II.2.3) Place of performance
NUTS code:
UKG24
Main site or place of performance:
The Polesworth School and The Wilnecote School
Tamworth
Staffordshire
UNITED KINGDOM.
II.2.4) Description of the procurement
The cleaning services provision at both schools has not been market tested in recent years and to ensure best value principles are applied the headteachers and school/sponsors/governors of each school have made a decision to tender their cleaning services.
Current student roll numbers across both sites are approximately 2,283:
— the Polesworth School — 1 556 students and 215 teaching and support staff,
— the Wilnecote School —727 students and 100 teaching and support staff.
The current contract value for both schools is approximately 270 000 GBP per annum.
The cleaning staff at The Polesworth School are currently employed by the school direct; the cleaning team at The Wilnecote School are employed by the incumbent contractor, Entrust. For the avoidance of doubt TUPE Regulations, including pension rights will apply to this contract.
Both schools are seeking both innovation and the application of current initiatives within the cleaning industry within the tender submissions and would expect as a result of this to be able to identify ‘Best Value’ and work in partnership with the chosen Supplier going forward.
Each school has set its own set of objectives regarding the outcome of the tender process:
The Polesworth School:
— seek to modify work patterns to improve and maximise productivity,
— to maintain perceived current high standards of cleaning on a day-to-day basis, with possibility of improvement,
— to ensure that there is a clear structure to deep clean and holiday clean,
— to modify and improve work practice, particularly as regards equipment and chemicals, ensuring that skills training is regular, and ongoing throughout the contract term.
The Wilnecote School:
— reduction in operational costs, if possible,
— increase in the regularity of classroom cleans, which has been restricted on the basis of cost,
— improvement of quality of products and equipment used to deliver the operational standards expected,
— introduction of new and innovative equipment.
The contract being tendered is for 3 years in duration with the possibility of extending for a further 2 years depending on service deliverability. The contract will commence on 1.11.2018.
The contract will be fixed price with the supplier 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 client.
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 each school. The client expects 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 of the client requires the successful supplier to operate at all times in providing a clean 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 as detailed within the tender specification.
Note: to ensure best value and economies of scale this contract will be awarded as a single lot.
II.2.5) Award criteria
Quality criterion: Cleaning service delivery
/ Weighting: 20
Quality criterion: Management
/ Weighting: 10
Quality criterion: People
/ Weighting: 10
Quality criterion: Service development
/ Weighting: 10
Quality criterion: Compliance and cultural fit
/ Weighting: 10
Cost criterion: Finance
/ Weighting: 40
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