Cleaning Tender for Schools in Wales

Cleaning Tender for Schools in Wales

Cleaning of Educational and Other Establishments within Rhondda Cynon Taf County Borough Council.

United Kingdom-Porth: Cleaning services

2014/S 065-111031

Contract notice

Services

Directive 2004/18/EC

Section I: Contracting authority

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

Rhondda Cynon Taf County Borough Council
Bronwydd House, Bronwydd Avenue
Contact point(s): Procurement Unit
For the attention of: Kerri Allen
CF39 9DL Porth
UNITED KINGDOM
Telephone: +44 1443680681
E-mail: purchasing@rctcbc.gov.uk

Internet address(es):

General address of the contracting authority: http://www.rctcbc.gov.uk/

Address of the buyer profile: http://www.sell2wales.gov.uk/search/Search_AuthProfile.aspx?ID=AA0276

Further information can be obtained from: Rhondda Cynon Taf County Borough Council
Bronwydd House, Bronwydd Avenue
Contact point(s): Procurement Unit
For the attention of: Kerri Allen
CF39 9DL Porth
UNITED KINGDOM
Telephone: +44 1443680681
E-mail: purchasing@rctcbc.gov.uk
Internet address: http://appswales.alito.co.uk/

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: Rhondda Cynon Taf County Borough Council
Bronwydd House, Bronwydd Avenue
Contact point(s): Procurement Unit
For the attention of: Kerri Allen
CF39 9DL Porth
UNITED KINGDOM
Telephone: +44 1443680681
E-mail: purchasing@rctcbc.gov.uk
Internet address: http://appswales.alito.co.uk/

Tenders or requests to participate must be sent to: Rhondda Cynon Taf County Borough Council
Bronwydd House, Bronwydd Avenue
Contact point(s): Procurement
For the attention of: Kerri Allen
CF39 9DL Porth
UNITED KINGDOM
Telephone: +44 1443680681
E-mail: purchasing@rctcbc.gov.uk
Internet address: http://appswales.alito.co.uk/

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
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:

Cleaning of Educational and Other Establishments within Rhondda Cynon Taf County Borough Council.
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: Educational and Other Establishments within Rhondda Cynon Taf County Borough Council.
NUTS code UKL15

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 Council requires a contractor to provide a cleaning service at a number of educational and other establishments across the county and to potentially offer a cleaning service that would be available to all its educational establishments in the future. The Council is looking to award a framework to one supplier for a period of 2 years and seven months (with an option to extend for two further periods of up to twelve months) to clean its educational and other establishments.
There are currently 111 primary schools and 16 Secondary schools within the Council. At this time approximately 62 primary schools, 9 Secondary schools plus 7 other educational establishments have expressed an interest in being part of the contract. Potentially the framework could include all primary and secondary schools. The size of these establishments varies greatly from small nurseries and Primary Schools with under 60 pupils to large Secondary Schools with over 1,400 pupils. Similarly the size of the actual cleaning area will vary from a small number of classrooms to schools with many different buildings (each with a number of floor levels) across a School Campus.
The diversity of the building stock is also considerable from schools that are well over 100 years old, through to brand new buildings of the latest design, including examples of most building types in between. The type of flooring encountered will also vary considerably not only from school to school but also within each establishment.
The Council aims to award a single supplier framework for the cleaning of these establishments, however, the successful contractor will be expected to liaise with the RCT finance department with regards to providing consolidating invoicing where appropriate, or provide separate invoices to schools where required. TUPE obligations are likely to be applied for this process. All staff are required to be DBS checked at an enhanced level for the contract start date of 1.9.2014.
II.1.6)Common procurement vocabulary (CPV)

90910000, 90911000, 90911100, 90900000, 90911200, 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: 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:

Estimated value excluding VAT: 17 900 000 GBP
II.2.2)Information about options

Options: no
II.2.3)Information about renewals

This contract is subject to renewal: no
II.3)Duration of the contract or time limit for completion

Starting 1.9.2014. Completion 31.3.2017

Section III: Legal, economic, financial and technical information

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

not applicable.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:

as per 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: 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: (1) All candidates will be required to produce a certificate or declaration demonstrating that they are not bankrupt or the subject of an administration order, are not being wound-up, have not granted a trust deed, are not the subject of a petition presented for sequestration of their estate, have not had a receiver, manager or administrator appointed and are not otherwise apparently insolvent.
(2) All candidates will be required to produce a certificate or declaration demonstrating that the candidate, their directors, or any other person who has powers of representation, decision or control of the candidate has not been convicted of conspiracy, corruption, bribery, or money laundering. Failure to provide such a declaration will result in the candidate being declared ineligible and they will not be selected to participate in this procurement process.
(3) All candidates will be required to produce a certificate or declaration demonstrating that they have not been convicted of a criminal offence relating to the conduct of their business or profession.
(4) All candidates will be required to produce a certificate or declaration demonstrating that they have not committed an act of grave misconduct in the course of their business or profession.
(5) All candidates must comply with the requirements of the State in which they are established, regarding registration on the professional or trade register.
(6) Any candidate found to be guilty of serious misrepresentation in providing any information required, may be declared ineligible and not selected to continue with this procurement process.
(7) All candidates will have to demonstrate that they are licensed, or a member of the relevant organisation, in the State where they are established, when the law of that State prohibits the provision of the services, described in this notice, by a person who is not so licensed or who is not a member of the relevant organisation.
(8) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of social security contributions under the law of any part of the United Kingdom or of the relevant State in which the candidate is established
(9) All candidates will be required to produce a certificate or declaration demonstrating that they have fulfilled obligations relating to the payment of taxes under the law of any part of the United Kingdom or of the relevant State in which the economic operator is established.
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 professional risk indemnity 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 this notice.
(3) All 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) All candidates will be required to provide certification from an independent body attesting conformity to environmental management standards in accordance with the Community Eco-Management and Audit Scheme (EMAS); or the European standard BS EN ISO 14001.
(2) All candidates will be required to provide certification drawn up by an independent body attesting the compliance of the economic operator with quality assurance standards based on the relevant European standards.
(3) 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.
(4) A statement of the principal goods sold or services provided by the supplier or the services provider in the past 3 years, detailing the dates on which the goods were sold or the services provided; the consideration received; the identity of the person to whom the goods were sold or the services were provided.
(5) A statement of the tools, plant or technical equipment available to the service provider or contractor for carrying out the contract.
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

Legal persons should indicate the names and professional qualifications of the staff responsible for the execution of the service: yes

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:

RCT/BS/R007/13
IV.3.2)Previous publication(s) concerning the same contract
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: 14.5.2014
IV.3.4)Time limit for receipt of tenders or requests to participate

14.5.2014 – 12:00
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

Duration in months: 3 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening of tenders

Date: 14.5.2014 – 12:00
Place:

Porth.

Persons authorised to be present at the opening of tenders: yes
Additional information about authorised persons and opening procedure: Two delegated officers.

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: yes
Estimated timing for further notices to be published: Approximately 2 years from 1st September 2014 subject to any contract extensions being taken up.
VI.2)Information about European Union funds
VI.3)Additional information

To participate in this tender exercise you must be registered on the Alito Procurement Portal website – http://appswales.alito.co.uk. If you are not already registered on this website, you will need to register and create a new profile. If you are already registered, please ensure your profile is up-to-date.

Expressions of Interest will only be accepted via this website, do not email or telephone the tendering authority. Tender documents are only available to download via this website. Tender submissions will only be accepted via Alito and no hard copies will be accepted.
Any difficulties in obtaining the documentation should be referred to the Alito helpdesk on alito@rctcbc.gov.uk

(WA Ref:8316)
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
The contractor will provide information to support the Community Benefits Policy of Rhondda Cynon Taf relating to employment creation and retention.
Is your company able to provide information that will meet with the following requirements?
1. Any employment opportunities needing to be replaced as part of general recruitment churn will be offered to people who are registered as unemployed and are registered with an appropriate Welfare Provider such as Job Centre Plus or Working Links based in RCT. NB. Any forecasting methodology would be helpful that could project potential vacancies.
2. Provide data on sustaining existing Work Force and map local proximity to within Local Authority range ensuring compliance to the Data Protection Act. This should be detailed as a percentage of the workforce in relation to proximity to RCT. You can use a visual bar chart to demonstrate your information.
3. Are you able to offer any work experience placements, apprenticeships or similar schemes to school/college students or the long term unemployed?
4. Any other community benefits you are able to offer if successful in this contract?

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

Rhondda Cynon Taf County Borough Council
The Pavilions Cambrian Park
CF40 2XX Clydach Vale
UNITED KINGDOM
Telephone: +44 1443424000
Internet address: www.rctcbc.gov.uk

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Authority will allow a minimum 10 calendar day standstill period between notifying the award decision and awarding the contract. Unsuccessful tenderers and applicants are entitled to receive reasons for the decision, including the characteristics and relative advantages of the winning bid and the reasons why the tenderer/applicant was unsuccessful. Should additional information be required it should be requested of the addressee in section I.1. Aggrieved parties who have been harmed or are at risk of harm by breach of the procurement rules have the right to take action in the High Court (England and Wales). Any such action is subject to strict time limits and must be brought promptly. For more information on how to appeal, and the relevant time limits, please see the following statement on the Authority’s website: www.rctcbc.gov.uk

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

VI.5)Date of dispatch of this notice:28.3.2014