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Published 21 Oct 2021, 16:34 BST

Official UK procurement notice

01839 Provision of Cleaning Services for the Scottish Prison Service (SPS)

Official notice

Authority: Scottish Prison Service

5 lotsServicesOpen procedureSME suitable
Sectors: Cleaning & Environmental Services (90) Delivery: Scotland (UKM)
Awarded value£4,140,0005 contracts · exc. VAT
Submissions closed 2 May 2022awarded 18 Aug 2022
Awarded to Maxim Facilities Management Ltd, Regent Office Care Limited T/A Samsic UK5 awards

What is being bought5 lots · detail below

Published requirement description

The Scottish Prison Services (SPS) requires cleaning services to be undertaken across a number of SPS sites.

The project may be split into lots with a cluster of SPS sites under each lot (geographically).

Lot 1 - HMP Barlinnie & HMP Loss

Lot 2 - HMP & YOI Cornton Vale, HMP Glenochil, HMP & YOI Polmont and SPS College

Lot 3 - HMP Shotts and SPS Fauldhouse - Central Stores - National Training Centre

Lot 4 - HMP Edinburgh and SPS Headquarters (One Lochside Avenue)

Lot 5 - HMP & YOI Grampian

It is the intention that any Contract(s) awarded as a result of this tender process will be for the provision of fully managed, flexible and reliable services that meet the requirements of the SPS. Full details of the SPS's requirements can be found in Schedule B - Specification (via PCS-T).

CPV: Accommodation cleaning services · Accommodation, building and window cleaning services · Building-cleaning services · Cleaning services

Lots and requirements (5)Procurement structure

5 lots · no lot values published · same evaluation weights on every lot
Shared scope across all lots

Applies to lots 1, 2, 3, 4, 5.

The SPS has commenced this procurement process with the intention of awarding a 42 months Contract with the option to extend for a further 36 months.

Following publication of the Contract Notice, an Invitation to Tender (ITT) including the Single Procurement Document (SPD) will be published and will be made available to bidders via the Public Contracts Scotland Tender(PCS-T) Portal.

Tender responses will then be evaluated by the SPS in accordance with the ITT.

This will be a single stage process. Additional information: A contract has now been awarded.

Lot #101839A Provision of Cleaning Services for the Scottish Prison Service (SPS)AwardedRenewal
Delivery: Scotland · HMP Barlinnie - 81 Lee Avenue, Glasgow, G33 2QX HMP Low Moss - Crosshill Road, Bishopbriggs, G64 2QB
Extensions: There is an option to extend for a further 36 months.Variant bids: not allowed
90910000 Cleaning services90911100 Accommodation cleaning services90911200 Building-cleaning services
Lot #201839B Provision of Cleaning Services for the Scottish Prison Service (SPS)AwardedRenewal
Delivery: Scotland · HMP & YOI Cornton Vale - Stirling FK9 5NY HMP Glenochil - Clackmannanshire FK10 3AD HMP & YOI Polmont - Falkirk FK2 0AB SPS College - Falkirk FK2 0DE
Extensions: There is an option to extend for a further 36 months.Variant bids: not allowed
90910000 Cleaning services90911100 Accommodation cleaning services90911200 Building-cleaning services
Lot #301839C Provision of Cleaning Services for the Scottish Prison Service (SPS)AwardedRenewal
Delivery: Scotland · HMP Shotts - Canthill Road, Shotts, ML7 4LF SPS Fauldhouse - Central Stores - Station Road, Fauldhouse, West Lothian, EH47 9DJ
Extensions: There is an option to extend for a further 36 months.Variant bids: not allowed
90910000 Cleaning services90911000 Accommodation, building and window cleaning services90911200 Building-cleaning services
Lot #401839D Provision of Cleaning Services for the Scottish Prison Service (SPS)AwardedRenewal
Delivery: Scotland · HMP Edinburgh - 33 Stenhouse Road, Edinburgh, EH11 3LN SPS Headquarters - One Lochside Avenue, Edinburgh, EH12 9DJ
Extensions: There is an option to extend for a further 36 months.Variant bids: not allowed
90910000 Cleaning services90911100 Accommodation cleaning services90911200 Building-cleaning services
Lot #501839E Provision of Cleaning Services for the Scottish Prison Service (SPS)AwardedRenewal
Delivery: Scotland · HMP & YOI Grampian - South Road, Peterhead, AB42 2YY
Extensions: There is an option to extend for a further 36 months.Variant bids: not allowed
90910000 Cleaning services90911100 Accommodation cleaning services90911200 Building-cleaning services

What it takes to win
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How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 5 lots
Quality: 60%Price: 40%
Published award criteria (2)
  • Quality: 60
  • Price: 40
Conditions of participation1
  • Suitability

    Bidders must pass the minimum standards sections of the SPD (Scotland). These will be evaluated on a pass/fail basis.

    Bidders shall be able to evidence a minimum of Public Liability insurance of GBP5m

    Employers Liability insurance of GBP5m

What this means for your bid
  • Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record · publisher note attached
Procedure method
Open procedure
Legal basis
CELEX · 32014L0024 Public Contracts Regulations 2015 (Directive 2014/24/EU)
Procurement category
Services
Notice status
Awarded
Procurement threshold
Unspecified in notice
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
No (one-off requirement)
First published
21 Oct 2021, 16:34 BST
Last source update
10 Nov 2022, 15:01 GMT
Award evaluation window
3 May 2022 – …
Authority reference
01839
FTS notice number
2022/S 000-031865
Classification (CPV)
Accommodation cleaning servicesAccommodation, building and window cleaning servicesBuilding-cleaning servicesCleaning services
Delivery area
Scotland (UKM)
Official registry OCID
ocds-h6vhtk-02eeb3 Find a Tender
Contract terms
Performance terms

The supplier will be expected to provide assurances regarding Fair Work Practices (Living Wage) in respect of those engaged to provide the services.

Publisher note: A contract has now been awarded. (SC Ref:713062)

How it was run

Official notice
Run through: Public Contracts Scotland · Who buys & how to bid on PCS
Supplier login requiredLanguage: EN
Access & registration note: Free single registration for Scotland; PCS-Tender (Jaggaer) for full bidding

Tender documents are also served through a separate tool: https://www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public/pts/web/login.html ↗

Submission deadline
2 May 2022, 14:00 BST
Submission channel
{"electronicSubmission"}
Accepted languages
en
Bids opened
3 May 2022, 10:00 BST
Detailed submission instructions & authority contactsFrom official release

www.publictendersscotland.publiccontractsscotland.gov.uk/esop/pts-host/public… ↗

Timeline

14 Dec 2021 → 10 Nov 2022 · 4 dates
  1. Next notice expected
    14 Dec 2021
  2. Submission deadline
    2 May 2022, 14:00 BST
  3. Bids opened
    3 May 2022, 10:00 BST
  4. Notice published
    10 Nov 2022, 15:01 GMT

Notice history

4 events · 4 releases on Find a Tender · since 24 Mar 2022
  1. Status changed to active
    24 Mar 2022, 10:17 GMT
  2. Procurement method changed
    24 Mar 2022, 10:17 GMT
  3. Deadline published: 2 May 2022, 14:00 BST
    24 Mar 2022, 10:17 GMT
  4. Status changed to complete
    10 Nov 2022, 11:00 GMT
Routine re-releases (4)
  • 2021-10: 1 release · 21 Oct 2021

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 5
Awarded value £4,140,0005 contracts exc. VAT
Bids received 311 from SMEs
Contracts signed 5latest 18 Aug 2022
Awarded toValueDateStatus
Lot 1 · 01839A Provision of Cleaning Services for the Scottish Prison Service (SPS)1 award
Maxim Facilities Management Ltd£1,300,000 †—Awarded
Lot 2 · 01839B Provision of Cleaning Services for the Scottish Prison Service (SPS)1 award
Maxim Facilities Management Ltd£1,200,000 †—Awarded
Lot 3 · 01839C Provision of Cleaning Services for the Scottish Prison Service (SPS)1 award
Maxim Facilities Management Ltd£500,000 †—Awarded
Lot 4 · 01839D Provision of Cleaning Services for the Scottish Prison Service (SPS)1 award
Maxim Facilities Management Ltd£740,000 †—Awarded
Lot 5 · 01839E Provision of Cleaning Services for the Scottish Prison Service (SPS)1 award
Regent Office Care Limited T/A Samsic UK£400,000 †—Awarded

Contracts

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · 01839A Provision of Cleaning Services for the Scottish Prison Service (SPS)6bids · 6 electronic · 6 from abroad0——
2 · 01839B Provision of Cleaning Services for the Scottish Prison Service (SPS)7bids · 7 electronic · 7 from abroad1——
3 · 01839C Provision of Cleaning Services for the Scottish Prison Service (SPS)6bids · 6 electronic · 6 from abroad0——
4 · 01839D Provision of Cleaning Services for the Scottish Prison Service (SPS)6bids · 6 electronic · 6 from abroad0——
5 · 01839E Provision of Cleaning Services for the Scottish Prison Service (SPS)6bids · 6 electronic · 6 from abroad0——

Contracting authority & participating public bodies

Scottish Prison Service

Contracting authorityNational or federal agency/officePublic order and safety Calton House, 5 Redheughs Rigg, Edinburgh, Scotland, EH12 9HWContact name, email, phone Published organisation website ↗

Dispute resolution & review bodies

  • Scottish CourtsReview body Edinburgh

Bidders & participating suppliers

2 commercial parties on the notice

Official documents & specifications (2)

Official links; attachments are not copied

Tender pack and attachments

  • Economic and financial selection criteriatenderEconomic and financial selection criteria
  • Technical selection criteriatenderTechnical selection criteria