- Scope of the procurement
- Lot 1: Summer Period (July & September): Following end of tenancy move out of undergraduate students (July) and postgraduate students (September). Deep cleaning to bedrooms with and without ensuite bathrooms and scheduled “sparkle” cleaning to communal areas; consisting of shared bathrooms, communal kitchens, foyers, lobby’s, stairwells and corridors.
- Lot 2: Summer Period (July – August): Regular service cleaning to residential areas during Event Essex conference period alongside our in-house cleaning team. Bidders may be required to provide additional staff for the last week of September.
- Lot 3: Termly office cleaning in academic and administrative areas three times per academic year (December, April & August). Please note the current academic year runs from September 2022 to August 2023, therefore call off order no.1 for lot 3 will be for August 2023 only. Bidders to note that there is a maximum period of 4 weeks to complete this work, there is no minimum period.
Section one: Contracting authority
one.1) Name and addresses
University of Essex
Wivenhoe Park
Colchester
CO4 3SQ
Contact
Aston Baker
Country
United Kingdom
Region code
UKH3 - Essex
Internet address(es)
Main address
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
T954 - Periodic Contract Cleaning Framework
Reference number
DN1451
two.1.2) Main CPV code
- 90910000 - Cleaning services
two.1.3) Type of contract
Services
two.1.4) Short description
The University of Essex wishes to establish a new framework agreement for periodic contract
cleaning across three lots that will ensure that the University has access to a number of
experienced, capable and good value cleaning contractors to meet the cleaning needs that
arise at various points during the academic year. Details of individual lots are as follows;
Lot 1: Summer Period (July & September): Following end of tenancy move out of
undergraduate students (July) and postgraduate students (September). Deep cleaning to
bedrooms with and without ensuite bathrooms and scheduled “sparkle” cleaning to
communal areas; consisting of shared bathrooms, communal kitchens, foyers, lobby’s,
stairwells and corridors.
Lot 2: Summer Period (July – August): Regular service cleaning to residential areas during
Event Essex conference period alongside our in-house cleaning team. Bidders may be
required to provide additional staff for the last week of September.
Lot 3: Termly office cleaning in academic and administrative areas three times per academic
year (December, April & August). Please note the current academic year runs from
September 2022 to August 2023, therefore call off order no.1 for lot 3 will be for August
2023 only. Bidders to note that there is a maximum period of 4 weeks to complete this work,
there is no minimum period.
two.1.6) Information about lots
This contract is divided into lots: Yes
two.1.7) Total value of the procurement (excluding VAT)
Lowest offer: £450,000 / Highest offer: £550,000 taken into consideration
two.2) Description
two.2.1) Title
Lot 1: Summer Period (July & September): Following end of tenancy move out of undergraduate students (July) and postgraduate students (September). Deep cleaning to bedrooms with and without ensuite bathrooms and scheduled “sparkle” cleaning to communal areas; consisting of shared bathrooms, communal kitchens, foyers, lobby’s, stairwells and corridors.
Lot No
1
two.2.2) Additional CPV code(s)
- 90911100 - Accommodation cleaning services
two.2.3) Place of performance
NUTS codes
- UKH3 - Essex
two.2.4) Description of the procurement
Lot 1: Summer Period (July & September): Following end of tenancy move out of
undergraduate students (July) and postgraduate students (September). Deep cleaning to
bedrooms with and without ensuite bathrooms and scheduled “sparkle” cleaning to
communal areas; consisting of shared bathrooms, communal kitchens, foyers, lobby’s,
stairwells and corridors.
Each Summer, typically during July, the University will host a number of summer school and
conference events on campus. Delegates attending the events will have the opportunity to
use the available University accommodation. Student accommodation such as bedrooms
and ensuite bathrooms are not serviced by our in-house cleaning teams during the period of
student tenancy, generally Oct – July, the communal areas; shared bathrooms, communal
kitchens, foyers, lobby’s, stairwells and corridors are serviced at least weekly during the
student tenancy by our in-house cleaning team. The cleaning services described in lot 1 must
take place during the changeover period from student use to delegate use which is ordinarily
one week (7 days) using an agreed phased approach for delivery. The cleaning process is
then repeated again following post graduate move-out in September. Typical requirements
are shown in lot 1 cleaning schedule documents.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Lot 2: Summer Period (July – August): Regular service cleaning to residential areas during Event Essex conference period alongside our in-house cleaning team. Bidders may be required to provide additional staff for the last week of September.
Lot No
2
two.2.2) Additional CPV code(s)
- 90911100 - Accommodation cleaning services
two.2.3) Place of performance
NUTS codes
- UKH3 - Essex
two.2.4) Description of the procurement
Lot 2: Summer Period (July – August): Regular service cleaning to residential areas during
Event Essex conference period alongside our in-house cleaning team.
Over the summer period, generally July and August, residential areas are used by Event
Essex conference guests who are attending events on campus. There is a requirement to
provide general cleaning and servicing to these areas alongside our in-house cleaning team.
Bidders are expected to provide a team of cleaning staff in order to fulfil these requirements.
This team will be supervised by our in-house cleaning team and typical requirements are
shown in lot 2 cleaning schedule documents.
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Lot 3: Termly office cleaning in academic and administrative areas three times per academic year (December, April & August). Please note the current academic year runs from September 2022 to August 2023, therefore call off order no.1 for lot 3 will be for August 2023 only. Bidders to note that there is a maximum period of 4 weeks to complete this work, there is no minimum period.
Lot No
3
two.2.2) Additional CPV code(s)
- 90919200 - Office cleaning services
two.2.3) Place of performance
NUTS codes
- UKH3 - Essex
two.2.4) Description of the procurement
Lot 3: Termly office cleaning in academic and administrative areas three times per academic
year (December, April & August). Please note the current academic year runs from
September 2022 to August 2023, therefore call off order no.1 for lot 3 will be for August
2023 only. Bidders to note that there is a maximum period of 4 weeks to complete this work,
there is no minimum period.
There is a requirement for termly office cleaning across the academic and administrative
estate, totalling approx. 1200 offices of various sizes. These offices will require cleaning as
detailed in lot 3 cleaning schedule documents. During termly vacation periods, namely
December, April and August. The University of Essex requires the office areas to be cleaned outside of normal working hours (currently Monday to Friday / 9am to 5pm) when there are
less occupants in these areas. The preference would be either 5.30am to 8.30am and/or
5pm to 8pm. (Cleaning outside of these times, including within office hours, will be
considered in exceptional circumstances).
two.2.5) Award criteria
Quality criterion - Name: Quality / Weighting: 60
Price - Weighting: 40
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.1) Previous publication concerning this procedure
Notice number: 2023/S 000-002729
Section five. Award of contract
Contract No
T954
Lot No
1
Title
T954 - Periodic Contract Cleaning Framework - Lot 1: Summer Period (July & September): Following end of tenancy move out of undergraduate students (July) and postgraduate students (September). Deep cleaning to bedrooms with and without ensuite bathrooms and scheduled “sparkle” cleaning to communal areas; consisting of shared bathrooms, communal kitchens, foyers, lobby’s, stairwells and corridors.
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
17 April 2023
five.2.2) Information about tenders
Number of tenders received: 5
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Crystal Facilities Management Ltd
Lyra Court
North Acton
W3 6BJ
Country
United Kingdom
NUTS code
- UKI - London
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Initial estimated total value of the contract/lot: £512,000
Lowest offer: £110,000 / Highest offer: £450,000 taken into consideration
Section five. Award of contract
Contract No
T954
Lot No
2
Title
T954 - Periodic Contract Cleaning Framework - Lot 2: Summer Period (July – August): Regular service cleaning to residential areas during Event Essex conference period alongside our in-house cleaning team. Bidders may be required to provide additional staff for the last week of September.
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
17 April 2023
five.2.2) Information about tenders
Number of tenders received: 4
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Crystal Facilities Management Ltd
Lyra Court
North Acton
W3 6BJ
Country
United Kingdom
NUTS code
- UKI - London
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Lowest offer: £30,000 / Highest offer: £150,000 taken into consideration
Section five. Award of contract
Contract No
T954
Lot No
3
Title
T954 - Periodic Contract Cleaning Framework - Lot 3: Termly office cleaning in academic and administrative areas three times per academic year (December, April & August). Please note the current academic year runs from September 2022 to August 2023, therefore call off order no.1 for lot 3 will be for August 2023 only.
A contract/lot is awarded: Yes
five.2) Award of contract
five.2.1) Date of conclusion of the contract
17 April 2023
five.2.2) Information about tenders
Number of tenders received: 3
The contract has been awarded to a group of economic operators: No
five.2.3) Name and address of the contractor
Ever Brite Cleaning Services
Merlin Centre
Aylesbury
HP19 8DP
Country
United Kingdom
NUTS code
- UKI5 - Outer London – East and North East
The contractor is an SME
No
five.2.4) Information on value of contract/lot (excluding VAT)
Lowest offer: £6,000 / Highest offer: £30,000 taken into consideration
Section six. Complementary information
six.4) Procedures for review
six.4.1) Review body
High Court, Royal Courts of Justice
The Strand
London
WC2A 2LL
Country
United Kingdom