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Summary

OCID:
Published by:: Light Hall School
Authority ID:: AA74001
Publication date:: 19 December 2018
Deadline date:: 04 January 2019
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 within the facilities for the school. The high quality service levels proposed, should maintain excellent standards throughout, resulting in a pleasant environment for both the students and staff.

The basis and rationale that the client requires the successful supplier to operate to at all times, is being able to provide an environment 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 3 years in duration from 15.4.2019 until 14.4.2022, with the option to extend the contract term for a further term of up to 2 years 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.

The value of the current cleaning contract is circa 102 565,00 GBP + VAT.

At present 9 cleaning operatives (9 operatives on the evening shift and 5 operatives on the morning shift, some working both shifts) are employed to work between the hours of 6:00 a.m. — 8:30 a.m. and 3:00 p.m. – 7:00 p.m., Monday to Friday. The contract supervisor undertakes cleaning and non-cleaning duties, totalling 17,5 hours per week, which is included in the total of 226,5 hours per week. Full or Partial Area cleaning is required for 50 weeks.

The client’s objectives:

— to build upon the standards of cleanliness 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 generate an improved learning environment for all students,

— to receive pro-active management support for the cleaning staff,

— to hold regular review meetings with the successful supplier.

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.

Full notice text

Contract notice

Section I: Contracting authority

I.1) Name and addresses

Light Hall School

Hathaway Road, Shirley

Solihull

B90 2PZ

Telephone: +44 1276-673880

E-mail: pqq@litmuspartnership.co.uk

NUTS: UKG32

Internet address(es)

Main address: http://www.lighthall.co.uk

I.3) Communication

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

http://www.litmuspartnership.co.uk/project/light_hall_school

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

Light Hall School — Tender for Cleaning Services

II.1.2) Main CPV code

90919300

II.1.3) Type of contract

Services

II.1.4) Short description

Light Hall School is an 11-16 mixed academy of 1 180 students on roll and 250 students admitted each year. The School aim is that every student leaves school, not only having achieved their full potential academically, but with a lifelong love of learning, a sound moral compass and high aspirations and expectations of themselves. Care and respect for others and the environment are the given norm at Light Hall and there is an expectation that everyone will participate actively and positively in the life of the learning community. The numerous opportunities and experiences on offer, aim to equip every student with the skills, knowledge and confidence they need to become valued and successful members of society.

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.2.3) Place of performance

NUTS code:

UKG32

Main site or place of performance:

Light Hall School, Solihull, United Kingdom.

II.2.4) Description of the procurement

The value of the current cleaning contract is circa 102 565,00 GBP + VAT.

The client’s objectives:

— to build upon the standards of cleanliness 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 generate an improved learning environment for all students,

— to receive pro-active management support for the cleaning staff,

— to hold regular review meetings with the successful supplier.

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.

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: 15/04/2019

End: 14/04/2024

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 - Accelerated procedure

Justification:

Mutual dissatisfaction with the current operation, leading to early termination of the contract.

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: 04/01/2019

Local time: 12:00

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

Date: 16/01/2019

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: http://www.litmuspartnership.co.uk/project/light_hall_school

The closing date for receipt of the selection questionnaire is 16.1.2019 (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