Tender for Cleaning Services – Leeds

Tender for Cleaning Services – Leeds

To provide cleaning services to 10 academies, 1 college, and 1 teacher training facility in Leeds.

United Kingdom-Leeds: School cleaning services

2020/S 025-058088

Contract notice

Services

Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses

Official name: The Gorse Academies Trust
National registration number: 3206
Postal address: c/o Bruntcliffe Academy Bruntcliffe Lane, Morley
Town: Leeds
NUTS code: UKE42
Postal code: LS27 0LZ
Country: United Kingdom
Contact person: Laurence Carlyle
E-mail: laurence.carlyle@tgat.org.uk
Internet address(es):Main address: www.tgat.org.uk

I.2)Information about joint procurement

I.3)Communication

Access to the procurement documents is restricted. Further information can be obtained at: www.tgat.org.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address

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:

Tender for Cleaning Services — The Gorse Academies Trust

Reference number: 2020CL-TGAT

II.1.2)Main CPV code

90919300

II.1.3)Type of contract

Services

II.1.4)Short description:

The Trust is seeking to appoint a cleaning supplier whose exceptional experience and resource will meet the requirements for cleaning services within the following academies:

— The Morley Academy (11-16, LS27 0PD),

— The Farnley Academy (11-16, LS12 5EU),

— Bruntcliffe Academy (11-16, LS27 0LZ),

— The Ruth Gorse Academy (11-16, LS10 1HW),

— Boston Spa Academy (11-18, LS23 6RW),

— Hillcrest Academy (3-11, LS7 4DR),

— Morley Newlands Academy (3-11, LS27 8PG),

— Richmond Hill Academy (3-11, LS9 8PN),

— Ryecroft Academy (3-11, LS12 5AW),

— The Stephen Longfellow Academy (Alternative Provision, LS11 8PG),

— Elliott Hudson College (Sixth Form College, LS11 0LT),

— GORSE SCITT Teacher training facility (165 staff, LS27 0LZ).

The contract will commence on 1.11.2020 for an initial period of three years, ending on 31.10.2023, with the possibility to extend for 2 further periods of 1 year thereafter at the discretion of the Trust.

II.1.5)Estimated total value

Value excluding VAT: 6 000 000.00 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)

II.2.3)Place of performance

NUTS code: UK
NUTS code: UKE42
Main site or place of performance:

Various academy buildings within Leeds, West Yorkshire (see short description).

II.2.4)Description of the procurement:

The Gorse Academies Trust is looking to appoint a cleaning supplier whose exceptional experience and resource will meet the requirements for cleaning services within the following academies:

— The Morley Academy (11-16, LS27 0PD),

— The Farnley Academy (11-16, LS12 5EU),

— Bruntcliffe Academy (11-16, LS27 0LZ),

— The Ruth Gorse Academy (11-16, LS10 1HW),

— Boston Spa Academy (11-18, LS23 6RW)*,

— Hillcrest Academy (3-11, LS7 4DR),

— Morley Newlands Academy (3-11, LS27 8PG,

— Richmond Hill Academy (3-11, LS9 8PN)*,

— Ryecroft Academy (3-11, LS12 5AW),

— The Stephen Longfellow Academy (Alternative Provision,LS11 8PG)*,

— Elliott Hudson College (Sixth Form College, LS11 0LT),

— GORSE SCITT Teacher training facilities (165 staff, LS27 0LZ)*.

The contract being tendered is for 3 years in duration from 1.11.20 until 31.10.23 with the option to extend for 2 periods of 1 year thereafter and will be a fixed price for each year, with the supplier invoicing each academy for one-twelfth of the annual fixed cost on a monthly basis.

It should be noted that the successful supplier will be expected to bring to the contract: innovation; potentially new equipment and cleaning methods, with BICs (output specification) compliance standards maintained as a minimum, thus ensuring that the highest levels of cleanliness and health and safety are achieved in all areas at all times and also ensuring that the productivity of the cleaning operatives is optimised. A monthly reconciliation will be undertaken to reconcile the actual operative hours worked at each Academy. If the hours worked are less than those budgeted for, a rebate will be paid by the contractor to the Trust. The Trust will require that the agreed number and schedule of hours are worked at all times and the successful supplier will be required to demonstrate a robust system to cover for planned leave and absenteeism.

At present a majority of cleaning staff are employed directly by the Trust. (Academies as marked with * indicate currently outsourced provision) it is anticipated that all staff will transfer under TUPE to the appointed supplier and that the supplier will apply for and obtain admitted body status to the West Yorkshire Pension Fund to enable transfer and continuation of pension arrangements for all affected staff.

The daily cleaning duties will normally apply for 39 weeks of the year (term time only) plus 4 weeks’ flexible periodic cleaning, with external window cleaning, washroom, sanitary product and external waste collection services under separate contracts managed by the Trust. The Trust will be responsible for communicating any arrangements for extraordinary cleaning, 3rd party lettings and out-of-hours use.

Whilst the Trust prioritises value for money as an objective of this competitive tender process, the tender will be evaluated on the basis of the most economically advantageous tender. The Trust’s key objectives are:

— to build upon the standards of cleanliness within each academy,

— to generate an improved learning environment for all students, staff and visitors,

— to receive a service that complies withal current legislative standards,

— to receive consistently high quality cleaning standards, via a motivated and fully staffed workforce,

— to receive pro-active management support and training for the cleaning staff and initially, a professionally managed TUPE transfer of affected staff,

— to hold regular review meetings with the successful supplier.

It is anticipated that a maximum of 5 organisations will be invited to submit a tender and visit/survey each Academy (during Easter holiday closures commencing 6.4.2020). In the first instance, a standard questionnaire questionnaire can be obtained by email request to Laurence.Carlyle@tgat.org.uk The closing date for receipt of completed questionnaire responses will be 6.3.2020 (16.00).

II.2.5)Award criteria

Price is not the only award criterion and all criteria are stated only in the procurement documents

II.2.6)Estimated value

Value excluding VAT: 6 000 000.00 GBP

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

Start: 01/11/2020
End: 31/10/2023
This contract is subject to renewal: no

II.2.9)Information about the limits on the number of candidates to be invited

Envisaged minimum number: 3
Maximum number: 5

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

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:

Corporate membership of The British Institute of Cleaning Science (BICSc) and/or British Cleaning Council and/or Cleaning and Support Services Association (CSSA)

III.1.2)Economic and financial standing

Selection criteria as stated in the procurement documents

III.1.3)Technical and professional ability

Selection criteria as stated in the procurement documents
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

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV: Procedure

IV.1)Description

IV.1.1)Type of procedure

Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
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: no
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: 06/03/2020
Local time: 16:00

IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates

Date: 22/03/2020

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: 8 (from the date stated for receipt of tender)
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence

This is a recurrent procurement: no
VI.2)Information about electronic workflows

VI.3)Additional information:

The Trust reserves the right not to award any or part of the contract which is the subject of this contract notice and reserves the right to terminate the procurement process at any time.

The Trust will not be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.

VI.4)Procedures for review

VI.4.1)Review body

Official name: The Gorse Academies Trust
Postal address: Bruntcliffe Ln, Morley, West Yorks
Town: Leeds
Postal code: LS27 0LZ
Country: 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:

31/01/2020