Cleaning Services Tender

Transcription

1 Cleaning Services Tender Invitation to Tender: Appendices OJEU reference: 2013/S Appendices APPENDIX B Key Performance Indicators APPENDIX C Service Time Agreements APPENDIX D Invoice Format APPENDIX E TUPE APPENDIX F Consumables (historical ordering information) APPENDIX G NEC3 Term Service Contract June 2005 (with amendments June 2006)

2 Appendix B Key Performance Indicators Performance Measurement - Routine cleaning tasks 1. The site monitoring / walk around inspections are completed as per the schedule set out in the specification. 2. The areas monitored are within the agreed performance levels set out in the specification for each building. 3. No justified notifications or adverse comments have been received concerning the speed of response. 4. No justified notifications or adverse comments have been received concerning the quality of the general cleaning. 5. No justified notifications or adverse comments have been received concerning the cleanliness of the toilets. 6. All cleaning chemical are stored correctly and conform to COSHH regulations. Overall Routine cleaning tasks KPI target = 85% Overall Routine cleaning tasks KPI compliance % = - 2 -

3 Performance Measurement Ad hoc work 7. All ad hoc work is agreed and completed in specified timescales. 8. No justified notifications or adverse comments have been received concerning: a) poor staff liaison b) staff feedback c) staff programming d) staff presentation. Yes / No Yes / No Yes / No Yes / No 85% Contractor Overall Ad hoc work KPI target = 85% Overall Ad hoc work KPI compliance % = Performance Measurement Health & Safety 9. Did all sub-contractors comply with the Control of Contractors Policy / Procedures prior to visiting the site? Yes / No 100% Contractor 10. Any accidents or near misses reported? Yes / No 100% Contractor 11. If any accidents occurred, were the correct procedures carried out in terms of reporting the accident and any remedial actions? Yes / No 100% Contractor 12. No complaints received relating health & safety issues. Yes / No 100% Contractor 13. The training records have been updated. Yes / No 100% Contractor Overall Health and Safety KPI target = 100% Overall Health and Safety KPI compliance % = - 3 -

4 Performance Measurement Contract Management 14. Invoicing on time, in line with preferred template (Appendix D). 15. Successful provision of the complete Key Performance Indicator report, in line with agreed timescales. Overall Contract Management KPI target = 100% Overall Contract Management KPI compliance % = Performance Management Social Value Yes / No 100% Pass / Fail each time this indicator is reported. Contractor Yes / No 100% Contractor Although this will be evaluated on an annual basis, it will be monitored monthly. This will be a collective target. 16. Number of hours of work experience placements / training opportunities planned / carried out this year for the collective contracts Yes / No X hours This target will be dictated by the tender response for each Contractor. Contractor 17. Percentage of supply chain advertising opportunities / adverts associated with the collective contracts promoted in Hertfordshire. Yes / No X% This target will be dictated by the tender response for each Contractor. Contractor Overall Social Value KPI target = 100% (over the life of the contract) Overall Social Value KPI compliance % = - 4 -

5 Performance Measurement Environment 18. Carbon footprint as a result of this contract (this should include fuel used in order to deliver the services required as part of this contract) Overall Environment KPI target = 100% Overall Environment KPI compliance % = Summary of Performance Measurement Yes / No 100% As and when required Contractor Date: Achieved Compliance % 19. Routine cleaning tasks 85% 20. Ad-hoc work 85% 21. Health and Safety 100% 22. Contract management 100% 23. Social Value X% 24. Environment 100% Total Performance Compliance = COMMENTS - 5 -

6 Appendix C Service Times Agreement Should emergency or non-routine work be required, the Contractor should respond as follows. There are differences between the response times expected when cleaning staff are already on-site (as scheduled) and outside the contracted working hours, as set out in the table below. Contact Priority Level Action Required During Normal onsite working Activities (on site support) Outside Normal Site Activities (no on site support) Emergency High Priority Issues of a serious nature relating to Health and Safety risks, or issues likely to seriously disrupt the clients core business. Requests from the client(s). Rapid response required Within 15 minutes Less than 4 hours Medium Priority Requests relating to specific issues affecting a particular individual that is of serious nature. Prompt response required Within 30 minutes Less than 12 hours Low Priority Requests relating to issues of a general nature which do not affect a specific individual. Routine response required Within 8 hours Less than 24 hours Non-Routine Work Ad Hoc Work (including ad hoc labour) Routine response required Work to commence As agreed (Task Order) - 6 -

7 Appendix D Invoice Format Monthly consolidated invoices should be provided with breakdowns by site, identifying contract monthly charges and ad-hoc non-contract items separately. The preferred layout for these invoices is set out below. Contracted items Number Name Description Order Number Total Cost Invoice for <<insert >> Council 088 Cleaning Contract Monthly Charge (December 2012) month 3 of xxx 087 Cleaning Contract Monthly Charge (December 2012) month 3 of xxx 133a Cleaning Contract Monthly Charge (December 2012) month 3 of xxx Total Cleaning Contract Monthly Charge (month / year) month x of 60 Schedule of rates items / non-contracted items Week Number Name Description Order Number No of Units Unit Cost Total Cost DD/MM/YY 102 DD/MM/YY 088 DD/MM/YY 102 Window cleaning from ground to fifth floor 01900xxx xxx Snow clearing 01900xxx xxx Carpet cleaning on second floor 01900xxx xxx Total Ad hoc work (month / year) month x of 60 xxx - 7 -

8 Appendix E Transfer of Undertaking (Protection of Employment) / TUPE Information There are currently 3 staff ( 1.28 fte) employed to carry out cleaning work for Stevenage Borough Council. It is anticipated that all 3 will TUPE transfer to the new contractor. Due diligence information will be supplied to the potential new employer upon request, subject to the requirements of the Data Protection Act East Herts Council Number of staff Currently Employed or Contracted? Total Number of hours per week Type of work carried out Work Location 5 Contracted 40 Cleaning, supervision Hertford 1 Contracted 15 Cleaning Buntingford 1 Contracted 10 Cleaning North Herts District Council Bishops Stortford Number of staff Currently Employed or Contracted? Total Number of hours per week Type of work carried out Work Location 7 Contracted 85 Cleaning, supervision Hitchin and Letchworth Stevenage Borough Council Number of staff Currently Employed or Contracted? Total Number of hours per week Type of work carried out Work Location 4 Employed 47.5 Cleaning Stevenage 11 Contracted 119 Cleaning, supervision Stevenage - 8 -

9 Incumbent Contractors Details Council Contractor Key Contact / Account Manager Telephone Number Address East Herts Council (Hertford) East Herts Council (Bishop s Stortford) North Herts District Council Stevenage Borough Council Andrew Maynard Cleaning Services Ltd Regent Cleaning Group Ltd PSK Industrial Cleaning Services Birkin Services Ken Maynard amcsclean@aol.com Lisa Eayres enquiries@regentcleaning.com Steve Kempster Nigel Dimmock karen.kempster@btinternet.com nigel.dimmock@birkinservices.co.uk - 9 -

10 Appendix F Consumables (historical ordering information) North Herts District Council Description Pack / Case Order Quantity per month Refuse sacks 18x29x39 standard SAC Toilet roll JG 150m Mini Jumbo T/R 2.25in core Bin liners Square bin liners Economy XB Hand towels JG C-Fold blue 1 ply hand towels Hand soap Jangro pearlised pink hand soap 5 litres , , Stevenage Borough Council Description Pack / Case Order Quantity per month Refuse sacks 18x29x39 standard SAC Toilet roll Jangro coreless 2-ply toilet rolls Bin liners 500 HD swing bin liners 13x23x30 YPF Hand towels Jangro 300m 1-ply white centre-feed Hand soap Jangro pearlised pink hand soap 5 litres ,