North east boroughs cleaning contract

Report: 25
Date: 19 July 2001
By: Commissioner

Summary

This report outlines the result of the formal competitive tender exercise for a replacement cleaning contract for a total cleaning service to all MPS buildings in the north east zone and makes a recommendation for the award of a contract.

A. Recommendation

That the Committee considers the recommendation for the award of contract for the cleaning of MPS buildings in the north east zone for a period of three years, with a possible two year extension, as detailed in the linked exempt report.

B. Supporting information

Introduction

1. Metropolitan Police Committee (MPC) approval was sought for fresh tender action for replacement contracts for total cleaning services to all MPS buildings in April 2000. Approval was received in May 2000.

2. For the purposes of letting cleaning contracts, the MPS has been divided into north, south and central zones aligning with the 32 London Boroughs. Originally the intention had been to enter into three cleaning contracts. However it was thought that the north contract would be too large to be effective and thus it was decided to have four contracts for central; north west and Hendon Estate; north east; and south east/south west. This contract differs from the previous contract in that the following additional items have been included: pest control, fly spraying, dog kennels, laundering of cell blankets and special requirements call-off.

3. The contract covering the north east boroughs when let will be for three years with the provision to extend for a further two years. The total contract value over five years exceeds the Commissioner's delegated authority and therefore requires approval by the MPA. In view of the Facilities Management contract let by MPS to Carillion, tender action was undertaken in the main by Carillion, with input and quality assurance cover by both Property Services Department (PSD) and the Department of Procurement and Commercial Services (DPCS).

Formal tender process

4. DPCS placed the OJEC advertisement and received 30 expressions of interest. Carillion sifted the expressions using an agreed evaluation process and the final list of selected tenderers was agreed between Carillion, PSD and DPCS. Carillion prepared the ITT documentation with input from both PSD and DPCS. The tenders were dispatched to eight tenderers and offers from all eight tenderers were received by DPCS. The tenders were then passed to Carillion for separate commercial and technical evaluations. Seven companies were shortlisted for a presentation and interview, as one company withdrew their tender submission.

5. The recommendation is for award of contract to a company that achieved the highest technical score at a cost which whilst not the lowest received is fair and reasonable.

C. Financial implications

From a financial point of view, there was only an 8 per cent difference between tenders 2 to 7 (tender 1 was technically unacceptable).

D. Background papers

None.

E. Contact details

The author of this report is Louise Roberts, MPS Department of Procurement and Commercial Services.

For information contact:

MPA general: 020 7202 0202
Media enquiries: 020 7202 0217/18

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