The Litmus Partnership: North Wales Fire and Rescue Service ~ Cleaning Tender

UK-Saint Asaph: Cleaning services.
Section I: Contracting Authority
      I.1) Name and addresses
             North Wales Fire and Rescue Service
             Ffordd Salesbury, Saint Asaph Business Park, Saint Asaph, LL17 0JJ, United Kingdom
             Tel. +44 1276673880, Email: tenders@litmuspartnership.co.uk
             Main Address: https://www.northwalesfire.gov.wales/
             NUTS Code: UKL13
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://litmustms.co.uk/respond/H5C7U3NW88
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
      I.4) Type of the contracting authority
            Body governed by public law
      I.5) Main activity
            Education

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: North Wales Fire and Rescue Service ~ Cleaning Tender       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      90910000 - Cleaning services.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: The successful Supplier will be required to provide cleaning services for locations within the North Wales Fire and Rescue Service located in Wales.       
      II.1.5) Estimated total value:
      Value excluding VAT: 2,000,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      Not Provided       
      II.2.3) Place of performance:
      UKL13 Conwy and Denbighshire
      
      II.2.4) Description of procurement: The successful Supplier will be required to provide cleaning services for locations within the North Wales Fire and Rescue Service located in Wales.
The value of the contract is approximately £400,000 per annum. The duration of the contract being offered is three years commencing on 1st June 2025 and concluding on 31st May 2028. There will be the option to extend the contract for a further term excluding the right to further extend for a further term of one plus one years. The contract will be fixed price in nature with the successful supplier also guaranteeing the number of input hours to the contract as well as the quality of cleaning provision.
North Wales Fire & Rescue Service was formed in 1996 through the amalgamation of the former Welsh Brigades. It covers an area of nearly 2,400 square miles and serves a population of just over 678,461 people including hundreds of thousands of visitors and tourists per year. The area of North Wales is made up of rural, coastal and urban areas. The Service operates from some 44 Fire Stations and 3 various office sites and employs some 1000 personnel including Wholetime Firefighters, Firefighters on the Retained Duty System, Fire Control staff, and non-uniformed support staff.
The Service covers the five unitary authority areas of Denbighshire, Conwy, Flintshire, Wrexham and Gwynedd (Anglesey) and the Service Headquarters are located in St Asaph.

Within the above sites, there are a mix of wholetime and part time stations. Each wholetime station and day crew station will require a 5-day clean, and each part time (retained station) will require a once a week clean. At Fire Service Headquarters, stores, workshops and CSO a 5-day clean will be required, Monday to Friday.
On occasion there may be a requirement for one-off cleans to cover instances such as open days, community events, etc. These will be quoted as additional to this contract as and when required to be agreed with the service contract manager.
During the term of the contract there may be a need to add or delete sites should new stations be built, added or closed. The successful supplier will be notified of any changes with three months’ notice of opening / closure.
Whilst the monthly charge will represent one-twelfth of the contract cost, a reconciliation will take place monthly to reconcile the actual hours worked within the contract. If the hours worked are less than those budgeted for a credit will be required. This credit will be calculated by dividing the annual contract cost (fixed cost) by the number of annual input hours to arrive at a contractual cost per hour, this will then be multiplied by the number of hours due to arrive at the fiscal credit.

We are seeking a suitably experienced supplier who has current experience of working within similar contracts, ideally with a strong operational base within the area, thus allowing for both adequate contract support and operational flexibility that is to be delivered to support the contract as and when needed during the contract term.

The client would like a review of the entire cleaning contract to see if efficiencies can be made both operationally and financially. The client is open to the introduction of new technologies to aid with making the contract more efficient. The successful contractor must have a clear understanding of the North Wales Fire and Rescue Service approach to social values.

A robust level of management support must be provided by the successful contractor to ensure that the detailed specification is delivered within the contract on a consistent basis within the contract period.

The successful Supplier will be expected to deliver a concise and detailed method of management reporting at the end of each month, thus updating the senior management team within the North Wales Fire and Rescue Service on the contract performance.

See SQ document for more information.
      II.2.5) Award criteria:
            Price is not the only award criterion and all criteria are stated only in the procurement documents            
      II.2.6) Estimated value:
      Value excluding VAT: 2,000,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Start: 01/06/2025 / End: 31/05/2030       
      This contract is subject to renewal: No       
      Description of renewals: Not provided
      II.2.9) Information about the limits on the number of candidates to be invited:
             Envisaged minimum number: 5
            / Maximum number: 10       
      Objective criteria for choosing the limited number of candidates: A minimum of 5 suppliers and a maximum of 10 suppliers will be taken forward to the tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the tender stage.
      II.2.10) Information about variants:
      Variants will be accepted: Yes
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: No
      II.2.13) Information about European Union funds:
      The procurement is related to a project and/or programme financed by European Union funds: No       
      Identification of the project: Not provided             
      II.2.14) Additional information: Not provided       


Section III: Legal, Economic, Financial And Technical Information
   III.1) Conditions for participation
      III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
      List and brief description of conditions:          
      Not Provided       
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions          
      Not Provided          
      III.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: No

Section IV: Procedure
   IV.1) Description RESTRICTED
      IV.1.1) Type of procedure: Restricted   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO        
         The procurement involves the setting up of a dynamic purchasing system - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: Yes       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 13/12/2024 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 20/01/2025       
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender: Not Provided      
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used Yes       
   Electronic invoicing will be accepted Yes       
   Electronic payment will be used Yes       
   VI.3) Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.It will be the supplier's responsibility to obtain any necessary documents in order to submit a response by the closing date and time.

The contracting authority reserves the right not to award any or part of the contract which is the subject of this contract notice and reserves the right to terminate the procurement process at any time.

The contracting authority will not be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.

The contracting authority will consider variant bids, evaluating them (so far as the variant or the evaluation of the variant is in the opinion of the contracting authority practicable) on the same basis as a conforming bid, but shall not be obliged to accept any such bid in preference to a conforming bid even if the variant bid scores more highly. No variant will be considered unless the bidder simultaneously submits a conforming bid.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://litmustms.co.uk/tenders/UK-UK-Saint-Asaph:-Cleaning-services./H5C7U3NW88

To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/H5C7U3NW88
   VI.4) Procedures for review
   VI.4.1) Review body:
             North Wales Fire and Rescue Service
       Ffordd Salesbury, Saint Asaph Business Park, Saint Asaph, LL17 0JJ, United Kingdom
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 05/11/2024

Annex A