Issue - meetings

Key decision

1.     That it be agreed that the current cleaning contract to YBC Cleaning Services should not be extended for a further 1 year period.

2.     That the procurement of a cleaning service using an open tender procedure be authorised in accordance with the council’s Contract Procedure rules and the Public Contract Regulations 2015 (PCR 2015).

3.     That to ensure best value for residents, tenders are to be evaluated based on a criteria of 60% cost and 40% quality and 10% of the quality criteria, will be allocated to environmental and social value matters.

4.     That the Strategic Director be authorised to award the contract to the preferred bidder. This being the applicant with the most economically advantageous tender for a term of 3 years with an option to renew for up to a further 2 years based on performance of service provision.

5.     That the Strategic Director be authorised to enter into all necessary agreements with the preferred contractor to provide a building cleaning service within the common and communal areas of the councils housing stock.

6.     That delegated authority be granted to the Service Lead: Legal to execute and enter into all necessary contractual agreements

The Service Lead - Housing Operations & Community Safety introduced the report which set out proposals for the procurement of the cleaning contract.

The Service Lead and the Procurement Manager responded to questions and comments raised by members and TACT representatives on the following:

:

• The rationale behind the 60% cost and 40% quality split;
• The rationale for proposing a contract length of three years;
• Whether the proposed split  would adequately balance the request from tenants not to pay any more against the requirement to improve the quality of service provided;
• The contract monitoring that would be undertaken and the measures available to the council if the service failed to meet the required standard;
• Whether it would be appropriate to include a break clause in the contract;
• Whether the contract could specify the use of phosphate and bleach free cleaning products.

The Cabinet Committee: Housing considered that the answers given to the questions above resolved concerns and agreed to the following for the reasons set out above and outlined in the report.

RESOLVED:

1.            That it be agreed that the current cleaning contract to YBC Cleaning Services should not be extended for a further 1 year period.

2.            That the procurement of a cleaning service using an open tender procedure be authorised in accordance with the council’s Contract Procedure rules and the Public Contract Regulations 2015 (PCR 2015).

3.            That to ensure best value for residents, tenders are to be evaluated based on a criteria of 60% cost and 40% quality and 10% of the quality criteria, will be allocated to environmental and social value matters.

4.            That the Strategic Director be authorised to award the contract to the preferred bidder. This being the applicant with the most economically advantageous tender for a term of 3 years with an option to renew for up to a further 2 years based on performance of service provision.

5.            That the Strategic Director be authorised to enter into all necessary agreements with the preferred contractor to provide a building cleaning service within the common and communal areas of the councils housing stock.

6.            That delegated authority be granted to the Service Lead: Legal to execute and enter into all necessary contractual agreements.