Contract notice
Section I: Contracting
authority
I.1) Name and addresses
South Lincolnshire Academies Trust
Bourne Academy, Edinburgh Crescent
Edinburgh Crescent
PE10 9DT
UK
Telephone: +44 1276-673880
E-mail: pqq@litmuspartnership.co.uk
NUTS: UKF30
Internet address(es)
Main address: https://www.bourneacademy.org/
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
http://www.litmuspartnership.co.uk/project/south_lincolnshire_academies_trust
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
South Lincolnshire Academies Trust — Tender for Cleaning Services
II.1.2) Main CPV code
90919300
II.1.3) Type of contract
Services
II.1.4) Short description
The successful Supplier will be required to provide cleaning services for South Lincolnshire Academies Trust.
South Lincolnshire Academies Trust was formed in 2011 and currently includes both Bourne Academy, PE10 9DT and Spalding Academy, PE11 2EJ. The schools are 14 miles apart.
This is the first time that the schools have participated in a shared competitive tender for cleaning services, currently having separate commercial cleaning service providers in place.
Bourne Academy is an 11 to 18 mixed comprehensive school, with circa 1 350 pupils on roll.
Spalding Academy is a mixed comprehensive secondary school, with circa 900 pupils on roll.
Both schools are oversubscribed with rising demand and have a shared focus of high expectations, with a firm, fair and consistently applied code of conduct which is understood by students, teachers and parents/carers.
II.1.5) Estimated total value
Value excluding VAT:
1 300 000.00
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKF30
Main site or place of performance:
Bourne Academy and Spalding Academy
Lincolnshire
United Kingdom
II.2.4) Description of the procurement
Planned investment in the schools includes new buildings, which shall be completed in September 2018 and an additional 4 classrooms in April 2019.
The contract will commence on 1.4.2019 for an initial period of 3 years, with the opportunity to extend for a further period of 2 years at the discretion of the governing body. The successful Supplier will invoice the client for 1/12 of the annual cost on a monthly basis, also guaranteeing both the number of input hours to the contract and the quality of cleaning provision. Any variations to the contract that are requested by the Client should be invoiced at the agreed rate and should be calculated on an hourly rate per employee needed to carry out the variation to the satisfaction of the contract supervising officer. The Client’s requirement shall be for 190 academic days, 5 inset days and 20 days periodic cleaning per annum.
Whilst the monthly charge will represent 1/12 of the contract cost, a reconciliation will take place to reconcile the actual hours worked within the contract. If the hours worked are less than those budgeted for then a credit will be required by the Client. The Client requires that the tendered amount of hours are worked at all times and the successful Supplier is expected to have a system in place to cover for both planned and unplanned leave.
The basis and rationale that the Client requires the successful Supplier to operate to at all times is being able to provide clean schools that are 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 specification and continued innovation of processes throughout the contract term will be pivotal to the success of the new contract.
The Supplier shall provide a comprehensive cleaning service to the sites so as to promote a clean, healthy and safe environment which presents a positive image to all users and visitors.
The sites must at all times meet health, safety and environmental standards appropriate to the sites and their use and the successful Supplier must comply with the Client’s health, safety and environmental policies and procedures. The services must be provided so as not to interrupt the routine of the schools.
The general standard of cleaning shall be in accordance with the BICSc Cleaning standards, with BICSc training given to all cleaning operatives employed within this contract.
We are seeking a suitably experienced Supplier who has current experience of working within the secondary school or HE/FE market place, ideally with a strong operational base within the South Lincolnshire area, thus allowing for both adequate contract support and the operational flexibility that is to be delivered in support of the contract as and when required.
The scope of the contract covers all cleaning provision within the school buildings at both Bourne and Spalding Academies. The successful Supplier will be expected to deliver a concise and detailed method of management reporting at the end of each month thus updating the schools’ senior management team on the contract performance.
The projected cost of cleaning for the current year is circa 260 000 GBP for all buildings (excluding external window cleaning). However, it is believed that through equipment and cleaning material innovation and the effective recruitment, training and supervision of cleaning staff there is opportunity for improvement.
The focus of our requirement is for a high quality cleaning service, fully compliant to the agreed specification at all times.
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:
1 300 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/04/2019
End:
31/03/2024
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:
26/10/2018
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
16/11/2018
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
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: http://www.litmuspartnership.co.uk/project/south_lincolnshire_academies_trust
The closing date for receipt of the Selection Questionnaire is 26.10.2018 (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
South Lincolnshire Academies Trust
Bourne
UK
VI.5) Date of dispatch of this notice
23/08/2018