Purpose

The current contract for cleaning services at the Maylands and Kylna Business Centres expires on 31 December 2026. The centres provide office accommodation for 22 local start-up businesses and require ongoing cleaning of communal areas to ensure a clean, safe and well-maintained environment. A procurement exercise has therefore been undertaken to secure a new contract from 1 January 2027 and ensure continuity of service provision.
An Open (above threshold) Tender process was carried out between 10 March and 8 April. The tender opportunity was advertised on the Supply Hertfordshire E Tendering Portal, Central Digital Platform/Find a Tender Service. The Procurement process was delivered in two stages. A Procurement Specific Questionnaire (PSQ) was issued in stage one, with the purpose being to limit the number of bidders to a maximum of 5-8 bidders that would proceed to Stage Two.
A total of twenty-two PSQ’s submissions were returned by prospective bidders. All PSQ’s were evaluated and scored. A financial assessment was also conducted for each bidder.
Of the twenty-two PSQ’s received, seventeen were disregarded/rejected for either failure to meet the minimum score required to pass the financial assessment or failure to complete all required information.
Following the evaluation and moderation meeting, five out of the twenty-two bidders were invited to complete Stage 2. This was carried out between 28 July 2026 and 8 September 2026. One bidder declined the opportunity to proceed based on the number of hours
OFFICER DECISION RECORD SHEET
required not fitting in with their criteria. The remaining four bids were evaluated to determine the highest score. Clarifications were made with bidders prior to the final moderation meeting with procurement.
The Commercial Board approved the award of the contract on 15 October 2026.
The highest scoring bid, based on both quality and price was submitted by Kevin Fuller T/A Maple Cleaning Services.
The contract value is £127,083 (excluding vat) for the initial three-year fixed, with the option to extend for a further two years. The extension period allows an inflationary increase in line with CPI for years four and five.

Decision

Approval to award the Maylands and Kylna Business Centres Cleaning contract to Kevin Fuller T/A Maple Cleaning Services for a period of 3 years from 1 January 2027 to 31 December 2029, with an option to extend for additional two years.

Alternative options considered

Option 1 -
Option 2 -
Option 3 -