Cleaning Services Tender
Invitation to Tender: Appendices
OJEU reference: 2013/S 046-074538
Appendices
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APPENDIX B – Key Performance Indicators
▪
APPENDIX C – Service Response Time Agreements
▪
APPENDIX D – Invoice Format
▪
APPENDIX E – TUPE
▪
APPENDIX F – Consumables (historical ordering information)
Appendix B – Key Performance Indicators
Performance Measurement - Routine cleaning tasks
Date:
<<insert month, year>>
Response
Individual
Target
Achieved
Comments
Responsibility
1. The site monitoring / walk around inspections are completed as per the
schedule set out in the specification. Yes / No 85% Contractor
2. The areas monitored are within the agreed performance levels set out
in the specification for each building. Yes / No 85% Contractor
3. No justified notifications or adverse comments have been received
concerning the speed of response. Yes / No 85% Contractor
4. No justified notifications or adverse comments have been received
concerning the quality of the general cleaning. Yes / No 85% Contractor
5. No justified notifications or adverse comments have been received
concerning the cleanliness of the toilets. Yes / No 85% Contractor
6. All cleaning chemical are stored correctly and conform to COSHH
regulations. Yes / No 85% Contractor
Overall Routine cleaning tasks KPI target = 85%
Performance Measurement – Ad hoc work
Date:
<<insert month, year>>
Response
Individual
Target
Achieved
Comments
Responsibility
7. All ad hoc work is agreed and completed in specified timescales. Yes / No 85% Contractor 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 % = <<insert compliance percentage>>
Performance Measurement – Health & Safety
Date:
<<insert month, year>>
Response
Individual
Target
Achieved
Comments
Responsibility
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%
Performance Measurement – Contract Management
Date:
<<insert month, year>>
Response
Individual
Target
Achieved
Comments
Responsibility
14. Invoicing on time, in line with preferred template (Appendix D).
Yes / No 100%
Pass / Fail each time this
indicator is reported.
Contractor
15. Successful provision of the complete Key Performance Indicator
report, in line with agreed timescales. Yes / No 100% Contractor
Overall Contract Management KPI target = 100%
Overall Contract Management KPI compliance % = <<insert compliance percentage>>
Performance Management – Social Value
Although this will be evaluated on an annual basis, it will be monitored monthly. This will be a collective target.
Date:
<<insert month, year>>
Response
Individual
Target
Achieved
Comments
Responsibility
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
Performance Measurement – Environment
Date:
<<insert month, year>>
Response
Individual
Target
Achieved
Comments
Responsibility
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) Yes / No 100%
As and when
required Contractor
Overall Environment KPI target = 100%
Overall Environment KPI compliance % = <<insert compliance percentage>>
Summary of Performance Measurement
Date:
Target
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 = <<insert compliance percentage>>
Appendix C – Service Response 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
on-site working
Activities
(on site support)Outside Normal
Site Activities
(no on site support) EmergencyHigh 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)
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
Building
Number
Building
Name
Description
Order
Number
Total
Cost
Invoice for <<insert name>> Council088 Building name
Cleaning Contract Monthly Charge (December
2012) month 3 of 60 01900xxx £
087 Building name
Cleaning Contract Monthly Charge (December
2012) month 3 of 60 01900xxx £
133a Building name
Cleaning Contract Monthly Charge (December
2012) month 3 of 60 01900xxx £
Total Cleaning Contract Monthly Charge (month / year) month x of
60 £
Schedule of rates items / non-contracted items
Week
Building
Number
Building
Name
Description
Order
Number
No of
Units
Unit
Cost
Total
Cost
DD/MM/YY 102Building
name
Window cleaning from ground to fifth floor01900xxx £xxx
DD/MM/YY 088
Building
name
Snow clearing 01900xxx £xxxDD/MM/YY 102
Building
name
Carpet cleaning on
second floor 01900xxx £xxx
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 1998.
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 Bishops
Stortford
North Herts District Council
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
Incumbent Contractors’ Details
Council
Contractor
Key Contact
/ Account
Manager
Telephone
Number
Email Address
East Herts Council (Hertford) Andrew Maynard Cleaning Services Ltd
Ken Maynard 01438 814914 [email protected]
East Herts Council (Bishop’s Stortford)
Regent Cleaning
Group Ltd Lisa Eayres 02476-339890 [email protected]
North Herts District Council PSK Industrial Cleaning Services Steve Kempster 01438 880922 [email protected] Stevenage Borough Council
Birkin Services Nigel Dimmock 07976 937017
Appendix F – Consumables (historical ordering information)
North Herts District Council
Description
Pack / Case
Order Quantity per month
Refuse sacks
18x29x39 standard SAC 200 1
Toilet roll
JG 150m Mini Jumbo T/R 2.25in core 12 14
Bin liners
Square bin liners Economy XB 1,000 0.5
Hand towels
JG C-Fold blue 1 ply hand towels 2,880 15
Hand soap
Jangro pearlised pink hand soap 5 litres 1 4
Stevenage Borough Council
Description
Pack / Case
Order Quantity per month
Refuse sacks
18x29x39 standard SAC 200 5
Toilet roll
Jangro coreless 2-ply toilet rolls 36 10
Bin liners
500 HD swing bin liners 13x23x30 YPF 1,000 1.75
Hand towels
Jangro 300m 1-ply white centre-feed 6 22
Hand soap
