Description of the contract
The Ombudsman has three specific roles. The first is to consider complaints about public service providers in Wales; the second is to consider complaints that members of local authorities have broken the Code of Conduct; the third is to set complaints handling standards for public service providers. The Ombudsman is independent of all government bodies and the service provided is free of charge. Around 75 staff work with the Ombudsman and are mostly based at offices in Pencoed, near Bridgend.
We are looking to appoint a new supplier who will undertake the general cleaning of the office. This will comprise of cleaning the general office area (including desks, kitchens and showers) as well as cleaning all internal windows and personal IT equipment.
The relevant area for cleaning is comprised of a ground floor open-plan office, and part of the first and second floors which are used as meeting and conference rooms. The three floors cover a total floor area of 16,460 ft2.
The service provider shall provide a comprehensive cleaning service throughout the office, delivered in a safe and efficient manner. The service provider will take responsibility for;
Daily/Weekly
• cleaning of the whole office area including, but not limited to cleaning floors, dusting and wiping of surfaces in the general office, meeting rooms, conference rooms
• cleaning of kitchens (including cleaning appliances and emptying both rubbish and recycling bins)
• cleaning of all ‘frequently touched’ items light switches, door handles and fingerplates
• cleaning of the shower facilities within the office
Quarterly
• cleaning of all internal glazing, including the inside of all windows and partitions
The service provider will be responsible for supplying all cleaning products and equipment necessary to carry out the job. The service provider will not be responsible for cleaning communal areas and toilets within the building.
Cleaning should take place out of hours, i.e. before 8am or after 5:30pm, and the service provider shall be responsible for monitoring the provision of the service on a daily basis to ensure that cleaning standards are being adhered to.
All cleaning activity should be completed in adherence to the UK Government’s COVID-19: Cleaning in Non-Healthcare Settings Outside the Home guidance wherever practical and possible, particularly the advice regarding increased cleaning surfaces that are touched frequently.
PSOW has an incumbent provider in place providing office cleaning services, the current agreement is due to expire in February 2021. The incumbent provider has one member of staff engaged in providing services to PSOW, who may be subject to a TUPE transfer should a new provider be awarded the new contract. TUPE information has been provided as part of this tender notice.
The contract will be awarded for 3 years from 1st March 2022, with the option to extend the contract by a further 18 months.
A probationary period of 6 months from the date the contract starts will apply.
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