Notice Information
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.
Notice Details
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
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
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=SEP459559&idx=20
18th October 2022 - Lot 3 Cleaning - Consumables -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=19
12th October 2022 - Lot 3 - An Lochran zones -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=18
7th October 2022 - Questions and Answers from Cleaning Services Site Visit on 6th October 2022 -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=1
21st September 2022 - Requirements and Tender Guidance for all Lots -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=2
21st September 2022 - Cleaning Services Scope of Requirements -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=3
21st September 2022 - Cleaning Services Pricing Proforma -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=4
21st September 2022 - Cleaning Services Award Criteria Tender Response Form -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=5
21st September 2022 - Cleaning Services Forms for Signature -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=6
21st September 2022 - Cleaning Services Terms and Conditions -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=7
21st September 2022 - Campus Site Plan -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=8
21st September 2022 - An Lochran Ground Floor Plan -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=9
21st September 2022 - An Lochran First Floor Plan -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=10
21st September 2022 - An Lochran Second Floor Plan -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=11
21st September 2022 - LSIC Ground Floor Plan -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=12
21st September 2022 - LSIC First Floor Plan -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=13
21st September 2022 - Aurora House - all areas cleaning plan -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=14
21st September 2022 - Solasta House - all areas cleaning plan -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=15
21st September 2022 - Nexus Cleaning plan -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=16
21st September 2022 - Appendix A - Cleaning Specification Schedules -
https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=SEP459559&idx=17
21st September 2022 - Appendix B - Periodic Cleaning Schedules -
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP459559
Facilities Management Services - Lot 3 Cleaning Services - 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. Bidders who are interested in bidding for any of the Lots can do so by locating the respective PCS Contract Notices, which are all published on the same date with 'Facilities Management Services' in the contract description. Bidders can submit a response for one or more Lot, however, they will only be awarded one Lot. It is expected that these services will be required from 1st April 2023 for an initial period of 3 years, with HIE having the option to extend for a period or periods together not exceeding 1 year following the Initial Term. -
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR473156
Facilities Management Services - Lot 3 Cleaning Services - 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.
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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"datePublished": "2022-10-18T12:54:03Z",
"dateModified": "2022-10-18T12:54:03Z",
"format": "application/pdf"
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{
"id": "MAR473156",
"documentType": "awardNotice",
"title": "Facilities Management Services - Lot 3 Cleaning Services",
"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.",
"url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR473156",
"format": "text/html"
}
],
"lots": [
{
"id": "1",
"description": "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.",
"status": "complete",
"value": {
"amount": 520000,
"currency": "GBP"
},
"awardCriteria": {
"criteria": [
{
"type": "quality",
"name": "Community Benefits & Wealthbuilding - Themes Offered",
"description": "Pass/Fail"
},
{
"type": "price",
"description": "40%"
}
]
},
"options": {
"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."
},
"hasOptions": true,
"submissionTerms": {
"variantPolicy": "notAllowed"
},
"contractPeriod": {
"durationInDays": 1080
},
"hasRenewal": true,
"renewal": {
"description": "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."
}
}
],
"bidOpening": {
"date": "2022-10-26T12:00:00Z"
},
"contractTerms": {
"hasElectronicPayment": true,
"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."
},
"coveredBy": [
"GPA"
],
"otherRequirements": {
"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."
}
]
},
"submissionTerms": {
"languages": [
"en"
],
"bidValidityPeriod": {
"durationInDays": 180
}
},
"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": "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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"noticetype": "OJEU - F3 - Contract Award Notice",
"awards": [
{
"id": "FTS 021",
"suppliers": [
{
"id": "org-380",
"name": "Pristine Clean Services Limited"
}
],
"relatedLots": [
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}
],
"contracts": [
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"awardID": "FTS 021",
"status": "active",
"value": {
"amount": 435850.6,
"currency": "GBP"
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"dateSigned": "2023-02-27T00:00:00Z"
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],
"relatedProcesses": [
{
"id": "1",
"relationship": [
"planning"
],
"scheme": "EU-OJ",
"identifier": "2022/S 000-026415"
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"bids": {
"statistics": [
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"id": "1127",
"measure": "bids",
"value": 4,
"relatedLot": "1"
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{
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