University Of Edinburgh Cleaning Services Contract

University Of Edinburgh Cleaning Services Contract

Cleaning services to a range of student accommodation following the departure of students at the end of May.

United Kingdom-Edinburgh: Cleaning services

2019/S 073-172947

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
United Kingdom
Telephone: +44 1316502506
E-mail: katie.bisset@ed.ac.uk
NUTS code: UKM75

I.2)Information about joint procurement

The contract is awarded by a central purchasing body

I.3)Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at: https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted electronically via: https://www.publictendersscotland.publiccontractsscotland.gov.uk

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:

EC0849 ACE End of Lease Cleaning Services

Reference number: EC0849

II.1.2)Main CPV code

90910000

II.1.3)Type of contract

Services

II.1.4)Short description:

The University of Edinburgh accommodation, catering and events is seeking contractors for cleaning services to a range of student accommodation following the departure of students at the end of May. Some of these properties are owned by private landlords others are student accommodation flats that are owned by the University.

Accommodation services manage a wide ranging portfolio. To support the cleaning services required we have divided the requirement in to 3 lots.

This procurement will be conducted via the Public Contracts Scotland — Tender portal (PCS-T). We will apply a one stage Open procedure. Bidders must self-certify their adherence to the conditions of participation via the ESPD (Scotland) in PSC-T, and may be required to submit Means of Proof before contract award. Bidders must refer to the specific requirements listed in the Section III in this OJEU Contract Notice when completing the ESPD in PCS-T.

II.1.5)Estimated total value

Value excluding VAT: 560 000.00 GBP

II.1.6)Information about lots

This contract is divided into lots: yes
Tenders may be submitted for all lots
Maximum number of lots that may be awarded to one tenderer: 2
II.2)Description

II.2.1)Title:

EC0849 ACE End of Lease Cleaning Services

Lot No: 1

II.2.2)Additional CPV code(s)

90910000
90911100
90911000
90911200

II.2.3)Place of performance

NUTS code: UKM75

II.2.4)Description of the procurement:

The University of Edinburgh accommodation, catering and events is seeking contractors for cleaning services to a range of student accommodation following the departure of students at the end of May. Some of these properties are owned by private landlords others are student accommodation flats that are owned by the University.

Accommodation services manage a wide ranging portfolio. To support the cleaning services required we have divided the requirement in to the following lots:

Lot 1: Continuing and Family:

Continuing and returning accommodation manage a portfolio of 178 short lease properties on behalf of a variety of landlords.

Lot 2: O’Shea:

Self-catered halls of residence providing a living and social environment for 1180 postgraduate students. The residence consists of 773 rooms and 54 kitchens.

Lot 3: Self Catered Properties:

Consisting of 174 self-catered properties.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 50
Price – Weighting: 50
II.2.6)Estimated value

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

2 year extension option (1 year + 1 year).

II.2.10)Information about variants

Variants will be accepted: no

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

Economic operators may be excluded from this competition if there are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

II.2)Description

II.2.1)Title:

EC0849 ACE End of Lease Cleaning Services

Lot No: 2

II.2.2)Additional CPV code(s)

90910000
90911000
90911100
90911200

II.2.3)Place of performance

NUTS code: UKM75

II.2.4)Description of the procurement:

The University of Edinburgh accommodation, catering and events is seeking contractors for cleaning services to a range of student accommodation following the departure of students at the end of May. Some of these properties are owned by private landlords others are student accommodation flats that are owned by the University.

Accommodation services manage a wide ranging portfolio. To support the cleaning services required we have divided the requirement in to the following lots.

Lot 1: Continuing and Family:

Continuing and returning accommodation manage a portfolio of 178 short lease properties on behalf of a variety of landlords.

Lot 2: O’Shea:

Self-catered halls of residence providing a living and social environment for 1 180 postgraduate students. The residence consists of 773 rooms and 54 kitchens.

Lot 3: Self Catered Properties:

Consisting of 174 self-catered properties.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 50
Price – Weighting: 50
II.2.6)Estimated value

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

2 year extension (1 year + 1 year).

II.2.10)Information about variants

Variants will be accepted: no

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

Economic operators may be excluded from this competition if there are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

II.2)Description

II.2.1)Title:

EC0849 ACE End of Lease Cleaning Services

Lot No: 3

II.2.2)Additional CPV code(s)

90910000
90911000
90911100
90911200

II.2.3)Place of performance

NUTS code: UKM75

II.2.4)Description of the procurement:

The University of Edinburgh accommodation, catering and events is seeking contractors for cleaning services to a range of student accommodation following the departure of students at the end of May. Some of these properties are owned by private landlords others are student accommodation flats that are owned by the University.

Accommodation services manage a wide ranging portfolio. To support the cleaning services required we have divided the requirement in to the following lots.

Lot 1: Continuing and Family:

Continuing and returning accommodation manage a portfolio of 178 short lease properties on behalf of a variety of landlords.

Lot 2:O’Shea:

Self-catered halls of residence providing a living and social environment for 1180 postgraduate students. The residence consists of 773 rooms and 54 kitchens.

Lot 3: Self-Catered Properties:

Consisting of 174 self-catered properties.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Quality / Weighting: 50
Price – Weighting: 50
II.2.6)Estimated value

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

Duration in months: 24
This contract is subject to renewal: yes
Description of renewals:

2 years (1 year + 1 year).

II.2.10)Information about variants

Variants will be accepted: no

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

Economic operators may be excluded from this competition if there are in any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

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

List and brief description of conditions:

ESPD 4A.2 Statement [Service Contracts Only].

Where it is required within a bidder’s country of establishment they must confirm which authorisation or memberships of the relevant organisation(s) are required in order to perform this service.

Bidders must confirm if they hold the particular authorisation or memberships.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

ESPD 4B.1.1 Statement:

Bidders will be required to have a minimum “general” yearly turnover of 200 000 GBP for the last 3 years.

ESPD 4B.3 Statement:

Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up/started trading.

ESPD 4B.5.1 and 4B.5.2 Statement:

It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

— employer’s (compulsory) liability insurance = 5 000 000 GBP,

— public liability insurance = 2 000 000 GBP.

http://www.hse.gov.uk/pubns/hse40.pdf

ESPD 4B.6 Statements:

Bidders 4B.6 Statement 1:

Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a Parent Company Guarantee prior to commencement of any subsequently awarded contract.

4B.6 Statement 2:

Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.

Bidders must be able to provide upon request, their 3 most recent sets of annual audited accounts, including profit and loss information, and the following ratios:

— current ratio,

— quick ratio,

— debtors turnover ratio,

— return on assets,

— working capital,

— debt to equity ratio,

— gross profit ratio.

A review of your ratios and audited accounts may be undertaken. In some cases this review may lead to an additional request for further financial information to help clarify any potential issues raised.

This information may be used to assess financial sustainability.

III.1.3)Technical and professional ability

Minimum level(s) of standards possibly required:

ESPD 4D.1 1st Statement:

Quality management and health and safety procedures. The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent).

ESPD 4D.1 2nd Statement:

Quality management and health and safety procedures. The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.

ESPD 4D.1.1 Statements:

4D.1.1 Statement 1:

If the bidder does not hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent), The bidder must have the following:

Equivalent, documented policy and procedures regarding quality management, endorsed by the Chief Executive Officer, or equivalent. These must include the following documented items relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above — a policy with set responsibilities, review and improvement procedures, quality management and performance process, workforce training, skills and information process, monitoring arrangements, bidder quality management arrangements, and a process for managing complaints.

4D.1.1 Statement 2:

If the bidder does not hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS OHSAS 18001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum, then the bidder must have the following:

Equivalent, regularly reviewed and documented policy and procedures for Health and Safety (H&S) management, endorsed by the Chief Executive Officer, or equivalent. These must include the following documented processes and arrangements relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above — ensuring H&S effectiveness, obtaining H&S advice and assistance, training, skills and information for bidder workforce, workforce H&S qualifications, checking and reviewing H&S performance, involving workforce in planning and implementation, recording accidents/incidents and follow-up actions, ensuring bidder’s suppliers apply H&S appropriate measures, risk assessment, and coordinating with bidder’s suppliers.

Note: Organisations with fewer than 5 employees are not required by law to have a documented policy statement.

ESPD 4D.2 Statement:

Environmental management systems:

The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate.

ESPD 4D.2.1 Statement:

If the bidder does not hold UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate, then the bidder must have the following:

Equivalent, regularly reviewed documented policy and procedures regarding environmental management, authorised by the Chief Executive, or equivalent.

These must include the following documented processes and arrangements relevant to the nature and scale of the work to be carried out, which are equivalent to the standards listed above — ensuring effectiveness of measures and reducing impacts, workforce training and skills, checking and reviewing, dealing with waste, and ensuring any suppliers the bidders engages apply appropriate environmental protection measures.

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:

As detailed within ITT Package.

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

Open procedure

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

The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 10
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: 10/05/2019
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

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

Duration in months: 6 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 10/05/2019
Local time: 12:00

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used

VI.3)Additional information:

This procurement includes additional procurement-specific pass/fail minimum requirements which are detailed in the Qualification Envelope in PCS-T and/or associated attachment.

Note: Bidders must complete the ESPD (Scotland) to demonstrate adherence to the Exclusion and Selection Criteria for this procurement. If there are named subcontractors/technicians upon which the bidder will rely to meet the selection criteria, these named parties must complete and reattach the ESPD Supplier Response Forms (MO Excel document) attached to ESPD Question 2C.1.1 on PCS-T. These parties must complete the first three sections of the ESPD form, as well as any part of the Section 4 selection criteria that the main bidder will rely upon the parties to fulfil. The University reserves the right to request this information from relevant parties upon whom the main bidder will not rely to fulfil selection criteria.

Economic operators may be excluded from this competition if there are any of the situations referred to in Regulation 58 of the Public Contracts (Scotland) Regulations 2015.

Award criteria will include pass/fail minimums as well as scored technical questions on the topics of respecting equalities and employment law, including with respect to the protected characteristics of age, disability, gender reassignment, race, religion or belief, sex, sexual orientation, marriage and civil partnership and pregnancy and maternity, as well as Fair Work Practices, including consideration of the Living Wage (currently 9 GBP/hr)

The University of Edinburgh is committed to protecting and respecting human rights and has a zero tolerance approach to slavery and human trafficking in all its forms. The University is also committed to promoting fair working practices and embedding equality and diversity across all its work. Bidders and subcontractors engaged in the delivery of this contract may be excluded if they have not met applicable social, environmental and labour obligations under national, EU, and international law (as indicated in ESPD section 3D). Without prejudice to any additional relevant duties, suppliers should note that this includes obligations for certain organisations under:

— the Modern Slavery Act 2015 (available at http://www.legislation.gov.uk/ukpga/2015/30/contents/enacted),

— the ILO conventions and other measures listed in Annex X of Directive 2014/24/EU (available at http://eur-lex.europa.eu/legal-content/EN/TXT/HTML/?uri=CELEX:32014L0024&from=EN)

— the Equalities Act 2010 (available at https://www.legislation.gov.uk/ukpga/2010/15/contents)

— the Employment Relations Act 1999 (Blacklists) Regulations 2010 (http://www.legislation.gov.uk/uksi/2010/493/contents/made) – this is grounds for mandatory exclusion or termination at any procurement or contract stage

At any stage, bidders and/or relevant subcontractors may be required to provide statements and means of proof demonstrating their compliance with these obligations or the reliability of their self-cleansing measures, including the annual statement as provided for by section 54 of the Modern Slavery Act for organisations with a turnover of 36,000,000 GBP or over.

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 13353. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343

(SC Ref:579910)

VI.4)Procedures for review

VI.4.1)Review body

University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
United Kingdom
Telephone: +44 1316502508Internet address: http://www.ed.ac.uk/schools-departments/procurement/supplying
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained

VI.5)Date of dispatch of this notice:

09/04/2019

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