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Summary

OCID:
Published by:: Arden Multi-Academy Trust
Authority ID:: AA61172
Publication date:: 12 April 2017
Deadline date:: 12 May 2017
Notice type:: Contract Notice
Has documents:: No
Has SPD:: No
Has Carbon Reduction Plan:: N/A

Abstract

The tender project is seeking to appoint a Supplier whose initiative and innovation will be welcomed for the provision of cleaning services and lettings management within the facilities for Arden Academy. The high quality service levels proposed, should maintain excellent standards throughout, resulting in a pleasant environment for both the pupils and staff.

The basis and rationale that the Client requires the successful Supplier to operate to at all times, is being able to provide a school that is fit for purpose and that the Supplier is proactive in the management of the contract, thus ensuring that all specifications are achieved and that the frequency of cleans is as detailed within the tender specification.

The contract being tendered is for three years in duration from 1.1.2018 until 31.12.2020 and will be fixed price in nature, with the Supplier invoicing the Client for one-twelfth of the annual cost on a monthly basis.

It should be noted that the successful Supplier will be expected to bring to the contract: innovation; new equipment; and cleaning methods, with BICSc standards being achieved as a minimum, thus ensuring that the highest levels of cleanliness are maintained in all areas at all times and also ensuring that the productivity of the cleaning operatives is enhanced moving forward into the new contract term.

At present 11 cleaning operatives (one of whom is an employee of Arden Academy) are employed to work an average of 257 hours per week, between the hours of 6:00 — 8:00 and 15:30 — 18:00, Monday to Friday, which includes a Contract Manager undertaking cleaning and non-cleaning duties, totalling 30 hours per week.

The value of the current contracts are circa 170 000 GBP + VAT which includes daily cleaning duties for 39 weeks of the year plus 4 weeks' flexible periodic cleaning, washroom services, bin collection twice per week and window cleaning once per annum.

The Client will be responsible for communicating arrangements for out-of-hours use and the lettings service should comprise unlocking, locking and alarming of the relevant buildings in accordance with confirmed bookings, checking and switching off technical equipment, explaining fire procedures and fire risk assessments and ensuring appropriate risk assessments are completed. The successful Supplier will also be responsible for checking fixtures and fittings before and after the letting and keeping signed copies of the lettings agreements.

The successful Supplier will ensure the hirer has made appropriate arrangements for uncollected children and any permission from parents on arrangements for being taken off premises (and emergency contacts) and transportation arrangements.

Whilst the Client prioritises value for money as a key objective of the competitive tender process, the governing body is not obliged to accept the lowest price.

The Client's objectives:

— To build upon the standards of cleanliness within the school;

— To generate an improved learning environment for all students within the school;

— To receive a service that complies with the service standards;

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

— To receive an effective, timely lettings service;

— To receive pro-active management support for the cleaning and lettings staff;

— To hold regular review meetings with the successful Supplier;

— To achieve overall value for money.

Full notice text

Contract notice

Section I: Contracting authority

I.1) Name and addresses

Arden Multi-Academy Trust

Station Road, Knowle

Solihull

B93 0PT

Telephone: +44 1276-673880

E-mail: pqq@litmuspartnership.co.uk

NUTS: UKG32

Internet address(es)

Main address: http://www.arden.solihull.sch.uk/

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://www.litmuspartnership.co.uk/project/arden_academy

Additional information can be obtained from the abovementioned address

Tenders or requests to participate must be sent 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

Arden Academy — Tender for Cleaning Services.

II.1.2) Main CPV code

90919300

II.1.3) Type of contract

Services

II.1.4) Short description

Arden Academy is situated in pleasant surroundings in Knowle, Solihull. It is an oversubscribed 11-18 High Performing Specialist Academy. At Arden, all pride themselves on doing the very best for every pupil, helping them achieve their full educational potential as they develop into happy, well-rounded young adults, of whom all can be very proud. In return for the School doing their best, they expect every pupil to match up to the high academic and personal standards that they set as a pre-requisite for being part of the Arden family. Arden is a place where a child can really flourish and all staff will do their very best to see them reach their maximum personal and academic potential.

II.1.5) Estimated total value

Value excluding VAT: 510 000.00 GBP

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV code(s)

70130000

II.2.3) Place of performance

NUTS code:

UKG32

Main site or place of performance:

Arden Academy, Solihull, United Kingdom.

II.2.4) Description of the procurement

Whilst the Client prioritises value for money as a key objective of the competitive tender process, the governing body is not obliged to accept the lowest price.

The Client's objectives:

— To build upon the standards of cleanliness within the school;

— To generate an improved learning environment for all students within the school;

— To receive a service that complies with the service standards;

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

— To receive an effective, timely lettings service;

— To receive pro-active management support for the cleaning and lettings staff;

— To hold regular review meetings with the successful Supplier;

— To achieve overall value for money.

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: 510 000.00 GBP

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

Start: 01/01/2018

End: 31/12/2020

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: 5

Objective criteria for choosing the limited number of candidates:

A minimum of 5 suppliers and a maximum of 10 suppliers will be taken forward to the tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the tender stage.

II.2.10) Information about variants

Variants will be accepted: Yes

II.2.11) Information about options

Options: No

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

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.2) Conditions related to the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Restricted procedure

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 12/05/2017

Local time: 12:00

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

Date: 09/06/2017

IV.2.4) Languages in which tenders or requests to participate may be submitted

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.3) Additional information

Interest in the selection process should be expressed via email only to pqq@litmuspartnership.co.uk clearly stating within this email which contract / notice you are referring to. Please also provide, as a minimum, a contact name, full company postal address and telephone number.

The Selection Questionnaire and associated documents can be obtained at: https://www.litmuspartnership.co.uk/project/arden_academy

The closing date for receipt of the Selection Questionnaire is 12.5.2017 (12:00). Suppliers are required to ensure that documents are obtained and returned to The Litmus Partnership Limited, by email to pqq@litmuspartnership.co.uk by the above closing date and time.

Documents in respect of economic / financial standing (where indicated in the Selection Questionnaire) shall be returned to The Litmus Partnership Limited, by email to pqq@litmuspartnership.co.uk by the above closing date and time.

It will be the Supplier's responsibility to obtain any necessary documents in order to submit a response by the closing date and time.

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

The contracting authority will consider variant bids, evaluating them (so far as the variant or the evaluation of the variant is in the opinion of the contracting authority practicable) on the same basis as a conforming bid, but shall not be obliged to accept any such bid in preference to a conforming bid even if the variant bid scores more highly. No variant will be considered unless the bidder simultaneously submits a conforming bid.

VI.4) Procedures for review

VI.4.1) Review body