Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Exceed Academies Trust
Dawnay Rd
Bradford
BD5 9LQ
UK
Contact person: Liz Ellory-Hoare
Telephone: +44 1423810985
E-mail: leh@redboxcs.com
NUTS: UKE4
Internet address(es)
Main address: https://www.exceedacademiestrust.co.uk/
Address of the buyer profile: www.redboxcs.com
I.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at:
www.redboxcs.com
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
www.redboxcs.com
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
Exceed Academies Trust Cleaning Framework Tender
II.1.2) Main CPV code
90919300
II.1.3) Type of contract
Services
II.1.4) Short description
Aims of the Service and Tender
The key aims of the tender are to:
Provide a high standard of cleaning
Deliver the cleaning services with consistency - good quality assurance systems in place
Good communication at local and operations manager level with the Trust and Trust - two-way communication
Daily interaction with the School representative at each site - Site Managers to be the main point of contact.
Develop an effective method of handing over any special needs and comments on a daily basis
Cleaners to work the hours that best suit the needs of the Trust and maximise the work completed
Training and development of the teams at the Trust
Detailed and planned schedules of daily and deep cleaning programmes
Effective performance management of cleaning staff on site
Commitment to continuity of service and contingency
Tender Timescale
Issue of the Invitation to Tender Monday 2nd August 2021
Site visits by tendering organisations to:
Cottingley Primary School Monday the 16th August 2021 at 1:00pm
Harden Primary School Monday the 16th August 2021 at 2:00pm
Horton Grange Primary School Tuesday the 17th August 2021 at 9:45am
Horton Park Primary School Tuesday the 17th August 2021 at 11am
Copthorne Primary School Tuesday the 17th August 2021 at 11:45am
Holybrook Primary School Tuesday the 17th August 2021 at 13:15pm
Appleton Academy Monday the 23rd August 2021 at 10am
Jesse Street Bradford AP Academy Wednesday the 1st September 2021 at 9:30am
Aireview Bradford AP Academy Wednesday the 1st September 2021 at 10:15am
Deadline for submission of Tender Midday Wednesday 15th September 2021
Shortlisting confirmed by Tuesday 28th September 2021
1:1s with shortlisted Contractors Monday 4th October 2021 time TBC
Site visits to preferred Contractor(s) w/c 4th October 2021
Award of contract w/c 4th October 2021
Mobilisation Meeting (subject to signing of contractual agreement) 18th October 2021
Commencement of new contract 1st January 2022
Projected end date of the contract 31st December 2024
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
90919300
II.2.3) Place of performance
NUTS code:
UKE4
Main site or place of performance:
Exceed Academies Trust currently consists of eight schools:
• Copthorne Primary School
• Horton Grange Primary School
• Horton Park Primary School
• Appleton Academy (All through Primary - Secondary)
• Holybrook Primary School
• Harden Primary School
• Bradford Alternative Provision Academy (previously Bradford Central PRU)
• Cottingley Village Primary School
II.2.4) Description of the procurement
All of the tenders will be subject to a detailed evaluation process which will be based on an appropriate balance between sound commercial principles, technical expertise and a firm commitment to meeting all of the Trust' requirements.
The Evaluation Matrix below details the requirements of this tender including weighting. The Trust shall be under no obligation to accept the lowest of any tender prices submitted hereunder.
ELEMENT
Commercial
Cleaning Financial response
Financial Narrative
Total Score for Commercial Section 100
Quality
Company Information
Vision for the Performance of Works - Cleaning
Holiday Cleaning
Health, Safety and Environmental Management
Quality Assurance
TUPE
Labour transition
Continuity of Service
Monitoring of Hours
Human Resources Policy
Management Support
Documentation
Mobilisation
Innovation and AI
References
Total Score for Quality Section 110
TOTAL SCORE 210
The Schools
This is a Framework Agreement and therefore the list of Schools within the Trust below detail the current group within Exceed Academies Trust. Throughout the course of the Framework Agreement, additional Schools may be added to the cleaning provision for the remainder of the contract term. Additional sites will be added in a Call-Off process through written notice from the Trust as detailed in the Draft Contract Appendix F at Notices 9.10.3.
Schools included from the commencement of the Contract 1st January 2022 for the 3-year nominal term ending 31st December 2024.
Cottingley Primary School
Harden Primary School
Horton Grange Primary School
Horton Park Primary School
Copthorne Primary School
Holybrook Primary School
Appleton Academy
Jesse Street Bradford AP Academy
Aireview Bradford AP Academy
Specification for usual School areas e.g., classroom and offices are included in the Schedules at Appendix B. We have therefore detailed additional areas or specific details for sites below which fall out of these particulars or have specific requirements or timings.
Detailed scaled plans will be provided as well as the opportunity to visit each site.
II.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 36
This contract is subject to renewal: Yes
Description of renewals:
2 possible one year extensions
II.2.9) Information about the limits on the number of candidates to be invited
II.2.10) Information about variants
Variants will be accepted:
No
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
II.2.14) Additional information
Documents are not available online from Exceed Academies Trust or Red Box Consultancy Services. Documents should be requested from leh@redboxcs.com.
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement with a single operator.
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
No
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
15/09/2021
Local time: 11:59
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.7) Conditions for opening of tenders
Date:
15/09/2021
Local time: 12:00
Information about authorised persons and opening procedure:
An electronic copy of the tender response should be sent with Read Receipt to leh@redboxcs.com.
An email with the Form of Tender with Read Receipt should be sent to Exceed Academies Trust
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
VI.3) Additional information
Documents for this tender should be requested via email from leh@redboxcs.com
VI.4) Procedures for review
VI.4.1) Review body
Red Box Consultancy Services Ltd
3 Sceptre House, Hornbeam Park North
Harrogate
HG2 8PB
UK
Telephone: +44 1423810985
E-mail: nm@redboxcs.com
VI.5) Date of dispatch of this notice
02/08/2021