Cleaning Services – Managed Bio-Decontamination Service Rotherham

Cleaning Services – Managed Bio-Decontamination Service Rotherham

In 2009 the Trust tendered for a managed, , bio-decontamination service in order to ensure that maximum levels of cleanliness are achieved and maintained. Both the equipment and service provides an efficacy Log 6 by Biological indicators.

United Kingdom-Rotherham: Building-cleaning services

2014/S 049-081754

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

The Rotherham NHS Foundation Trust
Woodside, 120 Moorgate Road
For the attention of: Louise Roberts
S60 2UA Rotherham
UNITED KINGDOM
E-mail: louise.roberts@rothgen.nhs.uk

Internet address(es):

General address of the contracting authority: www.rotherhamhospital.nhs.uk

Electronic access to information: https://noecpc.bravosolution.co.uk

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: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Body governed by public law
I.3)Main activity

Health
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:

The Provision of a Managed Bio-Decontamination Service.
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: The Rotherham NHS Foundation Trust.
NUTS code UKE

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

Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 120 000 and 480 000 GBP

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

In 2009 the Trust tendered for a managed, , bio-decontamination service in order to ensure that maximum levels of cleanliness are achieved and maintained. Both the equipment and service provides an efficacy Log 6 by Biological indicators.
The service providers liaise with trust representatives to provide the service requirements at locations throughout the hospital; this can be planned and reactive work including Bio-Decontamination of our Laboratories to efficacy Log 6 by Biological indicators.
Rooms and areas are secured and policed while the ‘fogging’ is complete, providing the relevant notices and warning signs to prevent incidents. A member of the service providers team is present until safe ‘gas’ levels are indicated. The machinery is then removed and stored securely on site. Reports are completed after every service provided, indicating the location of the works, the nature of the works and the results.
The provider has a store on site in which to keep the machinery and consumables.
The Trust is now looking to tender the managed service for this requirement again.
The Specification
The purpose of this specification document is to provide potential Service Providers with an overview of the Trust requirements for this service and provide potential bidders with the option to fully demonstrate how they will meet the Trusts requirements as service providers.
In delivering this service, the service provider must comply with the following key objectives:
— The agent/process used in order to carry this out must have proven biological efficacy Log 6 by biological indicators against a wide range of nosocomial pathogens and be capable of being applied in areas that contain sensitive, electro-mechanical and medical electronic equipment without causing disruption to equipment performance
— Must be able to clean laboratories to Log 6 efficacy levels by Biological indicators.
— Must be able to clean wards, toilets, bays, and any area within the hospital as required to Log 6 efficacy levels by Biological indicators
— Minimise disruption to the Trusts operations/activities
— Maintain a safe environment with minimal noise, using safe working practices, and ensure that any health & safety practices are adhered to.
— Provide an efficient, responsive, comprehensive and effective service based on sound technical operational requirements and standards.
— Operate a recognised risk assessment/management system to ensure that standards remain at the highest level, and that any slippage is recognised and corrected.
— Ensure that the required service standards are achieved through the use of Good Industry practice, key staffing, staff training, equipment fit for purpose, effective management systems, clear performance targets and appropriate levels of monitoring;
— Provide a flexible service that is responsive to Trust requirements and the hospital environment;
— Ensure effective communication through daily liaison with the Trust identified personnel.
The contract for the Managed Bio-Decontamination Service is intended to provide a managed, Bio-Decontamination service for Rotherham NHS Foundation Trust for a period of 2 years with the option to extend for a further 1 year plus 1 year (maximum contract duration 4 years). The service will be provided within those areas as determined by the Trust Facilities and/or Infection prevention and Control representatives; and is not restricted to certain wards or departments within the hospital.
Service Provision.
Service providers are requested to propose a solution for the provision of a specialised decontamination service in the form of a managed, service in a safe and controlled manner. The agent/process used in order to carry this out must have proven biological efficacy Log 6 by biological indicators against a wide range of nosocomial pathogens and be capable of being applied in areas that contain sensitive, electro-mechanical and medical electronic equipment without causing disruption to equipment performance.
It is expected that the service provider is expected to ensure that 75 hours cleaning time per week is provided to the Trust. An example of the cleans carried out at RFT over the last 12 months is attached at Appendix 1. The information detailed within this appendix are the number of cleans, this included, side rooms, 6-bed wards and toilets. A clean does not equal one room.
Average sizes of areas to be cleaned as part of this contract:
Room Type Volume;
Bay 120 Cubic Meters;
Cubical 30 Cubic Meters;
Bathroom 20-30 Cubic Meters;
Toilet 6 Cubic Meters.
All employees of the service providers must be qualified and trained to deliver this service.
All employees of the service provider must be Disclosure and Barring Service (DBS) checked and certificates provided.
This service will be provided to the Trust separately, outside of any existing or contracted-out manual cleaning methods, and will not directly have influence upon, interference with, or contribution to existing methods.
4.3 Scope of works.
The Service shall encompass the following elements:
Definition of a managed service, bio-decontamination provision, focusing on, but not limited to:
Configuration of an team;
Management processes;
Control processes;
Demonstration of a clear understanding of the service provision required;
Reporting and feedback mechanisms;
Contract monitoring and review;
Cleaning of all areas of the hospital as required to efficacy Log 6 by Biological indicators.
The contract term is 2 years, with the option to extend for 1 year plus 1 year (Maximum contract duration 4 years).
II.1.6)Common procurement vocabulary (CPV)

90911200

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:

Refer to the information in the ITT documents.
Estimated value excluding VAT:
Range: between 120 000 and 480 000 GBP
II.2.2)Information about options

Options: yes
Description of these options: The contract term is 2 years, with the option to extend for 1 year plus 1 year (Maximum contract duration 4 years).
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Duration in months: 24 (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:

Parent Company or other guarantees may be required in certain circumstances – see ITT for further details.
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:

Joint and Several Liability.
III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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: In accordance with regulations 23 to 25 of the Public Contracts Regulations 2006 and set out in this ITT associated with this procurement available at https://noecpc.bravosolution.co.uk tendering portal.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: Candidates may be disqualified who do not respond in accordance with the format and instructions of this requirement. Details to be found in this ITT.
Minimum level(s) of standards possibly required: As defined within the ITT.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
In accordance with regulations 23 to 25 of the Public Contracts Regulations 2006 and set out in this ITT associated with this procurement available at https://noecpc.bravosolution.co.uk tendering portal.

Minimum level(s) of standards possibly required:
As defined within this ITT.

III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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

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

Project 1384LR01
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: 22.4.2014 – 17:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

22.4.2014 – 17:00
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

Instructions How to Express Interest in this Tender~: 1. Register your company on the eSourcing portal (required once) – Browse to the eSourcing Portal:
https://noecpc.bravosolution.co.uk and click the link to register – Accept the terms and conditions and click ‘continue’ – Enter your correct details – Note the username you chose and click ‘Save’ when complete – You will shortly receive an email with your unique password (keep this secure). Once registered, please follow the steps to import your sid4health profile, the instructions to do so are in the ‘Supplier Import guide’ once logged in. You will then be able to express interest in the tender exercise that is of interest to you 2. Express an Interest in the tender – Login to the portal with the username/password – Click the ‘PQQs / ITTs Open To All Suppliers’ link. (These are Pre-Qualification Questionnaires/ Invitations to Tender open to any registered supplier) – Click on the relevant ITT to access the content. – Click the ‘Express Interest’ button at the top of the page. – This will move the ITT into your ‘My ITTs’ page. (This is a secure area reserved for your projects only) -You can now access any attachments by clicking ‘Buyer Attachments’ in the ITT Details’ box 3. Responding to the tender – Click ‘My Response’ under ITT Details’, you can choose to ‘Create Response’ or to ‘Decline to Respond’ (please give a reason if declining) – You can now use the ‘Messages’ function to communicate Powered by BravoSolution eSourcing Technology 15 / 19 with the buyer and seek any clarification – Note the deadline for completion, then follow the onscreen instructions to complete the ITT – There may be a mixture of online and offline actions for you to perform (there is detailed online help available) You must then submit your reply using the ‘Submit Response’ button at the top of the page. If you require any further assistance please consult the online help or contact the eTendering help desk at 0800-3684580 or help@bravosolution.co.uk

The deadline for submitting a response to the ITT is 17:00 hours on 22.4.2014.
Tenders and all supporting documentation for the contract must be priced in sterling and written in English. Any agreement entered into will be considered a contract made in England according to English law and will be subject to the exclusive jurisdiction of the English Courts. The Rotherham NHS Foundation Trust is not liable for any costs incurred by those expressing an interest in and/or tendering for this contract opportunity. The Rotherham NHS Foundation Trust reserves the right to terminate the procurement process (or part of it), to change the basis of and the procedures for the procurement process at any time or to procure the subject matter of the contract by alternative means if it appears that it can be more advantageously procured by alternative means. The most economically advantageous or any tender will not automatically be accepted.
The range stated in section II.2.1 of this notice is indicative only and and the final value of the contract will depend on the final tenders received by The Rotherham NHS Foundation Trust and the tender submitted by the successful tenderer. The Rotherham NHS Foundation Trust therefore reserves the right to award a contract for more or less that the range indicated in section II.2.1 of this notice. The Rotherham NHS Foundation Trust reserves the right to accept variant tenders as set out in the Invitation to Tender documentation.
VI.4) Procedures for appeal.
VI.4.1) Body responsible for appeal procedures
Powered by BravoSolution eSourcing Technology 16 / 19.

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Rotherham NHS Foundation Trust will incorporate a minimum 10 calendar day standstill period at the point information on the award of contract is communicated to tenderers, in accordance with Regulation 32A of the Public Contracts Regulations 2006. Any tenderer wishing to appeal the decision to award the contract, or after the award of the contract appeal the award of the contract, shall have the rights set out in Part 9 of the Public Contracts Regulations 2006.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:6.3.2014