid-19 or any other pandemic or public health emergency. - Changes to building occupancy or activities which results in an increased or decreased cleaning resource requirement. - Changes in lease agreements or occupancy which lead to areas being permanently or temporarily vacant. - Requests from occupiers or tenants to increase service provision, including number of days and number of hours required. - Addition or removal of buildings within the Campus. - Changes to task frequencies and cleaning schedules. - Changes to HIE's available budget to deliver these services."
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        "bidOpening": {
            "date": "2022-10-26T12:00:00Z"
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            "hasElectronicOrdering": true,
            "electronicInvoicingPolicy": "allowed",
            "performanceTerms": "The Contract will include Key Performance Indicators (KPI's) and Service Levles which can be found within the Tender documentation."
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        ],
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            "requiresStaffNamesAndQualifications": true
        },
        "selectionCriteria": {
            "criteria": [
                {
                    "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: - Professional Risk Indemnity Insurance = GBP 1M in aggregate - Employer's (Compulsory) Liability Insurance = GBP 5M for each and every claim (See http://www.hse.gov.uk/pubns/hse40.pdf) - Public Liability Insurance = GBP 5M for each and every claim 4B.6 HMRC IR35 (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 Framework please identify these PSC (s) in your response to 4B.6.Further guidance and a link to the HMRC ''test employment details for tax'' tool can be located at https://www.gov.uk/guidance/check-employment-status-for-tax"
                },
                {
                    "type": "technical",
                    "minimum": "4C4 If bidders intend to use a supply chain to deliver the requirements detailed in the Contract Notice, they should confirm they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. Pleaser refer to SPD for full requirements. If bidders do not pay at least 95% of valid invoices on time and are unable to provide a proportionate and timely improvement plan, their organisation will not be selected to participate further in this procurement. 4C10 Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract."
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        "submissionTerms": {
            "languages": [
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            "bidValidityPeriod": {
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            "id": "90900000",
            "scheme": "CPV"
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        "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."
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            "id": "32014L0024",
            "scheme": "CELEX"
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    "language": "EN",
    "description": "It is estimated that the total value of the services over the 4 year duration will be GBP 435,850.60 (excluding VAT). This is the figure which has been used in II.1.7 & V.2.4. It should be noted that this figure cannot be fully determined due to the reactive nature of some services. Therefore the figure is based on HIEs best estimates at this time. (SC Ref:716030)",
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    "awards": [
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            "id": "FTS 021",
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            "dateSigned": "2023-02-27T00:00:00Z"
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            "id": "1",
            "relationship": [
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