Tender for Cleaning Services in Cheltenham

The contract will commence on 1.1.2017 for an initial period of 3 years.

United Kingdom-Cheltenham: School cleaning services

2016/S 105-187072

Contract notice

Services

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Cleeve School
Two Hedges Road, Bishops Cleeve
Cheltenham
GL52 8AE
UNITED KINGDOM
Contact person: The Litmus Partnership Ltd
Telephone: +44 1276673880
E-mail: pqq@litmuspartnership.co.uk
NUTS code: UKK13

Internet address(es):Main address: http://www.cleeveschool.net/

I.2)Joint procurement

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at:http://www.litmuspartnership.co.uk/project/cleeve_school__cleaning_services

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be submitted to the abovementioned address

I.4)Type of the contracting authority

Body governed by public law

I.5)Main activity

Education

Section II: Object

II.1)Scope of the procurement

II.1.1)Title:

Cleeve School — Tender for Cleaning Services.

II.1.2)Main CPV code

90919300

II.1.3)Type of contract

Services

II.1.4)Short description:

The successful tenderer will be required to provide cleaning services at Cleeve School and 6^th Form Centre.

Cleeve School offers consistently outstanding teaching and an innovative and highly personalised curriculum, where literacy and numeracy skills are secured as firm bedrocks. The School provides a safe and stimulating environment, where mutual respect threads through the celebrated ethos of care, support and guidance. In preparing students for the world beyond school, we firmly believe in high standards of dress and attitude, so that good manners, tolerance and understanding underpin everything we do. Tradition is important ~ and we hold on to our traditions and high expectations, whilst also thoroughly embracing innovation and a 21^st century approach to learning. There are currently 1 494 pupils however this number will increase each year of the contract, due to housing developments in the local area.

II.1.5)Estimated total value

II.1.6)Information about lots

This contract is divided into lots: no

II.2)Description

II.2.1)Title:

II.2.2)Additional CPV code(s)

II.2.3)Place of performance

NUTS code: UKK13

Main site or place of performance:

Cleeve School, Bishops Cleeve, Gloucestershire, United Kingdom.

II.2.4)Description of the procurement:

The contract will commence on 1.1.2017 for an initial period of 3 years, with the opportunity to extend for a further period of 1 year at the discretion of the governing body. The successful contractor will invoice the client for 1-12^th of the annual cost on a monthly basis, also guaranteeing both the number of input hours to the contract and the quality of cleaning provision. Any variations to the contract that are requested by the client should be invoiced at the agreed rate and should be calculated on an hourly rate per employee needed to carry out the variation to the satisfaction of the contract supervising officer. The School requirement shall be for 190 academic days, 5 inset days and 20 days periodic cleaning per annum.

Whilst the monthly charge will represent 1-12^th of the contract cost, a reconciliation will take place monthly to reconcile the actual hours worked within the contract. If the hours worked are less than those budgeted for a credit will be required by the School. The School require that the tendered amount of hours are worked at all times and the successful contractor is expected to have a system in place to cover for both planned and unplanned leave.

The basis and rationale that the Client requires the successful contractor to operate to at all times is being able to provide a clean school that is fit for purpose and that the Contractor is proactive in the management of the contract, thus ensuring that all specifications are achieved and that the frequency of cleans is as detailed within the Innovation and continued innovation of processes throughout the contract term will be pivotal to the success of the new contract. The School benefits from a ‘Total Hygiene Room’ to meet the specific needs of some pupils.

The Contractor shall provide a comprehensive cleaning service to the Site so as to promote a clean, healthy and safe environment which presents a positive image to all users and visitors.

The Site must at all times meet health, safety and environmental standards appropriate to the Site and its use and the successful Contractor must comply with the Client’s health, safety and environmental policies and procedures. The Services must be provided so as not to interrupt the routine of the Site.

The general standard of cleaning shall be in accordance with the BICSc Cleaning Standards, with BICSc training given to all cleaning operatives employed within this contract.

We are seeking a suitably experienced contractor who has current experience of working within the secondary school or HE/FE market place, ideally with a strong operational base within the Gloucestershire area, thus allowing for both adequate contract support and the operational flexibility that is to be delivered in support of the contract as and when required.

The scope of the contract covers all cleaning provision within School buildings. The successful contractor will be expected to deliver a concise and detailed method of management reporting at the end of each month thus updating the senior management team within the School on the contract performance.

The projected cost of cleaning for the current year is circa 152 000 GBP for all buildings (excluding external window cleaning but including the dual use sports centre in evenings and weekends) on the campus at Cleeve School, however it is believed that through equipment and cleaning material innovation and the effective recruitment, training and supervision of cleaning staff there is opportunity for improvement.

It is anticipated that in September 2016 the school shall have an additional 23 pupil and staff toilets and in January 2018 the school shall benefit from a new purpose built 6^th Form Centre building.

The focus of our requirement is for a high quality cleaning service, fully compliant to the agreed specification at all times.

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 450 000.00 GBP

II.2.7)Duration of the contract, framework agreement or dynamic purchasing system

Start: 01/01/2017

End: 31/12/2020

This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 5

Maximum number: 10

Objective criteria for choosing the limited number of candidates:

A minimum of 5 suppliers and a maximum of 10 suppliers will be taken forward to the tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the tender stage.

II.2.10)Information about variants

Variants will be accepted: yes

II.2.11)Information about options

Options: no

II.2.12)Information about electronic catalogues

II.2.13)Information about European Union funds

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

II.2.14)Additional information

Section III: Legal, economic, financial and technical information

III.1)Conditions for participation

III.1.1)Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents

III.1.5)Information about reserved contracts

III.2)Conditions related to the contract

III.2.1)Information about a particular profession

III.2.2)Contract performance conditions:

III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure

IV.1.3)Information about a framework agreement or a dynamic purchasing system

IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue

IV.1.6)Information about electronic auction

IV.1.8)Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: yes

IV.2)Administrative information

IV.2.1)Previous publication concerning this procedure

IV.2.2)Time limit for receipt of tenders or requests to participate

Date: 01/07/2016

Local time: 12:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 15/07/2016

IV.2.4)Languages in which tenders or requests to participate may be submitted:

English

IV.2.6)Minimum time frame during which the tenderer must maintain the tender

IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

VI.3)Additional information:

Interest in the pre-qualification process should be expressed via email only to: pqq@litmuspartnership.co.uk clearly stating within this email which contract / notice you are referring to. Please also provide, as a minimum, a contact name, full company postal address and telephone number.

The pre-qualification questionnaire and associated documents can be obtained at: http://www.litmuspartnership.co.uk/project/cleeve_school__cleaning_services

The closing date for receipt of the Pre-Qualification Questionnaire is 1.7.2016 (12:00). Tenderers are required to ensure that documents are obtained and returned to The Litmus Partnership Limited, by email to: pqq@litmuspartnership.co.uk by the above closing date and time.

Documents in respect of economic / financial standing (where indicated in the Pre-Qualification Questionnaire) shall be returned to The Litmus Partnership Limited, by email to: pqq@litmuspartnership.co.uk by the above closing date and time.

It will be the Tenderer’s responsibility to obtain any necessary documents in order to submit a response by the closing date and time.

The contracting authority reserves the right not to award any or part of the contract which is the subject of this OJEU notice and reserves the right to terminate the procurement process at any time.

The contracting authority will not be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.

The contracting authority will consider variant bids, evaluating them (so far as the variant or the evaluation of the variant is in the opinion of the contracting authority practicable) on the same basis as a conforming bid, but shall not be obliged to accept any such bid in preference to a conforming bid even if the variant bid scores more highly. No variant will be considered unless the bidder simultaneously submits a conforming bid.

VI.4)Procedures for review

VI.4.1)Review body

Cleeve School
Cheltenham
UNITED KINGDOM

VI.4.2)Body responsible for mediation procedures

Cleeve School
Cheltenham
UNITED KINGDOM

VI.4.3)Review procedure

VI.4.4)Service from which information about the review procedure may be obtained

Cleeve School
Cheltenham
UNITED KINGDOM

VI.5)Date of dispatch of this notice:

30/05/2016

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