Contract award notice
Results of the procurement procedure
Section I: Contracting
entity
I.1) Name and addresses
University of Southampton
University Road
Southampton
SO17 1BJ
UK
Contact person: Tony Fay
Telephone: +44 2380595000
E-mail: Procurement@soton.ac.uk
NUTS: UKJ32
Internet address(es)
Main address: http://www.southampton.ac.uk
Address of the buyer profile: https://in-tendhost.co.uk/universityofsouthampton
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
University of Southampton Provision of Cleaning Services for the Halls of Residences under a Multi-Supplier Framework Agreement
Reference number: 2019UoS-0088
II.1.2) Main CPV code
90911100
II.1.3) Type of contract
Services
II.1.4) Short description
The University of Southampton (the University) recognises that its halls accommodation is an important influence on the ‘Student Experience’ whilst at university and moreover could influence the application process. The upkeep of its hall of residence is, therefore, a key service to the University and the providers of cleaning services are instrumental in ensuring that the University’s required quality standards are met.
The current cleaning provision is provided by a combination of University staff and third party contractors and is managed by the University’s Residences team. To ensure continuity of service and to facilitate value for money, the University is seeking to formally establish a framework agreement with up to 6 suppliers, to identify a ‘pool’ of potential contractors who will be capable of supporting the University in the delivery of these services.
Services required include: summer deep cleaning; refresh cleaning; emergency cleaning; and external cleaning.
II.1.6) Information about lots
This contract is divided into lots:
No
II.1.7) Total value of the procurement
Value excluding VAT:
1 200 000.00
EUR
II.2) Description
II.2.2) Additional CPV code(s)
90910000
90911100
90900000
II.2.3) Place of performance
NUTS code:
UKJ32
Main site or place of performance:
Southampton, Hampshire, UK.
II.2.4) Description of the procurement
The University of Southampton (the University) recognises that its halls accommodation is an important influence on the ‘Student Experience’ whilst at university and moreover could influence the application process.
The upkeep of its hall of residence is, therefore, a key service to the University and the providers of cleaning services are instrumental in ensuring that the University’s required quality standards are met.
The current cleaning provision is provided by a combination of University staff and third party contractors and is managed by the University’s Residences team. To ensure continuity of service and to facilitate value for money, the University is seeking to formally establish a framework Agreement with up to 6 suppliers, to identify a ‘pool’ of potential contractors who will be capable of supporting the University in the delivery of these services.
Services required include: summer deep cleaning; refresh cleaning; emergency cleaning; and external cleaning (full details of the specification requirements can be found in the File 4 tender document).
This invitation to tender scope, guidance and instructions for completion includes details of the estimated scope, volume and value of the anticipated requirement. It is important to note however that, as with any framework agreement, the number of projects and the total scope and volume of services over the term of the framework cannot be accurately predicted and may be variable from year to year. No guarantees can be given as to actual or potential volumes/value of work for suppliers appointed to this framework agreement.
In delivering the services, the University expects to award ‘packages’ of work (for example, a set number of rooms to be cleaned over a pre-defined period of time. These packages will form a separate call-off contract under the terms and conditions included within this invitation to tender document set (File 5).
This procurement process is being conducted as an open procedure; consisting of only an invitation to tender stage.
This aim of this is to result in the award of 6 suppliers to the framework.
The University proposes to enter into a framework for 4 years– this will be the maximum contract period, including any potential extensions with the successful tenderers.
The estimated value of the framework is in the region of 1 100 000 GBP to 1 200 000 GBP.
Tenderers will be aware of the issues surrounding the application of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (‘TUPE’) to the tendering process.
The University’s preliminary view is that TUPE will not apply to this framework agreement; however, prospective tenderers must take their own advice on this matter and tender accordingly. Tenderers must not rely on the University view being correct in law.
The University accepts no liability whatsoever for any loss or damage suffered by any tenderer who submits a successful bid pursuant to this invitation should it subsequently be held that such bid and the appointment to the framework agreement of the tenderer does constitute a transfer within the meaning of TUPE. The University will not indemnify the Tenderer against any such loss.
Tenderers are required to confirm whether their Tender is submitted on the basis that TUPE applies and, where this is so, whether the effects of TUPE have been taken into account in the submission of their rates.
II.2.5) Award criteria
Quality criterion: Compliance with mandatory requirements
/ Weighting: Pass/Fail
Quality criterion: Workload managment
/ Weighting: 10 %
Quality criterion: Staff and training
/ Weighting: 20 %
Quality criterion: Scenario 1
/ Weighting: 5 %
Quality criterion: Scenario 2
/ Weighting: 5 %
Quality criterion: Contract managment
/ Weighting: 10 %
Cost criterion: Deep cleaning
/ Weighting: 20 %
Cost criterion: Refresh clean
/ Weighting: 5 %
Cost criterion: Short notice rates
/ Weighting: 10 %
Cost criterion: Disposal charges
/ Weighting: 5 %
Cost criterion: External cleaning
/ Weighting: 5 %
Cost criterion: Emergency cleaning
/ Weighting: 5 %
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
The University has conducted a review into the feasibility of including lots within this procurement and has determined that this procurement is not suitable for splitting into lots.
The risk of dividing the requirement into lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the framework.
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
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2019/S 097-234659
Section V: Award of contract
Title: University of Southampton Provision of Cleaning Services for the Halls of Residences under a Multi-Supplier Framework Agreement
A contract/lot is awarded:
Yes
V.2 Award of contract
V.2.1) Date of conclusion of the contract
18/11/2019
V.2.2) Information about tenders
Number of tenders received: 7
Number of tenders received from SMEs: 6
Number of tenders received from tenderers from EU Member States: 0
Number of tenders received from tenderers from non-EU Member States: 0
Number of tenders received by electronic means: 7
The contract has been awarded to a group of economic operators:
Yes
V.2.3) Name and address of the contractor
Carisway Facilities Support Ltd
09559324
Sheford
SG17 5NU
UK
NUTS: UKH2
The contractor is an SME:
Yes
V.2.3) Name and address of the contractor
Proceed Solutions
08544723
Romford
RM7 0ES
UK
NUTS: UKH3
The contractor is an SME:
Yes
V.2.3) Name and address of the contractor
YBC Cleaning Services
4174249
Aldershot
GU12 4TA
UK
NUTS: UKJ3
The contractor is an SME:
No
V.2.3) Name and address of the contractor
CC Business Services Ltd t/a City Centre Cleaning Services
07107069
Christchurch
BH23 1EF
UK
NUTS: UKK2
The contractor is an SME:
Yes
V.2.3) Name and address of the contractor
Crystal Facilitoes Management Ltd
North Acton
W3 6BJ
UK
NUTS: UKI73
The contractor is an SME:
Yes
V.2.3) Name and address of the contractor
Heath and Wiltshire
02505138
Westbury
UK
NUTS: UKK15
The contractor is an SME:
Yes
V.2.4) Information on value of the contract/lot (excluding VAT)
Initial estimated total value of the contract/lot:
Total value of the contract/lot:
: 1 200 000.00
GBP
V.2.5) Information about subcontracting
Section VI: Complementary information
VI.3) Additional information
E-Tendering Portal: the University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).
All documentation in relation to this tender can be downloaded from In-Tend.
Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of selection stage and/or invitation to tender responses will be conducted via In-Tend.
Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.
If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.
Once you have logged in as a supplier: click on 'Tenders'; locate the relevant project; and click 'View Details'. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking 'Express Interest'.
Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.
Further instructions for the submission of responses are below:
To submit your return:
1) Log in;
2) Click 'Tenders';
3) Locate the relevant project;
4) View details;
5) Click on the tab relating to the relevant project stage (e.g. 'Invitation to Tender');
6) Click on the 'Attach Documents' button and upload your return;
7) Check ALL your response documents are uploaded and displayed in the 'My Tender Return' panel. The system will only permit your organisation to make one return;
8) Click the red 'Submit Return' button.
Please note, to preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.
Publication of award details: In accordance with Regulation 50, paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.
Costs and expenses: potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation
In this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.
The University is not liable for any costs in the event of the cancellation of this procurement process.
VI.4) Procedures for review
VI.4.1) Review body
University of Southampton
Southampton
SO17 1BJ
UK
VI.5) Date of dispatch of this notice
05/12/2019