The Litmus Partnership: Weydon Multi Academy Trust ~ Cleaning Tender

UK-Surrey: School cleaning services.
Section I: Contracting Authority
      I.1) Name and addresses
             Weydon Multi Academy Trust
             Weydon Lane, Farnham, Surrey, GU9 8UG, United Kingdom
             Tel. +44 1276673880, Email: tenders@litmuspartnership.co.uk
             Main Address: http://www.weydonmat.co.uk/
             NUTS Code: UKJ2
      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/ZVUXH7M45W
      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: Weydon 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: WMAT is a multi-academy trust currently comprising 13 schools in the Surrey area. The Trust was formed in 2017 and currently includes 4 secondary schools, 3 special needs schools and 1 primary school. The Trust is growing, with five new schools due to join the Trust prior to the start of the new cleaning contract.       
      II.1.5) Estimated total value:
      Value excluding VAT: 1,015,575       
      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:
      UKJ2 Surrey, East and West Sussex
      
      II.2.4) Description of procurement: WMAT is a multi-academy trust currently comprising 13 schools in the Surrey area. The Trust was formed in 2017 and currently includes 4 secondary schools, 3 special needs schools and 1 primary school. The Trust is growing, with five new schools due to join the Trust prior to the start of the new cleaning contract. It is our intention that as existing contracts come to an end, schools will join the Trust contract with an aligned contract end date. Our ambition over the next five years is to grow to approximately 20 schools in total, based on three equal phases clusters:

•Secondary
•Special Needs
•Primary

During 2025 we anticipate the addition of 1 additional school – likely to be a primary school.

A key element of WMAT’s vision for our schools, is the provision of exceptional learning environments. Creating inspiring classrooms in which to learn, teach and spaces for students / children and staff to work and relax sits as one of our core values. We describe this as our drive to create and maintain ‘exceptional learning environments’. Our cleaning partner will be a key driver in the maintenance of exceptional environments; both from an aesthetic and environmental sustainability perspective. We are looking to build a relationship which further enhances our school environments, utilising technology and resource efficiencies to create financial efficiencies and sparkly clean schools.

Importantly, we value developing ‘partnerships’ with specialist providers across a range of specialities. Working together we will develop KPIs to sit alongside regular qualitative feedback from our Business / Operations / Premises leads; ‘Stronger Together’. Our cleaning partner will mirror our passion to be innovative and to initiate different ways of doing things – we are open to suggestions from the successful contractor to review our current services / ways of working and make recommendations for improvement. ‘Restlessness in the pursuit of better’. The successful contractor will also develop excellent relationships formally and informally with key colleagues including Business / Operations Leads, Estates Managers and Headteachers / Principals.

The contract offered includes all cleaning services whilst schools are in session, and periodic / deep cleans. The contract is being tendered on a 3-year basis and will operate as a Guaranteed Performance Contract, with the successful contractor offering the Trust a guaranteed return / cost per annum for the provision of cleaning services. The main contract start date will be 1.4.25, with additional schools joining as their contracts ends.
      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: 1,015,575       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Start: 01/04/2025 / End: 31/03/2030       
      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/ZVUXH7M45W       


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: 20/09/2024 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 14/10/2024       
      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-Surrey:-School-cleaning-services./ZVUXH7M45W

To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/ZVUXH7M45W
   VI.4) Procedures for review
   VI.4.1) Review body:
             Weydon Multi Academy Trust
       Weydon School, Weydon Lane, Farnham, Surrey, GU9 8UG, 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: 12/08/2024

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
       Weydon School
       Weydon Lane, Farnham, Surrey, GU9 8UG, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.weydonschool.surrey.sch.uk/
       NUTS Code: UKJ2

   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
       Farnham Heath End School
       Hale Reeds, Farnham, Surrey, GU9 9BN, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.fhes.org.uk/
       NUTS Code: UKJ2

   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
       Woolmer Hill School
       Woolmer Hill Road, Haslemere, Surrey, GU27 1QB, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: http://www.woolmerhill.surrey.sch.uk/
       NUTS Code: UKJ2

   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
       The Park School
       Onslow Crescent, Woking, Surrey, GU22 7AT, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://thepark.surrey.sch.uk/
       NUTS Code: UKJ2

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      5: Contracting Authority
       Rodborough School
       Petworth Road, Milford, Godalming, Surrey, GU8 5BZ, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.rodborough.surrey.sch.uk/
       NUTS Code: UKJ2

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      6: Contracting Authority
       Abbey School
       Menin Way, Farnham, Surrey, GU9 8DY, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.abbey.surrey.sch.uk/
       NUTS Code: UKJ2

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      7: Contracting Authority
       Ridgeway School
       14 Frensham Road, Farnham, Surrey, GU9 8HB, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.ridgeway.surrey.sch.uk/
       NUTS Code: UKJ2

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      8: Contracting Authority
       Crondall Primary School
       Croft Lane, Crondall, Farnham, Surrey, GU10 5QG, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.crondallschool.co.uk/
       NUTS Code: UKJ2

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      9: Contracting Authority
       Frogmore Community College
       55 Potley Hill Road, Yateley, GU46 6AG, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.frogmorecollege.co.uk/
       NUTS Code: UKJ3

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      10: Contracting Authority
       Beacon Hill School
       Beacon Hill Community Primary School, Beacon Hill Road, Hindhead, Surrey, GU26 6NR, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.beacon-hill.surrey.sch.uk/
       NUTS Code: UKJ2

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      11: Contracting Authority
       Brooklands School
       27 Wray Park Road, Reigate, RH2 0DF, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.brooklands.surrey.sch.uk/
       NUTS Code: UKJ2

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      12: Contracting Authority
       Clifton Hill School
       Chaldon Road, Caterham, Surrey, CR3 5PN, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://clifton-hill.surrey.sch.uk/
       NUTS Code: UKJ2

   IV) Address of the other contracting authority on behalf of which the contracting authority is purchasing
      Purchased on behalf of other contracting authority details:
      13: Contracting Authority
       Eggars School
       London Road, Holybourne, Alton, Hampshire, GU34 4EQ, United Kingdom
       Email: tenders@litmuspartnership.co.uk
       Main Address: https://www.eggars.net/
       NUTS Code: UKJ3