PCD 1324 Award Cleaning contract

 PCD 1324  Award Cleaning contract

This paper seeks the approval of contract award for the provision of a cleaning service for the Metropolitan Police Service (MPS) buildings.  The proposed contract term will be for an initial three-year term with two 2-year optional extensions. The initial term annual fixed price is £15,041,444 and the total up to seven year contract value (including estimated inflation) is £111,389,545. The cost will be funded from within the MPS existing budget.  

The Deputy Mayor for Policing and Crime is recommended to:   

1. Approve a cleaning contract award to Churchill Contract Services who submitted the most economically advantageous tender (MEAT), following a compliant procurement, for a base term of 3 years plus two optional 2-year extensions (total contract value £111,389,545).  

1. Introduction and background  

1. The current cleaning contract expires on 29 April 2023.  MOPAC approved the initiation of re-procurement in March 2022 - see PCD 1140.   

2. Issues for consideration 

1. The services included in the contract are  

• Planned routine cleaning  

• Reactive cleaning  

• Periodic planned cleaning   

• Provision of consumables  

• Provision of consumables via Call-Off by the Authority’s business groups 

2. The MPS assure that the service ensures that property occupied by MPS officers, staff and visitors is cleaned as required in a legally compliant order. This cleaning is paramount to supporting operational requirements.  

3. As the proposed contract award value is in excess of the estimated contract value in the decision PCD 1140 to initiate the procurement the approval for contract award requires MOPAC approval. 

3. Financial Comments  

1. The estimated annual contract value of the proposed award for the initial three-year term is £15,041,444. The total contract value over the potential seven years is £111,389,545.  

2. The MPS assure that the estimated costs can be met from within their existing budget. 

4. Legal Comments 

1. The MPS Legal Services assure that the route to market, tender process and the recommendations in this paper are compliant with Public Contract Regulations. 

2. Paragraph 4.14 of the MOPAC Scheme of Delegation and Consent provides that the Deputy Mayor for Policing and Crime (DMPC) has reserved the right to call in:-  

• Any MPS proposal to award a contract for £500,000 or above. 

5. Commercial Issues  

1. At the approval for the initiation of procurement the expected total seven year contract value was £98m.  Following a compliant procurement and based on tender responses the estimated contract value is £111,389,545. 

2. The proposed contract term will be for an initial three-year term at fixed prices with two 2-year optional extensions. 

3. The contract award include obligations for full compliance with Modern Slavery Act 2015, minimum payment of London Living Wage, alignment with MPS environmental strategy  and vehicle emissions in line with ULEZ requirements.  The bidders responses were evaluated including London Anchor Institution charter objectives including delivering local employment, inclusion and diversity values included within their workforce, apprenticeship schemes, innovations into reducing their carbon footprint whilst working towards carbon net-zero, and innovation and sustainability in their supply chain. 

6. GDPR and Data Privacy  

1. MOPAC will adhere to the Data Protection Act (DPA) 2018 and ensure that any organisations who are commissioned to do work with or on behalf of MOPAC are fully compliant with the policy and understand their GDPR responsibilities.   

2. The MPS assure that there is no use of personal information in regard to staff or public within this contract, so there are no GDPR issues. 

7. Equality Comments 

1. MOPAC is required to comply with the public sector equality duty set out in section 149(1) of the Equality Act 2010. This requires MOPAC to have due regard to the need to eliminate discrimination, advance equality of opportunity and foster good relations by reference to people with protected characteristics. The protected characteristics are: age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex and sexual orientation. 

2. The MPS assure there to be no negative equality or diversity implications arising from this process negating the requirement to present any mitigation. Any approved suppliers have been evaluated for acceptable equality and diversity statements, as well as their ability to meet the MPS requirements under the Equality Act 2010 as suppliers to MOPAC. 

8. Background/supporting papers 

• Appendix 1 MPS Report – Cleaning Services Contract Award