Section one: Contracting authority
one.1) Name and addresses
Belfast City Council
9 Adelaide Street
Belfast
BT2 8DJ
Contact
Brenda McIntosh
Telephone
+44 2890320202
Country
United Kingdom
NUTS code
UKN06 - Belfast
Internet address(es)
Main address
https://www.belfastcity.gov.uk/
Buyer's address
https://e-sourcingni.bravosolution.co.uk/web/login.shtml
one.1) Name and addresses
Visit Belfast
9 Donegall Square North
Belfast
BT1 5GB
Contact
Mary Dickson
Country
United Kingdom
NUTS code
UKN06 - Belfast
Internet address(es)
Main address
one.2) Information about joint procurement
The contract involves joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://e-sourcingni.bravosolution.co.uk/web/login.shtml
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://e-sourcingni.bravosolution.co.uk/web/login.shtml
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Provision of cleaning services
Reference number
T2193
two.1.2) Main CPV code
- 90000000 - Sewage, refuse, cleaning and environmental services
two.1.3) Type of contract
Services
two.1.4) Short description
This Contract is for the provision of cleaning services across a number of Council locations ‘the Premises’.
Service requirements at each of the Premises is set out in the Specification and should be read in conjunction with item descriptions and instructions included in the Pricing Schedule.
It envisaged that the cleaning requirements will evolve over time and the Contractor will work with the Council to develop these requirements in order to deliver the best value for money ‘VFM’ service. This may require reducing or increasing the cleaning requirements at each Premises and adjust the relevant prices in the Pricing Schedule accordingly.
two.1.5) Estimated total value
Value excluding VAT: £1,500,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 16613000 - Machines for cleaning, sorting or grading seed, grain or dried vegetables
- 85000000 - Health and social work services
- 90600000 - Cleaning and sanitation services in urban or rural areas, and related services
- 90641000 - Gully cleaning services
- 90900000 - Cleaning and sanitation services
- 90910000 - Cleaning services
- 90911000 - Accommodation, building and window cleaning services
- 90911200 - Building-cleaning services
- 90911300 - Window-cleaning services
- 90919000 - Office, school and office equipment cleaning services
- 90919200 - Office cleaning services
two.2.3) Place of performance
NUTS codes
- UKN06 - Belfast
Main site or place of performance
Belfast City Council area
two.2.4) Description of the procurement
This Contract is for the provision of cleaning services across a number of Council locations ‘the Premises’.
Service requirements at each of the Premises is set out in Specification and should be read in conjunction with item descriptions and instructions included in the Pricing Schedule.
It envisaged that the cleaning requirements set out in the Specification will evolve over time and the Contractor will work with the Council to develop these requirements in order to deliver the best value for money ‘VFM’ service. This may require reducing or increasing the cleaning requirements at each Premises adjust the relevant prices in the Pricing Schedule accordingly.
The Council reserves the right to add the following additional requirements to the Service under this Contract during the Contract Period: -
Other cleaning services related to the Premises that are not already included for in (e.g. window cleaning, roof and guttering cleaning, external powerwashing, specialist cleaning, feminine hygiene provision and management) provided the Contractor has the capacity, capability and suitably experience to provide the additional services at the time of being required.
Additional Premises not listed. This may be in response to additional Premises being identified and/or changes in how the Council’s in house cleaning services are resourced and delivered.
Temporary support for the Council’s in house operations to cover any shortfall in available resources.
Introduce required changes associated with the Service to the Specification to accommodate changes to the Council’s operational model and working practices e.g. functional re-structuring, new customer hub, etc;
Events related cleaning and site tidy up;
Major incident/ health outbreak that requires deep cleans of Premises or other type of cleaning services.
The value in this contract notice includes for the potential of additional services to be added over the 5 year contract period.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £1,500,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
60
This contract is subject to renewal
Yes
Description of renewals
The initial Contract Period is for 3 years. The Council reserves the right to extend/renew the Contract up to a further 2 years (1 + 1 years). Any extension may be subject to further approval by Council Committee, availability of funding and satisfactory performance of the Contractor.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The Council reserves the right to add the following additional requirements to the Service under this Contract during the Contract Period: -
Other cleaning services related to the Premises that are not already included for in the Specification or the Pricing Schedule (e.g. window cleaning, roof and guttering cleaning, external powerwashing, specialist cleaning, feminine hygiene provision and management) provided the Contractor has the capacity, capability and suitably experience to provide the additional services at the time of being required.
Additional Premises not listed in the Specification. This may be in response to additional Premises being identified and/or changes in how the Council’s in house cleaning services are resourced and delivered.
Temporary support for the Council’s in house operations to cover any shortfall in available resources.
Introduce required changes associated with the Service to the Specification to accommodate changes to the Council’s operational model and working practices e.g. functional re-structuring, new customer hub, etc;
Events related cleaning and site tidy up;
Major incident/ health outbreak that requires deep cleans of Premises or other type of cleaning services.
Large scale projects or changes may be subject to price negotiation based on economies of scale. The Council reserves the right to explore/ use other procurement options in all circumstances where VFM is not demonstrated.
The Council reserves the right to add or remove Premises from the Contract in line with the Council’s requirements. Where the Council identifies an additional Premises to be added the Contractor will expected to price based similar Premises/ tasks priced in the Pricing Schedule.
Any contract variation may be subject to further Council internal approvals and be in accordance with the provisions of the Public Contracts Regulations.
The following additional users has been included in the Premises at the time of writing the Specification and come under the definition of the ‘Council’ where reference is made throughout the Specification and associated Contract Documents:
Visit Belfast (location details included in Annexe 1 of the Specification)
The Contract may also be used by other subsidiaries, affiliates and externally operated venues/ sites associated with the Council ‘Others’ (e.g. Belfast and Waterfront Hall, Community Hubs, Leisure Centres, Business Parks etc). The inclusion of Others would follow the process set out in clause 1.3 of the Specification.
The inclusion of Visit Belfast and Others as a contract user may require a separate contract to be created between the relevant Parties as a call off arrangement under this Contract under the same terms and conditions.
The contract value set out in this notice includes for the potential use of the above Options.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Contract performance provisions are set out in the Specification and Terms and Conditions.
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
13 May 2022
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 6 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
13 May 2022
Local time
12:30pm
Place
via eSourcing NI
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Royal Courts of Justice
Belfast
Country
United Kingdom