Corporate Window Cleaning Contract Information

Ref: 2144

Dear Lauren,

I am writing in response to your request for information under the Freedom
of Information Act 2000.

Under the Freedom of Information Act 2000 we have 20 working days to
respond to your request. This will be the 26th August 2010.

Your request has been allocated the following reference FOI/2144. Please
remember to include this reference in any future correspondence on this
matter.

If we require further information from you in order to assist us in
responding to your request, or if we require a fee to be paid before we
can respond, we will contact you promptly.

Yours Sincerely

Donna Chinery
Freedom of Information
London Borough of Hillingdon
[1][email address]
Tel: 01895 250274

>>> Lauren Weller <[2][FOI #42920 email]> 29/07/10
12:36 >>>
Dear Hillingdon Borough Council,

Please provide information on your corporate group buildings window
cleaning contract, or contracts.

What is the (Annual) cost of window cleaning (exc VAT) for your
contract, or contracts?

When were the corporate window cleaning contracts awarded and to
whom?

When are the next review date(s)?

Where and what date/month/year will you be advertising your future
contracts for window cleaning?

What will be the type of buildings and how many of them (approx)
are in the window cleaning contract(s)?

If your main window cleaning contract is within your accommodation
and building services contract, please state and then confirm if
you would allow an SME supplier to tender separately for your
window cleaning lot?

Is there a telephone contact number and email of the procurement
office/officer that would deal with this in the future?

Thank you for your early response.

Yours faithfully,

L.Weller

show quoted sections

Dear Ms Weller

I am writing in response to your Freedom of Information Request below.

As I understand it you are requesting to know:

Q1 What is the (Annual) cost of window cleaning (exc VAT) for your
contract, or contracts?
Current Cost of contracted window cleaning is £16,564.00

Q2 When were the corporate window cleaning contracts awarded and to
whom?
The window cleaning is carried out by our FM Partners MITIE (MITE
Technical Facilities Management) it is embedded in the overall service
solution.

Q3 When are the next review date(s)?
This contract commenced in November 08 and our provider was Dalkia, in
November 2009 Dalkia was acquired by MITIE and since then they have
delivered our FM Solutions tons across the Borough of Hillingdon.

Q4 Where and what date/month/year will you be advertising your future
contracts for window cleaning?
The contract was awarded in November 08 - this is a seven year
contract. With an option for a further 3 years continuity. LBH will
commence review preparation around April 2014 or possibly prior to this
date in order that all contract components are reviewed by the contract
management team.
Before the expiry of each contract a more in depth review is conducted
where all services within the contract are assessed against the
following five criteria:
1. Strategic Relevance
2. Demand & Need as evidenced over the life of the contract
3. Quality delivered during the life of the contract
4. Performance as assessed over the life of the contract
5. Value for money
Once a service has been reviewed, one of the options set out below will
be adopted.
1. Where, having applied the published guidance, a service is
assessed as fully meeting all of the above criteria, and the intention
is to re-commission the service as it is, a new three year contract is
offered to the existing provider. This would be an exception to the
Standing Order requirement to competitively tender the service, and
approval for such single tender awards of contract is sought on the
basis that this option represents the best value for money following a
service review which was based on above criteria.
2. Where the strategic relevance of a service, or demand or need
for a service are not demonstrated the service is de-commissioned and
the resources directed to meet other areas of need.
3. Where a service provider does not meet an acceptable level of
performance with regard to quality, performance or value for money the
service is advertised for open tender.
4. Where two or more services are merged together the service is
advertised for open tender.
5. Where it is proposed to substantially change the nature of a
service it is advertised for open tender.
Tender Process

Once it has been decided that a service will need to be tendered, and a
draft timetable agreed, the tender is advertised on

www.londontenders.org
The London Tenders Portal is the public sector procurement portal for
all London Boroughs.
This portal will support the procurement process and help local
authorities and other organisations in the public sector to achieve
better value from their buying, whilst providing suppliers with easier
access to new business opportunities and contracts.
Registering on the London Tenders Portal is FREE for all Suppliers and
is a simple and straightforward exercise. Once registered, as a Supplier
you will receive email updates on new contract opportunities issued by
the public sector that match your capabilities. To register on the
London Tenders Portal click on the Suppliers Area.
The tender process will be managed electronically via this service,
with tenders being exchanged electronically. Business opportunities will
be advertised here regularly and this area will continue to grow as more
London Boroughs register with the London Tenders Portal.

Q5 What will be the type of buildings and how many of them (approx) are
in the window cleaning contract(s)?
Building Types:
Range from Residential Homes, Libraries, and Community Centres. We do
not provide for Schools under this contract. Currently we clean
approximately 23 sites however this is changeable depending on sites
that are commissioned and decommissioned based on current needs and
value for money.

Q6 If your main window cleaning contract is within your accommodation
and building services contract, please state and then confirm if you
would allow an SME supplier to tender separately for your window
cleaning lot?
Status of SME Supplier:
London Borough of Hillingdon acting as the Client has engaged in a
procurement process in order to supply a Total FM Solution based on best
value for money. Therefore it sits with our supplier (MITIE) to engage
individual suppliers from the market place; they would ensure that
SME’s are vetted through their internal processes . Whilst it‘s
not our intention to exclude the SME community and we do use SME’s in
certain circumstances in this case our FM providers carry out this
service on our behalf.

Q7 Is there a telephone contact number and email of the procurement
office/officer that would deal with this in the future?
Future Contacts:
Please visit the Mitie website for contact details and further
information.
www.mitie.co.uk

I trust this provides the information you are seeking

If you wish to discuss this matter please do not hesitate to contact me
on the details below.

If you wish to request an internal review of our response you should
write, within 2 months, to:

Office Managing Partner, Legal Services, Civic Centre, High St,
Uxbridge, UB8 1UW (or via email to [Hillingdon Borough Council request email] marked for the
attention of the Office Managing Partner).

Please remember to quote the reference number above in any future
communications.

If you are not content with the outcome of the internal review, you
have the right to apply to the Information Commissioner for a decision.
The Information Commissioner can be contacted at: Information
Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire,
SK9 5AF

Richard Ingle
Data Protection &
Freedom of Information Officer

Data Protection &
Freedom of Information Officer
Legal Services (3E 04)
London Borough of Hillingdon
Civic Centre
High Street
Uxbridge
UB8 1UW
01895 55(6923)

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commercially will require consent. Please forward any requests for
re-use of information to the Freedom of Information officer.

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12:36 >>>
Dear Hillingdon Borough Council,

Please provide information on your corporate group buildings
window
cleaning contract, or contracts.

What is the (Annual) cost of window cleaning (exc VAT) for your
contract, or contracts?

When were the corporate window cleaning contracts awarded and to
whom?

When are the next review date(s)?

Where and what date/month/year will you be advertising your
future
contracts for window cleaning?

What will be the type of buildings and how many of them (approx)
are in the window cleaning contract(s)?

If your main window cleaning contract is within your
accommodation
and building services contract, please state and then confirm if
you would allow an SME supplier to tender separately for your
window cleaning lot?

Is there a telephone contact number and email of the procurement
office/officer that would deal with this in the future?

Thank you for your early response.

Yours faithfully,

L.Weller

show quoted sections