Decision details

Extension of Cleaning Framework Contract Provision

Decision Maker: Executive Director: Resources

Decision status: Recommendations Approved

Is Key decision?: Yes

Is subject to call in?: No


The current Corporate Cleaning Framework Agreement and call off contract were recently extended via a waiver until 30 August 2022. The option to place a final call off contract before the expiry of the framework agreement is permitted under the procurement regulations (PCR2015).


That a final call off contract to the supplier (Birkin Cleaning Services) be approved for a period of 12 months, expiring on 31 August 2023.

Reasons for the decision:

A further 12 month call off will allow sufficient time to prepare the procurement documents and complete the process of appointing a supplier to the new framework agreement starting 1 September 2023.  Spend reporting for the initial framework agreement period and projected spend for the framework extension and final call off contract, show that the estimated value published in the original OJEU Notice for the framework will not be exceeded.

Alternative options considered:

The original intention was to procure a new framework agreement to start 31 August 2022.  The lead procurement officer for this contract joined the council at the end of January 2022, and the schools needed to have the framework in place before the start of the school holidays in July to have certainty of their provision for the start of the new school year.  Having reviewed the previous tender documents and started compiling the new ones, it was considered by the Procurement Team unrealistic to have the new framework in place by July 2022.

Interests and Nature of Interests Declared:


Reason Key: Affects more than 1 ward;

Wards Affected: (All Wards);

Financial Impact: None

Declarations: None.

Subject to Urgent Proceedings: No.

Making Representations: In writing to the Executive Director: Resources

Other reasons / organisations consulted




Contact: Kashi Akhtar Email:

Publication date: 12/10/2022

Date of decision: 25/07/2022