Security services

Tender description

UK Shared Business Services (UK SBS), on behalf of the British Antarctic Survey Cambridge (BAS), wishes to establish a contract for the provision of manned guarding and cleaning services. UK SBS is managing this procurement process in accordance with the Public Contracts Regulations 2015 (as may be amended from time to time) (the “Regulations”). This is a services contract. The award of this contract will be based on 2 lots: Lot 1: Manned Guarding; Lot 2: Cleaning. The lotting of this procurement will facilitate the greater aggregation of public sector demand and enable public sector to leverage greater efficiencies. It is intended that one provider will be appointed for each of the lots detailed above, however potential providers are invited to tender for one or more lots on an individual basis. Scope of the specification As well as securing the site, the guard will be expected to: — monitor the plant and equipment alarms systems and notify the relevant parties, — be the first point of contact for emergencies outside normal working hours and control the incident until a BAS member of staff arrives, — be able to pass telephone messages to relevant parties, — carry out other minor duties as requested e.g. flag raising, — control access to the site whilst covering reception to include logging in visitors using systems provided as specified below — operate any platform used to accurately record mobile patrols. Reception cover BAS requires the guard to operate the reception area during the hours stated in below. The service required shall include, but not be limited to: — admitting visitors and staff to site and issuing security passes as required using systems provided, — preventing unauthorised access to the site, — answering telephones and passing messages accurately to the relevant parties, — dealing with emergencies. Guarding The guard is to provide routine surveillance of the building, external areas and car parks during the hours stated in below. This includes but is not limited to: — operation and monitoring of CCTV equipment, — keeping records of untoward incidents involving breaches of security and potential criminal acts, — liaising with emergency services in the event of an incident, — restricting access to the building and grounds to authorised users and visitors, — reporting defects/hazards, — safe custody of keys, — routine site patrols using equipment provided by the contractor. For full scopes please refer to the documentation All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts). This procurement will be managed electronically via the Crown Commercial Service’s e-Sourcing Suite. To participate in this procurement, participants shall first be registered on the e-Sourcing Suite. If bidders have not yet registered on the e-Sourcing Suite, this can be done online at https://gpsesourcing.cabinetoffice.gov.uk/emptoris by following the link “Supplier e-Sourcing Registration”. Please note that, to register, bidders must have a valid DUNS number (as provided by Dun and Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so. Note: registration may take some time please ensure that you allow a sufficient amount of time to register. Full instructions for registration and use of the system can be found at https://www.gov.uk/government/publications/becomea-crown-commercial-service-supplier Once you have registered on the e-Sourcing Suite, are registered user can express an interest for a specific procurement. This is done by emailing ExpressionOfInterest@crowncommercial.gov.uk Your email must clearly state: the name and reference for the procurement you wish to register for; Your organisations full name as a registered supplier; the name and contact details for the registered individual sending the email. Crown Commercial Service (CCS) will process the email and then enable the bidder to access the procurement online via the e-Sourcing Suite. The registered user will receive a notification email to alert them once this has been done. As a user of the e-Sourcing Suite you will have access to Emptoris email messaging service which facilitates all messages sent to you and from you in relation to any specific RFX event. The Contracting Authority expressly reserves the right: (i) not to award any contract as a result of the procurement process commenced by publication of this notice; and (ii) to make whatever changes it may see fit to the content and structure of the procurement; and in no circumstances will the Contracting Authority be liable for any costs incurred by any supplier. Scope of the service BAS requires a contractor to provide comprehensive cleaning services throughout the Cambridge site, delivered in a safe and efficient manner to the required standards. The contractor will take responsibility for maintaining all internal cleanable areas including fixtures, fittings, furniture and finishes, to minimise degradation, enhance asset life cycle and ensure that the high standards and public image, expected by BAS, are maintained. The required service is to include: — general cleaning of offices and public space, — provision of a day cleaner for reactive cleaning, — ad-hoc cleaning of laboratories, workshops, etc., — ad-hoc deep hygiene clean of kitchen, — ad-hoc deep cleaning of ablutions, — emptying waste bins and litter picking, — provision of feminine hygiene and toilet fresheners, — provision of consumables, — provision of barrier matting, — setting up of meeting rooms, — aurora carpets cleaned in accordance with manufacturers instruction as attached, — cleaners are not required to be key holders. BAS prefers the majority of the services to be carried out in the morning, prior to the working day. In practice this means before 0800 and after 1600. However BAS requires a cleaner on site during these times to cover reactive incidents. The contractor is to provide all necessary equipment and consumables for cleaning unless otherwise stated. For the full specification of this service please refer to the request for proposal document and related appendices. All submissions will be assessed in accordance with the Public Contracts Regulations 2015, for procurement values that exceed Regulation 5 (Threshold amounts). This procurement will be managed electronically via the Crown Commercial Service’s e-Sourcing Suite. To participate in this procurement, participants shall first be registered on the e-Sourcing Suite. If bidders have not yet registered on the e-Sourcing Suite, this can bed one online at https://gpsesourcing.cabinetoffice.gov.uk/emptoris by following the link “Supplier e-Sourcing Registration”. Please note that, to register, bidders must have a valid DUNS number (as provided by Dunand Bradstreet) for the organisation which you are registering, who will be entering into a contract if invited to do so. Note: registration may take some time please ensure that you allow a sufficient amount of time to register. Full instructions for registration and use of the system can be found at https://www.gov.uk/government/publications/becomea-crown-commercial-service-supplier Once you have registered on the e-Sourcing Suite, a registered user can express an interest for a specific procurement. This is done by emailing ExpressionOfInterest@crowncommercial.gov.uk Your email must clearly state: the name and reference for the procurement you wish to register for; Your organisations full name as a registered supplier; the name and contact details for the registered individual sending the email. Crown Commercial Service (CCS) will process the email and then enable the Bidder to access the procurement online via the e-Sourcing Suite. The registered user will receive a notification email to alert them once this has been done. As a user of the e-Sourcing Suite you will have access to Emptoris email messaging service which facilitates all messages sent to you and from you in relation to any specific RFX event. The Contracting Authority expressly reserves the right: (i) not to award any contract as a result of the procurement process commenced by publication of this notice; and (ii) to make whatever changes it may see fit to the content and structure of the procurement; and in no circumstances will the Contracting Authority be liable for any costs incurred by any supplier.