Section one: Contracting authority
one.1) Name and addresses
West Lothian Council
West Lothian Civic Centre, Howden South Road
Livingston
EH54 6FF
Contact
Catriona Peden
Catriona.Peden@westlothian.gov.uk
Telephone
+44 1506283312
Fax
+44 1506281325
Country
United Kingdom
NUTS code
UKM78 - West Lothian
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00140
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk/
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
WLC Property and void cleaning and environmental works framework
Reference number
CC14076
two.1.2) Main CPV code
- 90900000 - Cleaning and sanitation services
two.1.3) Type of contract
Services
two.1.4) Short description
The council require the services of contractors to clean void and occupied properties and safely remove any items such as needles or rubbish left by the tenant. These properties are both domestic and non-domestic
two.1.5) Estimated total value
Value excluding VAT: £1,200,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 90911000 - Accommodation, building and window cleaning services
- 90911100 - Accommodation cleaning services
- 90911200 - Building-cleaning services
two.2.3) Place of performance
NUTS codes
- UKM78 - West Lothian
Main site or place of performance
Buildings within the West Lothian Council area
two.2.4) Description of the procurement
The council require the services of a contractor to clean void and occupied properties and safely remove any items such as needles or rubbish left by the tenant. This will be in both domestic and non-domestic properties.
Garden and bin store areas may also require work to be done under this framework.
two.2.5) Award criteria
Quality criterion - Name: Potential Scenarios / Weighting: 25
Quality criterion - Name: Quality of Service / Weighting: 5
Quality criterion - Name: Health & Safety / Weighting: 5
Quality criterion - Name: Fair Work First / Weighting: 2
Quality criterion - Name: Community Benefits / Weighting: 3
Price - Weighting: 60
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 July 2025
End date
30 June 2028
This contract is subject to renewal
Yes
Description of renewals
Allowance for extension of up to a further 12 months
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
Unforeseen items may occur relate to this contract. These will be discussed with the call off contractor and priced before work commences.
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
List and brief description of selection criteria
West Lothian Council will use Dun and Bradstreet’s DBAi financial reporting system to assess the financial stability of tenderers. Tenderers with a Failure Score of 50 or above on the DBAi system will be deemed to have evidenced satisfactory financial stability. Please note that 49 or less will not be considered as having met this criteria. If a tenderer has a Failure Score of less than 50, the tenderer may be required to submit their last three years accounts.
In the event that the tenderer is not required to publish accounts and therefore does not have a Dun & Bradstreet or equivalent rating, tenderers should be able to provide financial accounts when requested. The council will then conduct an analysis of the accounts to ensure that there is no significant financial risk. Please note that if you intend on attaching 2 years accounts, these must include financial data over a 3-year period.
It is recommended that candidates review their own Dun & Bradstreet Score in advance of submitting their tender. If following this review tenderers consider that the Dun & Bradstreet Score does not reflect their current financial status, details of this should be provided, complete with evidence of a good high street credit rating (the equivalent of Dun & Bradstreet score 50) from a recognised credit referencing agency. The council will review any such information as part of the evaluation of Tenderer’s financial status.
In the event that a firm does not meet the financial criteria for consideration but has a parent company that does, the firm may still be eligible for consideration where their Tender Submission is supported by a Parent Company Guarantee.
Should after review of the financial evaluation the tenderer fail, then the tender submission may be rejected.
Minimum level(s) of standards possibly required
The bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated below:
Employer's (Compulsory) Liability: 10 million GBP
Public Liability: 5 million GBP
Other Insurance:
Type: Valid Motor Vehicle Insurance
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
KPIs are detailed in the specification
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 5
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
6 May 2025
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: 3 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
6 May 2025
Local time
12:00pm
Place
Online on PCS-Tender
Information about authorised persons and opening procedure
CPU Staff Online on PCS-Tender
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: If extension not to be used after 3 years. If extension used after 4 years
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Re: SPD Q3D.1, 3D.2 and 3D.3 Bidders should answer these questions on Environmental, social and labour law in relation to compliance with the regulations covering Scotland and the UK.
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 28491. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
Please Note: Community Benefits will be evaluated for this procurement procedure and will form 3% of the overall award criteria. More information can be found on the council’s website:
- Community Benefits in Procurement
- Community Benefits Wishlist
(SC Ref:794066)
six.4) Procedures for review
six.4.1) Review body
Livingston Sheriff Court
West Lothian Civic Centre
Livingston
EH54 6FF
Country
United Kingdom