Section one: Contracting authority
one.1) Name and addresses
Sir Robert Woodard Academy
Upper Boundstone Lane, Sompting, Lancing
West Sussex
BN15 9QZ
tenders@litmuspartnership.co.uk
Telephone
+44 1276673880
Country
United Kingdom
Region code
UKJ2 - Surrey, East and West Sussex
Internet address(es)
Main address
https://www.srwa.woodard.co.uk/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://litmustms.co.uk/respond/88WC782YYX
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned 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
Sir Robert Woodard Academy ~ Cleaning Tender
two.1.2) Main CPV code
- 90919300 - School cleaning services
two.1.3) Type of contract
Services
two.1.4) Short description
The successful Supplier will be required to provide cleaning services for the Sir Robert Woodard Academy.
two.1.5) Estimated total value
Value excluding VAT: £660,000
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKJ2 - Surrey, East and West Sussex
Main site or place of performance
Surrey, East and West Sussex
two.2.4) Description of the procurement
The successful Supplier will be required to provide cleaning services for the Sir Robert Woodard Academy.
The current contract value is in excess of £220k per annum.
Sir Robert Woodard Academy is a large state school of approximately 1400 secondary school pupils, and is part of the Woodard Academies Trust. The Trust has an impressive heritage as part of the Woodard family of schools, created by founder Nathaniel Woodard in 1848 with the aim of providing an education based on Christian values and a belief in nurturing and enriching each individual child.
This is an exciting time for the Trust who have recently launched an ambitious new five-year strategy to continue to drive up standards, nurture and educate our children into successful adults, develop, and recruit the best teachers, work collaboratively in our local area, and grow our Trust in geographical clusters.
The majority of the school is housed in a very large single building was originally built early in the last decade and has some interesting architectural features – some of which are quite challenging to clean – extensive use of glass internally as a prime example.
The school currently has an evening cleaning team of around 15 members of staff and has additional coverage of day janitors who carry out a mixture of reactive and prescribed tasks. The ITT process will look to suppliers to identify the optimal use of current hours to provide both ad hoc day time support and exacting evening clean standards.
Originally the cleaning service was operated in house but the school is approaching the end of its second out-sourced contract term.
The contract covers the scope for the provision of all cleaning services within the School. The tender project is seeking to appoint a
contractor whose initiative and innovation will be welcomed for the provision of cleaning services within the facilities as well as delivering consistency of standards and accurate management reporting capabilities.
Whilst the fabric of the school’s campus is in good condition, there are multiple different type of floor surfaces which present the cleaners with daily challenges, in addition the site lines provided by excellent natural lighting and long visible corridors also present cleaning challenges. It is anticipated that equipment upgrade could help address these issues.
The cleaning team currently work prescribed zones which are similar in size due to building design.
The client team sees an ideal opportunity to reset the basic specifications, and then is looking for a service provider that can:
•deliver consistency and compliance to standards and regulations in day to day and in periodic cleaning
•communicate well with the cleaning team and manage the resource and resourcing effectively
•give realistic cost certainty but also assure value for money spent
•flex its schedules and service to accommodate both one off and regular events
•provide a fit for purpose and proactive off-site management support function
•communicate well with both the school and the on-site cleaning team
•build an operating model over the contract term that fits the needs of the school
The contract being tendered is for three years in duration from 1 January 2025 until December 2027 and is likely to be fixed price in nature, with the Contractor invoicing the Client for one twelfth of the annual cost on a monthly basis.
Please see the SQ Document for more information.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.6) Estimated value
Value excluding VAT: £660,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 January 2025
End date
31 December 2027
This contract is subject to renewal
No
two.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.
two.2.10) Information about variants
Variants will be accepted: Yes
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 three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Restricted procedure
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.2.2) Time limit for receipt of tenders or requests to participate
Date
16 August 2024
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
16 September 2024
four.2.4) Languages in which tenders or requests to participate may be submitted
English
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.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-West-Sussex:-School-cleaning-services./88WC782YYX
To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/88WC782YYX
GO Reference: GO-2024716-PRO-26901767
six.4) Procedures for review
six.4.1) Review body
Sir Robert Woodard Academy
Upper Boundstone Lane, Sompting, Lancing
West Sussex
BN15 9QZ
Country
United Kingdom