Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Barking Abbey School
Sandringham Road
Barking
IG11 9AG
UK
Contact person: The Litmus Partnership Ltd
Telephone: +44 1276-673880
E-mail: pqq@litmuspartnership.co.uk
NUTS: UKH3
Internet address(es)
Main address: http://www.barkingabbeyschool.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/barking_abbey_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
Barking Abbey School — Tender for Cleaning, Caretaking and Letting Services.
II.1.2) Main CPV code
90919300
II.1.3) Type of contract
Services
II.1.4) Short description
The successful tenderer will be required to provide cleaning, caretaking and letting services at Barking Abbey School.
The cleaning, caretaking and letting services provision has not been market tested in recent years and to ensure ‘best value’ principles are applied the Head Teacher and School Governors have made a decision to tender these service provisions.
The services are currently operated in-house and the School is seeking both technical innovation and the application of current cleaning processes within tender submissions. As a result of this the key objective of the tender exercise is to be able to identify ‘best value’ and work in partnership with the chosen contractor going forward.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
70130000
II.2.3) Place of performance
NUTS code:
UKH3
Main site or place of performance:
Richard Hale School,
Hertford,
Hertfordshire,
United Kingdom.
II.2.4) Description of the procurement
The School was founded in 1922 and is a mixed-sex education establishment. Current student numbers on roll are 1,972 and the School is known for its high educational standards especially regarding sporting activities.
Total costs for the services are circa 400 000 GBP per annum, however the School is looking at reducing this cost year-on-year by proactively managing and monitoring the operation throughout the contract term.
Barking Abbey School has set 5 key objectives which should be focused upon throughout the tender process. They are:
· The contractor is required to provide cleaning, caretaking and the letting services as one integrated service, ensuring communication between services is seamless.
· Cleaning standards across the School estate must be consistent at all times. There is an expectation that improvements to both output and quality are achieved.
· Maintenance standards, response times and general work activity communication are to be improved upon.
· Barking Abbey School is expecting to see savings being driven out over the contract term by introducing innovative working practices and processes and using hi tech equipment to improve productivity rates.
· The cleaning, caretaking and letting service provision must be perceived as Best Value by all stakeholders of the School.
The School's mission statement is ‘Give and Expect the Best’ and it is expected that the successful contractor will parallel this ethos when delivering the cleaning, caretaking and letting provision.
The contract will be based on an initial 3-year contract term with the option to extend for a further 2 years depending on service delivery and financial results. Financially the contract will be based on a fixed price agreement during the contract term and if any improvements to financial operating costs are generated then the Contractor shall share these on an agreed percentage return.
The successful contractor will be expected to deliver a concise and detailed method of management reporting at the end of each month, thus updating the Client on contract performance. It is imperative that an open book policy is offered to ensure the Barking Abbey School have total clarity on financial performance and banked hours.
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:
2 000 000.00
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start:
01/08/2016
End:
31/07/2021
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:
15/04/2016
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
29/04/2016
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
No
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 pre-qualification questionnaire and associated documents can be obtained at: http://www.litmuspartnership.co.uk/project/barking_abbey_school
The closing date for receipt of the Pre-Qualification Questionnaire is 15.4.2016 (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.
Documents in respect of economic / financial standing (where indicated in the Pre-Qualification 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 Tenderer'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 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 review
VI.4.1) Review body
Barking Abbey School
Barking
UK
VI.4.2) Body responsible for mediation procedures
Barking Abbey School
Barking
UK
VI.4.4) Service from which information about the review procedure may be obtained
Barking Abbey School
Barking
UK
VI.5) Date of dispatch of this notice
11/03/2016