The Litmus Partnership: Highsted Grammar School ~ Cleaning Tender

UK-Kent: School cleaning services.
Section I: Contracting Authority
      I.1) Name and addresses
             Highsted Grammar School
             Highsted Road, Sittingbourne, Kent, ME10 4PT, United Kingdom
             Tel. +44 1276673880, Email: tenders@litmuspartnership.co.uk
             Main Address: https://www.highsted.kent.sch.uk/
             NUTS Code: UKJ4
      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.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://litmustms.co.uk/respond/GN284D2VG5
      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: Highsted Grammar School ~ 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 Highsted Grammar School.       
      II.1.5) Estimated total value:
      Value excluding VAT: 239,079       
      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:
      UKJ4 Kent
      
      II.2.4) Description of procurement: Highsted Grammar School is an 11-18 selective girls’ school in Sittingbourne, Kent. Currently the school is four form entry school with a PAN of 120 but has taken an additional form of entry over PAN (150) for the last four years. In 2010 the school converted to Academy status.

The school’s most recent Ofsted report confirms that the school is outstanding in all areas; outcomes for children are excellent and the school seeks to be outstanding all that it endeavours. Consequently, the environment that pupils and staff work within needs to reflect the ambitious values of the school and be in-keeping with the high expectations for an effective, high performing environment. The school seeks to ensure that it achieves best value from all engaged in the pursuit of delivering quality outcomes for children.

The tender project is seeking to appoint a contractor whose initiative and innovation will be welcomed for the provision of service – cleaning - within the existing facilities for the 926 pupils and 74 teaching and support staff, to ensure that the cleanliness of the accommodation meets health and safety regulations in addition to supporting the delivery of quality education and upholding staff/pupil well-being.

The contract being tendered is for three years in duration from 01 January 2023 and will operate as a Guaranteed Performance Contract, with the successful contractor offering the school a guaranteed return /cost per annum for the provision of cleaning services.

The school year is based on a calendar of 195 days. Five days are to be used for staff professional development which means that the school will be open to receive pupils for the legal minimum of 190 days.

The contract offered covers the scope for the provision of all cleaning services within the School, which currently includes multiple buildings within which specialist and non-specialist activity is delivered in addition to general staff areas.


Currently the accommodate comprises of:

Main block which is a three-storey building housing the main school hall, reception and general office area, medical room, large staff room, facilities storage, specialist science laboratories, science prep rooms, a library, ventilated server room, finance suite, two computer rooms and general teaching classrooms. Backing on to the school hall is the Sixth Form Common room and PE changing rooms. Four blocks of toilets can be located in this building which is flanked at each end by a staircase. The Headteacher and senior staff occupy offices in this part of the school.

T Block is a specialist area for Art, Design and Technology and comprises of two staff offices, a toilet block, a specialist kitchen for delivering the food technology curriculum in addition to four specialist workshops. At the heart of this building Art and DT supplies are stored.

C Block is a two-storey building comprising of six general teaching classrooms and a double computer/media suite. The building hosts two staff offices.

E Block is a large two storey building; floor one includes four general teaching classrooms, a pastoral suite, a large performing arts area, two staff offices, a small computer suite and a block of toilets. Floor two comprises of a large pastoral suite with toilet area and staff office, two music rooms and four general music practice rooms, an IT office and ventilated server room, two general teaching rooms, three computer suites and a meeting room. Staff and pupil toilets are located on this floor. Both ends of the building are flanked by an internal staircase.

R Block is a stand-alone modular building comprising of eight general teaching rooms.

Sports Hall is a four-court building with a small staff office, toilet and changing facilities backed on to a circular mirrored dance studio.

Hi Pod is a singular, circular building with small kitchen. This is a multipurpose space.

Please 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: 239,079       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Start: 01/01/2023 / End: 31/12/2025       
      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: 05/08/2022 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 05/09/2022       
      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.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://litmustms.co.uk/tenders/UK-UK-Kent:-School-cleaning-services./GN284D2VG5

To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/GN284D2VG5
   VI.4) Procedures for review
   VI.4.1) Review body:
             Highsted Grammar School
       Kent, 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: 24/06/2022

Annex A