Issue - meetings

To consider and decide on the recommendations as set out in the attached report.

RESOLVED: That the new Cleaning and Hygiene contract to the preferred provider be awarded for a three-year term from 1 May 2021 with the option of two annual extensions be approved.

REASON FOR DECISION:

To allow the Council to award a contract would deliver the services required and provide best value.   

Denise Haylett, Head of Facilities and Community Hubs presented a report that sought agreement to award a new Cleaning and Hygiene Contract for a term of 3 years with the options of two annual extensions.

Discussion and responses to Members questions included the following:

-       The current contract expired on 1 May 2021.

-       The contract would undertake the cleaning and hygiene maintenance for 10 operational sites including a sports pavilion and public conveniences.

-       The current contract included a provision for an extension, however the decision had been taken to go out to tender so that potential savings could be made.

-       The decision to go out to tender would also allow the Council to review how it delivered its services in the light of the very challenging financial position that the Covid-19 pandemic had created.

-       It would be important that the successful contractor was flexible, could present ideas and working methods that would create efficiencies and ensure savings.

-       The tender document would allocate 50% of the marks to quality (which included social value) and 50% of the marks to price.  The term of the contract would be for a period of 3 years with the possibility of 2 annual extensions.

-       The tender was issued on 29 January 2021 with a deadline for invitations of 26 February 2021.

-       The Council received 96 expressions of interest of which the Council received 18 on time submissions.  Two submissions qualified for interview.

-       The Council would ensure that the successful contractor would be able to deliver the contract service.  In addition, mechanisms would be put in place to ensure the delivery of the service was controlled with payments only being released once the Council was satisfied the service had been delivered to the required standard.

-       The preferred provider had a growing number of Kent operations, particularly around the Tunbridge Wells area.  This included a number of Council buildings and the AXA building in Tunbridge Wells.  In addition they had over 40 years’ experience of delivering cleaning services across the UK.  Their previous experience and commitment to deliver an excellent service made them the perfect partner for Tunbridge Wells.

To note, the matter was decided in taking the exempt information set out in the Agenda as read.

RESOLVED: That the new Cleaning and Hygiene contract to the preferred provider be awarded for a three-year term from 1 May 2021 with the option of two annual extensions be approved.

REASON FOR DECISION:

To allow the Council to award a contract would deliver the services required and provide best value.   

To consider and provide a recommendation to Cabinet on the proposals set out in the attached report.

Denise Haylett, Head of Facilities and Community Hubs presented a report that sought agreement to award a new Cleaning and Hygiene Contract for a term of 3 years with the options of two annual extensions.

Discussion and questions from Members included the following:

-       The current contract expired on 1 May 2021.

-       The contract would undertake the cleaning and hygiene maintenance for 10 operational sites.

-       The current contract included a provision for an extension, however the decision had been taken to go out to tender so that potential savings could be made.

-       The decision to go out to tender would also allow the Council to review how it delivered its services in light of the very challenging financial position that the Covid-19 pandemic had created.

-       It would be important that the successful contractor was flexible, could present ideas and working methods that would create efficiencies and ensure savings.

-       The tender document would allocate 50% of the marks to quality (which included social value) and 50% of the marks to price.  The term of the contract would be for 3 years with the possibility of 2 annual extensions.

-       The tender was issued on 29 January 2021 with a deadline for invitations of 26 February 2021.

-       To date the Council had received 92 expressions of interest, of which 65 had viewed the documentation and 28 had shown an intent to respond.

-       An analysis of all tenders received would take place on 1 and 2 March 2021.

-       It was not normal practice to create partnerships with other authorities for this type of contract.  Making the contract package too large would exclude smaller companies and particularly smaller local companies from applying.

-       The Council would ensure that any contractor submitting a tender for this work was capable of delivering the contract service. In addition mechanisms would be put in place to ensure the delivery of the service was controlled with payments only being released once the Council was satisfied the service had been delivered to the required standard.

-       In addition the Council would ensure the contractor would have in place the relevant bonds and insurance. 

-       The Council’s cleaning services had previously been an in-house service.  It then decided that it could achieve better value by companies better placed to provide this service and duly out-sourced it. 

-       At the present time it was the Council’s view that the market was competitive and there were companies with the right skill set to better undertake this service on the Council’s behalf. 

-       The Government took on all existing EU legislation (until and unless individually repealed) and as such the Council was obliged to be fully compliant with OJEU (Official Journal of the European Union). 

RESOLVED – That the recommendations to Cabinet as set out in the report be supported.