CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

As in 1.1

2 Contract Details

2.1

Title

Provision of office cleaning services

2.2

Description of the goods or services required

We are looking to appoint a new supplier who will undertake the general cleaning of the office. This will comprise of cleaning the general office area (including desks and kitchens) as well as cleaning all internal windows and personal IT equipment.

The relevant area for cleaning is a ground floor open-plan office, which covers a total floor area of 9,270 ft2.

The service provider shall provide a comprehensive cleaning service throughout the office, delivered in a safe and efficient manner. The service provider will take responsibility for;

Daily/Weekly

• cleaning of the whole office area including, but not limited to cleaning floors, dusting and wiping of surfaces in the general office, meeting rooms, conference rooms

• cleaning of kitchens (including cleaning appliances and emptying both rubbish and recycling bins)

• cleaning of all ‘frequently touched’ items light switches, door handles and fingerplates

• tea towel service - whereby tea towels are supplied, washed and replenished as part of the cleaning duties

Monthly

• cleaning of all IT-related equipment (including keyboards, mice and monitors) and office photocopiers

Quarterly

• cleaning of all internal glazing, including the inside of all windows and partitions

The service provider will be responsible for supplying all cleaning products, consumables (such as black bags) and equipment necessary to carry out the job. The service provider will not be responsible for cleaning communal areas and toilets within the building.

Cleaning should take place out of hours, i.e. before 8am or after 5:30pm, and the service provider shall be responsible for monitoring the provision of the service on a daily basis to ensure that cleaning standards are being adhered to.

PSOW has an incumbent provider in place providing office cleaning services, the current agreement is due to expire in August 2026. The incumbent provider has one member of staff engaged in providing services to PSOW, who may be subject to a TUPE transfer should a new provider be awarded the new contract. TUPE information has been provided as part of this tender notice.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=168102.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

3 Conditions for Participation

3.1

Minimum standards and qualification required

Technical and professional ability

Your application should include reference to the following selection criteria;

Past experience of office cleaning work including referees

Details of your quality assurance systems and monitoring processes

Expected weekly hours and detailed cleaning schedule

Price - all pricing should be submitted in GBP. VAT rates must be quoted if applicable as PSOW is not registered for VAT and therefore cannot reclaim VAT charged

Details of your staff pay, training, sickness/absence and overtime rates etc

Description of your commitment to fair working practices – including whether staff will be paid the statutory National Living Wage, whether you are an accredited Living Wage employer

Details of any other equality and environmental policies

Health & Safety policies

Insurance arrangements

PSOW may request clarification if there are questions concerning the proposal.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Under the Public Services Ombudsman (Wales) Act 2019, PSOW is subject to Welsh Language Standards. In line with the Standards, PSOW welcomes tenders submitted in Welsh and will facilitate the use of Welsh by tenderers and communicate with them in Welsh according to their preference. A tender submitted in Welsh will be treated no less favourably than a tender submitted in English.

If there are any ways we can make this information more accessible for you please let us know and we will do our best to accommodate your needs.

Tender Confidentiality

The service provider will not issue any public statements or otherwise disclose any information concerning this tender document, the process and its participation in the process without the prior written approval of PSOW.

Legal Disclaimer

This tender document is an invitation to propose and does not in any manner create an offer or other obligation on the part of PSOW to enter into any contract. All expenses and costs incurred by the applicant in completing, submitting and delivering the bids, together with any costs incurred during the post tender stage, will be to the applicants account. PSOW are not bound to accept the lowest or any bid.

Use of Information

This tender document and any other information furnished hereunder shall be used solely for the purpose of responding to this invite. Reproduction of any part of this document is authorised only to the extent necessary for the preparation of your response. The applicant shall ensure that all such copies, including any anonymised data in respect of any employees assigned to the contract for the provision of the services, are destroyed when no longer required in connection with this application. The above shall supersede any confidentiality agreements between PSOW and the applicant.

(WA Ref:168102)

5.2

Additional Documentation

5.3

Publication date of this notice