--- title: "Cleaning Services - 3 Sites" ocid: "ocds-h6vhtk-03e221" canonical_url: "https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03e221" markdown_url: "https://d3tenders.com/contract/ocds-h6vhtk-03e221.md" json_url: "https://d3tenders.com/contract/ocds-h6vhtk-03e221.json" source: "Find A Tender Service" current_stage: "Tender" buyer: "PORTSMOUTH CITY COUNCIL" published: "2023-07-14" --- # Cleaning Services - 3 Sites Buyer: PORTSMOUTH CITY COUNCIL Current stage: Tender OCID: ocds-h6vhtk-03e221 [View canonical contract page](https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03e221) [Download OCDS JSON](https://d3tenders.com/contract/ocds-h6vhtk-03e221.json) ## Summary The Portsmouth City Council is seeking tenders for cleaning services at three sites managed by Adult Social Care, located in Southsea and Fratton, Portsmouth. The estimated annual contract value is £40,000, with a possible increase capped at £60,000 per annum. The contract term is initially set for 3 years, with a chance of extension by an additional 2 years. The procurement process, following the Open Procedure, has key deadlines including tender submission by August 14th, 2023, and contract award on September 1st, 2023. This tender for cleaning services at multiple sites in Portsmouth presents business growth opportunities for suppliers dedicated to maintaining high standards of cleaning services, investing in staff, and demonstrating an understanding of health and safety requirements in working with vulnerable groups. Suppliers must engage in a partnership approach to deliver efficient and sustainable cleaning solutions, aligning with the Council's expectations for open partnership working. The contract offers a chance to showcase innovation and commitment to environmental sustainability, providing a platform for businesses that prioritise service quality and long-term value creation to compete effectively. ## Notice Portsmouth City Council ('the council') is inviting tenders from suitably qualified suppliers to provide cleaning services at three sites managed by Adult Social Care. The 3 sites which will be covered under the contract are as follows: * Portsmouth Day Services - 117 Orchard Road, Southsea, Portsmouth, PO4 0AD * New Road Day Centre - 5 Balliol Rd , Fratton, Portsmouth, PO2 7PP * Henderson Road Centre - Ferry Road, Southsea, Portsmouth, PO4 9AG Interested suppliers should note that tenders are only being invited for delivery of services at all 3 of the sites, tenders for delivery of services at only 1 or 2 of the sites is not permitted under this process. The council's target date for award of contract is September 1st 2023 with service commencement following on October 27th 2023. The estimated annual value of the contract is PS40,000 based upon current specification, cleaning frequencies and sites. The value of the contract may increase or decrease in the event of changes to specification, changes to frequencies, and removal or addition of sites from the contract. The council cannot provide any guarantees of increases or decreases of the contract, however any increases will be capped at 50% of the per annum contract value. The upper value of the contract is PS60,000 per annum. The estimated value per site is: * New Road Day Centre - PS16,000 per annum * Henderson Road Centre - PS16,000 per annum * Portsmouth Carers Centre - PS8,000 per annum The initial contract term will be for 3 years with possibility of extending the term by a further 2 years in increments to be agreed, subject to the agreement and performance of both parties. The form of contract used will be the Council's standard terms for the supply of services. Site tours will be held between Monday 24th July and Wednesday 26th July 2023 at a time to be mutually agreed between the council and the tendering supplier. Tenderers are required to visit all 3 of the sites prior to submission of tender. If a tender is received and there is no evidence that the tenderer has attended all the sites, the council reserves the right to put the tender aside. Interested suppliers must confirm full names & positions of attendees via InTend correspondence by Friday 21st July 2023 at 12:00. Due to staff rotas the council cannot provide any flexibility to dates for visits to site. The council may not be able to accommodate requests for site visits after Friday 21st July at 12:00. The Council will run the procurement process in accordance with the 'Open Procedure' as set out within the Public Contracts Regulations (2015). The procurement timetable is set out below. * Procurement documents available on In-tend - Thursday 13th July 2023 * Site Visits - Monday 24th - Wednesday 26th July 2023 * Deadline for requests for clarification - Tuesday 1st August 2023 at 23:59 * Tender return deadline - Monday 14th August 2023 at 12:00 * Award decision notified to bidder - Friday 18th August 2023 * Standstill period ends - Thursday 31st August 2023 at 23:59 * Contract award - Friday 1st September 2023 * Mobilisation - Monday 4th September 2023 * Start of contract - October 27th October 2023 The Council will administrate the procurement process using its e-sourcing system In-tend which will be used for: * 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 * Publication of summary contract register information in accordance with Local Government Transparency Code (2015) requirements The In-tend system can be accessed free of charge via the following web link: https://intendhost.co.uk/portsmouthcc/aspx/home ### Lot Information Lot 1 The Council is seeking to enter into a partnership with an operator committed to delivering the following: * A commitment to value for money by driving improvements and efficiencies on a whole life cost basis for the duration of the contract, whilst maintaining high standards of delivery * A flexible, innovative approach to managing significant short and long term changes in specifications and responding to budgetary pressures through the life of the contract * A commitment to open partnership working * A commitment to investing in staff on an ongoing basis * A focus on health & safety and understanding of the impact of reporting potential concerns of vulnerable service users - all the current sites include working with vulnerable adults and children * An ability to engage into markets for vulnerable and disadvantaged groups for activities including recruitment, staff development etc. * A commitment to reducing waste within the life time of the contract and reduce the environmental impact in providing the services * An understanding of the materials and equipment used to provide a clean and safe environment to increase the life of building fabric & furnishings and contribute towards a positive customer experience * A commitment to addressing safeguarding issues to ensure all service users can use the site without risk of harm to themselves or others * A desire to engage with stakeholders to ensure end service users can contribute to outcome of providing a clean and safe site The Council require a set level of minimum standards and performance management principles for each individual site. * Portsmouth Day Services * New Road Day Centre * Henderson Road Centre However, the specification approach we're seeking is twofold; each site will have scheduled activities as a guide to ensure it is resourced properly, but the main requirement will be output based, i.e. the building is clean without having to recourse to extensive periodic cleans. Required Outputs Routine Cleaning Routine cleaning is the carrying out of a daily/weekly programme of maintenance operations that will include: * Dust and wipe * Hard surface vacuum * Floor maintenance buffing/vacuum Mop/Brush sweep * Empty waste bins * Vacuum carpet * Spray and damp mop * Remove marks from internal glazing * Dust/wipe sills, radiators, ledges and skirting boards * Cleaning kitchen / dining room floors, tiles and appliances exteriors * Sanitising toilets/washrooms/bathrooms The frequency of when these operations are normally carried out is contained within the individual site specification. Each site will allocate the current service hours, staffing requirement and schedule to provide the cleaning provisions on site. Suppliers are directed to the procurement documents available via In-tend for specifications and further site information. Options: Option to extend by a further 2 years in increments to be agreed, subject to the agreement and performance of both parties. ## Key Details | Field | Value | | --- | --- | | Publication source | Find A Tender Service | | Latest notice | https://www.find-tender.service.gov.uk/Notice/020333-2023 | | Notice type | Tender Notice | | Procurement type | Standard | | Procurement category | Services | | Procurement method | Open | | Procurement method details | Open procedure | | Tender suitability | Not specified | | Awardee scale | Not specified | | All stages | Tender | ## Dates | Field | Value | | --- | --- | | Publication date | 14 Jul 2023 | | Submission deadline | 14 Aug 2023 | | Future notice date | Not specified | | Award date | Not specified | | Contract period | Not specified | | Recurrence | Not specified | ## Values | Field | Value | | --- | --- | | Tender value | £200,000 | | Lots value | £200,000 | | Awards value | Not specified | | Contracts value | Not specified | ## Status | Field | Value | | --- | --- | | Tender status | Active | | Lots status | Active | | Awards status | Not specified | | Contracts status | Not specified | ## Buyer | Field | Value | | --- | --- | | Main buyer | PORTSMOUTH CITY COUNCIL | | Locality | PORTSMOUTH | | Post town | Portsmouth | | Postcode | PO1 2AL | | Country | England | | ITL 1 | TLJ South East (England) | | ITL 2 | TLJ3 Hampshire and Isle of Wight | | ITL 3 | TLJ31 Portsmouth | | Local authority | Portsmouth | | Electoral ward | Charles Dickens | | Westminster constituency | Portsmouth South | | Delivery location | TLJ3 Hampshire and Isle of Wight | ## CPV Codes ### Divisions - 90 - Sewage, refuse, cleaning and environmental services ### Codes - 90911000 - Accommodation, building and window cleaning services - 90911200 - Building-cleaning services - 90919100 - Cleaning services of office equipment - 90919200 - Office cleaning services ## Release History - 14 Jul 2023 at 13:27 - Tender - Tender Notice - https://www.find-tender.service.gov.uk/Notice/020333-2023 ## Notice URLs - https://in-tendhost.co.uk/portsmouthcc/aspx/Home - https://intendhost.co.uk/portsmouthcc/aspx/home - https://www.portsmouth.gov.uk/services/business/procurement/contract-opportunities-with-us/ ## Provenance This Markdown file is an alternate public rendering of the D3 Tenders contract record. The canonical page is https://d3tenders.com/contract/?ocid=ocds-h6vhtk-03e221. The underlying structured data is available as OCDS JSON at https://d3tenders.com/contract/ocds-h6vhtk-03e221.json.