Specialist Cleaning, Clearances and Ad-hoc Services
Renfrewshire Council · 5 February 2026
Back to Finance, Resources and Customer Services Policy Board — 5 February 2026 and its agenda
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PUBLIC ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 5 February 2026 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing and Infrastructure ___________________________________________________________________ Heading: Contract Authorisation Report for Specialist Cleaning, Clearances and Ad-hoc Services (RC-CPU-25-150) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Service Policy Board to award a Services Contract for the Specialist Cleaning, Clearances and Ad-hoc Services (reference RC-CPU-25-150) to Caledonian Maintenance Services Limited (Co.no. SC084888). 1.2 The recommendation to award the Specialist Cleaning, Clearances and Ad-hoc Services Contract follows a procurement exercise which was conducted in accordance with the Open Procedure under The Public Contracts (Scotland) Regulations 2015, as amended and The Renfrewshire Council Standing Orders relating to Contracts for an above Government Procurement Agreement (Services) Contract. 1.3 A Contract Strategy was approved by the Interim Corporate Procurement Manager on 4 November 2025 and the Head of Housing Services on 5 November 2025. ___________________________________________________________________
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PUBLIC 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board authorises: 2.1 the Head of Corporate Governance to award a Services Contract in the form of an NEC3 Term Service Short Contract April 2013 and the ‘Z’ Clauses for the Specialist Cleaning, Clearances and Ad-hoc Services (reference RC-CPU-25-150) to Caledonian Maintenance Services Limited (Co.no. SC084888). 2.2 the contract value of up to £1,600,000.00, excluding VAT, for the Service Period, including use of any extension periods, for all Task Orders made under this Contract. 2.3 a Service Period of 24 months with the option to extend up to 12 months on two separate occasions. The proposed starting date is 16 March 2026. If there is a change to this date then it will be stated in the Award Schedule issued with the Council’s Letter of Acceptance to Caledonian Maintenance Services Limited. 2.4 notes the award of this Contract requires the provision of a Data Processor Agreement as indicated within the tender documentation. _________________________________________________________ 3. Background 3.1 A central requirement of the Environment, Housing and Infrastructure Service is to ensure Council properties are maintained at a high-quality standard and that Council tenants are protected from any hazards that may arise. 3.2 Renfrewshire Council has the requirement to appoint a specialist contractor to carry out specialist cleaning requirements such as trauma cleans / hazardous cleans, house, communal and garden clearances and ad-hoc requirements. 3.3 To initiate the procurement process a Contract Notice was published on Find a Tender Service via the Public Contracts Scotland advertising portal on Wednesday 5 November 2025, with tender documentation available for downloading from Public Contracts Scotland – Tender portal from this date. 3.4 During the live tender period, 47 organisations expressed an interest in the tender.
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PUBLIC By the closing date set for the return of electronic tender submissions, 12 noon, Friday 5 December 2025, 13 organisations submitted a tender response, 5 organisations declined to respond, and 29 organisations did not respond. 3.5 Tenderers were required to complete a Single Procurement Document (SPD) to be submitted with their tender submission. All 13 organisations were evaluated against a pre-determined set of criteria in the SPD by representatives from the following Council Services: Housing Services, the Corporate Procurement Unit, Corporate Risk and Corporate Health & Safety. 3.6 11 tender submissions complied with the minimum selection criteria within the SPD, while 2 organisations failed to comply with the minimum selection criteria and were deemed irregular bids. The 11 remaining tender submissions were each evaluated against the Award Criteria which were based on a weighting of 70% Quality and 30% Price. 3.7 During the Commercial evaluation 3 organisations were deemed irregular due to submitting pricing above the percentage caps required by the Council for Out of Hours working. 3.8 The 8 remaining tender submissions scores relative to the Award Criteria are noted below: Quality (70%) Price (30%) Total (100%) 1 Caledonian Maintenance Services Limited 56.25% 30.00% 86.25% 2 New Two Limited 55.50% 27.65% 83.15% 3 Orbis Protect Limited 55.50% 22.24% 77.74% 4 Perfect Clean Edinburgh Ltd 53.75% 21.98% 75.73% 5 RON Services Limited 58.00% 16.83% 74.83% 6 Excel Environmental Services LTD. 55.50% 13.48% 68.98% 7 Regency FM LTD 53.00% 14.54% 67.54% 8 Plover Services Limited 44.25% 8.86% 53.11% 3.9 The evaluation of tender submissions received identified that the submission by Caledonian Maintenance Services Limited is the most economically advantageous tender.
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PUBLIC 3.10 Community Benefits were requested as part of the procurement process and Caledonian Maintenance Services Limited have committed the following Community Benefits: Community Benefits Description No of People / Activity Job for an unemployed individual 3 ___________________________________________________________________ Implications of the Report 1. Financial The Approved Contract Value is up to £1,600,000.00, excluding VAT. The Housing Revenue Account will fund £1,500,000 of this, and there is a £100,000 budget to cover other areas of the Council such as Social Work/ Adult Services who do not have specific budgets for this work within Adult Social Care. 2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – • Our Renfrewshire is thriving – maximising economic growth, which is inclusive and sustainable. • Our Renfrewshire is well – supporting the wellness and resilience of our citizens and communities. • Our Renfrewshire is fair – addressing the inequalities which limit life chances. • Our Renfrewshire is safe – protecting vulnerable people and working together to manage the risk of harm. Place: - Working with partners to ensure our neighbourhoods are safe, vibrant and attractive places to live. Green: - Working across partners and communities to deliver the priority areas highlighted in our Plan for Net Zero, working towards a net zero Renfrewshire by 2030. Living our Values: - Ensuring Renfrewshire Council delivers best value for our citizens and customers, that we demonstrate we are a well governed, effective organisation.
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PUBLIC 4. Legal – The procurement of this Contract was conducted in accordance with the requirements of the Renfrewshire Council Standing Orders Relating to Contracts and The Public Contracts (Scotland) Regulations 2015, as amended for an above Government Procurement Agreement Value Services Contract. 5. Property/Assets – the services provided in this Contract will ensure Council properties remain of high-quality standard and that properties are maintained to legislative standards. To ensure Renfrewshire remains a clean and attractive place and to ensure Council Officers and Contractors are safe to carry out their work. 6. Information Technology – None directly arising from this report. 7. Equality & Human Rights - None directly arising from this report. 8. Health & Safety - Caledonian Maintenance Services Limited health and safety credentials were evaluated by Corporate Health and Safety and met the Council’s requirements regarding health and safety. 9. Procurement – The procurement procedure outlined within this report ensures that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk - Caledonian Maintenance Services Limited insurance has been assessed and evaluated to confirm they meet the minimum requirements regarding insurance risk. 11. Privacy Impact – A Data Processor Agreement is required between Renfrewshire Council and Caledonian Maintenance Services Limited as indicated in the tender documentation. 12. Climate Risk - The level of impact associated with the provision of these works have been assessed using the Scottish Government Sustainability Test and is considered to be overall high risk. To mitigate against the High Risk, the Contractor: - All waste generated under Contract is processed through SEPA- licensed carriers and disposal facilities. - Waste is segregated into different streams. - Full consignment notes provided and audit trail of all waste. 13. Children’s Rights – None directly arising from this report. 14. Cosla Policy Position – None directly arising from this report.
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PUBLIC _________________________________________________________ List of Background Papers (a) None ___________________________________________________________________ Author: Kevin Milliken, Senior Procurement Specialist, Corporate Procurement Unit, (kevin.milliken@renfrewshire.gov.uk)