School Catering and Cleaning Services Contract

School Catering and Cleaning Services Contract

The contract to be awarded as a result of the overall competition is for the provision of catering and cleaning services at Belfast Royal Academy for a five year period.

United Kingdom-Belfast: School cleaning services

2015/S 044-076549

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Belfast Royal Academy
Cliftonville Road
Contact point(s): Goodrich Consultancy
For the attention of: Brendon Goodrich
BT14 6JL Belfast
UNITED KINGDOM
Telephone: +353 494362904
E-mail: brendon@goodrich.ie

Internet address(es):

General address of the contracting authority: http://belfastroyalacademy.com

Address of the buyer profile: http://www.goodrich.ie

Electronic access to information: http://www.goodrich.ie/Tender-Documents

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Goodrich Consultancy
Goodrich Consultancy, Farnham, Cavan, Co Cavan
Contact point(s): Goodrich Consultancy
For the attention of: Brendon Goodrich
Cavan
IRELAND
Telephone: +353 494362904
E-mail: brendon@goodrich.ie
Internet address: http://www.goodrich.ie/Tender-Documents

Tenders or requests to participate must be sent to: Belfast Royal Academy
Cliftonville Road
For the attention of: The Bursar
BT14 6JL Belfast
UNITED KINGDOM
Internet address: http://belfastroyalacademy.com/

I.2)Type of the contracting authority

Other: Voluntary Grammar School

I.3)Main activity

Education

I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1)Description

II.1.1)Title attributed to the contract by the contracting authority:

School Catering and cleaning services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 27: Other services
Main site or location of works, place of delivery or of performance: Belfast.

NUTS code UKN01

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement

II.1.5)Short description of the contract or purchase(s)

The contract to be awarded as a result of the overall competition is for the provision of catering and cleaning services at Belfast Royal Academy for a five year period, subject to satisfactory ongoing performance and annual review. Belfast Royal Academy, at its discretion, may consider proposals which cover both the required catering and cleaning services, or proposals with one of these services provided as a main contractor and the other sub-contracted to another company.
Belfast Royal Academy is a co-educational day voluntary grammar school. The main school campus, based on the Cliftonville Road site, has approximately 1 400 pupils and 150 staff. The Preparatory Department and Pre-Preparatory Department campus, (the Ben Madigan campus) based at 690 Antrim Road, Belfast, has approx 175 pupils and 25 staff.
Catering services
The provision of catering services is required at the Cliftonville Road campus during school term time only. It is not required for the Ben Madigan campus.
Average daily numbers using the cafeteria service at the main campus range from 370 to 400, with an average daily spend of approx. GBP 2 50 per head. Catering services are required 5 days per week throughout the school year, with one lunch-time session currently operating for the entire school.
Catering services to be provided at Belfast Royal Academy are:
— traditional school meal services for those pupils entitled to free school meals and to those who select a full 2 course meal,
— cafeteria facilities providing a selection of hot and cold food and other items, including healthy choices and vegetarian dishes. The Department of Education (NI) Nutritional Standards for School Lunches must be complied with. A deli bar operates in the cafeteria area, in addition to the main counters. From November, an additional counter in a new multi-purpose area serving hot and cold snacks needs to be serviced during the lunch-time period. This area is mainly to accommodate those who take packed lunches who were previously accommodated in the Assembly Hall. The cleaning Supervisor previously supervised these pupils in the Assembly Hall,
— a break time and lunch time hot and cold snack meal (soup, sandwiches, toasties and similar provision to the main canteen etc.) are offered in the Sixth Form Centre,
— a mid morning snack for pupils, staff and visitors,
— where required, supply, maintain and stock vending machines – although the school reserves the right to outsource vending as a separate contract,
— tea/coffee, scones and/or tray bakes for various meetings,
— occasional tea/coffee and refreshments for staff/parent meetings and other meetings as required,
— provide VIP silver service or plate service meals as required – usually once or twice per year.
Annual income from hospitality services involving catering for functions and meetings (the last three of the services listed above) can range from GBP 26 000 to GBP 30 000 per annum, over and above sales from the cafeteria. Requirements for hospitality services vary on an annual basis.
The form of agreement for the provision of catering services will be a Catering Agency Agreement, whereby the appointed contractor will act as agent for Belfast Royal Academy for the provision of catering services to customers of the school and as Principal for the supply to the school of all foodstuffs and other items to be used in the provision of the catering service. The school currently uses a biometric system (using fingerprint data) to register sales transactions for individual customers. The school is responsible for the maintenance and efficient operation of this system.
Cleaning services
The cleaning service is required both for the main school campus and for the Ben Madigan campus.
The cleaning service for both campuses will be based on a specification which outlines various cleaning duties to be carried out in the school complex on a daily, weekly, fortnightly and quarterly basis. This will include vacuuming, mopping, damp dusting, removal of stains and spillages and the emptying of bins/removal of rubbish. Cleaners are also occasionally required to remove graffiti from toilet areas, but cleaning and maintenance of playground areas is carried out by the school janitors.
The main school campus covers approximately 17 497 square metres of floor space which is spread over 13 buildings on the one site and the Ben Madigan campus occupies approximately 1 400 square metres of floor space for the Preparatory Department and 530 square metres for the Pre-Preparatory Department buildings.
The daily cleaning service at the main school is normally carried out between the hours of 15:00 to 18:00 5 days per week during school term time (although some additional hours are required for the on-site supervisor on a daily basis as per the specification). Deep cleaning schedules are organised during school holiday periods.
The daily cleaning service at the Ben Madigan site is normally carried out between the hours of 4:00 pm to 6:30 pm. The cleaning supervisor at Ben Madigan is required to lock up the site after completion of cleaning duties on a daily basis.
Cleaning services will not normally be required on the following days:
— New Year’s Day (or an alternative day if Saturday/Sunday),
— Easter Monday and Tuesday,
— First Monday in May,
— 12th and 13th July,— Last Monday in August,
— Christmas Day (or an alternative day if Saturday/Sunday),
— Boxing Day (or an alternative day if Saturday/Sunday),
— 7 other days during the Christmas period (a two week break is available during this period).
The cleaning service at both sites also involves the provision of cleaning consumables to the school, which are charged on the basis of actual usage, as well as the provision of a mat rental service (currently 23 mats (18 6×4 mats, 1 5×3 mat, 4 logo mats (with 2 for changing)are hired for the main school campus and 3 for the Ben Madigan campus-1 10×3 mat and 2 logo mats, with one retained for changing).
In the event that the catering and or cleaning services are sub-contracted to another company, the caterer will have responsibility for cleaning of the catering areas; including daily cleaning of dining and kitchen areas; as well as annual deep cleaning of kitchen areas and equipment.
The estimated combined annual value of the cleaning contract at the main school campus and at Ben Madigan is in the range GBP 125 000 to GBP 135 000 plus VAT per annum.

II.1.6)Common procurement vocabulary (CPV)

90919300, 55524000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

II.1.8)Lots

This contract is divided into lots: no

II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract

II.2.1)Total quantity or scope:

The contract to be awarded as a result of the overall competition is for the provision of catering and cleaning services at Belfast Royal Academy for a five year period, subject to satisfactory ongoing performance and annual review. Belfast Royal Academy, at its discretion, may consider proposals which cover both the required catering and cleaning services, or proposals with one of these services provided as a main contractor and the other sub-contracted to another company.
Belfast Royal Academy is a co-educational day voluntary grammar school. The main school campus, based on the Cliftonville Road site, has approximately 1 400 pupils and 150 staff. The Preparatory Department and Pre-Preparatory Department campus, (the Ben Madigan campus) based at 690 Antrim Road, Belfast, has approx 175 pupils and 25 staff.
Catering services
The provision of catering services is required at the Cliftonville Road campus during school term time only. It is not required for the Ben Madigan campus.
Average daily numbers using the cafeteria service at the main campus range from 370 to 400, with an average daily spend of approx. GBP 2 50 per head. Catering services are required 5 days per week throughout the school year, with one lunch-time session currently operating for the entire school.
Catering services to be provided at Belfast Royal Academy are:
— traditional school meal services for those pupils entitled to free school meals and to those who select a full 2 course meal,
— cafeteria facilities providing a selection of hot and cold food and other items, including healthy choices and vegetarian dishes. The Department of Education (NI) Nutritional Standards for School Lunches must be complied with. A deli bar operates in the cafeteria area, in addition to the main counters. From November, an additional counter in a new multi-purpose area serving hot and cold snacks needs to be serviced during the lunch-time period. This area is mainly to accommodate those who take packed lunches who were previously accommodated in the Assembly Hall. The cleaning Supervisor previously supervised these pupils in the Assembly Hall,
— a break time and lunch time hot and cold snack meal (soup, sandwiches, toasties and similar provision to the main canteen etc.) are offered in the Sixth Form Centre,
— a mid morning snack for pupils, staff and visitors,
— where required, supply, maintain and stock vending machines — although the school reserves the right to outsource vending as a separate contract,
— tea/coffee, scones and/or tray bakes for various meetings,
— occasional tea/coffee and refreshments for staff/parent meetings and other meetings as required,
— provide VIP silver service or plate service meals as required – usually once or twice per year.
Annual income from hospitality services involving catering for functions and meetings (the last three of the services listed above) can range from GBP 26 000 to GBP 30 000 per annum, over and above sales from the cafeteria. Requirements for hospitality services vary on an annual basis.
The form of agreement for the provision of catering services will be a Catering Agency Agreement, whereby the appointed contractor will act as agent for Belfast Royal Academy for the provision of catering services to customers of the school and as Principal for the supply to the school of all foodstuffs and other items to be used in the provision of the catering service. The school currently uses a biometric system (using fingerprint data) to register sales transactions for individual customers. The school is responsible for the maintenance and efficient operation of this system.
Cleaning services
The cleaning service is required both for the main school campus and for the Ben Madigan campus.
The cleaning service for both campuses will be based on a specification which outlines various cleaning duties to be carried out in the school complex on a daily, weekly, fortnightly and quarterly basis. This will include vacuuming, mopping, damp dusting, removal of stains and spillages and the emptying of bins/removal of rubbish. Cleaners are also occasionally required to remove graffiti from toilet areas, but cleaning and maintenance of playground areas is carried out by the school janitors.
The main school campus covers approximately 17 497 square metres of floor space which is spread over 13 buildings on the one site and the Ben Madigan campus occupies approximately 1 400 square metres of floor space for the Preparatory Department and 530 square metres for the Pre-Preparatory Department buildings.
The daily cleaning service at the main school is normally carried out between the hours of 15:00 to 18:00 five days per week during school term time (although some additional hours are required for the on-site supervisor on a daily basis as per the specification). Deep cleaning schedules are organised during school holiday periods.
The daily cleaning service at the Ben Madigan site is normally carried out between the hours of 4:00 pm to 6:30 pm. The cleaning supervisor at Ben Madigan is required to lock up the site after completion of cleaning duties on a daily basis.
Cleaning services will not normally be required on the following days:
— New Year’s Day (or an alternative day if Saturday/Sunday),
— Easter Monday and Tuesday,
— First Monday in May,
— 12th and 13th July,— Last Monday in August,
— Christmas Day (or an alternative day if Saturday/Sunday),
— Boxing Day (or an alternative day if Saturday/Sunday),
— 7 other days during the Christmas period (a 2 week break is available during this period).
The cleaning service at both sites also involves the provision of cleaning consumables to the school, which are charged on the basis of actual usage, as well as the provision of a mat rental service (currently 23 mats (18 6×4 mats, 1 5×3 mat, 4 logo mats (with 2 for changing)are hired for the main school campus and 3 for the Ben Madigan campus- 1 10×3 mat and 2 logo mats, with one retained for changing).
In the event that the catering and or cleaning services are sub-contracted to another company, the caterer will have responsibility for cleaning of the catering areas; including daily cleaning of dining and kitchen areas; as well as annual deep cleaning of kitchen areas and equipment.
The estimated combined annual value of the cleaning contract at the main school campus and at Ben Madigan is in the range GBP 125 000 to GBP 135 000 plus VAT per annum.

II.2.2)Information about options

Options: no

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Duration in months: 60 (from the award of the contract)

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:

Belfast Royal Academy, at its discretion, may consider proposals which cover both the required catering and cleaning services, or proposals with one of these services provided as a main contractor and the other sub-contracted to another company.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: A performance measurement system shall be jointly agreed between the school and the successful contractor. This shall include both qualitative and quantitative metrics. In addition, the catering service must comply with Dept of Education Northern Ireland Nutritional Standards for School Lunches.
III.2)Conditions for participation

III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: Candidates must complete the official Pre-Qualification Questionnaire (PQQ) which can be obtained from: http://www.goodrich.ie/Tender-Documents. The completed PQQ must be signed by authorised officers and returned directly to Belfast Royal Academy.

Candidates must comply with the requirements of Regulation 57 of the Public Contracts Regulations 2015, as outlined in the PQQ. Candidates may be excluded if any of the circumstances of Regulation 57 apply.
Any candidate found guilty of serious misrepresentation in providing false or inaccurate information may be declared ineligible and not selected to continue with the process.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Candidates must complete the official Pre-Qualification Questionnaire (PQQ) which can be obtained from: http://www.goodrich.ie/Tender-Documents. The completed PQQ must be signed by authorised officers and returned directly to Belfast Royal Academy.

1. All candidates will be required to provide evidence, covering the last 3 financial years for the overall turnover of the candidate and the turnover in respect of activities which are of a similar type to the subject matter of this notice.
2. All candidates will be required to provide a satisfactory reference from their bank.
3. All candidates will be required to provide evidence of professional risk indemnity, public liability, product liability and employer’s liability insurance.
Any candidate found to be guilty of serious misrepresentation in providing false or inaccurate information may be declared ineligible and not selected to continue with the process.
Minimum level(s) of standards possibly required: Catering/Cleaning related turnover of at least 650 000 GBP in last financial year or 410 000 GBP in last financial year for catering and 410 000 GBP in last financial year for cleaning (for each contractor), where the intention of the candidate is to subcontract either the catering or cleaning service.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:

Candidates must complete the official Pre-Qualification Questionnaire (PQQ) which can be obtained from: http://www.goodrich.ie/Tender-Documents. The completed PQQ must be signed by authorised officers and returned directly to Belfast Royal Academy.

Evidence of business quality standards, accreditations, health and safety, food safety management systems (catering only) and relevant experience.
Any candidate found to be guilty of serious misrepresentation in providing false or inaccurate information may be declared ineligible and not selected to continue with the process.
Minimum level(s) of standards possibly required:
Compliance with POCVA legislation and Access NI requirements for certification.
Safety statement.
HACCP system (catering only).
Relevant experience and company resources.

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts

III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no

III.3.2)Staff responsible for the execution of the service

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

Section IV: Procedure

IV.1)Type of procedure

IV.1.1)Type of procedure

Restricted

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate

Envisaged number of operators: 5

Objective criteria for choosing the limited number of candidates: This is detailed in the PQQ available at http://www.goodrich.ie/Tender-Documents

IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria

IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document

IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:

IV.3.2)Previous publication(s) concerning the same contract

no

IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Payable documents: no

IV.3.4)Time limit for receipt of tenders or requests to participate

30.3.2015 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

English.
IV.3.7)Minimum time frame during which the tenderer must maintain the tender
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about European Union funds

The contract is related to a project and/or programme financed by European Union funds: no

VI.3)Additional information

In the first instance, candidates should obtain the Pre-Qualification Questionnaire (PQQ) from http://www.goodrich.ie/Tender-Documents This must be completed, signed by an authorised officer and returned in a sealed envelope marked only ‘Catering and Cleaning PQQ’ to Belfast Royal Academy.

VI.4)Procedures for appeal

VI.4.1)Body responsible for appeal procedures

Belfast Royal Academy
Cliftonville Road Belfast
BT14 6JL Belfast
UNITED KINGDOM
Telephone: +44 2890750610
Fax: +44 2890750606

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: A minimum of 10 calendar days mandatory standstill period between communicating the award decision and entering into a contractually binding agreement will be applied in accordance with the Public Contracts Regulations 2015.

VI.4.3)Service from which information about the lodging of appeals may be obtained

Belfast Royal Academy
Cliftonville Road Belfast
BT14 6JL Belfast
UNITED KINGDOM
Telephone: +44 2890750610
Fax: +44 2890750606

VI.5)Date of dispatch of this notice:

27.2.2015

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