Decision details

The report considers the tenders received for the provision of cleaning services for specified Council owned buildings and designated areas of the town centre.  The report recommends an award of contract for the services.

The current cleaning contract was initially due to end in April 2023. This contract was awarded in 2016 for five years with the option of a maximum of 2-year extension which has been used.

The contract includes the cleaning of buildings such as, sports pavilions, public conveniences, Portchester Crematorium public areas, multiple Housing sites and the control tower and amenity building at Solent Airport at Daedalus.

An initial invitation to tender (ITT) was issued using the Dynamic Purchasing System (DPS) on the Crown Commercial Services Building Cleaning Service framework (RM6130).  However, the tender submissions received failed to return a tender within the Council’s budget limit.  Therefore, the existing contract was extended for 6 months to allow a second procurement exercise to be completed.

A second ITT was advertised in January 2023 via the Council’s e-tendering solution “Pro-Contract” using the South East Business Portal (SEBP).

Two contractors submitted tenders by the deadline of 03 March 2023.  One of the submitted tenders was rejected as it exceeded the published budget cap.  The evaluation panel scored the remaining valid tender, which achieved the objective minimum requirements as laid out in the tended documentation.

The new contract will now commence in October 2023 and run for 5 years with a possible 2-year extension option.

RESOLVED that the Executive agrees to award the contract to the contractor ranker in 1^st position (as set out in the confidential Appendix A to the report) being the best price quality ratio tender received.