Cleaning Tender Cornwall

Cleaning Tender Cornwall

Building Cleaning Services for the Newquay Area/Charlestown Schools/Academies Partnership with Humphry Davy School, Penzance. UK-Newquay: office, school and office equipment cleaning services

2012/S 59-096275

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Newquay Area/Charlestown Schools/Academies Partnership with Humphry Davy School, Penzance
St Columb Minor Academy, Porthbean Road, St Columb Minor
Contact point(s): Mrs. Gill Harper
For the attention of: Mrs. Gill Harper
TR7 3JF Newquay
UNITED KINGDOM
Telephone: +44 1637873958
E-mail: gillharper@st-columb-minor.cornwall.sch.uk

Further information can be obtained from: Mr. Mike Shillaber
Corporate Procurement Unit, Cornwall Council, Room 10, 1st Floor Dalvenie House, Treyew Road
Contact point(s): Mr. Mike Shillaber
For the attention of: Mr. Mike Shillaber
TR1 3AY Truro
UNITED KINGDOM
Telephone: +44 1872322716
E-mail: mshillaber@cornwall.gov.uk
Fax: +44 1872323507

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Mr. Mike Shillaber
Corporate Procurement Unit, Cornwall Council, Room 10, 1st Floor Dalvenie House, Treyew Road
Contact point(s): Mr. Mike Shillaber
For the attention of: Mr. Mike Shillaber
TR1 3AY Truro
UNITED KINGDOM
Telephone: +44 1872322716
E-mail: mshillaber@cornwall.gov.uk
Fax: +44 1872323507

Tenders or requests to participate must be sent to: Mr. Mike Shillaber
Corporate Procurement Unit, Cornwall Council, Room 10, 1st Floor Dalvenie House, Treyew Road
Contact point(s): Mr. Mike Shillaber
For the attention of: Mr. Mike Shillaber
TR1 3AY Truro
UNITED KINGDOM
Telephone: +44 1872322716
E-mail: mshillaber@cornwall.gov.uk
Fax: +44 1872323507

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

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:

Building Cleaning Services for the Newquay Area/Charlestown Schools/Academies Partnership with Humphry Davy School, Penzance.
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: Trevisker CP School, Warwick Crescent, St Eval, Wadebridge, Cornwall PL27 7UD.
St Columb Minor Academy, Porthbean Road, St Columb Minor, Newquay, Cornwall TR7 3JF.
St Columb Major Academy, Newquay Road, St Columb Major, Cornwall TR9 6RW.
Mawgan in Pydar CP School, St Mawgan Village, Newquay, Cornwall TR8 4EP.
Charlestown Academy, Carlyon Bay, St Austell, Cornwall PL25 3PB.
Humphry Davy Secondary School, Coombe Road, Penzance, Cornwall, TR18 2TG.
NUTS code
II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves the establishment of a framework agreement
II.1.4)Information on framework agreement

Framework agreement with several operators
maximum number of participants to the framework agreement envisaged: 2
Duration of the framework agreement

Duration in months: 48
Estimated total value of purchases for the entire duration of the framework agreement

Estimated value excluding VAT:
Range: between 550 000,00 and 600 000,00 GBP

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

Building Cleaning Services, primarily to provide daily cleaning of the six sites, as listed above, to their defined specifications, for an intended 4 year period (comprising an initial 2 years plus optional extensions of a further 2 x periods of 12 months) commencing from August 1st, 2012. Also to include the removal of cleaning waste in line with the schools requirements. Please note existing staff providing the service are expected to be eligible for a TUPE transfer of employment and a significant proportion are existing members of the Local Government Pension Scheme. These 6 school sites have a partnership agreement in place for collaborative working and will be working as a consortium for the purposes of this framework agreement, with the overall Partnership representative, from an administrative prospective, being St Columb Minor Academy.
It should be noted that under the terms of the overarching framework agreement to be put in place, there will, in essence, be an individual service contract reflective of each participating school/academy’s specific service requirements. As a minimum requirement, monthly monitoring of the cleaning teams performance at each site will be required and spot checks will need to be carried out on the teams on at least half-termly intervals by the line managers responsible for the cleaning teams.
Companies that progress via PQQ assessment to ITT stage will be invited to bid for the overall business on the basis of it being broken up into 3 distinct lots. Lot 1 will be the 4 Junior Schools in the Newquay Area plus Charlestown Academy near St. Austell. Lot 2 will be for Humphry Davy Secondary School, Penzance, only. Lot 3 will be a combination of Lots 1 and 2, i.e. all 6 School/Academy sites.
The desirable outcome of this procurement exercise, if deemed practical from an operational perspective, would be for a single provider to be appointed to the framework agreement and that all of the schools/academies will accept such an overall collaborative arrangement going forward to benefit from probable economies of scale etc. The framework agreement is expected to commence from 1st August 2012, and with the built in options to extend, for a further 1 + 1 year period, is anticipated to run on until 31st July 2016, subject to satisfactory performance and mutually acceptable agreement on any other conditions related to the overall service requirements. The current estimated annual value of business, across all 6 sites, is in the region of £150,000. Evidence of a well defined and supervised cleaning methodology will be paramount to support any subsequent tender applications.
Examples of the types of service requirements that may be required, but by no means an exhaustive list, are as follows:
— External and high level Window Cleaning – annually,
— Carpets – deep cleaned / shampooed at least twice a year e.g. August and Easter,
— Staffroom – upholstery on seats to be cleaned and free of stains half-termly,
— Wet floor areas – washed each evening and deep cleaned every term,
— Hall floor – polished annually or more often if needed,
— Food Technology room (i.e. small kitchen area) cleaned thoroughly each day,
— Staff kitchen – cleaned thoroughly each day,
— Curtains to be cleaned annually inc high level (thorough vacuum to eliminate cobwebs and general collection of dust),
— Supply of Black Sacks and Pedal/Swing Bin Bags and Sanitary Bags and associated disposal,
— Lock and unlock daily in some schools, others will be ad hoc,
— Use of environmentally friendly products, where possible,
— Disposal of recycling at the appropriate collection points,
— Disposal of full black sacks in skip provided or other specified container.
Please be aware that existing staff providing the services are generally anticipated to be eligible for a transfer of employment under TUPE regulations and an anonymised summary of their prevailing terms and conditions of employment, including any pension liabilities, will be provided as appendices to the Invitation to Tender Documentation.
II.1.6)Common procurement vocabulary (CPV)

90919000, 90919300

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: yes
Tenders may be submitted for one or more lots
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:

Estimated value excluding VAT:
Range: between 550 000,00 and 600 000,00 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: yes
II.3)Duration of the contract or time limit for completion

Starting 1.8.2012. Completion 31.7.2016

Information about lots

Lot No: 1 Lot title: Newquay Area/Charlestown Grouping of 5 Junior Schools

1)Short description

Building Cleaning Services, to be specified within the ITT, for the following Schools/Academies St.Columb Minor Academy, St. Columb Major Academy, Trevisker Primary School, Mawgan in Pydar Primary School and Charlestown Academy.
2)Common procurement vocabulary (CPV)

90919000, 90919300

3)Quantity or scope

To be outlined within the ITT documentation for each individual School.
Estimated value excluding VAT:
Range: between 300 000,00 and 320 000,00 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Providers are required to bid for one or more lots.
Lot No: 2 Lot title: Humphry Davy Secondary School, Penzance

1)Short description

Building Cleaning Services, to be specified within the ITT, for Humphry Davy Secondary School, Penzance, only.
2)Common procurement vocabulary (CPV)

90919000, 90919300

3)Quantity or scope

The School’s specific requirements to be outlined within the ITT.
Estimated value excluding VAT:
Range: between 260 000,00 and 280 000,00 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Providers are required to bid for one or more lots.
Lot No: 3 Lot title: All 6 participating Schools/Academies, i.e. Lots 1 and 2 combined

1)Short description

Building Cleaning Services, to be specified within the ITT, for the combination of all 6 Schools/Academies namely St. Columb Minor Academy, St. Columb Major Academy, Trevisker County Primary School, Mawgan in Pydar County Primary School, Charlestown Academy and Humphry Davy School, Penzance.
2)Common procurement vocabulary (CPV)

90919000, 90919300

3)Quantity or scope

As per the individual school/academy specifications to be included within the ITT documentation.
Estimated value excluding VAT:
Range: between 550 000,00 and 600 000,00 GBP
4)Indication about different date for duration of contract or starting/completion

Duration in months: 48 (from the award of the contract)
5)Additional information about lots

Providers are required to bid for one or more lots.

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

No deposits will be required but where applicable the successful tenderer (or in the case of a consortium bid, each member of the consortium) may be required to provide a parent company guarantee or alternative performance bond.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

These conditions will be provided in the Pre-Qualification Questionnaire and/or Invitation to Tender documents.
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: yes
Description of particular conditions: Subject to the Terms and Conditions that will be included within the Invitation to Tender documentation.
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: 1) Expressions of interest should be made in writing (via email) and sent to the email address set out in Annex A III.
2) Contractors expressing an interest in tendering will be sent a Pre-Qualification Questionnaire document which will need to be completed and returned to Cornwall Council, acting as the Partnership’s Procurement Advisory Body, at the address set out in Annex A III, along with supporting information as requested.
3) Only those suppliers appropriately selected to be on the tender list will be invited to tender.
4) Parties will be provided with detailed instructions concerning the information they must provide. This will be contained in the pre-qualification questionnaire and/or tender documentation. Consideration will only be given to those contractors who complete and return the pre-qualification questionnaire and/or tender documentation by the required date.
Furthermore, a supplier will not be considered for tendering purposes if it:
(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 for compulsory winding up or 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 final judgment 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 contracting 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 organisation, 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 26.6.1972 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 10.6.1991 on prevention of the use of the financial system for the purpose of money laundering. Parties will be provided with detailed instructions concerning the information they must provide. This will be contained in the Pre-Qualification Questionnaire. Consideration will only be given to those contractors who complete and return the Pre-Qualification Questionnaire by the required date.
A Provider Information Day event, whereby prospective tenderers can view the premises to be serviced and seek clarification on any matters arising, is intended to be held on Tuesday 8.5.2012, just over a week after the tender documentation has been issued.
III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: May include, but shall not be limited to:
(a) appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) the presentation of balance sheets or extracts from the balance sheets, where publication of the balance sheet is required under the law of the country in which the economic operator is established;
(c) a statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last three financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
(d) the criteria listed in III.2.1; and
(e) any other information or documents referred to in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required: Please refer to the Pre-Qualification Questionnaire.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
May include, but shall not be limited to:
(a) a list of the works carried out over the past five years, accompanied by certificates of satisfactory execution for the most important works. These certificates shall indicate the value, date and site of the works and shall specify whether they were carried out according to the rules of the trade and properly completed. Where appropriate, the competent authority shall submit these certificates to the contracting authority direct;
(b) a list of the principal deliveries effected or the main services provided in the past three years, with the sums, dates and recipients, whether public or private, involved. Evidence of delivery and services provided shall be given:
— where the recipient was a contracting authority, in the form of certificates issued or countersigned by the competent authority,
— where the recipient was a private purchaser, by the purchaser’s certification or, failing this, simply by a declaration by the economic operator.
(c) an indication of the technicians or technical bodies involved, whether or not belonging directly to the economic operator’s undertaking, especially those responsible for quality control and, in the case of public works contracts, those upon whom the contractor can call in order to carry out the work;
(d) a description of the technical facilities and measures used by the supplier or service provider for ensuring quality and the undertaking’s study and research facilities;
(e) where the products or services to be supplied are complex or, exceptionally, are required for a special purpose, a check carried out by the contracting authorities or on their behalf by a competent official body of the country in which the supplier or service provider is established, subject to that body’s agreement, on the production capacities of the supplier or the technical capacity of the service provider and, if necessary, on the means of study and research which are available to it and the quality control measures it will operate;
(f) the educational and professional qualifications of the service provider or contractor and/or those of the undertaking’s managerial staff and, in particular, those of the person or persons responsible for providing the services or managing the work;
(g) for public works contracts and public services contracts, and only in appropriate cases, an indication of the environmental management measures that the economic operator will be able to apply when performing the contract;
(h) a statement of the average annual manpower of the service provider or contractor and the number of managerial staff for the last three years;
(i) a statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract;
(j) an indication of the proportion of the contract which the services provider intends possibly to subcontract;
(k) with regard to the products to be supplied:
(i) samples, descriptions and/or photographs, the authenticity of which must be certified if the contracting authority so requests;
(ii) certificates drawn up by official quality control institutes or agencies of recognised competence attesting the conformity of products clearly identified by references to specifications or standards.
(m) the criteria listed in III.2.1; and
(n) any other information or documents referred to in the Pre-Qualification Questionnaire.
Minimum level(s) of standards possibly required:
Please refer to the Pre-Qualification Questionnaire.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: no

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 005: and maximum number 010
Objective criteria for choosing the limited number of candidates: Parties will be provided with the criteria to be used for choosing the limited number of candidates. This will be contained in the Pre-Qualification Questionnaire.
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:

NCHD1
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: 23.4.2012 – 12:00
Payable documents: no
IV.3.4)Time limit for receipt of tenders or requests to participate

23.4.2012 – 12:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates

27.4.2012
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 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

In evaluating the suitability of organisations it may be necessary to request additional information and for tenderers that are short listed, following the intial paper based ITT evaluation process, to attend for a further interview/presentation stage as part of the overall evaluation process. Organisations must be able to demonstrate through the Pre-Qualification Stage or their tender submission that they possess the necessary skills, knowledge and experience to undertake this service.
It is the Partnership’s view that the Acquired Rights Directive 77/187/EEC and or the Transfer of Undertakings.
(Protection of Employment) Regulations 2006 will apply to this framework agreement.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

N/A

Body responsible for mediation procedures

N/A

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: At the point at which tenderers are notified of the framework agreement award decision, a minimum 10 calendar day standstill period will apply during which the unsuccessful tenderers will have the opportunity to appeal against the decision to award before the framework agreement is concluded.
If an appeal regarding the award of the framework agreement has not been successfully resolved, the Public Contracts (Amendment) Regulations 2009 provide for aggrieved parties who have been harmed or believe they are at risk of harm by a breach of the rules to take action in the High Court (England, Wales and Northern Ireland). Any such action must be brought promptly and may take the form of an application for an order to set aside the award decision, suspend the procedure or amend a document, or if the framework agreement has been entered into, a claim for a declaration of agreement ineffectiveness and/or a claim for damages.
VI.4.3)Service from which information about the lodging of appeals may be obtained

N/A

VI.5)Date of dispatch of this notice:21.3.2012