Decision Maker: Cabinet

Outcome: Recommendations Approved

Is Key Decision?: Yes

Is Callable In?: No

Date of Decision: December 3, 2024

Purpose: Cabinet is recommended to approve commencing the procurement process of a new cleaning contract for Facilities Management function.   

Content: Cabinet approved the procurement strategy detailed in this report for a restricted procurement process to be undertaken in order to appoint a single provider in respect of Cleaning Services for all Corporate Buildings for a proposed contract term of 4 years from 1 October 2025 with options to extend for two 1 year extension periods (1+1).   Options and Alternatives   Option Summary Relative Advantage Benefit Disbenefit Score Do nothing There is no advantage, the Council will be put at risk if they do nothing. This option is not recommended as this puts the Council at risk of no longer being compliant in line with procurement regulations. The Councils corporate buildings would no longer be cleaned in accordance with the Health and Safety at Work Act 1974.  The Council will also be in breach of PCR 2015. 0 out of 10 Procure via a framework The advantage to using a framework will be speed, therefore less resource and time to complete the process being required. Faster procurement process as using a framework will ensure all pre-checks are completed in advance.  This option is not recommended as there will be limited opportunity for local SMEs to register their interest as many will not be registered with frameworks.   Not many SMEs can access frameworks and LBWF will be limited on who they can approach to invite for tender. Most frameworks also charge a fee or increase their schedule of rates to include a fee so the Council may not receive value for money. 6 out of 10 Issue invitation to tender via Restricted procurement process. The advantage using the restricted ITT process will be to gain strong interest from a healthy cleaning services market. By using the SSQ and ITT process will then enable to Council to get good interest from the market and take through at least 6 bidders to ITT stage. This is the recommended option as this will enable the Council to complete a compliant tender process with good interest from all cleaning companies especially SMEs.   Utilising the SSQ and ITT route uses more time and resources.     10 out of 10