Section one: Contracting authority
one.1) Name and addresses
Fox Hollies School
Highbury Community Campus, Queensbridge Road, Moseley
Birmingham
B13 8QB
tenders@litmuspartnership.co.uk
Telephone
+44 1276673880
Country
United Kingdom
Region code
UKG31 - Birmingham
Internet address(es)
Main address
https://www.foxhollies.bham.sch.uk/
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://litmustms.co.uk/respond/4XS555YTM4
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
Fox Hollies School ~ 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 Fox Hollies Special School, a SEN {Special educational needs} in Birmingham {B13-8QB}
two.1.5) Estimated total value
Value excluding VAT: £241,200
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.3) Place of performance
NUTS codes
- UKG31 - Birmingham
Main site or place of performance
Birmingham
two.2.4) Description of the procurement
The successful Supplier will be required to provide cleaning services for Fox Hollies Special School, a SEN {Special educational needs} in Birmingham {B13-8QB}
Fox Hollies Special School is well established within the heart of Birmingham and has the love, care and personal one-two-one attention of every student within their care, where the successful contractor will be required to deliver a service and meet the requirements of the specification from the contract commencement.
The contract being tendered is for three years in duration from October 2025 until September 2028, with the option to extend for a further term of three years on the same terms and conditions excluding the right to further extend. The contract will be fixed price in nature, with the Contractor invoicing the Client for one-twelfth of the annual cost on a monthly basis by school.
Whilst the monthly charge will represent one-twelfth of the contract cost, a reconciliation will take place monthly to reconcile the actual hours worked within the contract. If the hours worked are less than those budgeted for a credit will be required by the schools. This credit will be calculated by dividing the annual contract cost (fixed cost) by the number of annual input hours to arrive at a contractual cost per hour, this will then be multiplied by the number of hours due to arrive at the fiscal credit.
The schools require that the tendered number of hours are worked at all times and the successful contractor is expected to have a system in place to cover for both planned and unplanned leave.
The basis and rationale that the Client requires is for the successful contractor to operate to at all times is being able to provide clean Schools that are fit for purpose and that the Contractor is pro-active in the management of the contract, thus ensuring that all output / Input specifications are achieved and that the required frequency of cleans is delivered.
The tender project is seeking to appoint a Contractor whose initiative and innovation will be welcomed for the provision of services. The high-quality service levels proposed, should maintain excellent standards throughout, resulting in a clean and pleasant environment for students, staff and visitors within all of the schools consistently.
It should be noted that the successful contractor will be expected to bring to the contract: innovation; new equipment; and cleaning methods, with BIC’S standards being achieved, as a minimum, thus ensuring that the highest levels of cleanliness are maintained in all areas at all times and also ensuring that the productivity of the cleaning operatives is enhanced moving forward into the new contract term.
The successful contractor will be expected to put forwards both innovation and their proposals for making this contract more environmentally sensitive and carbon neutral moving into this contract term both by way of contract delivery, and also within the successful contractor’s organisation, thus working to deliver Fox Hollies Special School’s environmental polices.
The terms and conditions of employment and recognition offered to the cleaning operatives should be both progressive and forward thinking ensuring that the staffing establishment is complete at all times and staff turnover is kept to a minimum.
Fox Hollies Special School is expected to grow in the number of schools becoming part of the trust during this contract period, and the provision of cleaning services within these schools when they have joined Fox Hollies Special School will fall under the scope of this contract.
See 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: £241,200
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 October 2025
End date
30 September 2031
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
To respond to this opportunity please click here: https://litmustms.co.uk/respond/4XS555YTM4
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
17 January 2025
Local time
12:00pm
four.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
14 March 2025
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-Birmingham:-School-cleaning-services./4XS555YTM4
To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/4XS555YTM4
GO Reference: GO-20241115-PRO-28539745
six.4) Procedures for review
six.4.1) Review body
Fox Hollies School
Highbury Community Campus, Queensbridge Road, Moseley
Birmingham
B13 8QB
Country
United Kingdom