I am writing to request information under the Freedom of Information Act regarding contracts awarded by your organisation. Please provide detailed responses to the following questions for all current/live contracts related to cleaning of the following categories:
• 90910000 - Cleaning services.
• 90911200 - Building-cleaning services.
• 90911300 - Window-cleaning services.
• 90919200 - Office cleaning services.

1. What is the total value of the contract awarded to the successful bidder?
£2,500,000.00

2. What is the duration of the contract, including start and end dates?
3 years – 01/09/24-31/08/27. Possible initial term extension period of 2 years.

3. If the contract is subject to an extension please specify whether the option to apply the extension has been taken.
N/A – in the first year of contract

4. Please confirm when contract will be next put to competitor tender
Unknown- in the first year of contract

5. What are the specific services or products provided under this contract?
Cleaning services, window cleans, high level cleans for school kitchens in the school meals kitchen (SMK- contract ends 31/07/25)

6. What were the criteria used to select the contractor?
Restricted process

7. How many bids were received for this contract?
5 bids

8. Who won the contract and can you provide a copy of the winning bid proposal?
Birkin Limited

9. What are the key performance indicators (KPIs) and service level agreements (SLAs) specified in the contract?
Key Performance Indicators
The performance of the Contractor shall be reviewed at regular meetings between the Supervising Officer and the Contract Manager. Examples of the Key Performance Indicators (KPIs) that shall be reported on by the Contractor are shown below:-
Contractor’s Audit Scores & Summary of Reports
Staffing levels/vacancies/turnover
Staff absence/non attendance
Site complaints
Near misses
Accidents
DBS checks

10. Are there any penalties or incentives included in the contract for performance?
N/A

11. What is the payment schedule for the contract?
Sites are invoiced monthly

12. Were there any amendments or modifications made to the original contract? If so, what were they?
No

13. What is the process for monitoring and evaluating the contractor's performance?
Fortnightly progress meetings, monthly KPI reports provided by supplier, 1-2/year quality site audits conducted by WBC, annual review

14. Can you provide details of any subcontractors involved in fulfilling this contract?
Unknown

15. What are the terms and conditions regarding contract termination?
Termination on Notice
Without affecting any other right or remedy available to it the Council may terminate this agreement at any time by giving 6 months' written notice to the Contractor.

16. Were there any conflicts of interest declared during the procurement process?
None

17. What measures are in place to ensure compliance with relevant laws and regulations?
8.4: The Contractor shall comply with the requirements of the Health and Safety at Work Act 1974 and any other acts, orders, regulations and codes of practice relating to health and safety, which may apply to staff and other persons working on the Council's Premises in the performance of the agreement.
8:5: The Contractor shall ensure that its health and safety policy statement (as required by the Health and Safety at Work etc Act 1974) is made available to the Council on request and shall comply with any changes, amendments or further instructions reasonably requested or issued by the Council in connection with the Contractor’s health and safety procedures.
Site quality audits conducted by the Contract Specialist records: Staffing/management/H&S
Fortnightly WBC/Supplier meetings
Supplier monthly reports

18. Can you provide a breakdown of the costs associated with this contract?
The cost is based on each site and the hours provided by them, we can’t share anything more than this

19. What are the expected outcomes or deliverables of the contract?
Currently, 26 sites have opted to use the building cleaning service through the corporate contract, however, all sites will need to review and confirm their subscription in April 2025 (subscriptions run for financial year) and the number of sites may change. Overall, the sites are satisfied with the service being provided, which is monitored and assured through regular contractor meetings, quality audits and users’ feedback.

20. How does this contract align with the public sector body's strategic objectives?

21. Were there any disputes or issues raised during the contract period? If so, how were they resolved?
Site withholding payment due to cleaning service level dissatisfaction.
WBC is currently mediating between supplier and site to bring the dispute to a mutually agreeable conclusion.

22. Can you provide details of any audits or reviews conducted on this contract?
Site quality audits are carried out by the Contract Specialist 1-2/year. This is a rolling timetable dependant on when the site joins the contract.
Supplier site quality audits are carried out monthly/quarterly