presentation from the workshop

Report
Cleaning, Catering and
Ancillary Services
11 February 2015
Gerry Anderson [email protected]
Carolyne McArdle [email protected]
Michelle Frew [email protected]
Policy Drivers
• NI Asset Management Strategy
• http://www.sibni.org/asset_management_strategy.pdf
• NI Collaborative Procurement Strategy
• http://www.dfpni.gov.uk/index/procurement-2/cpd/cpd-policyand-legislation/content_-_cpd_-_policy__procurement_guidance_notes/content_cpd_policy_pgn_05_14
_collaborative_procurement.htm
Collaboration - Vision
• Centralise supply of a range of common supplies
and services
• to maximise opportunities for aggregation with
others
• to achieve best value for money
• in support of delivery of better government
services.
Property Management Vision
• Delivering efficiency and strategic
influence within the Northern Ireland
Central Government Office Estate.
• Effectively support the property related
activities of each Department.
Forum Objectives
Engage with Industry to:
• Make progress in delivery of FM Services
• Inform the Business Case and Procurement
Strategy
• Introduce tendering opportunities
• Capture good practice
Market Engagement
• PIN advertised in OJEU on 28 November 2014
• Information Forum 11 February 2015
• Early sight of draft service proposals end February
2015
• Site visits to view estate during April 2015
Current Picture
2 cleaning contracts for NICS - October 2011 - September 2015
servicing:
• 400+ buildings CTC and Baseline Security vetting
NI Water cleaning contract for 43 buildings ends 31 March 2016
Total annual contract values circa. £5m
Further contract for Catering, Cleaning and Ancillary services
April 2012 - March 2016 annual value circa £1m
2 other public sector clients with specialised cleaning
approx annual value circa £5m
A range of other contracts
Current Picture (2)
4 contracts for grounds maintenance for Stormont
Estate, CAFRE, NIEA and DSD.
Scope of services includes:
•Grass Cutting
•Litter Picking & Disposal
•Hedging
•Pesticide Spraying
•Shrubberies/Rose Beds
•Bulb Planting and Maintenance
Approximate annual value circa £650K
Summary of scope of services
General / common
cleaning services
Office accommodation including
depot, forest parks and public
toilets
Specialised cleaning
services
Catering services
Laboratory Cleaning services
including forensic cleaning
Catering and hospitality services
Grounds maintenance
Grass cutting, Litter picking &
Disposal, Hedging, pesticide
spraying, shrubberies / Rose Beds,
Bulb Planting and maintenance.
Ancillary services
Ad hoc cleans, porterage duties,
reception, light maintenance
duties and concierge
Early Thoughts on Way Forward
• Procurement Procedure (Open procedure)
• Use of Cabinet Office Quality Standards
http://www.civilservice.gov.uk/wpcontent/uploads/2012/08/Facilities-Management-Service-Standards3.4-March.pdf
• Minimum standards for participation in tender
• Output Based Specification
• Potential for Bundled services
• Consideration of Contract Lots
• Pricing
• Sustainable development
• Site visits
Open Procurement
1. Minimum Levels of Professional & Technical
Ability (Experience/Standards)
2. Award based on Best Value for Money
Assessment
Minimum Standards
Previous relevant experience (Pass/Fail)
• demonstrate relevant experience in the last three years.
Quality Standards (Pass/Fail)
•
•
BS EN ISO9001: 2008
Quality Management procedures relating to sub-contractors
Quality Standards
Specification will use Cabinet Office Quality Standards
Four standards of cleaning :•Low Usage Areas – Standard I
•Office Accommodation and Other Comparable Areas –
Standard II
•High Usage Areas – Standard III
•Hygiene Areas - Standard IV
•Two further standards
• Special Forensic
• External
Link to Performance
Output Based Specification
• To protect the quality of services delivered to Clients
• To allow bidders to determine resources required (Not an
hourly rate contract)
• Give bidders more discretion to improve vfm
• Facilitate use of bidders expertise in delivering the service
The Authority needs to provide:
• Clear Quality Standards for Contractor; and
• Ability to link quality standards to payment
Potential Bundled Services
The Authority requires:
Cleaning Services to circa. 400 buildings;
Catering Services to staff in circa. 15 buildings
on a cost recovery basis
General Grounds Maintenance services
Ancillary Services
Consideration of Contract Lots
• Lots – Geographic or Departmental or Other?
• CTC and Baseline
• Specialist Services
• Multi Service Lots e.g. Buildings with multiple
service needs
Pricing
• Bids on a fixed price basis for initial contract period for
providing the services.
•Washroom consumables currently are ordered and
paid for separately.
Sustainable Development
Programme for Government (PfG) commitment
“include Social Clauses in all public procurement
contracts for supplies, services and construction”.
The contract will need to address economic, environmental
and social clauses.
This may include:•Provision of opportunities using DEL approved schemes
•Essential skills training
•Recruitment of long term unemployed
Site Visits
The Authority will facilitate site visits during the tender
Options:
•Structured site visits with all bidders shown a sample of
departmental buildings i.e. headquarters, medium and small
buildings
Or
•Bidders given a window of time to carry out site visits and may
choose which building they wish to view
Or
• A blend?
Questions
1.
2.
3.
4.
Is there capacity in the market to deliver cleaning,
catering, grounds maintenance and ancillary services?
Should the services be described and measured using
an output based specification?
How should the contract be structured to reflect
locations, nature and range of services?
What’s the best way of ordering and paying for
consumables to protect value for money?
Questions
5.
What’s the most effective way of facilitating site visits?
6.
How can the Authority’s Sustainable Development
agenda be progressed?
7.
Are there other issues we should consider in buying
these services?
Consultation Responses
• Further feedback on issues should be sent to:
P19012OfficeCleaning&[email protected]
before 3pm 28 February 2015
• Slides will be available from CPD website from Tuesday
17 February 2015
• Please complete feedback sheet
Contact Points
www.dfpni.gov.uk/cpd
P19012OfficeCleaning&[email protected]
Carolyne McArdle [email protected]
Michelle Frew [email protected]
Cathy McLaverty [email protected]
1.
2.
3.
4.
5.
6.
7.
Is there capacity in the market to deliver cleaning, catering,
grounds maintenance and ancillary services?
How can the Authority’s Sustainable Development agenda be
progressed?
Should the services be described and measured using an
output based specification?
How should the contract be structured to reflect locations,
nature and range of services?
What’s the best way of ordering and paying for consumables
to protect value for money?
What’s the most effective way of facilitating site visits?
Are there other issues we should consider in buying these
services?

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