Scope
Reference
CCD01574
Description
Stevenage Borough Council is seeking suitable Suppliers to tender for a Soft Facilities Management Contract for the provision of Cleaning and Physical Security Services for its Corporate Estate. It also includes the provision of 'end-user' consumables and 'Hygiene' bin Services.
This procurement is for the tendering of a contract which will include provision for a range of planned and reactive cleaning services for approximately ten corporately managed sites within the Borough. The exact nature and location of each property will be outlined in the Site-Specific details document (which is contained in the draft ITT pack issued for information with this PSQ). The properties range from offices, a bus interchange centre through to a museum. There are some additional properties which are included for the 'hygiene' bin service only.
Two of the main sites have a requirement for physical security services, Daneshill House on Monday - Friday normal working hours and for the indoor market at weekends only. There is a potential ad hoc service requirement on both service areas.
There is a mandatory minimum annual turnover requirement of £800,000 for this contract. Suppliers must have experience of delivering similar services in contracts of comparable size, scope, and complexity. Public sector experience is desirable but not essential.
The requirement is for is a single contract only without 'lots' for the purposes of streamlined management and resourcing for the Council. Sub-contracting is permitted however a single lead contractor is responsible for the delivery of the contract in its entirety. Due to the ratio of cleaning being the core service, the lead contractor is required to directly deliver the cleaning element.
Security Industry Authority accreditation is mandatory for the Supplier and their staff (or sub-contractor).
Suppliers wishing to take part in this project are invited to "express interest" which will give access to the full procurement documents in the e-tendering system.
You must complete and submit a Pre Selection Questionnaire (PSQ) by the deadline on the portal https://in-tendhost.co.uk/supplyhertfordshire/aspx/Home
Any questions relating to this tender must be made via correspondence on the website, in accordance with the procurement documents and can be addressed to the main contact as shown in the details above.
Please allow sufficient time to make your return as late returns will not be permitted by the system.
Total value (estimated)
- £2,000,000 excluding VAT
- £2,400,000 including VAT
Above 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:
the option to extend up to a further 2 years (through two 12-month increments)
Main procurement category
Services
CPV classifications
- 39830000 - Cleaning products
- 79710000 - Security services
- 79713000 - Guard services
- 79993100 - Facilities management services
- 90900000 - Cleaning and sanitation services
- 90910000 - Cleaning services
Contract locations
- UKH23 - Hertfordshire
Submission
Enquiry deadline
1 September 2025, 11:59pm
Submission type
Requests to participate
Deadline for requests to participate
15 September 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
10 December 2025
Recurring procurement
Publication date of next tender notice (estimated): 2 April 2030
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | Price weighting - 50% Quality weighting - 40% Social Value Weighting- 10% |
Price |
Weighting description
Price weighting - 50%
Quality weighting - 40%
Social Value Weighting- 10%
Other information
Description of risks to contract performance
Known Risk - Local Government Re-Organisation
The Council may be subject to reorganisation under legislation introduced in relation to Local Government Reorganisation. In those circumstances there may be instances where repetitious or duplicated agreements become difficult or burdensome to continue with. In those circumstances, the contract that tenderers enter into will be subject to a provision that will allow the Council to terminate or curtail the contract if it would be prudent to do so.
For more information see Devolution and Local Government Reorganisation - https://eu-west-1.protection.sophos.com/?d=stevenage.gov.uk&u=aHR0cHM6Ly93d3cuc3RldmVuYWdlLmdvdi51ay9hYm91dC10aGUtY291bmNpbC9kZXZvbHV0aW9uLWFuZC1sb2NhbC1nb3Zlcm5tZW50LXJlb3JnYW5pc2F0aW9u&p=m&i=Njc1YWRlZjc1NDE2OGQwYTc0ODNlMjRk&t=RzlLTVBrZGk5Mm9SWmN6QTB0ZDhXWjVCK293aDFKcUFxOHFzZXNONFJsWT0=&h=e1610d3031634f34af91e9ff0aeea9e7&s=AVNPUEhUT0NFTkNSWVBUSVbz12zF51qb-8BVQFZmXv1FF1Jq6YJF89IUaYUtpnWtCQ
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
This procurement is being conducted under the Procurement Act 2023, using a Competitive Flexible Procedure.
The process is structured into three stages:
• Stage 1 & 2- Conditions of Participation (PSQ stage): This Procurement Specific Questionnaire (PSQ) is used to assess suppliers against the Council's conditions of participation consisting of Pass/Fails and also scored project specific questions.
We anticipate a maximum of eight Suppliers to be invited to the tender stage; however, we reserve the right to invite more should the scoring be very close.
• Stage 3 - Invitation to Submit Tenders: The selected suppliers following the PSQ stage who meet the conditions of participation and are the highest ranked may be invited to submit a full tender. Tenders will be assessed against the published award criteria, which will include quality, price, and social value considerations.
Draft tender documents, including the specification and contract, are provided at this stage to support transparency and early market understanding. The Council reserves the right to amend or clarify elements of the procurement in accordance with the Procurement Act 2023.
Documents
Associated tender documents
https://in-tendhost.co.uk/supplyhertfordshire/aspx/Home
All documents are available from the portal as per the web address above
Contracting authority
Stevenage Borough Council
- Public Procurement Organisation Number: PHLV-8626-LHWZ
Daneshill House, Danestrete
Stevenage
SG1 1HN
United Kingdom
Email: procurement@stevenage.gov.uk
Website: https://www.stevenage.gov.uk/
Region: UKH23 - Hertfordshire
Organisation type: Public authority - sub-central government