Section one: Contracting authority
one.1) Name and addresses
HAILSHAM TOWN COUNCIL CIC
Hailsham Town Council, Inglenook
Hailsham
BN272AE
Contact
Tony Lee
Telephone
+44 7511335750
Country
United Kingdom
Region code
UKJ - South East (England)
Companies House
11499728
Internet address(es)
Main address
https://www.hailsham-tc.gov.uk/
one.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
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
Cleaning Contract
Reference number
HTC009/2025
two.1.2) Main CPV code
- 90919200 - Office cleaning services
two.1.3) Type of contract
Services
two.1.4) Short description
Provision of office cleaning at 4 sites for Hailsham Town Council, 1 office, 1 youth centre, 1 Post Office & 1 Public toilet
two.1.5) Estimated total value
Value excluding VAT: £45,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
two.2.4) Description of the procurement
Hailsham Town Council is committed to maintaining high standards of cleanliness, hygiene, and presentation across all Council-owned and managed facilities. The cleaning specifications contained in this tender pack set out the required standards, frequency, and scope of work for each location.
These specifications are designed to ensure that all facilities remain safe, welcoming, and fit for public use, reflecting the Council's duty of care to residents, staff, and visitors. The cleaning contractor will be expected to:
- Provide all necessary cleaning materials, equipment, and personal protective equipment (PPE), unless otherwise stated.
- Undertake cleaning to the highest professional standard, ensuring compliance with relevant health and safety legislation, including COSHH (Control of Substances Hazardous to Health) regulations.
- Maintain all areas in a hygienic and well-presented condition, free from unpleasant odours, litter, and visible dirt.
- Ensure consumable items (toilet paper, soap, paper towels, sanitary disposal units) are replenished in accordance with each location's needs.
- Record and report any maintenance or safety issues to the Council immediately.
Contractors should note that the facilities are used by a wide range of people, including children, vulnerable adults, and those with disabilities. An emphasis is placed on accessible cleaning practices, the use of appropriate products, and maintaining safe, dry, and hazard-free floors at all times.
The cleaning frequencies and schedules outlined in this pack represent the minimum requirements. Additional cleaning may be necessary during periods of high use or in the event of accidents or spillages.
The Council expects the appointed contractor to demonstrate flexibility, reliability, and attention to detail, ensuring that Hailsham Town Council's facilities remain an asset to the local community.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 October 2025
End date
30 September 2028
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: Yes
Description of options
2 x 1 year extensions or 1 2 year extension
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
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
12 September 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
12 September 2025
Local time
12:01pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Hailsham Town Council
Hailsham
Country
United Kingdom