The Litmus Partnership: Stowe Valley Multi Academy Trust ~ Cleaning Tender

UK-Warwickshire: School cleaning services.
Section I: Contracting Authority
      I.1) Name and addresses
             Stowe Valley Multi Academy Trust
             Welsh Road West, Leamington Spa, Warwickshire, CV47 0JW, United Kingdom
             Tel. +44 1276673880, Email: tenders@litmuspartnership.co.uk
             Main Address: https://www.stowevalleymat.com
             NUTS Code: UKG13
      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/XC326GCWGN
      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: Stowe Valley Multi Academy 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 following Schools:
- Bilton School, Rugby CV22 7JT
- Kineton High School, Kineton CV35 0JX
- Southam College, Southam CV47 0JW       
      II.1.5) Estimated total value:
      Value excluding VAT: 1,700,000       
      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:
      UKG13 Warwickshire
      
      II.2.4) Description of procurement: The successful Supplier will be required to provide cleaning services for the following Schools:
- Bilton School, Rugby CV227JT
- Kineton High School, Kineton CV350JX
- Southam College, Southam CV470JW
The current cleaning service provision at the Schools has not been market tested in recent years and to ensure Best Value principles are applied
the Client has made a decision to tender the cleaning service.
The current cleaning operation is run by Hy-Kleen (Bilton), In-house (Kineton High sch), Service Master (Southam College).
The value of the current contracts is £340k and it is intended that the initial contract shall run for a period of 3 years, with the ability to extend by a
further two years with agreement with both parties.
For the avoidance of doubt TUPE Regulations will apply to this contract.
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 senior management team within the school on contract performance. It is imperative that an open book policy is offered to ensure
the Client has total clarity on both operational and financial performance.
The Client is seeking both innovation and the application of current cleaning techniques and up-to-date equipment within the tender submissions
and would expect as a result of this to be able to identify ‘best value’ principles and work in partnership with the chosen Supplier going forward.
The Client has set five key objectives which should be focused upon throughout the tender process. They are:
• Ongoing savings year-on-year during the contract term.
• The contract will be for 3 years initially, with the option of a 2 year extension, depending on operational and financial performance.
• Review / suggestions to improve work methodology; suggestions to improve the efficiency of service.
• Due to the high percentage of hard flooring throughout the site, it is believed specialist equipment will be required to maintain a high
standard of cleanliness throughout. Recommendations and investment of this equipment should be included within the financial
submission of the tender document.
• The successful Supplier must deliver a consistently, high standards of cleanliness across the site.
A reconciliation will take place monthly to reconcile the actual operating financial result to allow the Client to see how the cleaning operation is
performing financially. Any banked hours will be accrued and used to cover additional periodic cleans or credited back to the Client at the end
of each financial year.
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: 1,700,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Start: 01/09/2023 / End: 31/08/2028       
      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: To respond to this opportunity please click here: https://litmustms.co.uk/respond/XC326GCWGN       


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 Acclerated   
      Justification for the choice of accelerated procedure: Contract ends 31.08.23   
   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: 24/03/2023 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 24/04/2023       
      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.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://litmustms.co.uk/tenders/UK-UK-Warwickshire:-School-cleaning-services./XC326GCWGN

To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/XC326GCWGN
   VI.4) Procedures for review
   VI.4.1) Review body:
             Stowe Valley Multi Academy Trust
       Warwickshire, 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: 23/02/2023

Annex A