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Summary

OCID:
Published by:: Abbey Academies Trust
Authority ID:: AA76190
Publication date:: 12 June 2019
Deadline date:: 19 July 2019
Notice type:: Contract Notice
Has documents:: No
Has SPD:: No
Has Carbon Reduction Plan:: N/A

Abstract

The contract will commence on 1.1.2020 for an initial period of 3 years, ending on 31.12.2022, with the opportunity to extend for a further period of 2 years at the discretion of the governing body.

This contract will be fixed price in nature with the successful supplier guaranteeing both the number of input hours to the contract and the quality of cleaning provision.

We are seeking a suitably experienced supplier who has current experience of working within the primary school market place, ideally with a strong operational base within the Lincolnshire area, thus allowing for both adequate contract support and operational flexibility that is to be delivered to support the contract as and when required moving forwards into this contract term.

The scope of the contract covers all cleaning provision within the school buildings. The successful Supplier will be expected to deliver a concise and detailed method of management reporting at the end of each month, thus updating the school senior management team on the contract performance.

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. The client’s requirement shall be for 190 academic days, 5 inset days and 10 days periodic cleaning per annum.

Whilst the monthly charge will represent 1-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 client. The client requires 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 supplier shall provide a comprehensive cleaning service to the client so as to promote a clean, healthy and safe environment which presents a positive image to all users and visitors.

The school premises must at all times meet health, safety and environmental standards appropriate to the school and its use and the successful Supplier must comply with the client’s health, safety and environmental policies and procedures. The services must be provided so as not to interrupt the routine of the school.

The focus of our requirement is for a high quality cleaning service, fully compliant to the agreed specification at all times.

The projected labour cost of cleaning for the current year is circa 49 000 GBP; however, it is believed that through equipment and cleaning material innovation and the effective recruitment, training and supervision of cleaning staff there is opportunity for some improvement.

External window cleaning, washroom consumables and feminine hygiene contracts are currently in place and shall continue to be managed directly by the school, consequently are out of scope of this contract.

Plans have been approved for an extension of 2 classrooms at Elsea Park. Outline plans and the latest building timetable shall be shared at the tender site visit.

The focus of the requirement is equally for a high quality cleaning service, fully compliant to the agreed specification at all times.

Full notice text

Contract notice

Section I: Contracting authority

I.1) Name and addresses

Abbey Academies Trust

Abbey Road

Bourne

PE10 9EP

Telephone: +44 1276-673880

E-mail: pqq@litmuspartnership.co.uk

NUTS: UKF30

Internet address(es)

Main address: http://www.bourneabbey.lincs.sch.uk

I.3) Communication

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

https://litmuspartnership.co.uk/sq/abbeyacademies/

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

Abbey Academies Trust — Tender for Cleaning Services

II.1.2) Main CPV code

90919300

II.1.3) Type of contract

Services

II.1.4) Short description

The successful Supplier will be required to provide cleaning services for Abbey Academies Multi Academy Trust.

Abbey Academies Multi Academy Trust is expected to grow with a number of additional schools becoming part of the Trust during this contract period. The provision of cleaning services at these schools when they have joined the Trust will fall under the scope of this contract. The successful supplier will be expected to provide this service at these additional schools using the same costing model applied to the successful tender submission. The duration of contract for these schools will not be increased and they will join the contract for the remaining contract period that exists at the point of entry into the Trust.

The 2 Schools in Bourne are 1,7 miles apart (further information regarding the schools is provided in the SQ Document).

II.1.5) Estimated total value

Value excluding VAT: 245 000.00 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:

UKF30

Main site or place of performance:

Abbey Academies Trust, Bourne, Lincolnshire, UNITED KINGDOM.

II.2.4) Description of the procurement

The contract will commence on 1.1.2020 for an initial period of 3 years, ending on 31.12.2022, with the opportunity to extend for a further period of 2 years at the discretion of the governing body.

This contract will be fixed price in nature with the successful supplier guaranteeing both the number of input hours to the contract and the quality of cleaning provision.

The supplier shall provide a comprehensive cleaning service to the client so as to promote a clean, healthy and safe environment which presents a positive image to all users and visitors.

The focus of our requirement is for a high quality cleaning service, fully compliant to the agreed specification at all times.

Plans have been approved for an extension of 2 classrooms at Elsea Park. Outline plans and the latest building timetable shall be shared at the tender site visit.

The focus of the requirement is equally for a high quality cleaning service, fully compliant to the agreed specification at all times.

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: 245 000.00 GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Start: 01/01/2020

End: 31/12/2024

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

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: 19/07/2019

Local time: 12:00

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

Date: 10/09/2019

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: https://litmuspartnership.co.uk/sq/abbeyacademies/

The closing date for receipt of the selection questionnaire is 19.7.2019 (12:00). Suppliers are required to ensure that documents are obtained and returned to The Litmus Partnership Ltd, 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 Ltd, 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