Purpose

To approve the extension of the Cleaning
Service Contract

Content

RESOLVED
 
KEY DECISION
 
That the Executive:
 

a)   
Confirmed the preferred procurement route for a Building Cleaning
service contract via an Open Market Tender, noting that the
feasibility of inhouse provision will be considered to ensure value
for money and quality service is achieved from the chosen delivery
model.
 

b)   
Confirmed approval for a contract extension of six months to a
current provider for Building Cleaning Services to accommodate the
time required to conclude the procurement exercise.

 

c)   
Delegate authority to the Executive Member for
Highways, Travel and Assets, in consultation with the Assistant
Director of Assets & Environment, to enter
into the necessary contractual arrangements to secure best
value for delivering the Building Cleaning service.
 
 
Reasons for
Recommendations:
 

·           
The proposed procurement route seeks to
widen the tender process to additional bidders, with a more tightly
defined service scope helping to remove the affordability
challenges associated with the framework-based
proposals.

·           
The proposed procurement process will enable smaller
local cleaning employers the opportunity to tender for the work,
these firms are not currently part of the framework.

·           
The recommendation continues to aim to provide the
most cost-effective solution, which can be deployed to suit the
changes in service need and delivery throughout the contract
period.

·           
The proposed option aims to access a reliable
cleaning service, provision to monitor contractor performance,
providing quality services for North Northamptonshire
residents.

·           
The proposed contract documentation will allow
flexibility to add and remove the buildings covered by the contract
as the Council’s estate is reviewed and evolves over the
coming several years. 
 
Alternative Options Considered: A number
of alternative options were considered by both operational
managers and procurement colleagues in shaping the November 2022
report, including building an in-house team or undertaking the
bespoke procurement of a new Cleaning Services contract. The
preferred option was deemed to offer the best value for money to
the Council using information known at that time in terms of time
to deploy the new arrangements, access to established providers,
procurement costs, risk and overall
value for money. The revised approach continues to offer
the majority of these benefits, with the
additional benefit of providing access to the tender opportunity to
other suppliers (including North Northamptonshire based SMEs). The
main downside of the Open Market Tender option was the time to
procure. The unforeseen delay can be addressed through the proposed
extension to the existing contract.