SCOPE OF WORK
Cleanliness of the Town Centre has been a constant theme through the BID’s development and the Business Plan states “That the BID can work with partners to ensure that cleansing and maintenance standards are monitored and continue to improve and deliver enhanced levels of cleaning at specific times as well as management of any ‘hot spots’.
There are a number of activities that need to be undertaken:
- Power washing of all pavements and islands within the BID area on an annual cycle to remove grime, graffiti, chewing gum, algae, moss etc.
- Power washing of a small number of key hotspot areas on a more regular basis.
- Additional litter picking and hotspot cleaning early on Saturday and Sunday mornings
- following the busy Friday and Saturday night time activity.
- Annual deep cleaning of all street furniture such as benches, bins, cycle racks etc.
- Annual cleaning of directional and other signage.
- Regular treatment and removal of weeds, potentially 3/4 times a year
- Cleaning of empty shop unit frontages as required
- Graffiti removal as required
- Cleaning of floral planters
SPECIFICATION
Companies must detail their proposed specification for the various cleaning requirements set out above, where applicable, including method statements, details of equipment and cleaning products.
Companies must supply details of their Public and Product Liability as well as their Employers Liability insurance with their quotation for the supply of any or all of the specified cleaning services.
There are approximately 25,000 square metres of pavement in the main shopping areas of the town centre.
A proposed monthly schedule should be submitted to the BID Manager setting out planned cleaning operations so that permissions can be arranged with the local authorities.
The Contractor(s) must operate as an integrated part of the Harrogate BID Team to provide a welcoming, clean and hygienic environment for customers, visitors and staff, consistently maintaining high levels of customer satisfaction.
Safe systems of work and method statements must be in place for all services.
The Contractor shall be responsible for providing all necessary cleaning materials and equipment for use by their cleaning teams.
The Contractor must ensure that equipment is maintained in safe and clean working order; all electrical equipment must be regularly PAT tested in accordance with the Health & Safety Regulations.
The Contractor shall provide all suitable access equipment for use by their cleaning teams. It is the Contractors responsibility to ensure that any access equipment used within the provision of the service shall not be left unattended unless they have been secured and protected so as to prevent their being used or misused by any unauthorised person.
The Contractor shall provide management and supervisory cover during hours of operation.
Contractor’s cleaning staff shall wear agreed corporate work wear and name badge whilst on duty. Their appearance shall be smart and clean at all times within reason.
The BID will provide branded hi-vis vests to be worn by contractor personnel whilst working in the BID area as well as magnetic signage to be used on contractor vehicles whilst working in the BID area.
All cleaning staff employed on this contract should be suitably trained and competent to undertake their respective duties.
The Contractors should undertake their own survey to assess operational requirements to maintain the required quality standards.
All street furniture, floral planters, shop fronts, vehicles, bicycles etc. in the vicinity of the operation are to be protected throughout the cleaning process.
For each street agree a mutually acceptable time and date for the work to be completed with the Harrogate BID Manager.
Before each scheduled clean, a photographic condition survey should be undertaken to record any existing damage and at the conclusion of each scheduled clean, a further photographic survey should be undertaken to record the condition of the area at completion.
Any damage occurring during the cleaning operation should be photographed and immediately forwarded to the BID Manager along with a brief description so that the Highways Authority can be notified.
On completion of each deep clean it shall be signed off as being satisfactorily cleaned by the BID Manager.
The contractor shall achieve the following cleaning standards in appropriate areas of the town centre to maintain a good standard of cleanliness and appearance at all times, with evidence of a regular cleaning programme:
- All pavements, including kerbs, manhole covers, drains, drainage channels, communication cupboards and chambers, waste bins, benches, bicycle racks, bollards, lamppost, traffic light and pedestrian crossing columns (up to 2.4m from base) shall be free from debris, stickers, tape, chewing gum, clean and dry. Surfaces shall be safe and not slippery. Particular care is to be exercised when customers, visitors, or staff, are still on site. Wet surfaces shall be sign- posted and trailing cables shall be made safe.
- The contractor shall ensure that floor surfaces with slip resistant properties are cleaned such that they remain slip resistant.
- Any splashing of shop fronts, doorways and shop windows caused by cleaning activities must be dealt with promptly as the cleaning operation progresses rather than left to the end of the scheduled cleaning.
Following a busy Friday and Saturday night in the town centre a large amount of litter, food waste and other mess is generated around four key hotspots – John Street, the Ginnel, lower Parliament Street and the junction of Oxford Street and Cambridge Terrace. The Contractor will be required to undertake a litter pick patrol early on Saturday and Sunday mornings to ensure that the town centre is clean prior to shops opening. As well as clearing litter the contractor will also be required to wash down pavements to remove food waste or other mess.
Regular treatment of weed growth in pavements across the BID area is required and traditionally the most common method used has been to apply herbicides at set times in the growing season. It is a legal requirement and good practice to minimise pesticide use in public spaces and the BID are keen to consider alternative, potentially costlier solutions, that avoid pesticides altogether such as hot foam treatments.
Performance monitoring will be undertaken by the BID Manager including consultation with businesses in the town centre to ensure that cleansing and maintenance standards are of a high standard and regular meetings held with the contractor/contractors to address any areas of under-performance, agree future activity as well as discuss progress with any improvement/efficiency initiatives, key staffing issues, health and safety issues or any customer complaints.
PRICING SCHEDULE
- Power washing of all pavements and islands within the BID area on an annual cycle to remove grime, graffiti, chewing gum, algae, moss etc.
Provide price per square metre, based on a minimum area of 25,000 m2, to include staffing, equipment, transport and consumables.
- Power washing of a small number of key hotspot areas on a more regular basis.
Provide price per square metre, based on a minimum area of 2,000 m2, to include staffing, equipment, transport and consumables.
- Additional litter picking and hotspot cleaning early on Saturday and Sunday mornings following the busy Friday and Saturday night time activity.
Provide price per session, based on two staff for 3 hours each, equipment, transport, consumables and waste disposal costs.
- Annual deep cleaning of all street furniture such as benches, bins, cycle racks etc.
Provide indicative price based on 150 benches, 75 bins and 15 cycle racks including staffing, equipment, transport and consumables.
Detailed survey to be carried out following current Coronavirus restrictions to develop accurate price.
- Annual cleaning of directional and other signage.
Detailed survey to be carried out following current Coronavirus restrictions to develop accurate price but please include indicative price based on 100 signs including staffing, equipment, transport and consumables.
- Regular treatment and removal of weeds, potentially 3/4 times a year.
- Cleaning of empty shop unit frontages as required.
Provide indicative pricing for window cleaning, washdown of paintwork and entrance of small, medium and large shop fronts including staffing, equipment, transport and consumables.
- Graffiti removal as required.
Provide indicative pricing for specialist graffiti removal including staffing, equipment, transport and consumables.
- Cleaning of floral planters.
Provide indicative pricing for cleaning/washing floral planters across the town centre including staffing, equipment, transport and consumables subject to a detailed survey. Floral displays include brick or stone permanent planters as well as wooden, plastic and metal temporary planters.
