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Cleaning of Aylsham Public Toilets

Tender Overview

ORGANIZATION

Aylsham Town Council

LOCATION

North East England, United Kingdom

VALUE

£14,400

DEADLINE

February 20, 2026 at 12:00

CATEGORY

Other

CPV CODE

90910000

REFERENCE

005839-2026

Project Timeline

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Contact Information

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View Original

Original Tender Description

1. Purpose This specification sets out the minimum standards and requirements for the routine cleaning, deep cleaning, and management of public toilet facilities. The aim is to ensure that facilities are clean, hygienic, safe, presentable, and compliant with relevant health and safety legislation at all times. 2. Scope This specification applies to all public toilet facilities owned or managed by the Council located in the earlier plan, including but not limited to: • Male, female and accessible (disabled) toilets • Baby changing facilities • External areas immediately adjacent to toilet buildings (entrances, steps, ramps) The public toilets consist of: Ladies toilet 3no. general access toilets 2no. general access sinks 1no. disabled access toilet with sink 1no. baby change Gentlemen's toilet 3no. urinals 1no. general access toilet 2no. general access sinks 1no. disabled access toilet with sink 1no. baby change 3. Standards and Legislation Cleaning services must be delivered in accordance with: • Health and Safety at Work etc. Act 1974 • Control of Substances Hazardous to Health (COSHH) Regulations • Equality Act 2010 (in relation to accessible facilities) • Manufacturer's instructions for cleaning products and equipment 4.1 Routine Cleaning Unless otherwise agreed, public toilets shall be cleaned daily, including weekends and public holidays, during periods when the facilities are open to the public. Toilets are to be locked after cleaning (between 6pm and 7pm). 5. Cleaning Tasks Each routine clean shall include, as a minimum: • Sweep and wet clean all floors using appropriate disinfectant • Clean and disinfect all WC pans, urinals, cisterns and seats (including undersides) • Clean and disinfect sinks, taps, soap dispensers and hand dryers • Clean mirrors, ledges and splashbacks • Remove graffiti, marks and splashes from walls and doors where practicable • Clean baby changing units and disinfect contact surfaces • Clean internal doors, handles, locks and partitions • Empty general waste bins and dispose of waste appropriately • Refill consumables (toilet paper, soap). Consumables are provided by Aylsham Town Council. 5.2 Accessible Toilets • Give particular attention to grab rails, alarm cords, door handles and support fixtures • Ensure emergency alarm cords are free-hanging and unobstructed 5.3 External Areas • Sweep entrances and remove litter • Clean external door handles and push plates • Report fly-tipping or hazardous waste immediately 5.4 Deep Cleaning A full deep clean shall be carried out at least monthly, or more frequently if required, and shall include descaling of sanitary fittings, machine scrubbing of floors, and thorough cleaning of walls, ceilings, vents and fittings. Aylsham Town Council may make additional requests for cleaning as a result of damage or vandalism. 6. Cleaning Materials The contractor shall supply all cleaning materials, equipment and PPE unless otherwise agreed. All products must: • Be suitable for public toilet environments • Be used in accordance with COSHH requirements • Be environmentally responsible 7. Inspections and Reporting • A cleaning log must be completed and signed at each visit • Any defects, damage, vandalism, graffiti, blockages, leaks or maintenance issues must be reported to the Council promptly • The Council reserves the right to carry out unannounced inspections 8. Performance Standards The required standard is one of visible cleanliness, no offensive odours, fully stocked consumables, and safe, hygienic facilities. Repeated failure to meet this standard may result in corrective action or contract review. 9. Working Times Cleaning should normally be carried out at times that minimise disruption to the public. Where cleaning must occur during opening hours, facilities should be closed for the shortest time reasonably practicable. The toilets should be locked afterwards (between the hours of 6pm and 7pm daily) 10. Customer Care Cleaning staff must: • Act courteously and professionally at all times • Wear identifiable work clothing where required • Be mindful that facilities are used by vulnerable members of the public 11. Review This specification will be reviewed periodically by the Council and may be amended to reflect changes in legislation, usage patterns, or service requirements. 12. Due Diligence Contractors will be expected to provide the Town Council with: • A copy of their public liability insurance • Risk assessments for the work • Confirmation that COSHH assessments have been done for all materials used. • Confirmation that all staff are either trained in safeguarding or have a valid DBS check less than 3 years old.
⚠️

MANDATORY EXCLUSION GROUNDS

  • No explicit mandatory exclusion grounds are stated in the provided tender documents.
✓

ELIGIBILITY REQUIREMENTS

  • Contractors must provide a copy of their public liability insurance.
  • Contractors must confirm that all staff are either trained in safeguarding or have a valid DBS check less than 3 years old.
🔧

TECHNICAL CAPABILITY REQUIREMENTS

  • Services must ensure facilities are clean, hygienic, safe, presentable, and compliant with relevant health and safety legislation at all times.
  • Services must cover routine cleaning, deep cleaning, and management of public toilet facilities.
  • Services must apply to male, female, accessible (disabled) toilets, baby changing facilities, and external areas immediately adjacent to toilet buildings (entrances, steps, ramps).
  • Services must be delivered in accordance with the Health and Safety at Work etc. Act 1974.
  • Services must be delivered in accordance with the Control of Substances Hazardous to Health (COSHH) Regulations.
  • Services must be delivered in accordance with the Equality Act 2010 (in relation to accessible facilities).
  • Cleaning products and equipment must be used in accordance with manufacturer's instructions.
  • Routine cleaning must be carried out daily, including weekends and public holidays, during periods when facilities are open to the public, unless otherwise agreed.
  • Toilets must be locked after cleaning (between 6pm and 7pm daily).
  • Each routine clean must include, as a minimum: sweeping and wet cleaning all floors using appropriate disinfectant.
  • Each routine clean must include, as a minimum: cleaning and disinfecting all WC pans, urinals, cisterns, and seats (including undersides).
  • Each routine clean must include, as a minimum: cleaning and disinfecting sinks, taps, soap dispensers, and hand dryers.
  • Each routine clean must include, as a minimum: cleaning mirrors, ledges, and splashbacks.
  • Each routine clean must include, as a minimum: removing graffiti, marks, and splashes from walls and doors where practicable.
  • Each routine clean must include, as a minimum: cleaning baby changing units and disinfecting contact surfaces.
  • Each routine clean must include, as a minimum: cleaning internal doors, handles, locks, and partitions.
  • Each routine clean must include, as a minimum: emptying general waste bins and disposing of waste appropriately.
  • Each routine clean must include, as a minimum: refilling consumables (toilet paper, soap) provided by Aylsham Town Council.
  • For accessible toilets, particular attention must be given to grab rails, alarm cords, door handles, and support fixtures.
  • For accessible toilets, emergency alarm cords must be ensured to be free-hanging and unobstructed.
  • For external areas, entrances must be swept and litter removed.
  • For external areas, external door handles and push plates must be cleaned.
  • Fly-tipping or hazardous waste must be reported immediately.
  • A full deep clean must be carried out at least monthly, or more frequently if required.
  • Deep cleaning must include descaling of sanitary fittings.
  • Deep cleaning must include machine scrubbing of floors.
  • Deep cleaning must include thorough cleaning of walls, ceilings, vents, and fittings.
  • The contractor must supply all cleaning materials, equipment, and PPE unless otherwise agreed.
  • All cleaning products must be suitable for public toilet environments.
  • All cleaning products must be used in accordance with COSHH requirements.
  • All cleaning products must be environmentally responsible.
  • A cleaning log must be completed and signed at each visit.
  • Any defects, damage, vandalism, graffiti, blockages, leaks, or maintenance issues must be reported to the Council promptly.
  • The required performance standard is one of visible cleanliness.
  • The required performance standard is no offensive odours.
  • The required performance standard is fully stocked consumables.
  • The required performance standard is safe, hygienic facilities.
  • Cleaning should normally be carried out at times that minimise disruption to the public.
  • Where cleaning must occur during opening hours, facilities should be closed for the shortest time reasonably practicable.
  • Cleaning staff must act courteously and professionally at all times.
  • Cleaning staff must wear identifiable work clothing where required.
  • Cleaning staff must be mindful that facilities are used by vulnerable members of the public.
  • Contractors must provide risk assessments for the work.
  • Contractors must provide confirmation that COSHH assessments have been done for all materials used.
💰

FINANCIAL REQUIREMENTS

  • No explicit financial requirements for the bidder (e.g., turnover, financial guarantees) are stated in the provided tender documents.
📋

SUBMISSION REQUIREMENTS

  • Contractors must provide a copy of their public liability insurance.
  • Contractors must provide risk assessments for the work.
  • Contractors must provide confirmation that COSHH assessments have been done for all materials used.
  • Contractors must provide confirmation that all staff are either trained in safeguarding or have a valid DBS check less than 3 years old.

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HTM
Attachment A-10774
OCDS DataA-10774.html
Summary:
This document is an award notice detailing the successful contractor, IG9 LTD, for lead consultant multi-disciplinary services for Lewisham Council's garage stock repairs and refurbishment programme, including contract value and dates.
HTM
Attachment A-10775
Technical SpecificationsA-10775.html
Summary:
This document outlines the comprehensive specifications for routine and monthly deep cleaning services for Aylsham Town Council's public toilet facilities, requiring contractors to provide materials, adhere to health and safety standards, and demonstrate due diligence including insurance and staff checks.
DOC
OCDS Record
OCDS Data005839-2026_ocds_record.json
Summary:
This OCDS record details the tender for routine and deep cleaning services for public toilet facilities for Aylsham Town Council, outlining cleaning standards, tasks, and contractor requirements such as insurance and staff safeguarding.
DOC
OCDS Release Package
OCDS Data005839-2026_ocds_release.json
Summary:
This tender seeks contractors for daily routine and monthly deep cleaning of Aylsham's public toilet facilities, requiring adherence to hygiene standards, provision of cleaning materials, issue reporting, and specific qualifications including public liability insurance and DBS-checked staff.
PDF
Official PDF Version
Technical Specifications005839-2026_official.pdf
Summary:
This document outlines the comprehensive technical specifications for routine and deep cleaning of Aylsham's public toilets, detailing daily tasks, required standards, and due diligence requirements including insurance, risk assessments, COSHH, and staff safeguarding/DBS checks.
HTM
Tender Notice
Notice005839-2026.html
Summary:
Download failed - no summary available

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72
Good

Tender Quality Score

This tender provides a highly detailed and clear specification for cleaning services, which is a significant strength. However, it suffers from critical omissions regarding legal compliance, such as the absence of mandatory exclusion grounds and evaluation criteria, and practical issues like the lack of e-submission and a missing core tender document.

Score Breakdown

Legal Compliance75/100

Deadlines are reasonable (29 days from today's date). The procedure type is defined, but codes are missing. The CPV code is correctly assigned. However, the absence of explicit mandatory exclusion grounds and financial requirements for bidders, along with the missing 'Tender Notice' document, are significant concerns for full legal compliance.

•No explicit mandatory exclusion grounds stated
•No explicit financial requirements for bidders stated
Clarity80/100

The description of services, tasks, and standards is exceptionally clear and unambiguous. Requirements are well-documented and understandable. However, the complete absence of specified evaluation criteria is a major flaw that significantly reduces the clarity for potential bidders.

•No evaluation criteria specified
Completeness70/100

Basic information such as title, reference, organization, value, duration, and location is provided. However, the 'Liable Person' and procedure codes are missing. Critically, the 'Tender Notice' document failed to download, and evaluation criteria are entirely absent. An irrelevant award notice document is also included.

•Missing 'Tender Notice' document (download failed)
•No evaluation criteria specified
Fairness65/100

Full document access is compromised due to the missing 'Tender Notice'. The absence of evaluation criteria makes the assessment process opaque and potentially subjective, severely impacting transparency and fairness. The lack of e-submission also limits equal access for all potential bidders. Requirements themselves do not appear tailored.

•No evaluation criteria specified
•Missing 'Tender Notice' document (download failed)
Practicality65/100

The lack of electronic submission is a significant practical drawback, making the bidding process less efficient and accessible. While the contract start date and duration are clearly specified, the absence of e-submission is a major impediment.

•No electronic submission (e-submission) supported
Data Consistency90/100

Key dates are logical and consistent, and there are no reported disputes or suspensions. However, some key fields like 'Liable Person' and procedure codes are unpopulated. The inclusion of an irrelevant award notice document also indicates a minor data consistency issue.

•Some key fields (Liable Person, procedure codes) are unpopulated
•Irrelevant document (Attachment A-10774) included
Sustainability50/100

The tender includes basic environmental considerations by requiring 'environmentally responsible' cleaning products. Social aspects are addressed through requirements for staff safeguarding training or DBS checks and mindfulness towards vulnerable public members. However, there is no explicit focus on innovation, and it is not EU funded.

•No explicit innovation focus
•Not EU funded

Strengths

Highly detailed and clear technical specifications for cleaning tasks and standards
Clear scope of work, including specific facilities and types of cleaning
Explicit requirements for health and safety compliance (COSHH, H&S at Work, Equality Act)
Inclusion of basic sustainability aspects (environmentally responsible products, staff safeguarding)
Value, duration, and contract start date are clearly specified

Concerns

Absence of explicit evaluation criteria, making bidder preparation and tender assessment opaque
Missing 'Tender Notice' document, which is critical for full information access and fairness
No explicit mandatory exclusion grounds or financial requirements for bidders
Lack of electronic submission capability, hindering accessibility and efficiency
Inclusion of an irrelevant award notice document (Attachment A-10774)

Recommendations

1. Publish comprehensive evaluation criteria to ensure transparency and fairness in the selection process.
2. Ensure all essential tender documents, especially the 'Tender Notice,' are accessible and complete.
3. Implement an electronic submission system to enhance accessibility and streamline the procurement process.

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B
Tender Quality Score
72/ 100 · Good
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