The Litmus Partnership: Athelstan Trust ~ Cleaning Tender

UK-Gloucestershire: School cleaning services.

Section I: Contracting Authority

   I.1) Name, Addresses and Contact Point(s):
       The Athelstan Trust
       Lowfield Road, Tetbury, Gloucestershire, GL8 8AE, United Kingdom
       Tel. +44 1276673880, Email: tenders@litmuspartnership.co.uk
       Main Address: https://theathelstantrust.org/
       NUTS Code: UKK13

   I.2) Joint procurement:
      The contract involves joint procurement: No          
      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.4)Type of the contracting authority:
      Body governed by public law

   I.5) Main activity:
      Education

Section II: Object Of The Contract

   II.1) Scope of the procurement

      II.1.1) Title: Athelstan 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 for The Athelstan Trust: Bradon Forest School, Wiltshire, SN5 4AT The Dean Academy, Gloucestershire, GL15 5DZ Sir William Romney’s School, Gloucestershire GL8 8AE Chipping Sodbury School, South Gloucestershire, BS37 6EW

      II.1.6) Information about lots
         This contract is divided into lots: No
            
      II.1.7) Total value of the procurement (excluding VAT)
          Value: 2,328,150.3
                  
         Currency:GBP            

   II.2) Description

      II.2.2) Additional CPV code(s):
      Not Provided

      II.2.3) Place of performance
      Nuts code:
      UKK13 - Gloucestershire
   
      Main site or place of performance:
      Gloucestershire
             

      II.2.4) Description of the procurement: The contract: will commence on 1 April 2023 for an initial period of three years, with the opportunity to extend for a further period of two years at the discretion of the governing body. The successful Supplier 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 20 days periodic cleaning per annum. The annual contract value is circa: Bradon Forest £134,400 Dean Academy £102,000 William Romney’s £64,400 Chipping Sodbury £127,800 Total £428,600 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 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 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 so as 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 who has current experience of working within the secondary school or HE / FE market place, 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 Bradon Forest, Dean Academy, Sir William Romney’s and Chipping Sodbury 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 £428.6K 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 information

      II.2.5) Award criteria:
       Not Provided

      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
         

      II.2.14) Additional information: Not Provided


Section IV: Procedure

IV.1) Description

   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       
      A dynamic purchasing system was set up: No

   IV.1.6) Information about electronic auction
      An electronic auction has been used: No

   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 OJEU: 2022/S 000-020023
      
   

   IV.2.9) Information about termination of call for competition in the form of a prior information notice
      The contracting authority will not award any further contracts based on the above prior information notice: No

Section V: Award of contract

Award Of Contract (No.1)

   Contract No: Not Provided    
   Lot Number: Not Provided    
   Title: Not Provided

   A contract/lot is awarded: Yes


   V.2) Award of contract

      V.2.1) Date of conclusion of the contract: 25/01/2023

      V.2.2) Information about tenders
         Number of tenders received: 5
         Number of tenders received from SMEs: Not Provided          
         Number of tenders received from tenderers from other EU Member States: Not Provided          
         Number of tenders received from tenderers from non-EU Member States: Not Provided          
         Number of tenders received by electronic means: Not Provided

      V.2.3) Name and address of the contractor

      The contract has been awarded to a group of economic operators: No
         
         Contractor (No.1)
             Purgo Supply Services Limited, 08665358
             193 Castelnau, London, United Kingdom
             NUTS Code: UKI
            The contractor is an SME: No

      V.2.4) Information on value of the contract/lot (excluding VAT)
         Initial estimated total value of the contract/lot: 2,143,000          
         Total value of the contract/lot: 2,328,150.3
         Currency: GBP

      V.2.5) Information about subcontracting
         The contract is likely to be subcontracted: No
         
Section VI: Complementary information

   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.
To view this notice, please click here:
https://litmustms.co.uk/delta/viewNotice.html?noticeId=775905362

   VI.4) Procedures for review

      VI.4.1) Review body
          The Athelstan Trust
          Gloucestershire, United Kingdom

      VI.4.3) Review procedure
         Precise information on deadline(s) for review procedures: Not Provided

      VI.4.4) Service from which information about the review procedure may be obtained
         Not Provided

   VI.5) Date of dispatch of this notice: 17/04/2023