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Provision of Cleaning Services

Historic Environment Scotland

This public procurement record has 2 releases in its history.

Award

19 Dec 2024 at 00:00

OJEU - F3 - Contract Award Notice
Tender

10 Jun 2024 at 01:00

OJEU - F2 - Contract Notice
Summary of the contracting process

Historic Environment Scotland (HES) initiated a public procurement process for the provision of cleaning services across various sites within their estate. The procurement falls under the category of services in the built environment, heritage, and tourism sector. The process, employing a restricted procedure as the procurement method, was managed electronically. The initial tender stage commenced on 10th June 2024 with a submission deadline on 16th July 2024, followed by an award stage culminating in the signing of the contract on 19th December 2024. HES is headquartered at Longmore House, Salisbury Place, Edinburgh, and the procurement scope encompasses multiple locations within the UKM region. The key contract, valued at £1,186,522, was awarded to Mitie Cleaning & Environmental Services Ltd.

This tender provides significant opportunities for businesses specialising in cleaning services, particularly those with capabilities in handling large-scale and varied environments, including office buildings, heritage sites, and specialised cleaning needs such as laboratory environments. The contract, offering prospects for up to six years, initially spans three years with potential annual renewals thereafter, presenting a stable and long-term engagement opportunity. Companies adept in providing high-quality, consistent service standards and handling complex requirements will find this tender particularly advantageous for business growth and portfolio expansion. Additionally, the emphasis on community benefits allows businesses to showcase their value-added services beyond traditional cleaning operations.

How relevant is this notice?

Notice Information

Notice Title

Provision of Cleaning Services

Notice Description

HES requires the provision of cleaning services at various sites across the estate. A full list of sites can be found in Appendix 1. This list is not exhaustive and HES reserves the right to add or remove sites and requirements during the lifetime of the contract.

Lot Information

Lot 1

HES requires the provision of cleaning services at various sites across the estate. A full list of sites can be found in Appendix 1. This list is not exhaustive and HES reserves the right to add or remove sites and requirements during the lifetime of the contract. The plan is also to move all staff from John Sinclair House into Longmore House. A timescale for this has not been finalised but is likely to be within the next 2-3 years. The Supplier should be aware that there is a smarter working project underway within Longmore House so the outcome of this will be cascaded in due course. It would be the preference of HES to have site specific team at each site, where possible to maintain consistency. CLEANING SERVICE REQUIREMENTS Examples of the service requirements are listed below, however this list is not exhaustive and the requirements will vary per site - Buildings/Offices - Fabric of buildings, including all entrances, doors, doorframes, corridors, lifts, loading bays, staircases, balustrades, treads, risers, banisters, floors and floor coverings including public entrances and barrier mats (various finishes), skirtings, ceilings, ledges and walls (including fire exit stairwells), fireplaces, window ledges and frames - All fixtures and fittings, including internal glass, door inserts, partition sections, mirrors, tables and chairs, pictures, plaques, notice board frames and signage, window blinds, heater grills and radiators where appropriate, metal work including door brasses, fire extinguishers, exhibits, clocks, coat-stands, free standing lamps, desk lamps, table lamps, uplighters, wall lights and lightshades. - All office areas including workstations, desks, floors and shelving - Toilets, washrooms, staff locker rooms and shower rooms (including taps, shower heads, mirrors and sanitary bins) - Reception areas and other public rooms such as waiting areas, interview rooms, display and exhibition space and touchdown areas. - Corridor and utility rooms - Staff restaurants (up to counter fronts unless as specified), coffee lounges, staff kitches, and break areas (including electrical appliances and cupboards in staff kitchens and break areas only) - Removal of drinking glasses, cutlery and crockery, and placing in designated tea point/kitchen areas/dishwasher (plus switching on) as required. - Vending points including any adjacent sinks - Emptying of internal waste paper and recycling bins, ensuring that the recycling remains separated prior to uplift from our waste management supplier. - Conference, meeting, syndicate and board rooms, lecture theatres and other teaching areas, function rooms (including as required the cleaning of silverware, candelabra, crystal and china, prior to functions), meeting room potering (set up and cleaning) - Service and support areas, including registry/mail rooms, delivery and other store rooms, resource points (reprographics rooms, libraries, media centres and TV studios), first aid/nursing parents' rooms, utility rooms and appliances in common break areas and all cupboards. - Security control/incident rooms - Internal and external planters, water features - External litter collection (ensuring recycling is done where appropriate) including clearing/cleaning of cigarette receptables within designated smoking areas. Window Cleaning - See Appendix 1a for individual site requirements and frequencies. IT Cleaning - Surface cleaning of PCs including keyboards and screens - Telephone sanitising - Surface cleaning of printers, fax machines, overhead projectors, media equipment, photocopiers and similar equipment Specialist cleaning of monuments and heritage sites - Bronze work, weaponry and armour as directed - Memorial plaques - Specialist floor, wall and upholstery cleaning Laboratory and similar hygiene environments - Floors - Glass ware - by means of autoclave or other sterlising equipment (training on this equipment will be given by HES) - Periodic cleans - Special Cleans - Emergency cleans

Renewal: Upon completing the first 3 years of the contract, it will be up for renewal for another 3 years which will be reviewed annually.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000768703
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=DEC520712
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
OJEU - F3 - Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Restricted procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

90 - Sewage, refuse, cleaning and environmental services

CPV Codes

90910000 - Cleaning services

Notice Value(s)

Tender Value
Not specified
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
£1,186,522 £1M-£10M

Notice Dates

Publication Date
19 Dec 20241 years ago
Submission Deadline
16 Jul 2024Expired
Future Notice Date
Not specified
Award Date
19 Dec 20241 years ago
Contract Period
Not specified - Not specified
Recurrence
Once the initial 3 years is up, the contract can be extended for a further 3 years.

Notice Status

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

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Historic Environment Scotland
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH9 1SH
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM Scotland
Local Authority
City of Edinburgh
Electoral Ward
Southside/Newington
Westminster Constituency
Edinburgh South

Supplier Information

Number of Suppliers
1
Supplier Name

Mitie Cleaning & Environmental Services Ltd

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

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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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