Cleaning Contract for Schools and Educational Establishments Across Merton

Cleaning Contract for Schools and Educational Establishments Across Merton

Tender for the provision of cleaning at Educational Establishments. Possibly 57 educational sites with a current an up take of 31 across the London Borough of Merton.

United Kingdom-Morden: Cleaning services

2013/S 172-297745

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

London Borough of Merton
Children Schools & Families, Civic Centre, London Road
For the attention of: Murray Davies
SM4 5DX Morden
UNITED KINGDOM
Telephone: +44 2085453069
E-mail: murray.davies@merton.gov.uk
Fax: +44 2085453311

Internet address(es):

General address of the contracting authority: www.merton.gov.uk

Further information can be obtained from: i-Clean Systems Limited
Unit 14, 190 Malvern Common, Poolbrook Road
For the attention of: S. Oakley
WR14 3JZ Malvern
UNITED KINGDOM
Telephone: +44 1684580683
E-mail: sue@i-clean.info
Fax: +44 1684580681
Internet address: www.merton.gov.uk/procurement

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: i-Clean Systems Limited
Unit 14, 190 Malvern Common, Poolbrook Road
For the attention of: S. Oakley
WR14 3JZ Malvern
UNITED KINGDOM
Telephone: +44 1684580683
E-mail: sue@i-clean.info
Fax: +44 1684580681
Internet address: www.merton.gov.uk/procurement

Tenders or requests to participate must be sent to: i-Clean Systems Limited
Unit 14, 190 Malvern Common, Poolbrook Road
For the attention of: S. Oakley
WR14 3JZ Malvern
UNITED KINGDOM
Telephone: +44 1684580683
E-mail: sue@i-clean.info
Fax: +44 1684580681
Internet address: www.merton.gov.uk/procurement

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
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:

Tender for the provision of cleaning at Educational Establishments.
II.1.2)Type of contract and location of works, place of delivery or of performance

Services
Service category No 14: Building-cleaning services and property management services
Main site or location of works, place of delivery or of performance: Possibly 57 educational sites with a current an up take of 31 across the London Borough of Merton.
NUTS code UKI2

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 London Borough of Merton wishes to procure and appoint a provider with experience of cleaning in multi-site educational establishments to work with the council in providing a high quality cleaning service at 31 education establishments sites currently (approx area size of 83895 sq metres), however a possible additional 26 sites (or such number up to that figure) may be added (approx area size of 62859 sq metres). The requirement will be for a service offering weekly cleaning during term time (39 weeks per year) for school sites plus periodic deep cleaning during school holidays and up to 50 weeks per year cleaning for some non-school sites (all falling within the 57 sites referred to above). External and internal window cleaning to be priced separately. In addition to which there may be one-off cleaning requests in respect of each of the sites. The offer of ancillary support services such as caretaking and grounds maintenance may be required. Enhanced DBS checks for all staff is a requirement. TUPE will apply.
II.1.6)Common procurement vocabulary (CPV)

90910000, 90919300, 90911200, 90911300

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

The contract is covered by the Government Procurement Agreement (GPA): yes
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:

To provide a cleaning service at 31 education establishments sites currently, however it is possible this may rise to 57 – Contract for 3 years with a possibility to extend for 2 years in 1 yearly increments. The estimated value of the contract in respect of the 31 confirmed education establishment sites is 950,000 GBP. Please note that should the other sites also elect to receive the services then the contract value could reach or exceed 1.75 GBP million.
II.2.2)Information about options

Options: no
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 36 (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:

A Bond or Parent Company guarantee will be required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

To be invoiced monthly, payment 30 days in arrears.
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: yes
Description of particular conditions: Cleaning contract will be subject to and judged on the following:
a) Performance standards;
b) Independent audits;
c) Shortfall of standards will be subject to contractor rectification or credit;
d) Regular contract meetings;
e) Audit of Hours.
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: Any supplier may be disqualified who:
(a) is bankrupt or is being wound up, where his affairs are being administered by the court, where he has entered into an arrangement with creditors, where he has suspended business activities or is in any analogous situation arising from a similar procedure under national laws and regulations;
(b) is the subject of proceedings for a declaration of bankruptcy, for an order compulsory winding up the administration by the court or of an arrangement with creditors or of any other similar proceedings under national laws and regulations;
(c) has been convicted by a judgment which has the force of res judicata in accordance with the legal provisions of the country of any offence concerning his professional conduct;
(d) has been guilty of grave professional misconduct proven by any means which the contract authorities can demonstrate;
(e) has not fulfilled obligations relating to the payment of social security contributions in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(f) has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of the country in which he is established or with those of the country of the contracting authority;
(g) is guilty of serious misrepresentation in supplying the information required under this Section or has not supplied such information;
(h) has been the subject of a conviction for participation in a criminal organization, as defined in Article 2(1) of Council Joint Action 98/733/JHA;
(i) has been the subject of a conviction for corruption, as defined in Article 3 of the Council Act of 26 May 1972 and Article 3(1) of Council Joint Action 98/742/JHA3 respectively;
(j)has been the subject of a conviction for fraud within the meaning of Article 1 of the Convention relating to the protection of the financial interests of the European Communities;
(k) has been the subject of a conviction for money laundering, as defined in Article 1 of Council Directive 91/308/EEC of 10 June 1991 on prevention of the use of the financial system for the purpose of money laundering.
Information and formalities necessary for evaluating if requirements are met:
Applicants must complete a Pre-Qualification Questionnaire – further available from the contact point in Section I.1. The Pre-Qualification Questionnaire must be submitted using the London Tenders Portal –
www.londontenders.org/procontract/supplier.nsf

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: 1. All candidates will be required to provide evidence of relevant insurance;
2. All candidates will be required to provide a statement, covering the 3 previous financial years including the overall turnover of the candidate and the turnover in respect of the activities which are of a similar type to the subject matter of the notice;
3. Candidates will be required to provide statements of accounts or extracts from those accounts relating to their business.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
1. A statement of the candidates average annual number of staff and managerial staff over the previous 3 years;
2. Details of the educational and professional qualifications of their managerial staff; and those of the person(s) who would be responsible for providing the services or carrying out the work or works under the contract.
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

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 minimum number 5: and maximum number 8
Objective criteria for choosing the limited number of candidates: The London Borough of Merton is seeking service providers of the highest quality and will utilise the scoring of responses to PQQ to select the most suitable bidders who will be invited to tender for this contract.
In the first instance, it is intended that the invitation to tender will be issued to those bidders whose scores are in the upper quartile of scores achieved by all bidders provided that their individual score exceed a total equivalent to 75 % of the available marks.
However, in the event that:
— fewer than 5 bidders achieve a score of 75 % of available marks or more; or
— fewer than 20 organisations submit an expression of interest;
the London Borough of Merton will extend invitations to tender to the next highest scoring bidders so that not less than 5 organisations in total are invited to tender.
In the event that:
— more than 32 organisations submit an expression of interest ; and
— of those more than 8 bidders achieve a score of 75 % of available marks or more;
the London Borough of Merton may limit invitations to tender to the highest scoring bidders so that not more than 8 organisations in total are invited to tender.
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 below

1. Quality. Weighting 50

2. Pricing. Weighting 50

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:

ICS2428-2013
IV.3.2)Previous publication(s) concerning the same contract

no
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document

Time limit for receipt of requests for documents or for accessing documents: 27.9.2013 – 12:00
IV.3.4)Time limit for receipt of tenders or requests to participate

4.10.2013 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

28.10.2013
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
VI.2)Information about European Union funds
VI.3)Additional information

This is a procurement to which the Public Services (Social Value) Act 2012 applies. As such the London Borough of Merton has duly considered how the proposed procurement might improve the economic, social and environmental well-being of the borough and how in conducting this procurement we might act to secure that improvement. Following consideration of the Act part of the evaluation criteria includes elements relating to economic, social and environmental well-being. Selected tenderers may be required to facilitate a site visit and/or to make a presentation as part of the evaluation of tenders submitted.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

London Borough of Merton
Merton Civic Centre London Road
SM4 5DX Morden
UNITED KINGDOM
E-mail: peter.stone@merton.gov.uk
Telephone: +44 2085453736
Internet address: www.merton.gov.uk

Body responsible for mediation procedures

London Borough of Merton
Director of Corporate Services 8th Floor, Merton Civic Centre London Road
SM4 5DX Morden
E-mail: caroline.holland@merton.gov.uk
Telephone: +44 2085453568
Internet address: www.merton.gov.uk

VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

London Borough of Merton
Chief Executive 8th Floor, Merton Civic Centre London Road
SM4 5DX Morden
E-mail: sophie.jones@merton.gov.uk
Telephone: +44 2085453332
Internet address: www.merton.gov.uk

VI.5)Date of dispatch of this notice:3.9.2013