CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Provision of office cleaning services

2.2

Description of the goods or services required

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.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=116256.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

3 Conditions for Participation

3.1

Minimum standards and qualification required

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

N/a

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Confidentiality

The service provider will not issue any public statements or otherwise disclose any information concerning this tender document, the process and its participation in the process without the prior written approval of PSOW.

Legal Disclaimer

This tender document is an invitation to propose and does not in any manner create an offer or other obligation on the part of PSOW to enter into any contract. All expenses and costs incurred by the applicant in completing, submitting and delivering the bids, together with any costs incurred during the post tender stage, will be to the applicants account. PSOW are not bound to accept the lowest or any bid.

Use of Information

This tender document and any other information furnished hereunder shall be used solely for the purpose of responding to this invite. Reproduction of any part of this document is authorised only to the extent necessary for the preparation of your response. The applicant shall ensure that all such copies, including any anonymised data in respect of any employees assigned to the contract for the provision of the services, are destroyed when no longer required in connection with this application. The above shall supersede any confidentiality agreements between PSOW and the applicant.

Please submit any questions through the Q&A feature within the Sell2Wales website.

All completed applications must be submitted by email to recruitment@ombudsman.wales by 5pm on Tuesday 4th January 2022.

(WA Ref:116256)

5.2

Additional Documentation

5.3

Publication date of this notice