Purpose

To seek Cabinet approval to modify the council’s existing call-off contracts for the provision of cleaning and caretaking services across participating schools and the council’s corporate estate under its framework agreement of the same name by extending their terms for a period of 6 months (from 1 August 2027) for the purpose of allowing sufficient time to procure a replacement contract for these services that reflects the council’s modified requirements arising from the forthcoming Local Government Reorganisation process

To also seek delegated authority to procure a replacement Cleaning and Caretaking Framework Agreement and call-off contracts under it that will commence following the expiry of the above proposed extension.

Decision

Cllr Colin Hay sought Cabinet approval to modify the council’s existing call-off contracts for the provision of cleaning and caretaking services across participating schools and the council’s corporate estate under its framework agreement of the same name by extending their terms for a period of 6 months (from 1 August 2027) for the purpose of allowing sufficient time to procure a replacement contract for these services that reflects the council’s modified requirements arising from the forthcoming Local Government Reorganisation process

He also sought delegated authority to procure a replacement Cleaning and Caretaking Framework Agreement and call-off contracts under it that will commence following the expiry of the above proposed extension.

Having considered all of the information, Cabinet noted the report and RESOLVED to:

1. Approve a six-month extension (commencing 1 August 2027) to the term of the Council’s call-off contract for all properties listed in Appendix 1 for the provision of cleaning and caretaking services at the Council’s 111 corporate properties under the Council’s framework for the provision of such services, together with the related call-off contracts currently in place for the 75 participating schools. The extension shall be implemented by means of a contract modification to each call-off contract. Participating schools will have the option to extend their contracts and, where they elect to do so, will be required to enter into new order forms for the six-month extension period.
2. Delegate authority to the Deputy Chief Executive and Executive Director of Corporate Resources (S151 Officer), in consultation with the Cabinet Member for Finance, Assets and Transformation, to:

a)     conduct a competitive procurement process in respect of a four-year multi-supplier Framework Agreement, commencing 1 February 2028, for the supply of cleaning and caretaking services for:

(i) the Council’s corporate estate currently comprising approximately 111 properties (noting that responsibility for that estate may transfer to successor authority/authorities because of the forthcoming Local Government Reorganisation (LGR) process;

(ii) participating schools within Gloucestershire (noting that approximately 75 schools have expressed an interest in joining the proposed new framework:

(iii) external public sector partners, listed in paragraph 5 of the Background section of this report;

The Framework Agreement will be divided into the following geographical Lots:

Lot 1 – Tewkesbury and North Cotswolds

Lot 2 – South Cotswolds

Lot 3 – Forest of Dean

Lot 4 – Gloucester

Lot 5 – Cheltenham

Lot 6 – Stroud

If, however, it becomes necessary to revise the above lots because of the LGR process, a separate decision through the appropriate governance decision making route shall be sought at the relevant time to authorise such revision.

b) appoint each preferred tenderer to the relevant Lot or Lots under the above Framework Agreement. The maximum number of Lots to which any single tenderer may be appointed is five;

c) award up to six call-off contracts (i.e., one call-off contract per Lot if all six Lots are awarded to different tenderers) under this Framework Agreement, to the suppliers appointed to supply cleaning and caretaking services at the council’s corporate estate properties, while noting that participating schools and external public sector partners will award and fund their own call-off contracts under the Framework Agreement if they choose to use it. Where any individual call-off contract award by the Council is anticipated to exceed £500,000 in value, a separate Cabinet or Cabinet Member key decision will be sought at the relevant time;

Each of the call-off contracts awarded by the council under the above Framework Agreement shall continue for a period of six years and six months and shall include break/ termination provisions exercisable by the council on each anniversary of the relevant call-off contract from the second anniversary onwards. The call-off contracts awarded by schools and external public sector partners shall also continue for the same period and include the same break/termination options exercisable by the relevant schools and external public sector partners;

d) Exercise any of the council’s break/termination provisions under the relevant authority’s call-off contracts awarded under the Framework Agreement if there is a material default, or detrimental change in the financial standing and/or credit rating.