Establishment of a Single-Party Framework Agreement for the Provision of Cleaning Services for Public Conveniences within Fingal County Council’s Administrative Area

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1. At a glance

2. Scope of Work

This procurement seeks to establish a single-party framework agreement for the provision of cleaning, servicing, and associated support for public conveniences across Fingal County Council's administrative area. The framework agreement will cover routine and periodic cleaning of conventional public toilet facilities and Eco Toilets, alongside opening, closing, inspection, restocking, and basic facility management.

The services required may vary based on location, usage, seasonality, and facility type. Specific activities include:

• Routine Cleaning: Performing cleaning multiple times per day as required.
• Eco Toilet Servicing: Cleaning and servicing Eco Toilets, adhering to their specific operational needs.
• Inspections: Conducting regular inspections and spot checks to ensure facilities are clean, hygienic, safe, and presentable during opening hours.
• Deep Cleaning: Undertaking deep cleaning of walls, floors, doors, sanitary ware, and internal fittings.
• Consumables Provision: Supplying all necessary cleaning equipment, materials, chemicals, and consumables, including restocking toilet rolls, soap, and hand-drying materials.
• Waste Management: Emptying, cleaning, and managing internal litter bins, feminine hygiene bins, nappy disposal bins, and other waste receptacles.
• Access Control: Opening and closing public conveniences at specified times.
• Emergency Callouts: Attending additional out-of-hours or emergency callouts.
• Defect Reporting: Identifying and reporting defects, damage, vandalism, health and safety concerns, or maintenance issues.
• Minor Maintenance: Arranging for the resolution of minor maintenance issues and promptly notifying the Contracting Authority of more substantial works.
• External Area Maintenance: Maintaining immediate external areas and surfaces in a clean, tidy, and presentable condition.
• Graffiti Removal: Removing graffiti from internal and external surfaces and arranging for surface treatment or repainting.
• Demand Response: Responding to increased cleaning requirements due to events, seasonal demand, or high visitor numbers.

The contractor must ensure all public conveniences are maintained to a consistently high standard of cleanliness and hygiene. Precise locations, cleaning frequencies, opening/closing times, service levels, and location-specific requirements will be detailed in tender documentation and individual service instructions. Fingal County Council reserves the right to add, remove, or amend locations during the framework term.

The initial contract duration is two years, with the potential for the framework agreement to extend for a total of four years, subject to performance, business needs, and budgetary constraints.

3. Background & buyer context

Fingal County Council is the local authority for the administrative county of Fingal, located north of Dublin City. The county covers approximately 448 sq. km. and has a population of 329,218, making it the third most populous local authority area in Ireland. Fingal possesses significant economic advantages, including Dublin Airport and access to Dublin Port.

Local authorities are the primary point of contact between citizens and government, responsible for delivering a wide range of local services including housing, planning, infrastructure, environmental protection, recreation, and community amenities. They also play a crucial role in supporting local economic development and enterprise.

Fingal County Council has signed the Climate Action Charter for Local Authorities, aligning with the Government's Climate Action Plan. This commitment necessitates incorporating climate change actions, requesting supplier information on carbon footprints and sustainability practices, and implementing green public procurement strategies. The Council is accredited with ISO 50001 Energy Management, indicating a focus on energy performance in procurement. This tender for cleaning services is part of the Council's ongoing efforts to ensure efficient and sustainable service delivery across its administrative area.

4. Eligibility & selection criteria

Bidders must meet the following minimum requirements to be eligible for consideration:

• Turnover requirement: Applicants must demonstrate an average annual turnover of €1,000,000 in the area of work.
• Insurance:
• Employer's Liability: €13 million
• Public Liability: €6.5 million
• Certifications: Not specified for this tender.
• Past experience: Applicants must demonstrate previous experience in the successful delivery of contracts involving cleaning and associated services of a comparable nature, scale, and complexity. Specifically, applicants should provide details of two relevant contracts/projects completed or substantially performed within the previous five years.
• Personnel: Applicants must demonstrate that they have suitably qualified and experienced management personnel available. This includes a Contract Manager or equivalent senior person with overall responsibility, possessing relevant qualifications, training, and professional experience in managing cleaning, facilities management, or similar public-facing services, multi-location contracts, and staff resources.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

The award of the framework agreement will be based on a Most Economically Advantageous Tender (MEAT) approach, with a quality-price split. The evaluation will be conducted in two stages: qualification and tender.

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