Scope
Description
The Cidari Multi Academy Trust are seeking to procure a number of providers for a multi-supplier framework for cleaning services. The main objective of this procurement exercise is to deliver the procurement of a framework that will enable the trust to source cleaning services for its schools.
There are initially 4-5 schools in this framework, however, other schools may call off later.
It should be noted that it is not mandatory for trust schools to use this framework. Schools will only call off from this agreement if they have a requirement to do so. It is envisaged the number of contractors on the framework will be between 1 and 3
The provision of the service must demonstrate the best value approach and be flexible in its delivery and operation to ensure that the needs and ethos of individual schools are supported.
This framework process is targeted to have a cleaning contract in place to commence in September 2025 for the initial direct award schools. Please note that this process covers all cleaning services within the Cidari Multi Academy Trust schools with full tender costings and proposals for the schools for a contract start in in September 2025 for the initial direct award schools. These details will be further explained in the ITT documents. The process will be through a competitive flexible procedure commencing with a participation stage to create a select bidder list following analysis of a PSQ document (within which the scoring criteria will be included). The nature of the contract demands a good local infrastructure to provide and maintain the level and standard of cleaning service and support required by the Trust. Labour resource/relief cover is very important. We have set a minimum level of turnover for this tender at 250,000 GBP which takes into account the contract turnover and cash flow associations. This is a discretionary pass/fail question on the basis that we will consider any additional guarantees and formal assurances such as parent company guarantors or similar which must be included to support any submission. We have set a minimum Employer's (compulsory) liability insurance of 10,000,000 GBP). Following the analysis of PSQ's the selected bidders will be invited to attend a site survey and tender briefing initially planned for mid-May 2025. Tender response deadline is planned as early-June 2025 and it is envisaged that interviews will take place in late-June 2025. The contract will be for a 3 +1 +1 period (5 years in total including the option to extend for 1 + 1years).
Commercial tool
Establishes a framework
Total value (estimated)
- £3,000,000 excluding VAT
- £3,600,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 31 August 2028
- Possible extension to 31 August 2030
- 5 years
Description of possible extension:
Contract is for a three year period with the option to extend for a further +1 +1 year periods.
Main procurement category
Services
CPV classifications
- 90919300 - School cleaning services
Contract locations
- UKD4 - Lancashire
Framework
Maximum number of suppliers
3
Maximum percentage fee charged to suppliers
0%
Justification for framework term over 4 years
Contract is for a three year period with the option to extend for a further +1 +1 year periods.
Framework operation description
Contracts are awarded on a combination of qualitative and financial submissions and following final tender interviews/negotiations.
Award method when using the framework
With competition
Contracting authorities that may use the framework
Establishing party only
Participation
Legal and financial capacity conditions of participation
As stated in the PSQ document
Technical ability conditions of participation
As stated in the PSQ document
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
23 April 2025, 12:00pm
Submission type
Requests to participate
Deadline for requests to participate
30 April 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
Minimum 5 suppliers
Selection criteria:
A Procurement Specific Questionnaire is completed by suppliers with the highest scoring suppliers being invited to tender.
Award decision date (estimated)
27 June 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Financial Submission | 7 financial schedules require completing and will be analysed and scored |
Cost | 55.00% |
| Qualitative Tender Submission | 9 qualitative schedules require responses and are scored. |
Quality | 45.00% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
The competitive flexible procedure will commence with a participation stage whereby we invite suppliers to submit a PSQ document for analysis. The PSQ's are analysed and scored to limit suppliers invited to submit full tenders. The tenders are analysed and scored and successful bidders will be invited to a final interview/negotiation stage after which the contract will be awarded.
Justification for not publishing a preliminary market engagement notice
Preliminary market engagement has not been carried out due to timescales of the tender process and to ensure suppliers are not seen to be given an unfair advantage in the tender process.
Documents
Documents to be provided after the tender notice
Full tender documents will be sent out electronically to successful PSQ applicants
Contracting authority
RPJ3 Group Limited on Behalf of Cidari MAT
- Public Procurement Organisation Number: PRYY-6263-NQHG
Leasowe Lodge, Ditton Lane
Leasowe
CH46 3SA
United Kingdom
Contact name: Neil Mayers
Telephone: 07810874152
Email: neil@rpj3group.co.uk
Website: http://www.rpj3group.co.uk
Region: UKD74 - Wirral
Organisation type: Public authority - sub-central government