Meeting: Cabinet	Date: 13 June 2023

Wards affected: N/A

Report Title: Corporate Cleaning Contract

When does the decision need to be implemented? The procurement needs to start as soon as possible.

Cabinet Member Contact Details: Councillor Alan Tyerman Cabinet Member for Finance and Corporate Services, alan.tyerman@torbay.gov.uk

Director/Divisional Director Contact Details: Malcolm Coe, Director of Finance, Malcolm.coe@torbay.gov.uk / Matthew Fairclough-Kay, Director of Corporate Services, matthew.fairclough-kay@torbay.gov.uk

1.	Purpose of Report

The Council has a corporate cleaning contract which has been in place since 2020 with the initial term ending on 31 March 2023; the decision was made to extend this contract for up to 12 months, with a proposal to retender the service within this extension time. The current procurement timetable enables a new contract to go live on 7th January 2024.

2.	Reason for Proposal and its benefits

2.1	The proposals in this report will ensure that our corporate buildings remain suitably hygienic for Torbay Council’s staff and residents.

3.	Recommendation(s) / Proposed Decision

1.	That tenders be sought for the corporate cleaning contract and that the final award of the contract to the successful bidder be delegated to the Director of Corporate Services.

Appendices

Appendix 1 (Exempt) Financial Opportunities and Implications and Legal Implications

Background Documents

Supporting Information

1.	Introduction

1.1	The current contract covers the cleaning of Tor Hill House, The Town Hall, Electric House, Paignton Library, Link Building, Torquay Library, Churston Library, Brixham Library and Torre Abbey. We have also recently brought in The Nest nursery to the corporate contract, and communal areas of our 7 Temporary Accommodation HMO units.

2.	Options under consideration

2.1	If the Council is to ensure that its corporate buildings remain suitably hygienic for Torbay Council’s staff and residents the only option is to go out to the market to secure a new cleaning supplier from March 2024 at the very latest.

3.	Financial Opportunities and Implications

Please refer to Exempt Appendix 1.

4.	Legal Implications

4.1	Please refer to Exempt Appendix 1.

5.	Engagement and Consultation

5.1	The Council’s Senior Officers have been engaged including the Director of Corporate Services, who will be the new Senior Responsible Officer for corporate cleaning.

6.	Purchasing or Hiring of Goods and/or Services

6.1	Social Value will be a mandatory part of the procurement process; bidders will need to commit to their chosen Social Value indicators, and explain how these will be achieved; how they will deliver against these indicators, what the benefits will be, and how success will be measured. Bidders Social Value responses will be evaluated and scored.

6.2	The commitments will be monitored through the Social Value Portal, in which the Contract Managers will have access to.

7.	Tackling Climate Change

7.1	The tender will ask bidders how they propose to tackle climate change, whether this be from using non-harmful cleaning substances, reusable plastic, travel, vehicles. This part of the tender will be evaluated and scored. The winning bidder(s) commitments will then be monitored through the contract as part of the contract management function.

8.	Associated Risks

8.1	If the proposal is not implemented, we will not have a cleaning service in place for our Corporate, Temporary Accommodation and Library buildings.

8.2	There are always risks when going out to the market, however the Expressions of Interest exercise has evidenced a clear appetite from the local market, and given us reassurances that value for money can be achieved.

9.	Equality Impacts - Identify the potential positive and negative impacts on specific groups

Positive Impact	Negative Impact & Mitigating Actions	Neutral Impact
Older or younger people	Clean and hygienic working, living and visiting areas.
People with caring Responsibilities	Clean and hygienic working, living and visiting areas.
People with a disability	Clean and hygienic working, living and visiting areas.
Women or men	Clean and hygienic working, living and visiting areas.
People who are black or from a minority ethnic background (BME) (Please note Gypsies / Roma are within this community)	Clean and hygienic working, living and visiting areas.
Religion or belief (including lack of belief)	There is no differential impact
People who are lesbian, gay or bisexual	Clean and hygienic working, living and visiting areas.
People who are transgendered	Clean and hygienic working, living and visiting areas.
People who are in a marriage or civil partnership	There is no differential impact
Women who are pregnant / on maternity leave	Clean and hygienic working, living and visiting areas.
Socio-economic impacts (Including impact on child poverty issues and deprivation)	Clean and hygienic working, living and visiting areas.
Public Health impacts (How will your proposal impact on the general health of the population of Torbay)	Clean and hygienic working, living and visiting areas.

10.	Cumulative Council Impact

10.1	None.

11.	Cumulative Community Impacts

11.1	None