CONTRACT NOTICE – OFFICIAL JOURNAL

Section I: Contracting Authority

I.1)

Name, Address and Contact Point(s)

I.2)

Type of contracting Authority and Main Activity or Activities

Ministry or any other national or federal authority, including their regional or local sub-divisions National or federal agency/Office Regional or local Authority Regional or local Agency/Office Body governed by public law European Institution/Agency or International Organisation

General public services Defence Public order and safety Environment Economic and financial affairs Health Housing and community amenities Social protection Recreation, culture and religion Education

Section II: Object of the Contract

II.1)

Description

II.1.1)

Title attributed to the contract by the contracting authority

II.1.2(a))

Type of works contract

II.1.2(b))

Type of supplies contract

II.1.2(c))

Type of service contract

II.1.2)

Main site or location of works, place of delivery or performance

Gordano School.Nailsea School.Bristol.United Kingdom.

II.1.3)

This notice involves

A public contract
The setting up of a Dynamic Purchasing System
The establishment of a framework agreement

II.1.4)

Information on framework agreement (if applicable)

Framework agreement with a single operators
Framework agreement with several operators

Number of participants to the framework agreement envisaged

Duration of the framework agreement

Justification for a framework agreement the duration of which exceeds four years

Estimated total value of purchases for the entire duration of the framework agreement

Frequency and value of the contracts to be awarded

II.1.5)

Short description of the contract or purchase(s)

The successful tenderer will be required to provide cleaning services at Gordano School and Nailsea School, which are located approximately 5 miles apart.

It should be noted that whilst both Schools are sharing the same tender exercise, they reserve the right to choose two separate contractors and therefore separate contracts may be awarded on an individual basis.

The contract being tendered is for 3 years in duration from 1.4.2015 until 31.3.2018 for Gordano School, and 1.8.2015 until 31.7.2018 for Nailsea School.

It should be noted that since the cleaning contract last tendered, Gordano School has benefited from the addition of a new 6th Form Centre, English Block and Sports Hall.

Whilst the Schools' objective of value for money is a priority, innovation and continued innovation of processes throughout the contract term will be pivotal to the success of the new contract. The Schools are looking for a contractor who will continue to evaluate process and procedures to reflect the high levels of achievement within the Schools.

The key objective for both Schools is to offer a clean and safe environment to students, staff and visitors to Gordano and Nailsea Schools. Each School has its own local community requirements and both are focussed on supporting community activities in the future, therefore the successful contractor must be flexible in its approach to cleaning social-used areas out of normal cleaning hours.

The scope of the contract will include the day-to-day cleaning over 195 days per annum and in addition the holiday and periodic works being carried out as detailed within the contract specification. The Sports Facilities at Gordano School are however open 360 days per year, including weekends and will require a suitable cleaning schedule to support all these additional opening days/hours.

The contract is fixed price with the contractor invoicing the Client for one-twelfth of the annual cost on a monthly basis. 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.

Whilst the monthly charge will represent one-twelfth of the contract cost a reconciliation will take place monthly to reconcile the actual hours worked within the contract. If the hours worked are less than those budgeted for, a credit will be required by the Schools. The Schools require that the tendered amount of hours are worked at all times and the successful contractor is expected to have a system in place to cover for both planned and unplanned leave.

The basis and rationale of the Client requires the successful contractor to operate at all times in providing a clean School that is fit for purpose and that the contractor is proactive in the management of the contract, thus ensuring all specifications are achieved and that the frequency and scope of cleans is as detailed within the tender specification.

The full School addresses are as follows:

Nailsea School

Mizzymead Road

Nailsea

Bristol BS48 2HN

Gordano School

St Mary's Road

Portishead

Bristol BS20 7QR

II.1.6)

Common Procurement Vocabulary (CPV)

II.1.7)

Contract covered by the Government Procurement Agreement (GPA)

II.1.8)

Division into lots

one lot only

one or more lots

all lots

II.1.9)

Will variants be accepted

Section III: Legal, Economic, Financial and Technical Information

III.2)

Conditions for Participation

III.2.1)

Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Tenderers will be required to complete and submit a pre-qualification questionnaire and associated documentation to The Litmus Partnership Limited website.

Minimum standards for participation are stated in the Pre-Qualification Questionnaire.

Failure to achieve a pass in any of the minimum standards will result in your exclusion from any further part in this process.

Conviction of criminal offences – questions are stated in the Pre-Qualification Questionnaire.

Business Probity – questions are stated in the Pre-Qualification Questionnaire.

III.2.2)

Economic and financial capacity

III.2.3)

Technical capacity

III.2.4)

Reserved contracts

The contract is restricted to sheltered workshops
The execution of the contract is restricted to the framework of sheltered employment programmes

Section IV: Procedure

IV.1)

Type of Procedure

Open		Restricted
Accelerated restricted		Negotiated
Accelerated negotiated		Competitive dialogue

Justification for the choice of accelerated procedure

IV.1.1)

Have candidates already been selected?

IV.1.2)

Limitations on the number of operators who will be invited to tender or to participate

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.

IV.1.3)

Reduction of the number of operators during the negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.2)

Award Criteria

IV.2.2)

An electronic auction will be used

IV.3 Administrative Information

IV.3.1)

Reference number attributed to the notice by the contracting authority

IV.3.2)

Previous publication(s) concerning the same contract

Prior Information Notice
Notice on a Buyer Profile

Other previous publications

IV.3.3)

Conditions for obtaining specifications and additional documents

IV.3.4)

Time-limit for receipt of tenders or requests to participate

IV.3.5)

Date of dispatch of invitations to tender or to participate to selected candidates

IV.3.6)

Language or languages in which tenders or requests to participate can be drawn up

IV.3.7)

Minimum time frame during which the tenderer must maintain the tender 

IV.3.8)

Conditions for opening tenders

Section VI: Other Information

VI.1)

Indicate whether this procurement is a recurrent one and the Estimated timing for further notices to be published

VI.2)

Does the contract relate to a Project/Programme financed by Community Funds?

VI.3)

Additional Information

Interest in the pre-qualification 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 closing date for receipt of the Pre-Qualification Questionnaire is 22.7.2014 (12:00). Tenderers 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. Policy documents (where indicated in the Pre-Qualification Questionnaire) shall be uploaded to The Litmus Partnership Limited pre-qualification website prior to this closing date and time.

It will be the Tenderer's responsibility to obtain any necessary documents and access to The Litmus Partnership pre-qualification website 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 OJEU 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 appeal

VI.4.1)

Body responsible for appeal procedures

Body responsible for mediation procedures

VI.4.2)

Lodging of appeals
Precise information on deadline(s) for lodging appeals:

VI.4.3)

Service from which information about the lodging of appeals may be obtained

VI.5)

Dispatch date of this Notice

ANNEX B

Information About Lots

1)

Short Description

Gordano School

St Mary's Road

Portishead

Bristol BS20 7QR

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

4)

Indication about different contract dates

5)

Additional Information about lots

ANNEX B

Information About Lots

1)

Short Description

Nailsea School

Mizzymead Road

Nailsea

Bristol BS48 2HN

2)

Common Procurement Vocabulary (CPV)

3)

Quantity or scope

4)

Indication about different contract dates

5)

Additional Information about lots