Lot 1 Communal Cleaning Services; Lot 2 External Window Cleaning Services; Lot 3 Office and Stores Cleaning Services

Lot 1 Communal Cleaning Services; Lot 2 External Window Cleaning; Lot 3 Office & Stores Cleaning Services. Please refer to section 5.3 for instructions on 'How to Submit a Tender'. The Authority is managing this procurement process through the whg Pro-Contract “Housing Procurement Portal” https://www.housingprocurement.com/. Technical issues should be reported to https://suppliersupport.proactisservicedesk.com/ or [email protected]. Please note: ONLY use the Opt Out function if you do not intend to bid for any of the 3 Lots. For example, if you wish to bid for Lot 2 but not Lot 1 or Lot 3, do not use the opt out button.

The contracts (Lot 1, 2 and 3) are expected to commence on 1st April 2025 and will be for a period of three (3) years until 31st March 2028, with the option to extend, subject to satisfactory performance and in line with the contract conditions, for up to a further five (5) years until 31st March 2033.

The successful bidder will be expected to obtain the following insurances if not already held:

Employer’s Liability £10m; Public Liability £10m; Product Liability £10m.

Section 6 in the ITT explains fully the evaluation process that will be undertaken for this procedure.

Lot 1 - Community Cleaning Services

Routine Planned Cyclical Services shall include:

The thorough cleaning of all communal spaces in blocks and wellbeing schemes to include landings, hallways, corridors and lobbies/entrances/exits, lifts external areas to entrances and exits, bin rooms/areas, staircases, community rooms and communal W.C.’s in blocks and communal lounges, cinema/TV rooms, communal kitchens, communal W.C.’s, mobility scooter storage areas and shared spaces within wellbeing schemes comprising of:

Waste, litter and debris removal; Bin Store areas (regular cleans and steam cleans); External areas entrances/exits/canopies/porches/steps/loading bays/spaces designated for use by persons with limited mobility; Bin chutes and bin rotations; Lifts (cars and external); Floor surfaces; Wall surfaces; Ceiling surfaces; External communal doors and associated glazed panels; Internal communal doors and glazed partitions/screens; Internal windows; Miscellaneous surfaces; Soft furnishings, upholstered furniture, curtains and window coverings; Kitchens & refreshment/food preparation areas; Communal W.C.’s; Deep cleans

Reactive Optional Services may include:

graffiti removal: where identified during Routine Planned Cyclical Service visits and cannot be removed during the Routine Planned Cyclical Service visit due to the graffiti being stubborn and/ or extensive in scale/size and cannot be removed without specialist Equipment; or where identified outside of the Routine Planned Cyclical Service visits and requires removal before the next scheduled Routine Planned Cyclical Service visit.

Hazardous/special waste removal: where identified outside of the Routine Planned Cyclical Service visits and requires removal before the next scheduled Routine Planned Cyclical Service visit.

Any other tasks not deemed as a Routine Planned Cyclical Service and is to be carried out on the specific instructions of the Contract Administrator

For all lots please refer to section 5.0 in the ITT for Instructions to Potential Suppliers & Conditions of Participation'. The Authority is managing this procurement process through the whg Pro-Contract “Housing Procurement Portal” https://www.housingprocurement.com/. Technical issues should be reported to https://suppliersupport.proactisservicedesk.com/ or [email protected].

The contracts (Lot 1, 2 and 3) are expected to commence on 1st April 2025 and will be for a period of three (3) years until 31st March 2028, with the option to extend, subject to satisfactory performance and in line with the contract conditions, for up to a further five (5) years until 31st March 2033.

The successful bidder will be expected to obtain the following insurances if not already held:

Employer’s Liability £10m; Public Liability £10m; Product Liability £10m.

The Transfer of Undertakings (Protection of Employment) Regulations 2006 (TUPE) is likely to apply to the Contract. The incumbent supplier has advised that it does apply.

Where a potential supplier fails Part 2 of the Selection Questionnaire for Mandatory and Discretionary Exclusion Criteria, or Part 3, this shall result in their tender submission being rejected and the remainder of their submission shall not be evaluated. The Authority will advise the potential supplier that their tender has been excluded.