Summary

OCID:

Published by:

Shaw Education Trust

Authority ID:

AA80012

Publication date:

13 October 2020

Deadline date:

-

Notice type:

Contract Award Notice

Has documents:

No

Has SPD:

No

Has Carbon Reduction Plan:

N/A

Abstract

The cleaning services provision at all the project schools have not been market tested since the ongoing expansion of the Trust and to ensure best value principles are applied Shaw Education Trust along with the individual schools have made a decision to tender their cleaning services.

Current student roll numbers across all 13 sites is circa 6 900 and the size of each school varies in size e.g. Primary, Secondary, SEN.

Current annual contract value of all thirteen locations is circa GBP 800 000 per annum

Due to the expansion of the Trust over the past 2 years there is a mix of cleaning contractors currently in place across the Trust estate, one of the key objectives of carrying out the tender exercise is to reduce this number to a single sourced contract making it more manageable for the Trust to manage/monitor and to drive out economies of scale.

As the Trust evolves and grows there may be any additional schools that come on stream that will be given the opportunity to novate their cleaning service provision over to the successful Supplier during the contract term.

On this basis the TUPE information that will be made available during the tender process will be supplied from several sources. For the avoidance of doubt TUPE Regulations including pension rights will apply to this contract where applicable.

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 clients on contract performance. it is imperative that an open book policy is offered to ensure that the Trust has total clarity on financial performance.

It should be noted that some of the schools within the Trust are high dependency schools with students requiring special educational support throughout the school day. The successful supplier must have the ability, understanding and resource to take this into account.

The Trust are seeking both innovation and the application of current cleaning methods 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.

The following key objectives which should be focused upon throughout the tender process:

• seek to modify work patterns to improve and maximise productivity

• the introduction of innovative processes and equipment to improve operational standards and productivity;

• to implement tangible reporting procedures and monitoring systems to enable the clients to audit the contract on a regular basis;

• to ensure best value principles are maintained throughout the contract period and wherever possible to reduce costs year-on-year;

• to modify and improve work practice, particularly as regards equipment and chemicals, ensuring that skills training is regular and ongoing throughout the contract term;

• to ensure there is a single point of contact to improve communications and reduce the Trust’s management time in overseeing the cleaning provision.

Specific objectives from each School will be included within the tender specification to ensure their individual needs are fully understood and delivered by the successful supplier.

The contract term will be for an initial period of 3 years and will commence on 1 September 2019. The Trust may consider a further 2-year extension depending on deliverability and financial results during the initial term.

The basis of the contract will be fixed price during the contract term and if any improvements are driven out by improved productivity then these savings shall be shared on an agreed percentage return.

Please note: this project is being advertised as a single lot.