UK-Worcester: School cleaning services.
Section I: Contracting Authority
I.1) Name and addresses
Elements Diocesan Learning Trust
16 Lowemoor Wharf, Lowesmoor, Worcester, WR1 2RS, United Kingdom
Tel. +44 1276673880, Email: tenders@litmuspartnership.co.uk
Main Address: https://edlt.org.uk/
NUTS Code: UKG12
I.2) Joint procurement
The contract involves joint procurement: Yes.
In the case of joint procurement involving different countries, state applicable national procurement law: Not provided
The contract is awarded by a central purchasing body: No.
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at: https://litmustms.co.uk/respond/C7E4ZFM2BS
Additional information can be obtained from: the abovementioned address
Tenders or requests to participate must be sent to the abovementioned address
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
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: Elements Diocesan Learning Trust ~ Cleaning Tender
Reference Number: Not provided
II.1.2) Main CPV Code:
90919300 - School cleaning services.

II.1.3) Type of contract: SERVICES
II.1.4) Short description: The successful Supplier will be required to provide Cleaning services, initially for Christ Church CofE Primary, Church of the Ascension Primary, St Mary’s CE (VC) Primary Schools and Pedmore C of E Primary School.
II.1.5) Estimated total value:
Value excluding VAT: 699,000
Currency: GBP
II.1.6) Information about lots:
This contract is divided into lots: No

II.2) Description

II.2.2) Additional CPV codes:
Not Provided
II.2.3) Place of performance:
UKG12 Worcestershire

II.2.4) Description of procurement: This is the first time that the Trust has put their cleaning requirement to competitive tender for these four Schools. The service has previously been delivered via an in-house cleaning team in each school.
The Trust is actively considering growing the number of schools during the contract period. Should this happen within the period of this contract, and the provision of cleaning services is required in additional schools, the scope and terms of this contract would also apply. If applicable, the successful Supplier will be expected to provide this service within these schools using the same costing model, ratios etc that they applied to their successful tender submission for the Client at the point of 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 annual contract value is circa: Christ Church £45K, Church of the Ascension £25K, St Mary’s £24K, Pedmore £22.5K, Total: £116.5K.
Whilst the monthly charge will represent one-twelfth of the contract cost, a reconciliation will take place to reconcile the actual hours worked within the contract. If the hours worked are less than those budgeted for then a credit will be required by the Client. The Client requires that the tendered number of hours are always worked, and the successful Supplier is expected to have a system in place to cover for both planned and unplanned leave.
The basis and rationale that the Client requires the successful Supplier to operate to at all times is being able to provide clean schools that are fit for purpose and that the Supplier is proactive in the management of the contract, thus ensuring that all specifications are achieved and that the frequency of cleans is as detailed within the specification and continued innovation of processes throughout the contract term will be pivotal to the success of the new contract.
The Supplier shall provide a comprehensive cleaning service to the sites to promote a clean, healthy, and safe environment which presents a positive image to all users and visitors.
The sites must always meet health, safety, and environmental standards appropriate to the sites and their 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 schools.
The general standard of cleaning shall be in accordance with the BICSc Cleaning Standards, with BICSc training given to all cleaning operatives employed within this contract.
We are seeking a suitably experienced Supplier who has current experience of working within the secondary school or HE / FE marketplace, ideally with a strong operational base within the Trust’s area, thus allowing for both adequate contract support and the operational flexibility that is to be delivered in support of the contract as and when required.
The initial scope of the contract covers all cleaning provision within the school buildings at Christ Church, Church of the Ascension, St Mary’s and Pedmore Schools. 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 schools’ senior management team on the contract performance.
The projected cost of cleaning for the current year is circa £116.5K for all buildings (excluding external window cleaning). 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 improvement. The total time scope for this is 3 years with the opportunity to extend for a further 2 years.
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: 699,000
Currency: GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
Start: 01/08/2024 / End: 31/07/2029
This contract is subject to renewal: No
Description of renewals: Not provided
II.2.9) Information about the limits on the number of candidates to be invited:
Envisaged minimum number: 5
/ Maximum number: 10
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
Description of options: Not provided
II.2.12) Information about electronic catalogues:
Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: 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
Identification of the project: Not provided
II.2.14) Additional information: Not provided


Section III: Legal, Economic, Financial And Technical Information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Not Provided
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
List and brief description of selection criteria:
Not Provided
Minimum level(s) of standards possibly required (if applicable) :
Not Provided
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
List and brief description of selection criteria:
Not Provided
Minimum level(s) of standards possibly required (if applicable) :
Not Provided
III.1.5) Information about reserved contracts (if applicable)
The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No
The execution of the contract is restricted to the framework of sheltered employment programmes: No

III.2) Conditions related to the contract
III.2.1) Information about a particular profession
Reference to the relevant law, regulation or administrative provision:
Not Provided
III.2.2) Contract performance conditions
Not Provided
III.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

Section IV: Procedure
IV.1) Description RESTRICTED
IV.1.1) Type of procedure: Restricted

IV.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement - NO
The procurement involves the setting up of a dynamic purchasing system - NO
In the case of framework agreements justification for any duration exceeding 4 years: Not Provided


IV.1.6) Information about electronic auction:
An electronic auction will be used: No
Additional information about electronic auction: Not provided
IV.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
IV.2) Administrative information
IV.2.1) Previous publication concerning this procedure:
Notice number in the OJ S: Not provided
IV.2.2) Time limit for receipt of tenders or requests to participate
Date: 23/02/2024 Time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 18/03/2024
IV.2.4) Languages in which tenders or requests to participate may be submitted: English,
IV.2.6) Minimum time frame during which the tenderer must maintain the tender: Not Provided


Section VI: Complementary Information
VI.1) Information about recurrence
This is a recurrent procurement: No
Estimated timing for further notices to be published: Not provided
VI.2) Information about electronic workflows
Electronic ordering will be used Yes
Electronic invoicing will be accepted Yes
Electronic payment will be used Yes
VI.3) Additional Information: The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.

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.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://litmustms.co.uk/tenders/UK-UK-Worcester:-School-cleaning-services./C7E4ZFM2BS

To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/C7E4ZFM2BS
VI.4) Procedures for review
VI.4.1) Review body:
Elements Diocesan Learning Trust
16 Lowemoor Wharf, Lowesmoor, Worcester, WR1 2RS, United Kingdom
VI.4.2) Body responsible for mediation procedures:
Not provided
VI.4.3) Review procedure
Precise information on deadline(s) for review procedures:
Not Provided
VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
VI.5) Date Of Dispatch Of This Notice: 15/01/2024

Annex A



IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
Purchased on behalf of other contracting authority details:
1: Contracting Authority
Christ Church Church of England Primary School
Church Road, Coseley, Bilston, WV14 8YB, United Kingdom
Email: tenders@litmuspartnership.co.uk
Main Address: https://www.christchurchprimary.org/
NUTS Code: UKG2

IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
Purchased on behalf of other contracting authority details:
2: Contracting Authority
Church of the Ascension Primary School
New Street, Wall Heath, Kingswinford, DY6 9AH, United Kingdom
Email: tenders@litmuspartnership.co.uk
Main Address: https://www.chur-ascen.dudley.sch.uk/
NUTS Code: UKG2

IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
Purchased on behalf of other contracting authority details:
3: Contracting Authority
St Mary’s Church of England (Voluntary Controlled) Primary School
Queen Street, Kingswinford, West Midlands, DY6 7AQ, United Kingdom
Email: tenders@litmuspartnership.co.uk
Main Address: http://christ-ch.dudley.sch.uk/
NUTS Code: UKG3

IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
Purchased on behalf of other contracting authority details:
4: Contracting Authority
Pedmore Church of England Primary School
Hagley Road, Pedmore, Stourbridge, DY9 0RH, United Kingdom
Email: tenders@litmuspartnership.co.uk
Main Address: https://www.pedmore.dudley.sch.uk/
NUTS Code: UKG3