Dyfed-Powys Police Authority have revised the specification and service requirements since the original procurement exercise/PQQ was published back in August 2012. A new procurement exercise has now been created to incorporate these changes and an updated Pre-Qualification Questionnaire (PQQ) has been developed (pqq-30617) which replaces the original PQQ (pqq_30464). The tender will now be packaged into nine separate lots as follows:
Lot 1 Catering Service at Force HQ (including the Pembrokeshire Cafe and Powys Diner);
Lot 2 Catering Service at Strategic Co-ordination Centre (Café area and provision of buffet and hospitality services for Training/Conferencing);
Lot 3 Cleaning Service at Force HQ (including main building at Force HQ, Strategic Co-ordination Centre and Force Communications Centre);
Lot 4 Cleaning Service in Carmarthenshire — Police Stations and Premises;
Lot 5 Cleaning Service in Pembrokeshire — Police Stations and Premises;
Lot 6 Cleaning Service in Ceredigion — Police Stations and Premises;
Lot 7 Cleaning Service in Powys — Police Stations and Premises;
Lot 8 Window Cleaning Services;
Lot 9 Security Services;
The following information provides a brief overview of the revised service requirements:
Background Information:
The Dyfed-Powys Police Authority (the Authority) is inviting tenders for the provision of Catering, Cleaning and Security. The contract will run for a period of three years, with the option to extend for a further three years on an annual basis and at the Authority’s discretion, and commences on 1.7.2013. The estimated lifetime value of contract of 2 700 000 GBP is the total projected value for all lots (1-9) for the duration of the contract (including option to extend for a further period of up to 3 years).
Police Headquarters, Llangunnor, Carmarthen, is the command and administrative centre of the Force, which has an establishment of 1,143 police officers and 751 support staff, a total of 1 894 with some 554 working at the Headquarters. Some of these staff are part time and/or shift workers.
The building is located approximately 1 mile from Carmarthen town and there are no alternative catering facilities in the immediate area.
The Headquarters is a purpose built administrative building, occupied in April 1987 and comprises offices, a residential unit for training and conference purposes as well as social purposes.
The Strategic Co-ordination Centre (SCC) was officially opened in September, 2011 by the First Minister for Wales, Carwyn Jones. The building which is WAG funded is one of three SCC’s within Wales one being operational in North Wales and the other in Cardiff. The building was occupied by DPP staff last November, which includes the Force Chief Officer Staff (Chief Constable, Deputy, Assistant and Director of Finance).
The building has large conferencing facilities available together with prestigious state of the art training technology.
The building will be utilised for Emergency activation for Major Incidents and also exercises on a multi-agency basis involving all emergency services, military and other public authorities. The SCC is also utilised on a daily basis for Training and Conferencing.
The SCC is currently being used by the majority of internal departments and external partner agencies such as Mid and West Wales Fire & Rescue, Welsh Ambulance Service, Environment Agency, County Council, Local Resilience Forums and Welsh Government.
The facility at the SCC is very modern building delivering a high level of service delivery therefore the services required will need to match this service expectation.
The Authority will be actively marketing the facilities for Meetings/Seminars and Conferencing to include Training facilities for staff within the Public and Private Sectors.
Lot 1 – Catering Service – Force Headquarters:
Catering requirements are in relation to:
(i) Office personnel
(ii) Residential personnel
(iii) Other functions
Office Personnel:
Of the total number of staff engaged on site, approximately 554 are employed on an 7:00 a.m. to 8:00 p.m. basis, Monday to Friday. The Authority requires a Catering Service to be made available during office hours.
Between the hours of 8:00 p.m. and 8:00 a.m. there are approximately 6 to 10 people working in the Communications Centre (a separate building located on the Headquarters site) at any one time. Saturday and Sunday there are approximately 6 to 12 people working in the Communication Centre at any one time.
The Communications Centre is a shared facility with both Fire and Ambulance Service. Fire personnel has a total of 13 officers working 8:30 a.m. to 6 p.m. – 24/7 every day of the week. Seven officers working night duty 6 p.m. to 8:30 a.m. Up to 6 officers attend a training day where lunch is provided and the training can last up to 4 weeks.
Ambulance personnel have up to 55 officers on a day time shift and 13 officers working night duty – 24/7 every day of the week.
The only office personnel working on site at weekends and Bank Holidays will be the Dyfed-Powys Communications Centre personnel together with other Emergency Services personnel i.e. Fire and Ambulance as mentioned above. All income from such sales will be retained by the Contractor.
Residential personnel:
Normal weekly requirement for each residential student will entail 4 breakfasts, 5 lunches and 4 evening meals. There is no requirement for breakfast Monday mornings or an evening meal Friday. Estimated numbers will normally be available up to one week in advance. On occasions students are accommodated in local hotels, therefore no breakfast requirements would be needed, but lunch and evening meals would need to be provided.
Due to times of austerity there are no set intakes of students or set student numbers for training courses held. Training is now arranged ‘on demand’.
Based on projected recruitment needs, it is proposed there will be an intake of 18 officers in 2012/13, and 36 officers in 2013/14. Please note that these figures are not definitive and may be subject to change.
Other Functions:
Emergency Services — The Contractor shall be prepared, upon short notice, to supply refreshments and/or meals for large numbers of operational officers, in the event of such a requirement. This may occur within normal catering hours in which event the agreed prices shall apply. At other periods, including weekends, or when the service is to be provided other than at Force Headquarters, this also includes the SCC when potentially a call out of staff could result at any time during the night. Charges will be between the Contractor and the authorised officer but pricing proposals will be transparent and based on actual costs for food and labour required. The Contractor will be responsible for providing catering services in the event of a Major Incident i.e. activation of SCC and all meals to be provided for staff will be catered from the Force HQ – Powys Dinner/Pembrokeshire Café (there will be a requirement to transport meals to either SCC or Force Communications Centre both buildings are on site).
Special Functions — The Contractor shall, by prior arrangement, be prepared to provide lunches and dinners as and when required. The Contractor shall agree the menus for such catering with the organiser and recover the cost direct following consultation with the Contracts Officer.
Full details of the level of service required will be provide at the invitation to Tender stage.
It is anticipated that TUPE will apply to Lot 1 – Catering Services at Force HQ (including the Pembrokeshire Cafe and Powys Diner).
Lot 2 – Catering Service – Strategic Co-ordination Centre (Café area and provision of buffet and hospitality services for Training/Conferencing).
The Contractor will be responsible for providing a Café service to members of staff located within the building other customers from other areas of HQ Site also use the facility. A high number of Conferences are frequently held together with Training Courses to which the Contractor will be requested to provide buffets/working lunches and hospitality. N.B. the kitchen area has limited capacity and equipment to cater for large numbers. Where large numbers are to be catered for, food may need to be prepared off site and delivered on a timely basis.
The Authority will be actively marketing the facilities of the SCC for Meetings/Seminars and Conferencing to include Training facilities for staff within the Public and Private Sectors. The successful contractor will be expected to provide catering for these events as and when required. The Catering Service provided for lot 2 will be at nil cost to Dyfed-Powys Police Authority.
Full details of the level of service required will be provided at the invitation to Tender stage.
It is anticipated that TUPE will apply to Lot 2 – Catering Services at Strategic Co-ordination Centre (Café area and provision of buffet and hospitality services for Training/Conferencing).
Lots 3 to 7 — Provision of Cleaning Services.
The Contractor shall be responsible for the provision of all plant, labour, equipment and cleaning materials necessary for the proper execution of the work.
Full details of the level of service required, together with cleaning areas and accessibility will be provide at the invitation to Tender stage.
N.B. The Authority is currently undertaking an Estates Rationalisation resulting in Station closures. Some closures have already been implemented; however, it may be likely that others may occur during the duration of the Contract period.
Lot 3 – Cleaning Services – Force Headquarters (HQ Site, SCC & Force Communications Centre).
Dyfed-Powys Police Authority is seeking to appoint a contractor to provide cleaning services at Force Headquarters.
The range of services required include but are not limited to:
— General office cleaning,
— Accommodation services,
— Periodic cleaning as required.
Cleaning the Dyfed-Powys Police Force Headquarters including the SCC and Force Communications Centre (FCC) (The FCC will require weekend working), which involves an overall area of approx. 12,694.31 m².
Provide a housekeeping service (Police HQ Accommodation Block with 29 bedrooms) which will consist of bed making, changing and control of laundry and linen, please note that the Authority have a contract in place for the provision of Laundry Services.
The Authority are in the process of acquiring additional premises near Police Headquarters further details will be provided within the Tender documentation. There will be a requirement for cleaning services at these premises.
Full details of the level of service required will be provided at the invitation to Tender stage.
It is anticipated that TUPE will apply to Lot 3 – Cleaning Services at Force HQ (including main building at Force HQ, Strategic Co-ordination Centre and Force Communications Centre).
Lot 4 Cleaning Services – Carmarthenshire — Police Stations and Premises.
Dyfed-Powys Police Authority is seeking to appoint a contractor to provide cleaning services to a varied range of properties within Carmarthenshire.
Properties range from a singled manned Police office to other premises i.e. Industrial Units.
The range of services required include but are not limited to:
— General office cleaning,
— Custody Suites including Cells,
— Periodic cleaning as required.
The Contractor is to carry out the cleaning of Police Buildings as detailed below:
Divisional HQ – Friar’s Park.
Burry Port.
Pembrey – Helicopter Unit.
Cross Hands.
Cross Hands – Safety Camera Partnership.
Cross Hands — Roads Policing.
Kidwelly.
Llandovery.
Llanelli.
Llwynhendy.
Morfa.
St. Clears.
Full details of the level of service required will be provided at the invitation to Tender stage.
It is anticipated that TUPE will apply to Lot 4 – Cleaning Service in Carmarthenshire — Police Stations and Premises.
Lot 5 Cleaning Services – Pembrokeshire — Police Stations and Premises.
Dyfed-Powys Police Authority is seeking to appoint a contractor to provide cleaning services to a varied range of properties within Pembrokeshire.
Properties range from a singled manned Police office to other premises i.e. Industrial Units.
The range of services required include but are not limited to:
— General office cleaning,
— Specialist Cleaning – Removal of DNA,
— Custody Suites including Cells,
— Periodic cleaning as required.
The Contractor is to carry out the cleaning of Police Buildings as detailed below:
Divisional HQ – Haverfordwest.
Fishguard.
Fishguard Port.
Crymych.
Milford Haven.
Narberth.
Pembroke Dock.
Cleddau Victim Suite – Pembroke Dock.
Pembroke Dock Port.
Tenby.
Full details of the level of service required will be provided at the invitation to Tender stage.
It is anticipated that TUPE will apply to Lot 5 – Cleaning Service in Pembrokeshire — Police Stations and Premises.
Lot 6 Cleaning Services – Ceredigion — Police Stations and Premises.
Dyfed-Powys Police Authority is seeking to appoint a contractor to provide cleaning services to a varied range of properties within Ceredigion.
Properties range from a singled manned Police office to other premises i.e. Industrial Units.
The range of services required include but are not limited to:
— General office cleaning,
— Specialist Cleaning – Removal of DNA,
— Custody Suite including Cells,
— Periodic cleaning as required.
The Contractor is to carry out the cleaning of Police Buildings as detailed below:
Divisional HQ – Aberystwyth.
Aberaeron.
Cardigan.
Lampeter.
Llandysul.
Machynlleth.
Newcastle Emlyn.
Penparcau.
Victim Suite – Bow Street.
Full details of the level of service required will be provided at the invitation to Tender stage.
It is anticipated that TUPE will apply to Lot 6 – Cleaning Service in Ceredigion — Police Stations and Premises.
Lot 7 Cleaning Services – Powys — Police Stations and Premises.
Dyfed-Powys Police Authority is seeking to appoint a contractor to provide cleaning services to a varied range of properties within Powys.
Properties range from a singled manned Police office to other premises i.e. Industrial Units.
The range of services required include but are not limited to:
— General office cleaning,
— Custody Suites including Cells,
— Periodic cleaning as required.
The Contractor is to carry out the cleaning of Police Buildings as detailed below:
Divisional HQ – Brecon.
Builth Wells.
Crickhowell.
Hay On Wye.
Llanfyllin.
Knighton.
Llanidloes.
Newtown.
Presteigne.
Rhayader.
Welshpool.
Ystradgynlais.
Full details of the level of service required will be provided at the invitation to Tender stage.
It is anticipated that TUPE will apply to Lot 7 – Cleaning Service in Powys — Police Stations and Premises.
Lot 8 – Window Cleaning Services.
Dyfed-Powys Police Authority is seeking to appoint a contractor to provide window cleaning services to a varied range of properties within the Force area.
Properties range from Force Headquarters, SCC, FCC, Divisional Headquarters, Police Stations, Police Premises (i.e. Industrial Units).
Windows to be cleaned inside and outside.
Full details of the level of service required will be provided at the invitation to Tender stage.
TUPE does not apply to Lot 8 – Window Cleaning Services.
Lot 9 – Security – Force HQ.
Force Headquarters during normal working hours will be occupied by personnel working Monday to Friday. The Accommodation Block is occupied for Residential Students Monday through to Thursdays. Whilst Student Residence are on site, there is a requirement for a Duty/Security Officer to be present to carry out the task of Security and Fire Marshalling.
Nightly security checks will include office accommodation, lights, and windows.
Perimeter checks will include Vehicle Car Passes and the reporting of unauthorised vehicles on site. Inspections throughout the night will be undertaken, reports of anything suspicious will be reported through to the Force Communication Centre Duty Inspector.
Tour of duty will commence at 7 p.m. through to 7 a.m. On occasions there will be ad hoc requests for covering outside of these times, this involves the supervision of onsite contractors and also pre-arranged weekend working.
Full details of the level of service required will be provided at the invitation to Tender stage.
TUPE does not apply to Lot 9 – Security – Force HQ.
Community Benefits do not apply to this contract.