Provision of cleaning services for north-east and south zones

Report: 19
Date: 17 January 2002
By: Commissioner

Summary

This report outlines the requirements for the provision of cleaning services for the north-east and south zones.

A. Recommendations

1. Members are asked to note the contents of this report.
2. Members are asked to approve the request for tender action for a replacement contract in the linked exempt report.

B. Supporting information

1. The Metropolitan Police Authority (MPA) has a continuing requirement for cleaning services for the north-east and south zones.

2. The provision of an effective cleaning service has undergone considerable discussion and scrutiny in recent months. Two contracts, for the central and north-west zones have been renewed. However, because of emerging concerns about the quality of service provided by some contractors, the MPS has delayed the re-tendering process for the north-east and south zones has been delayed.

3. There is always a tension between the economies of scale and competitiveness of large contracts, and the more expensive but potentially more responsive locally based arrangements. In the past the MPS has used large contracts, on the grounds of price and also because it reduced the difficulties for contractors in employing cleaners in some Boroughs where recruitment is difficult.

4. However, after considerable consultation, particularly with the end users of the service, we are proposing to proceed on the basis of smaller three Borough groupings, and three contracts for buildings across the zones rather than linked to any specific borough, for north-east, south-east and south-west zones (total of eight contracts, in addition to the three already in existence). This should still encourage economies of scale savings, permit a pool of cleaners to be employed to cover a broad area and also give much greater focus on individual Borough needs. In order to reinforce local focus, we have asked Borough Commanders to recommend local cleaning companies that are known to them.

5. The contracts will structured so as to give Borough Commands a much greater role in managing the service, including making decisions on the quality targets, and claiming back service credits where appropriate.

6. In the event that Borough Commands find that their contractor is not delivering a service that meets their specification, the contract will enable them to employ another contractor from the framework to undertake the work. This variation process will be documented within the contract so that Borough Commands and all the contractors are aware of the procedures.

The three Borough groupings will be as follows:

North-east 

South-east

South-west 

A map is attached at Appendix 1

Procurement strategy

7. As this replacement contract has an estimated value over the EC threshold of £154,477 for the provision of services, an advertisement will be placed in the Official Journal requesting expressions of interest. The intention is that we invite expressions of interest in January 2002, receive tenders in May and have all new contracts in place by December 2002. The expressions of interest will be sifted and tenders issued to qualified companies. Tenders will be opened under formal purchasing rules and will have separate commercial and technical evaluations. The recommendation for award of contract will be placed before the committee in due course.

C. Financial implications

Financial details of the contract are contained in the linked exempt report to be considered at this meeting.

D. Background papers

None.

E. Contact details

Report author: Trevor Lawrence, MPS Director of Property Services

For information contact:

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

Appendix 1

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