The Litmus Partnership: Cirencester Kingshill & Rednock Schools ~ Cleaning Services Tender

UK-Cirencester: School cleaning services.
Section I: Contracting Authority
      I.1) Name and addresses
             Cirencester Kingshill School
             Kingshill Lane, Cirencester, GL7 1HS, United Kingdom
             Tel. +44 1276673880, Email: tenders@litmuspartnership.co.uk
             Main Address: https://www.cirencesterkingshill.gloucs.sch.uk/
             NUTS Code: UKK1
      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/
      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: Cirencester Kingshill & Rednock Schools ~ Cleaning Services 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/s will be required to provide Cleaning services for Cirencester Kingshill School and/or Rednock School.

Please note that whilst sharing a joint procurement process, each School is entirely independent of the other and each individual cleaning contract may be awarded to a different contractor, with each school ultimately making its own award decision.

This tender is split into 2 LOTS. Bidders are required to submit a separate SQ & Tender response for each of the LOTS they are interested in via LTMS. Separate web links are provided within the Contract Notice, which give access to the Selection Questionnaires for Lot 1 and Lot 2.

The contracts cover the scope for the provision of all cleaning services within both of the Schools.       
      II.1.5) Estimated total value:
      Value excluding VAT: 1,328,085       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: Yes       
      Tenders may be submitted for: All lots
      Maximum number of lots that may be awarded to one tenderer: Not provided
      The contracting authority reserves the right to award contracts combining the following lots or groups of lots: Not provided

II.2) Description
II.2) Description Lot No. 1
      
      II.2.1) Title: LOT 1 ~ Cirencester Kingshill School       
      Lot No: 1       
      II.2.2) Additional CPV codes:
      90919300 - School cleaning services.
      
      II.2.3) Place of performance:
      UKK1 Gloucestershire, Wiltshire and Bristol/Bath area
      
      II.2.4) Description of procurement: The contracts cover the scope for the provision of all cleaning services within both of the Schools. Please note this is split into 2 LOTS.

The contracts: will commence on 1 August 2023 for an initial period of three years, with the opportunity to extend for a further period of two years at the discretion of each governing body. The successful Supplier/s will invoice the client for one-twelfth of the annual cost on a monthly basis, also guaranteeing both the number of input hours to the contract and the quality of cleaning provision.

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 15 days periodic cleaning per annum. Periodic cleaning typically to take place the second week of the Easter break and the last two weeks of summer break.

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 contracts. 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/s 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 contracts.

The Supplier/s 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 at all times 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/s who has current experience of working within the secondary school or HE / FE marketplace, ideally with a strong operational base within the Schools 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 contracts covers all cleaning provision within the school buildings at Cirencester Kingshill and Rednock 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 £265.6K 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 focus of our requirement is for a high-quality cleaning service, fully compliant to the agreed specification at all times.

See SQ Document for further details.
      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: 468,085       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Start: 01/08/2023 / End: 31/07/2028       
      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: LOT 1 ~ Cirencester Kingshill School

To respond to LOT 1, please click here: https://litmustms.co.uk/respond/Y4378K4C83       
II.2) Description Lot No. 2
      
      II.2.1) Title: LOT 2 ~ Rednock School       
      Lot No: 2       
      II.2.2) Additional CPV codes:
      90919300 - School cleaning services.
      
      II.2.3) Place of performance:
      UKK1 Gloucestershire, Wiltshire and Bristol/Bath area
      
      II.2.4) Description of procurement: Please see SQ Document.
      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: 860,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Start: 01/08/2023 / End: 31/07/2028       
      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: LOT 2 ~ Rednock School

To respond to LOT 2, please click here: https://litmustms.co.uk/respond/42C6E3U7H9       


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: 13/01/2023 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 20/02/2023       
      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 No       
   Electronic invoicing will be accepted No       
   Electronic payment will be used No       
   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.
To view this notice, please click here:
https://litmustms.co.uk/delta/viewNotice.html?noticeId=736607755
   VI.4) Procedures for review
   VI.4.1) Review body:
             Cirencester Kingshill School
       Cirencester, 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: 17/11/2022

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
       Rednock School
       Kingshill Road, Dursley, GL11 4BY, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://rednockschool.org.uk/
       NUTS Code: UKK1