1. Cleaning, Catering and Ancillary Services 11 February 2015 Gerry Anderson gerry.anderson@dfpni.gov.ukgerry.anderson@dfpni.gov.uk Carolyne McArdle carolyne.mcardle@dfpni.gov.ukcarolyne.mcardle@dfpni.gov.uk Michelle Frew michelle.frew@dfpni.gov.ukmichelle.frew@dfpni.gov.uk

2. NI Asset Management Strategy http://www.sibni.org/asset_management_strategy.pdf NI Collaborative Procurement Strategy http://www.dfpni.gov.uk/index/procurement-2/cpd/cpd-policy- and-legislation/content_-_cpd_-_policy_- _procurement_guidance_notes/content_cpd_policy_pgn_05_14 _collaborative_procurement.htmhttp://www.dfpni.gov.uk/index/procurement-2/cpd/cpd-policy- and-legislation/content_-_cpd_-_policy_- _procurement_guidance_notes/content_cpd_policy_pgn_05_14 _collaborative_procurement.htm Policy Drivers

3. Collaboration - Vision Centralise supply of a range of common supplies and services to maximise opportunities for aggregation with others to achieve best value for money in support of delivery of better government services.

4. Delivering efficiency and strategic influence within the Northern Ireland Central Government Office Estate. Effectively support the property related activities of each Department. Property Management Vision

5. Forum Objectives Engage with Industry to: Make progress in delivery of FM Services Inform the Business Case and Procurement Strategy Introduce tendering opportunities Capture good practice

6. Market Engagement PIN advertised in OJEU on 28 November 2014 Information Forum 11 February 2015 Early sight of draft service proposals end February 2015 Site visits to view estate during April 2015

7. Current Picture 2 cleaning contracts for NICS - October 2011 - September 2015 servicing: 400+ buildings CTC and Baseline Security vetting NI Water cleaning contract for 43 buildings ends 31 March 2016 Total annual contract values circa. £5m Further contract for Catering, Cleaning and Ancillary services April 2012 - March 2016 annual value circa £1m 2 other public sector clients with specialised cleaning approx annual value circa £5m A range of other contracts

8. Current Picture (2) 4 contracts for grounds maintenance for Stormont Estate, CAFRE, NIEA and DSD. Scope of services includes: Grass Cutting Litter Picking & Disposal Hedging Pesticide Spraying Shrubberies/Rose Beds Bulb Planting and Maintenance Approximate annual value circa £650K

9. Summary of scope of services General / common cleaning services Office accommodation including depot, forest parks and public toilets Specialised cleaning services Laboratory Cleaning services including forensic cleaning Catering services Catering and hospitality services Grounds maintenance Grass cutting, Litter picking & Disposal, Hedging, pesticide spraying, shrubberies / Rose Beds, Bulb Planting and maintenance. Ancillary services Ad hoc cleans, porterage duties, reception, light maintenance duties and concierge

10. Early Thoughts on Way Forward Procurement Procedure (Open procedure) Use of Cabinet Office Quality Standards http://www.civilservice.gov.uk/wp- content/uploads/2012/08/Facilities-Management-Service-Standards- 3.4-March.pdf http://www.civilservice.gov.uk/wp- content/uploads/2012/08/Facilities-Management-Service-Standards- 3.4-March.pdf Minimum standards for participation in tender Output Based Specification Potential for Bundled services Consideration of Contract Lots Pricing Sustainable development Site visits

11. Open Procurement 1. Minimum Levels of Professional & Technical Ability (Experience/Standards) 2. Award based on Best Value for Money Assessment

12. Minimum Standards Previous relevant experience (Pass/Fail) demonstrate relevant experience in the last three years. Quality Standards (Pass/Fail) BS EN ISO9001: 2008 Quality Management procedures relating to sub-contractors

13. Quality Standards Specification will use Cabinet Office Quality Standards Four standards of cleaning :- Low Usage Areas – Standard I Office Accommodation and Other Comparable Areas – Standard II High Usage Areas – Standard III Hygiene Areas - Standard IV Two further standards Special Forensic External Link to Performance

14. Output Based Specification To protect the quality of services delivered to Clients To allow bidders to determine resources required (Not an hourly rate contract) Give bidders more discretion to improve vfm Facilitate use of bidders expertise in delivering the service The Authority needs to provide: Clear Quality Standards for Contractor; and Ability to link quality standards to payment

15. Potential Bundled Services The Authority requires: Cleaning Services to circa. 400 buildings; Catering Services to staff in circa. 15 buildings on a cost recovery basis General Grounds Maintenance services Ancillary Services

16. Consideration of Contract Lots Lots – Geographic or Departmental or Other? CTC and Baseline Specialist Services Multi Service Lots e.g. Buildings with multiple service needs

17. Pricing Bids on a fixed price basis for initial contract period for providing the services. Washroom consumables currently are ordered and paid for separately.

18. Sustainable Development Programme for Government (PfG) commitment “include Social Clauses in all public procurement contracts for supplies, services and construction”. The contract will need to address economic, environmental and social clauses. This may include:- Provision of opportunities using DEL approved schemes Essential skills training Recruitment of long term unemployed

19. Site Visits The Authority will facilitate site visits during the tender Options: Structured site visits with all bidders shown a sample of departmental buildings i.e. headquarters, medium and small buildings Or Bidders given a window of time to carry out site visits and may choose which building they wish to view Or A blend?

20. Questions 1.Is there capacity in the market to deliver cleaning, catering, grounds maintenance and ancillary services? 2.Should the services be described and measured using an output based specification? 3.How should the contract be structured to reflect locations, nature and range of services? 4.What’s the best way of ordering and paying for consumables to protect value for money?

21. Questions 5.What’s the most effective way of facilitating site visits? 6.How can the Authority’s Sustainable Development agenda be progressed? 7.Are there other issues we should consider in buying these services?

22. Consultation Responses Further feedback on issues should be sent to: P19012OfficeCleaning&Catering.cpd@dfpni.gov.uk before 3pm 28 February 2015 Slides will be available from CPD website from Tuesday 17 February 2015 Please complete feedback sheet

23. Contact Points www.dfpni.gov.uk/cpd P19012OfficeCleaning&Catering.cpd@dfpni.gov.uk Carolyne McArdle carolyne.mcardle@dfpni.gov.ukcarolyne.mcardle@dfpni.gov.uk Michelle Frew Michelle.frew@dfpni.gov.ukMichelle.frew@dfpni.gov.uk Cathy McLaverty Cathy.McLaverty@dfpni.gov.uk

24. 1.Is there capacity in the market to deliver cleaning, catering, grounds maintenance and ancillary services? 2.How can the Authority’s Sustainable Development agenda be progressed? 3.Should the services be described and measured using an output based specification? 4.How should the contract be structured to reflect locations, nature and range of services? 5.What’s the best way of ordering and paying for consumables to protect value for money? 6.What’s the most effective way of facilitating site visits? 7.Are there other issues we should consider in buying these services?