Scope
Reference
WPA25-0062
Description
The Police & Crime Commissioner for Warwickshire is seeking to appoint a competent and reliable Supplier to deliver a fully managed washroom service across multiple Warwickshire Police sites. This below threshold opportunity is designed to encourage strong participation from small and medium sized enterprises (SMEs), specialist hygiene providers and organisations with local service capability.
Suppliers will be responsible for delivering high quality, efficient and discreet hygiene services that support the Authority's aim of maintaining clean, safe and compliant facilities across its estate. The Authority particularly welcomes submissions from SMEs that can offer flexible, responsive and innovative approaches.
Service Requirements Include (but are not limited to):
• Female washroom hygiene services, including planned sanitary waste collection and disposal, and the replenishment of hygiene consumables (e.g., pad dispensers, bag dispensers).
• Male washroom hygiene services, including water manager maintenance, replacement of urinal sleeves and planned urinal servicing.
• Specialist waste services, including hazardous, non-hazardous, sharps, clinical, medical and PPE waste collection and disposal.
• Other hygiene services, such as door mat cleaning and replacement, nappy waste collection, and the installation/servicing of air freshening units.
Service Delivery Expectation
The Supplier shall provide a programme of planned, scheduled services across all relevant sites and must additionally be able to deliver ad-hoc services upon request, ensuring flexibility and responsiveness to operational policing needs.
The Authority seeks a Supplier who can demonstrate:
• Consistently high service standards aligned with policing operational requirements.
• Minimal disruption to day to day policing operations.
• Professionalism and discretion, recognising the sensitive nature of police premises.
• The ability to maintain clean, hygienic and compliant washroom environments.
• Responsive delivery of both planned and ad hoc services.
Additional Information
Suppliers are strongly advised to review the full tender documents, available via the In-Tend e tendering portal https://sell2.in-tend.co.uk/blpd/publictenders. All details relating to the service scope, submission requirements and evaluation approach are contained within the tender pack.
Site visits will take place on 27 January 2026
Suppliers are strongly encouraged to register for a site visit, as it will support accurate pricing and understanding of the operational environment. Registration details are included within the Invitation to Tender on the In-Tend portal.
Contract Details
The contract will commence on 01 April 2026 with an initial term of 3 years with options to extend for 2 x 12 months at the Authority's discretion. The budget for this contract is £30,000 (net) per annum inclusive of regular, reactive and ad-hoc services and all equipment and consumables for the next financial year.
The Authority reserves the right to award the contract directly under Schedule 5, paragraph 8 of the Procurement Act if the competitive procedure does not result in an acceptable tender.
In accordance with the provisions of schedule 5, paragraph 8 of the Procurement Act, the Authority reserves the right to make a future direct award of a contract to the existing supplier that are similar to existing goods, services and works provided under the scope of this contract.
All questions regarding this procurement should be made via the Correspondence function on the In-Tend portal. Link to Supplier User guide for the In-Tend portal https://bluelightcommercial.police.uk/media/2284/sell2bluelight-in-tend-full-supplier-guide.pdf
Total value (estimated)
- £150,000 excluding VAT
- £180,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2029
- Possible extension to 31 March 2031
- 5 years
Description of possible extension:
At the Authority's discretion the contract may be extended for 2 period of 12 months each.
Main procurement category
Services
CPV classifications
- 39811200 - Air sanitisers
- 39831700 - Automatic soap dispensers
- 42933100 - Sanitary vending machines
- 42968200 - Sanitary dispensing machines
- 45332400 - Sanitary fixture installation work
- 85142300 - Hygiene services
- 90513000 - Non-hazardous refuse and waste treatment and disposal services
- 90520000 - Radioactive-, toxic-, medical- and hazardous waste services
- 90524000 - Medical waste services
- 90524100 - Clinical-waste collection services
- 90524200 - Clinical-waste disposal services
- 90524300 - Removal services of biological waste
- 90900000 - Cleaning and sanitation services
- 90918000 - Bin-cleaning services
- 90920000 - Facility related sanitation services
Contract locations
- UKG13 - Warwickshire
Submission
Enquiry deadline
9 February 2026, 5:00pm
Tender submission deadline
13 February 2026, 12:00pm
Submission address and any special instructions
https://sell2.in-tend.co.uk/blpd/publictenders
You must submit one electronic copy of the entire tender response via the Tendering portal. Please clearly label the title of all electronic files uploaded so that they are easily identifiable.
The Tender must be completed in English.
In submitting your electronic copy via the Tendering portal, please upload your submission using the 'Attach documents' button - please do not send via any other method and please do not use the correspondence function as this will not be accepted. Please ensure that once attached you click 'Submit Response'. Failure to submit by the required deadline will result in disqualification from the procedure.
Following the return of complete submissions these will be assessed against the award criteria, process and scoring matrix as set out in the Invitation to Tender.
NOTE: Large files may take some time to upload. We advise that you log-on to commence your upload process at least 2 hours prior to the deadline.
The preference is for all documents to be provided in PDF except for Excel Pricing files which should be submitted as live Excel files. Zip files are permitted but please not place zip files within zip files. Please keep file names concise.
Unless specifically requested, links or references to websites must not be provided as an answer in response to any question
Once you have submitted your tender the system will show you a receipt of your Return Submission and the status at the bottom of the tender submission will change to Return Submitted.
The tendering portal will allow you to update a tender / quotation once submitted, but only before the submission deadline. It is the latest submission that will be reviewed for the purposes of evaluation.
Once the Deadline for ITT submissions has passed, the portal will automatically lock ensuring no late submission can be made and Suppliers will not be able to modify any documents submitted or submit any further documentation.
The opening ceremony will be performed on or after Midday 12:00 hrs GMT 13th February 2026. All tenders will be opened and validated by personnel authorised to do so by the Authority.
Tenders may be submitted electronically
Yes
Award criteria
Supplier Assurance - Pass/Fail
Mandatory Questions - Pass/Fail
Technical & Social Value Questions and Pricing - 100
The Authority is using a price per quality point method, dividing each supplier's price by it's quality score.
Full and further details are provided in the Invitation to Tender and Supplier Response Documents.
Procedure
Procedure type
Below threshold - open competition
Contracting authority
The Police and Crime Commissioner for Warwickshire
- Public Procurement Organisation Number: PXNY-4251-DZLZ
Warwickshire Police Headquarters
Leek Wootton
CV35 7QB
United Kingdom
Region: UKG13 - Warwickshire
Organisation type: Public authority - sub-central government