Subject:

Corporate Cleaning Contract

Date of Meeting:

8th October 2020

Report of:

Executive Director Economy, Environment & Culture

Contact Officer:

Name:

David Bond

Tel:

01273 291470

 

Email:

david.bond@brighton-hove.gov.uk

Ward(s) affected:

All

 

FOR GENERAL RELEASE

 

 

1.      PURPOSE OF REPORT AND POLICY CONTEXT

 

1.1      The Council has a contract in place for Corporate Building Cleaning Services with NVIRO Ltd. The contract was for an initial term of 4 years, with the option to extend for up to 24 months. The extension period has been utilised and the contract is due to expire on 31st October 2020.

 

1.2    The purpose of the contract is to provide a high standard of cleaning and sanitisation to various types and size of Council corporate buildings whilst providing a flexible service, responsive to site and user specific requirements. 102 buildings are currently serviced by this contract.

   

1.3      The contract is managed and monitored corporately by Property & Design.

 

2.      RECOMMENDATIONS:      

 

          That the Policy & Resources Committee:

           

2.1  Approve the extension of the current contract for Corporate Building Cleaning Services for Corporate landlord buildings for a period of 18 months from 1st November 2020 until 30th April 2022.

 

2.2    Note that a further report will be brought to a future Policy and Resources Committee  outlining the options for the longer term provision of Corporate Building Cleaning Services beyond the 18 month extension, including a business case for bringing the service in house, as well as details on the potential procurement options.

 

3.         CONTEXT/ BACKGROUND INFORMATION

 

3.1      NVIRO have been the incumbent since October 2009 when they were originally awarded a contract; this contract expired on 31st October 2014.

 

3.2      As a result of a procurement in 2014,  NVIRO submitted the most economically advantageous tender and were awarded a new contract for the Corporate Building Cleaning services commencing on 1st October 2014 for an initial period of four years with the option to extend for a further period of 24 months.

 

3.3      The contract was extended for a period of 24 months until 31st October 2020. The maximum extension period has been utilised and therefore the service are in the process of seeking an 18 month extension.

 

3.4      The extension of the current contract is required to maintain a high standard of cleaning in accordance with Governments advice around cleaning in non-healthcare settings.

 

3.5      The proposed extension will commence 1st November 2020 and will be in place until 30th April 2022 enabling the service to assess the options and seek approval for the future provision of this service

 

3.6      The contract delivers cleaning and sanitisation to various types of corporate buildings throughout the Councils portfolio along with the option of Schools buying into this contract. Types of building included in this contract with specific specifications include:

 

·         Offices

·         Children’s Centres

·         Day Centres

·         Hostels

·         Industrial Buildings

·         Libraries

·         Schools

·         Community Centres

·         Sheltered Housing

 

3.7      The contract offers several support services to Schools, with NVIRO offering     caretaker support, locking and unlocking and provision of temporary cleaners to Schools that clean in house.

 

3.8      The contract is monitored corporately by Property & Design. Quality and value for money is assured by monthly cleaning monitoring carried out by Property & Design along with monthly review meetings and quarterly KPI meetings.

 

3.9      The contract offers a mobile service trained to deal with bodily fluids, deep cleans, COVID-19 deep cleans, jet washing, cleaning of heavily soiled external areas and window cleaning.

 

3.10   The government has released specific guidelines around cleaning in non-healthcare settings to mitigate the risk of contamination and spread of the COVID-19 virus. The need for routine cleaning remains but there is an increased emphasis on the cleaning and sanitisation of hard surfaces and contact points with specific chemicals. These additional cleaning and sanitisation requirements have been included within revised site-based specifications. There is also a need for the contractor to carry out additional training, provide additional cleaning equipment and apply specific chemicals to hard surface and contact point cleaning. The Council are committed to ensuring cleaning and sanitation is carried out in accordance with governments guidelines and health and safety advice.

 

 

3.11     The contract is specification-based with each specification centred

around operational needs and a need for increased sanitisation following on from the government’s guidelines on cleaning during the COVID-19 pandemic. Specifications are subject to change throughout the extension period to keep in line with Government guidelines. Each type of building listed above is serviced by a specific cleaning specification.

 

3.12    The estimated value of this extension to the corporate cleaning contract is approx. £3.98 million. The total spend will fluctuate due to works carried out outside of the core contract commitment, e.g. mobile cleaning, caretaker cover, short term cleaning requests and COVID-19 deep cleans along with possible changes to contracted cleaning specifications to specific sites.

 

3.13    Additionally costs may also fluctuate throughout the extension period as and when Government guidelines around hygiene and cleaning change.

 

3.14    NVIRO have performed well throughout the current contract and have consistently met KPI’s and returned high scoring cleaning monitors.

 

3.15    This 18 month extension will offer a period of stabilisation and a reassurance to staff and building users during worrying times. The extension is critical to maintain clean, hygienic, safe buildings

 

3.16    During the pandemic the incumbent contractor has worked closely with BHCC in dealing with the changing needs forced upon the contact. They have shown a willingness to work dynamically at extremely short notice to deal with Covid-19 deep cleans upon request and sudden changes to routine cleaning.

 

3.17    The routine cleaning standards of NVIRO have remained high during the

         pandemic and this has been a significant factor in reducing the spread of the virus within the council’s corporate Landlord buildings and Schools. To break this relationship now and enter a period of uncertainty would be a risk to staff and all building users.

 

3.18    A report was presented to the Procurement Advisory Board on 21st September  asking the board to review and advise on the proposals to extend the current contract. The PAB report referred to a 12 month extension and a future 4 year contract with the possibility of extending for 2 years. However the Board recommended that this extension be increased to 18 months to give the service sufficient time to draw up detailed proposals in relation to in-sourcing and explore further procurement options. PAB have advised that a further report is then presented to members at a future meeting of the Policy & Resources Committee. 

 

4.         ANALYSIS & CONSIDERATION OF ANY ALTERNATIVE OPTIONS

 

4.1      A business case for bringing this service in-house is currently being prepared and will be presented to members at a future meeting.

 

4.2      With the added COVID-19 requirements on top of the routine cleaning in Civic buildings and Schools, NVIRO have the capability and knowledge to manage specialist tasks such as decontamination cleaning, kitchen deep cleans, mobile cleaning, bodily spills and Covid-19 deep cleans for the period of the proposed contract extension .

 

4.3    Failure to extend this contract may put the Council at risk. There may be an increased COVID-19 risk to staff and all building users as it may not be able to keep buildings clean and hygienic for staff to work within and visit to the government guidelines and there could be an increased risk of the COVID-19 virus in Council buildings

 

5.         COMMUNITY ENGAGEMENT & CONSULTATION

 

5.1    The report for the procurement of the Corporate Cleaning Contract was presented to the Procurement Advisory Board on the 21st September 2020 asking the board to review and advise on the procurement options for the provision of Corporate Cleaning Services

 

6.            CONCLUSION

 

6.1         The service is seeking delegated committee approval to approve an extension to the current corporate contract for a period of 18 months

 

6.2         The service will draw up detailed proposals in relation to in-sourcing and explore   further procurement options. The Procurement Advisory Board have suggested that a further report is then presented to members at a future meeting of the Policy & Resources Committee. 

 

7.      FINANCIAL & OTHER IMPLICATIONS:

 

Financial Implications:

 

7.1      The revenue costs associated with the provision of Corporate Cleaning contract will be funded from approved budgets within the Property & Design and from budgets from services that buy into this contract. The contract includes the provision of cleaning services to other services such as Schools and Housing, the costs of which will be funded from their approved service budgets. Any variation between costs and approved budgets will be reported as part of the budget monitoring and budget setting process.

 

7.2      The value of the contract extension for 18 months is approx. £3.98 million.

 

7.3      Given the Covid-19 pandemic and the imminent EU Exit, the proposal to offer a short term extension of the contract will allow the Council to maintain the current service during a period of significant economic flux and has no direct financial implications for existing revenue budgets.

 

          Finance Officer Consulted:       Jill Fisher                                       Date: 24/09/20

 

Legal Implications:

 

7.6         In accordance with Part 4 of the council’s Constitution, Policy & Resources Committee is the appropriate decision-making body in respect of the recommendations set out in paragraph 2 above.  The extension to the contract is a modification which is permitted under Regulation 72(1)(e) as it is not substantial within the meaning set out in the Regulations.

 

7.7         The Council is required to comply with the Public Contracts Regulations 2015 in relation to the procurement and award of contracts above the relevant financial thresholds for services, supplies and works. The Council’s Contract Standing Orders (CSOs) will also apply.       

           

          Lawyer Consulted:                     Name Barbara Hurwood             Date: 24/09/20

 

          Equalities Implications:

 

An Equalities Impact assessment will be carried out as part of the procurement process following this extension period.

 

          Sustainability Implications

 

7.8      The current contractor will be encouraged to consider potential opportunities for the use of low emission or electric vehicles for mobile cleaners and area supervisors. Equipment should allow minimal waster waste and defunct machinery should be recycled where possible. Throughout the extension period the contractor will be required to reduce as much as possible the use of chlorine-based products due to the harmful toxic reactions that are generated when mixed with other cleaning products due to the harmful toxic reactions that are generated when mixed with other cleaning products. The cleaning regime should include alternatives such as steam cleaning for removing heavy soil, eco-flower descaler when required for removing scale, as well as broad spectrum antimicrobial products where deep sanitisation is required. The use of microfibre technology and investment in the most effective energy and water saving mechanical cleaning methods such as the i-Mop

 

7.9      The products used within this contracted extension period should be, where possible hypoallergenic and less likely to cause any reactions. They are safer for aquatic life; use less hazardous materials, are kinder to the environment whilst still performing to the highest level.

 

7.10   All vehicles used throughout the extension period should meet Euro 6 standards. The contractor should promote a policy of sharing vehicles when attending meetings actively reviewing operational areas to ensure most efficient use of vehicles. The contractor should undertake route planning to enable fuel efficiencies on cleaning contracts operated primarily by vehicle-based cleaners. The contractor should be working towards replacing vehicles to reduce emissions through the period of the contract. 

 

7.11   Considration to the below should be given to reduce fuel consumption throughout the extension period should include:

 

·           The circulation of weekly movement sheets to encourage car sharing to key meetings.

·           Annual review of vehicle CO2 ratings

·           A fuel trend analysis in place to identify and monitor the economy performance of drivers.

·           Eco driving courses arranged for all drivers to enhance their driving efficiency and economy.

·           Consider the use of alternative fuels on the basis of practicality, availability of vehicles and availability of alternative fuel.

·           An increase in the use of electric vehicles to use within this contract

 

7.12   Consideration should be given to reduce the use of water by the use of innovative equipment such as I-Mop and Fi-Map micro scrubber driers and clean water mopping systems. Greywater systems should be used where ever possible.

 

7.13   Throughout the extension period the contractor should purchase machinery from suppliers that can demonstrate a positive attitude to environmental issues and are on an Approved Supplier list. Training should be implemented to ensure the most economic use of equipment. When equipment no longer works it should back to the manufacturer who will, where possible reuse parts for other machinery and then recycle it.

 

7.14   BHCC re committed to reducing the use of all single use plastics. All plastics and compactor sacks used on this contract should be made of recycled materials to keep packaging to a minimum. The use of plastic should reduce over the period of this contract.

 

7.15   Uniforms and cloths should be washed at low temperatures and by the most economical sustainable way possible.

 

7.16   Chemicals and liquids used within this extension period should be super concentrated where possible and should be decanted into smaller reusable trigger sprays reducing the amount of waste packaging created and amount of deliveries required.

 

7.17   The contractor shall review their environmental policy throughout the extension period as part of the approval process before being appointed as approved suppliers.

 

7.18      Approved suppliers and sub-contractors are to be made aware of BHCC position relating to environmental issues and sustainability

 

·           Prevention and/or mitigation of all forms of pollution

·           Recycling of waste materials

·           Minimisation of chemical use

·           Waste Management

·           Specification of environmentally positive products or materials

·           Materials sourced from sustainable and/or renewable resources

 

Brexit Implications:

 

7.19   Due to the diverse workforce within this industry, there is a risk that the Corporate Cleaning Contract may come under some pressure as the pool of available staff reduces. However the current contractor has managed this situation well over the period of the previous contract with staffing retention being a measurable within the required contracted KPI’s  The contractor may need to consider increasing the provision of mobile cleaners to cover any staff loss at specific sites.

 

          Risk and Opportunity Management Implications:

 

7.20   Failure to ensure the continuity by way of an 18 month extension of the current contracted cleaning provision or failure to contract with a new provider who can ensure the required Covid standards are maintained, will expose the Council to financial cost and management resource time to cover the essential services provided within the corporate cleaning contract 

 

          Public Health Implications:

 

7.21   The corporate cleaning contract will help promote wellbeing by maintaining a high level of hygiene and cleanliness for all people entering a building serviced by this contract. The emphasis on sanitisation of hard surfaces and contact points will provide protection and security against COVID-19 and help to minimise the risk of the COVID-19 virus spreading.

 

          Corporate / Citywide Implications:

 

7.22   The proposals support the Councils corporate priorities of keeping the public and staff safe and secure in Council Buildings

 

 

SUPPORTING DOCUMENTATION

 

Appendices:

 

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Background Documents

1.