Merton Council's Cabinet has approved a new procurement approach for its corporate and schools cleaning contracts, aiming to streamline services and potentially achieve economies of scale.
The corporate cleaning contract, set to expire on March 31, 2027, and the schools cleaning contract, expiring on July 31, 2027, will be re-tendered through a single procurement process using the ESPO Total Cleaning Solutions Framework. This approach will involve a mini-competition, allowing suppliers to bid for one or both lots of the contract. While aligning the contracts offers potential benefits, the council acknowledges the differences in requirements between corporate and school sites, hence the decision to procure through two separate lots within the single process. This mitigates the risk of differing needs impacting service delivery.
The corporate contract is scheduled to begin in April 2027, while the schools' contract will have a lag start in August 2027. This staggered start is intended to allow the successful supplier sufficient time for mobilisation.
Cabinet has delegated authority to the Executive Director of Housing and Sustainable Development, in consultation with relevant executive directors and lead members, to award the subsequent contract(s) and to agree any contract extensions or variations permitted by the Council's Contract Standing Orders.
The procurement process will evaluate bids based on 35% quality, 5% social value, and 60% price. To ensure quality is maintained, cleaning standards will be clearly defined in the specifications for both lots, adhering to best practices from the British Institute of Cleaning Science (BICSc). Bids will be evaluated against a minimum quality threshold, ensuring that price is not the sole determining factor.
The council anticipates that aligning the contracts will lead to efficiencies in managing the procurement process and potentially achieve economies of scale. The ESPO framework agreement provides access to over 40 pre-assessed suppliers, reducing the risk of legal challenges and speeding up mobilisation.
Social value will be a key consideration in the tender exercise, with the Social Value Portal to be used to assist the contract manager in monitoring deliverables from the highest-scoring bidder. This aligns with the council's commitment to achieving positive social impact through its procurement activities.
Schools will continue to have the option to buy into the contract annually, with service level agreements in place to manage payment obligations and performance. The council acknowledges that schools have high expectations and can withdraw from arrangements if they do not receive a good quality, responsive service. The current school contract has been positively received and managed by the same supplier for 17 years, and the proposed specification and contract management aim to ensure this consistency continues.
The TUPE process will be managed by the supplier(s) to ensure a smooth transfer of staff.