Scope
Reference
TRIV2025-08 Office Cleaning Services
Description
Trivallis are seeking to appoint an experienced cleaning company, who has specific experience in working on the cleaning of offices and associated services.
It is the intention of Trivallis to appoint a single contractor to undertake this requirement.
TUPE - As this is a second generation contract that is currently provided by an external supplier it will be subject to TUPE. If you have any further questions on this matter please submit them via the e-tender wales portal and Trivallis will liaise with the incumbent supplier to answer your question. There are anonymised details relating to TUPE included in the tender pack.
Additionally, included in the requirement is the delivery of social value.
The successful suppliers will provide a cleaning service in Trivallis business premises, maintaining the highest standards of cleanliness, with the correct due skill and care.
The cleaning service will be provided in accordance with the agreed cleaning schedule and service specification, supplied as Annex 4.
The Services will be carried out at business properties owned by Trivallis, situated in the geographical area of Rhondda Cynon Taff. If any new business premises are procured or rented within the contract period, then an additional quote will be sought for the cleaning services for that new premises and a contract amendment processed in line with procurement regulations.
NOTE: The authority is using eTenderwales to carry out this procurement process.
Total value (estimated)
- £333,000 excluding VAT
- £399,599 including VAT
Above the relevant threshold
Contract dates (estimated)
- 5 January 2026 to 31 December 2028
- Possible extension to 31 December 2030
- 4 years, 11 months, 27 days
Description of possible extension:
Extensions will be considered one year at a time, subject to satisfactory performance and mutual agreement.
Main procurement category
Services
CPV classifications
- 90900000 - Cleaning and sanitation services
- 45452000 - Exterior cleaning work for buildings
Contract locations
- UKL22 - Cardiff and Vale of Glamorgan
- UKL15 - Central Valleys
Participation
Legal and financial capacity conditions of participation
These are contained in the Welsh Procurement Specific Questionnaire (WPSQ), utilised as part of this procurement.
Technical ability conditions of participation
Please see the Tender pack for more details.
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
3 November 2025, 12:00pm
Tender submission deadline
10 November 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)
28 November 2025
Recurring procurement
Publication date of next tender notice (estimated): 31 January 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality Criteria | Set out in the questions in the tender pack that will be answered via Etender wales. |
Quality | 60.00% |
| Price criteria | The pricing document is supplied as part of the tender pack via Etender wales. Annex 12 Commercial Pricing Document |
Price | 40.00% |
Other information
Payment terms
Please see Annex 8 Trivallis Payment Guidance
Description of risks to contract performance
Please see Annex 6 for KPIs
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
We have had insufficient time to conduct preliminary market engagement as our contract will expire on the 1st January 2026.
Documents
Associated tender documents
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=349167
Tender Docs Office Cleaning TRIV2025-08
Contracting authority
Trivallis
- Public Procurement Organisation Number: PYMX-8256-GLPM
Ty Pennant
Pontypridd
CF37 2SW
United Kingdom
Contact name: Sarah Protheroe
Telephone: 01443 494666
Email: procurement@trivallis.co.uk
Website: http://www.trivallis.co.uk
Region: UKL15 - Central Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales