University of Southampton Cleaning Services Contract

University of Southampton Cleaning Services Contract

University of Southampton Provision of Cleaning Services for the Halls of Residences under a Multi-Supplier Framework Agreement.

United Kingdom-Southampton: Accommodation cleaning services

2019/S 097-234659

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

University of Southampton
University Road
Southampton
SO17 1BJ
United Kingdom
Contact person: Tony Fay
Telephone: +44 2380595000
E-mail: Procurement@soton.ac.uk
NUTS code: UKJ32
Internet address(es):Main address: http://www.southampton.ac.uk

Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton

I.2)Information about joint procurement

I.3)Communication

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

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:

University of Southampton Provision of Cleaning Services for the Halls of Residences under a Multi-Supplier Framework Agreement

Reference number: 2019UoS-0088

II.1.2)Main CPV code

90911100

II.1.3)Type of contract

Services

II.1.4)Short description:

The University of Southampton (the University) recognises that its halls accommodation is an important influence on the “Student Experience” whilst at university and moreover could influence the application process. The upkeep of its hall of residence is, therefore, a key service to the University and the providers of cleaning services are instrumental in ensuring that the University’s required quality standards are met.

The current cleaning provision is provided by a combination of University staff and third party contractors and is managed by the University’s Residences team. To ensure continuity of service and to facilitate value for money, the University is seeking to formally establish a Framework Agreement with up to 6 suppliers, to identify a “pool” of potential contractors who will be capable of supporting the University in the delivery of these services.

Services required include: summer deep cleaning; refresh cleaning; emergency cleaning; and external cleaning.

II.1.5)Estimated total value

Value excluding VAT: 1 200 000.00 GBP

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)

90910000
90911100
90900000

II.2.3)Place of performance

NUTS code: UKJ32
Main site or place of performance:

Southampton, Hampshire, UK.

II.2.4)Description of the procurement:

The University of Southampton (the University) recognises that its halls accommodation is an important influence on the “Student Experience” whilst at university and moreover could influence the application process.

The upkeep of its hall of residence is, therefore, a key service to the University and the providers of cleaning services are instrumental in ensuring that the University’s required quality standards are met.

The current cleaning provision is provided by a combination of University staff and third party contractors and is managed by the University’s Residences team. To ensure continuity of service and to facilitate value for money, the University is seeking to formally establish a Framework Agreement with up to 6 suppliers, to identify a “pool” of potential Contractors who will be capable of supporting the University in the delivery of these services.

Services required include: summer deep cleaning; refresh cleaning; emergency cleaning; and external cleaning (full details of the specification requirements can be found in the File 4 tender document).

This invitation to tender scope, guidance and instructions for completion includes details of the estimated scope, volume and value of the anticipated requirement. It is important to note however that, as with any Framework Agreement, the number of projects and the total scope and volume of services over the term of the framework cannot be accurately predicted and may be variable from year to year. No guarantees can be given as to actual or potential volumes/value of work for suppliers appointed to this Framework Agreement.

In delivering the services, the University expects to award “packages” of work (for example, a set number of rooms to be cleaned over a pre-defined period of time. These packages will form a separate call-off contract under the terms and conditions included within this invitation to tender document set (File 5).

This procurement process is being conducted as an open procedure; consisting of only an invitation to tender stage.

This aim of this is to result in the award of 6 suppliers to the framework

The University proposes to enter into a framework for 4 years: this will be the maximum contract period, including any potential extensions with the successful tenderers.

The estimated value of the framework is in the region of 1 100 000 GBP to 1 200 000 GBP.

Tenderers will be aware of the issues surrounding the application of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (“TUPE”) to the tendering process.

The University’s preliminary view is that TUPE will not apply to this Framework Agreement; however, prospective tenderers must take their own advice on this matter and tender accordingly. Tenderers must not rely on the University view being correct in law.

The University accepts no liability whatsoever for any loss or damage suffered by any tenderer who submits a successful bid pursuant to this invitation should it subsequently be held that such bid and the appointment to the Framework Agreement of the tenderer does constitute a transfer within the meaning of TUPE. The University will not indemnify the tenderer against any such loss.

Tenderers are required to confirm whether their tender is submitted on the basis that TUPE applies and, where this is so, whether the effects of TUPE have been taken into account in the submission of their rates.

II.2.5)Award criteria

Criteria below
Quality criterion – Name: Compliance with mandatory requirements / Weighting: Pass/Fail
Quality criterion – Name: Workload managment / Weighting: 10 %
Quality criterion – Name: Staff and training / Weighting: 20 %
Quality criterion – Name: Scenario 1 / Weighting: 5 %
Quality criterion – Name: Scenario 2 / Weighting: 5 %
Quality criterion – Name: Contract management / Weighting: 10 %
Cost criterion – Name: Deep cleaning / Weighting: 20 %
Cost criterion – Name: Refresh clean / Weighting: 5 %
Cost criterion – Name: Short notice rates / Weighting: 10 %
Cost criterion – Name: Disposal charges / Weighting: 5 %
Cost criterion – Name: External cleaning / Weighting: 5 %
Cost criterion – Name: Emergency cleaning / Weighting: 5 %

II.2.6)Estimated value

Value excluding VAT: 1 200 000.00 GBP

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

Duration in months: 48
This contract is subject to renewal: yes
Description of renewals:

This contract is likely to be subject to renewal towards the end of this contract period.

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

The University has conducted a review into the feasibility of including lots within this procurement and has determined that this procurement is not suitable for splitting into lots.

The risk of dividing the requirement into lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the framework.

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:

To support the financial assessment, the University will obtain a Business Risk Report for all tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.

The University reserves the right to exclude a tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer’s Business Risk Score is: “Moderate Risk”; “High Risk”; “Very High Risk”; or “Not Rated”, based on the rating provided by Creditsafe where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the invitation to tender document set.

III.1.2)Economic and financial standing

List and brief description of selection criteria:

To support the financial assessment, the University will obtain a Business Risk Report for all tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.

The University reserves the right to exclude a tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer’s Business Risk Score is: “Moderate Risk”; “High Risk”; “Very High Risk”; or “Not Rated”, based on the rating provided by Creditsafe where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the invitation to tender document set.

Minimum level(s) of standards possibly required:

Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:

— employers (compulsory) liability: 10 000 000 GBP per occurrence,

— public liability: 10 000 000 GBP per occurrence.

III.1.3)Technical and professional ability

List and brief description of selection criteria:

Tenderers attention is drawn to the mandatory requirements of the award criteria:

It is a mandatory requirement that all work connected with this requirement shall be carried out in accordance with the following legislation, standards and guidance:

(a) Health and Safety at Work Act 1974 and all related Approved Codes of Practice;

(b) Control of Substance Hazardous to Health (COSHH);

(c) Management of Health and Safety at Work Regulations 1999;

(d) workplace (health, safety and welfare) Regulations 1992;

(e) Personal Protective Equipment at Work Regulations 1992;

(f) The Work at Height Regulations 2005.

The following are general mandatory requirements for all work carried out under this Framework Agreement:

(a) the standards of cleaning for each room type that are set out in the Appendix 1 cleaning requirements and the Schedule 1 Example quality control form are expected to be complied with;

(b) COSHH risk assessments conducted on site for any chemical intended to be used;

(c) task risk assessments conducted on site for each activity;

(d) supervisor present at all times;

(e) full uniform with badge, provided by the supplier to be worn by all permanent staff, temporary and contracted staff at all times whilst on-site;

(f) doors locked when leaving any space unless instructed otherwise;

(g) all lights turned off when leaving any space;

(h) windows closed when leaving any space;

(i) no doors are to be wedged open at any time due to fire and security risk;

(j) there may be multiple suppliers carrying out cleaning on site at any one time, possibly working in the same building. Suppliers are expected to behave in a professional manner towards other staff from other companies and the presence of other companies will in no way waive any of the responsibilities detailed in this framework.

The following are mandatory requirements regarding disposal of items on site:

(a) no left items to leave the premises;

(b) all unopened dried goods taken to central location as instructed by onsite manager;

(c) waste taken to bin stores with waste separated into mixed recycling, food waste and general;

(d) recycling to be taken to central bins compound ensuring there is no cross contamination;

(e) any general waste taken to central bin compound;

(f) any electrical items taken to the onsite WEEE disposal bins;

(g) we also follow an ethical disposal of items regime for any items left by students these need to be taken to either the relevant charity bin, recycling bins, general waste bins, electrical waste bins, food bank boxes.

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

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: 6
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: 27/06/2019
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: 4 (from the date stated for receipt of tender)

IV.2.7)Conditions for opening of tenders

Date: 27/06/2019
Local time: 12:01

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published:

This is likely to be re-procured in 2023.

VI.2)Information about electronic workflows

Electronic ordering will be used
Electronic payment will be used

VI.3)Additional information:

e-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).

All documentation in relation to this tender can be downloaded from In-Tend.

Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of selection stage and/or invitation to tender responses will be conducted via In-Tend.

Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.

If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.

Once you have logged in as a supplier: click on “Tenders”; locate the relevant project; and click “View Details”. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking “Express Interest”.

Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.

Further instructions for the submission of responses are below:

To submit your return:

1) Login;

2) Click “Tenders”;

3) Locate the relevant project;

4) View details;

5) Click on the tab relating to the relevant project stage (e.g. “Invitation to Tender”);

6) Click on the “Attach Documents” button and upload your return;

7) Check all your response documents are uploaded and displayed in the “My Tender Return” panel. The system will only permit your organisation to make one return;

8) Click the red “Submit Return” button.

Please note: To preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.

Publication of award details: in accordance with Regulation 50, Paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.

Costs and expenses: potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation.

In this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.

The University is not liable for any costs in the event of the cancellation of this procurement process.

VI.4)Procedures for review

VI.4.1)Review body

University of Southampton
Southampton
SO17 1BJ
United Kingdom
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:

16/05/2019