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COPFS

Outsourced Facility Services

Freedom of Information: Outsourced Facility Services

Thank you for your email dated 31st January 2013, under the Freedom of Information (Scotland) Act 2002 (FOISA) requesting the following information:

What Facilities services do you currently outsource? (i.e. cleaning, maintenance, catering etc).

When are the contracts up for renewal?

What is the procurement process?

What is you approximate annual spend on outsourced Facilities services?

What Facilities services do you currently outsource? (i.e. cleaning, maintenance, catering etc).

As there is no clear definition of facilities services the following information relates to the categories of service that you identified in your enquiry and which COPFS makes use of.

1. With regard to Cleaning and Associated Services:
The COPFS uses MITIE Cleaning and Associated Services. The contract was awarded under the Scottish Government's Category B Framework Agreement ref no. Case/125331. The service also included Shredding and Waste Management. Other additional cleaning service providers to COFS, include Spectrum, ISS, PHS Group and OCS Cannon. Over time these contracts have either ceased or have been transferred to the MITIE contract.

2. With regard to Maintenance:

The COPFS in conjunction with the Scottish Courts Service (SCS) has entered into a shared service arrangement for the management of the COPFS estate by SCS and in turn provision of hard FM services, estates management and health & safety management for COPFS, through the Facilities Management contractor Arthur McKay.

3. With regard to Catering Services:
Where these are available they are provided by a supplier contracted by the owners/major occupiers of the buildings which COPFS staff occupy, not by COPFS.

4. Security
These are primarily provided by a supplier contracted by the owners/major occupiers of the buildings which COPFS staff occupy, not by COPFS but COPFS also has a contract with Advance.

5. When are the contracts up for renewal?
The contract for Cleaning and Associated Services for COPFS (currently MITIE Cleaning and Associated Services) may be incorporated into the current agreement with Arthur McKay. The Scottish Government Cleaning Services Framework Agreement expires on 3rd March 2014.

The contract for Facilities Management including hard FM Maintenance, with the contractor Arthur McKay expires on 31st March 2015 unless the 2 year contract extension is exercised by the client.

The contract for Security currently with the contractor Advance will expire on 31st March 2015.

What is the procurement process?

COPFS seeks to use the same processes as the core Scottish Government. Normally this would entail (between six to twelve months prior to the contract expiry date), the COPFS (or SCS depending upon the service) reviewing the market place and having the option to either tender the business in the open market via OJEU (provided the spend levels are above the EU thresholds at that time), or to carry out a call-off contract under a suitably awarded framework agreement.

What is you approximate annual spend on Outsourced Facilities services?

With regard to Cleaning and Associated Services above: The COPFS spends on Cleaning and Associated Services for the financial year 2010/11 was £1,442,784 and for financial year 2011/12 was £1,053,542 with MITIE (including those services once provided by Spectrum, ISS, PHS Group and OCS Canon over these periods).

With regard to Maintenance above: The COPFS contracted spend on Facilities Management, which includes provision for Maintenance, Security, Cleaning, Health and Safety for the financial year 2010/11 was £0 (contracts held by SCS) and for financial year 2011/12 was £334,508 with Arthur McKay

Expenditure on security with Advance for 2010/11 was £0 and for 2011/12 was £50,061.

What is the procurement process?

COPFS seeks to use the same processes as the core Scottish Government. Normally this would entail reviewing the market place (between six to twelve months prior to the contract expiry date), and having the option to either tender the business in the open market via OJEU (provided the spend levels are above the EU thresholds at that time), or to carry out a call-off contract under a suitably awarded framework agreement.

What is your approximate annual spend on Outsourced Facilities services?

With regard to Cleaning: The COPFS spend on Cleaning for financial year 2011/12 was £1,053,542.
With regard to Maintenance: The COPFS spend for financial year 2011/12 was £334,508.