Section I: Contracting authority
I.1) Name and addresses
Mid and West Wales Fire and Rescue Service
Headquarters, Lime Grove Avenue
SA31 1SP
Contact person: Helen Rees
Telephone: +44 3706060699
Fax: +44 1267220562

If you want help with winning this tender, then take a look at our Tender Writing page.

Internet address(es)
Main address:
Address of the buyer profile:
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent electronically to:

Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:

I.4) Type of the contracting authority
Other: Emergency Service
I.5) Main activity
Other: Emergency Service
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Procurement of Office Cleaning Services
Reference number: MWEU19
II.1.2) Main CPV code

II.1.3) Type of contract
II.1.4) Short description
Provision of office cleaning services to Mid & West Wales Fire & Rescue Service
II.1.5) Estimated total value
Value excluding VAT: 1 500 000.00 GBP
II.1.6) Information about lots
This contract is divided into lots: No
II.2) Description
II.2.2) Additional CPV code(s)
II.2.3) Place of performance
NUTS code:

Main site or place of performance:
Mid and West Wales Fire and Rescue Service area
II.2.4) Description of the procurement
Provision of office cleaning services initially for buildings within Carmarthenshire, Pembrokeshire and Ceredigion. Once existing contracts expire the cleaning services will also be extended to cover all our Estate within Neath Port Talbot, Swansea and Powys areas if costs are considered to provide value for money at the time.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
3 optional extension periods of 12 months each which will allow a maximum contract period of 72 months should the contract performance be satisfactory during the first 36 months.
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted: No
II.2.11) Information about options
Options: Yes
Description of options:
One-off deep cleans may be required throughout the term of the contract for example following construction work or during a pandemic. Quotations will be obtained from the successful contractor as and when required.
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section III: Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents

III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents

III.2) Conditions related to the contract
III.2.2) Contract performance conditions
These will be agreed at the pre-contract start meeting.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 12/02/2021
Local time: 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 3 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date: 12/02/2021
Local time: 12:00
Electronic opening via sell2wales
Information about authorised persons and opening procedure:
Tenders will be opened by a member of the procurement team following the deadline.
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published:
There is a potential for the contract to be extended until 31/03/27 therefore the renewal contract notice is likely to be published early January 2027.
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
(WA Ref:106982)
Download the ESPD document here:
The buyer considers that this contract is suitable for consortia.
VI.4) Procedures for review
VI.4.1) Review body
High Court
Royal Courts of Justice, The Strand
Telephone: +44 2079477501
VI.5) Date of dispatch of this notice