Section one: Contracting authority
one.1) Name and addresses
Cirencester Kingshill School
Kingshill Lane
Cirencester
GL7 1HS
tenders@litmuspartnership.co.uk
Telephone
+44 1276673880
Country
United Kingdom
Region code
UKK1 - Gloucestershire, Wiltshire and Bristol/Bath area
Internet address(es)
Main address
https://www.cirencesterkingshill.gloucs.sch.uk/
one.1) Name and addresses
Rednock School
Kingshill Road
Dursley
GL11 4BY
tenders@litmuspartnership.co.uk
Country
United Kingdom
Region code
UKK1 - Gloucestershire, Wiltshire and Bristol/Bath area
Internet address(es)
Main address
one.2) Information about joint procurement
The contract involves joint procurement
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
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
Cirencester Kingshill & Rednock Schools ~ Cleaning Services 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/s will be required to provide Cleaning services for Cirencester Kingshill School and/or Rednock School.
Please note that whilst sharing a joint procurement process, each School is entirely independent of the other and each individual cleaning contract may be awarded to a different contractor, with each school ultimately making its own award decision.
This tender is split into 2 LOTS. Bidders are required to submit a separate SQ & Tender response for each of the LOTS they are interested in via LTMS. Separate web links are provided within the Contract Notice, which give access to the Selection Questionnaires for Lot 1 and Lot 2.
The contracts cover the scope for the provision of all cleaning services within both of the Schools.
two.1.5) Estimated total value
Value excluding VAT: £1,328,085
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
LOT 1 ~ Cirencester Kingshill School
Lot No
1
two.2.2) Additional CPV code(s)
- 90919300 - School cleaning services
two.2.3) Place of performance
NUTS codes
- UKK1 - Gloucestershire, Wiltshire and Bristol/Bath area
Main site or place of performance
Gloucestershire, Wiltshire and Bristol/Bath area
two.2.4) Description of the procurement
The contracts cover the scope for the provision of all cleaning services within both of the Schools. Please note this is split into 2 LOTS.
The contracts: will commence on 1 August 2023 for an initial period of three years, with the opportunity to extend for a further period of two years at the discretion of each governing body. The successful Supplier/s will invoice the client for one-twelfth of the annual cost on a monthly basis, also guaranteeing both the number of input hours to the contract and the quality of cleaning provision.
Any variations to the contract that are requested by the Client should be invoiced at the agreed rate and should be calculated on an hourly rate per employee needed to carry out the variation to the satisfaction of the contract supervising officer. The Client’s requirement shall be for 190 academic days, 5 inset days and 15 days periodic cleaning per annum. Periodic cleaning typically to take place the second week of the Easter break and the last two weeks of summer break.
Whilst the monthly charge will represent one-twelfth of the contract cost, a reconciliation will take place to reconcile the actual hours worked within the contracts. If the hours worked are less than those budgeted for then a credit will be required by the Client. The Client requires that the tendered number of hours are always worked, and the successful Supplier is expected to have a system in place to cover for both planned and unplanned leave.
The basis and rationale that the Client requires the successful Supplier/s to operate to at all times is being able to provide clean schools that are fit for purpose and that the Supplier is proactive in the management of the contract, thus ensuring that all specifications are achieved and that the frequency of cleans is as detailed within the specification and continued innovation of processes throughout the contract term will be pivotal to the success of the new contracts.
The Supplier/s shall provide a comprehensive cleaning service to the sites to promote a clean, healthy and safe environment which presents a positive image to all users and visitors.
The sites must at all times meet health, safety and environmental standards appropriate to the sites and their use and the successful Supplier must comply with the Client’s health, safety and environmental policies and procedures. The services must be provided so as not to interrupt the routine of the schools.
The general standard of cleaning shall be in accordance with the BICSc Cleaning Standards, with BICSc training given to all cleaning operatives employed within this contract.
We are seeking a suitably experienced Supplier/s who has current experience of working within the secondary school or HE / FE marketplace, ideally with a strong operational base within the Schools area, thus allowing for both adequate contract support and the operational flexibility that is to be delivered in support of the contract as and when required.
The initial scope of the contracts covers all cleaning provision within the school buildings at Cirencester Kingshill and Rednock Schools. 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 schools’ senior management team on the contract performance.
The projected cost of cleaning for the current year is circa £265.6K for all buildings (excluding external window cleaning). However, it is believed that through equipment and cleaning material innovation and the effective recruitment, training and supervision of cleaning staff there is opportunity for improvement.
The focus of our requirement is for a high-quality cleaning service, fully compliant to the agreed specification at all times.
See SQ Document for further details.
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: £468,085
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 August 2023
End date
31 July 2028
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
two.2.14) Additional information
LOT 1 ~ Cirencester Kingshill School
To respond to LOT 1, please click here: https://litmustms.co.uk/respond/Y4378K4C83
two.2) Description
two.2.1) Title
LOT 2 ~ Rednock School
Lot No
2
two.2.2) Additional CPV code(s)
- 90919300 - School cleaning services
two.2.3) Place of performance
NUTS codes
- UKK1 - Gloucestershire, Wiltshire and Bristol/Bath area
Main site or place of performance
Gloucestershire, Wiltshire and Bristol/Bath area
two.2.4) Description of the procurement
Please see SQ Document.
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: £860,000
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 August 2023
End date
31 July 2028
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
two.2.14) Additional information
LOT 2 ~ Rednock School
To respond to LOT 2, please click here: https://litmustms.co.uk/respond/42C6E3U7H9
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
13 January 2023
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
20 February 2023
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.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.
To view this notice, please click here:
https://litmustms.co.uk/delta/viewNotice.html?noticeId=736607755
GO Reference: GO-20221117-PRO-21480361
six.4) Procedures for review
six.4.1) Review body
Cirencester Kingshill School
Cirencester
Country
United Kingdom