The Litmus Partnership: Castle School Education Trust ~ Cleaning Tender

UK-Bristol: School cleaning services.
Section I: Contracting Authority
      I.1) Name and addresses
             Castle School Education Trust
             C/O Mangotsfield School, Rodway Hill, Bristol, BS16 9LH, United Kingdom
             Tel. +44 1276673880, Email: tenders@litmuspartnership.co.uk
             Main Address: https://www.cset.co.uk/index.asp
             NUTS Code: UKK1
      I.2) Joint procurement
      The contract involves joint procurement: No.
      In the case of joint procurement involving different countries, state applicable national procurement law: Not provided       
      The contract is awarded by a central purchasing body: No.
      I.3) Communication
      The procurement documents are available for unrestricted and full direct access, free of charge, at: https://litmustms.co.uk/tenders/UK-UK-Bristol:-School-cleaning-services./X68M2R823Y
      Additional information can be obtained from: the abovementioned address
      Tenders or requests to participate must be sent to the abovementioned address       
      Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at: Not provided
      I.4) Type of the contracting authority
            Body governed by public law
      I.5) Main activity
            Education

Section II: Object
II.1) Scope of the procurement
      II.1.1) Title: Castle School Education Trust ~ Cleaning Tender       
      Reference Number: Not provided
      II.1.2) Main CPV Code:
      90919300 - School cleaning services.

      II.1.3) Type of contract: SERVICES
      II.1.4) Short description: The successful Supplier will be required to provide cleaning services for Castle School Education Trust (CSET).
The seven schools within the tender are:

The Castle School, Park Road, Thornbury, South Gloucestershire, BS35 1HT

Marlwood School, Vattingstone Lane, Alveston, South Gloucestershire, BS35 3LA

Downend School, Westerleigh Road, Downend, South Gloucestershire, BS16 6XA

Mangotsfield School, Rodway Hill, Mangotsfield, Bristol, BS16 9LH

Charfield Primary School, Wotton Road, Charfield, South Gloucestershire, GL12 8TG

Lyde Green Primary School, Willowherb Road, Emersons Green, Bristol, BS16 7LH

Severn Beach Primary School, Ableton Lane, Severn Beach, South Gloucestershire, BS35 4PP       
      II.1.5) Estimated total value:
      Value excluding VAT: 2,875,000       
      Currency: GBP
      II.1.6) Information about lots:
      This contract is divided into lots: No       
   
II.2) Description
      
      II.2.2) Additional CPV codes:
      Not Provided       
      II.2.3) Place of performance:
      UKK1 Gloucestershire, Wiltshire and Bristol/Bath area
      
      II.2.4) Description of procurement: This contract will be fixed price in nature with the successful Supplier guaranteeing both the number of input hours to the contract and the quality of cleaning provision.

The contract will commence on 1 January 2022 for an initial period of three years, ending on 31 December 2024, with the opportunity to extend for a further period of two years at the discretion of the governing body.

We are seeking a suitably experienced Supplier who has current experience of working within the primary or secondary school market place, ideally with a strong operational base within the Bristol area, thus allowing for both adequate contract support and operational flexibility that is to be delivered to support the contract as and when required moving forwards into this contract term.

The scope of the contract covers all cleaning provision within all school buildings. 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 Trust and School senior management teams on the contract performance.

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 20 days periodic cleaning per annum.

NB: Through this tender process it is CSET’s intention to rationalise the number of cleaning weeks staff are contracted to work, to 43 weeks, i.e. 190 days term time cleaning, 5 inset days and 20 day deep cleaning. Currently Castle School cleaning staff contracts range from 52 weeks to 41 weeks, Mangotsfield and Severn Beach Schools are cleaned for 52 weeks. All other schools are currently contracted to 41 weeks cleaning. The HR capability and proposed detailed implementation methodology of the successful contractor requires evidencing.

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 Client.

The Client requires that the tendered amount of hours are worked at all times and the successful Supplier is expected to have a system in place to cover for both planned and unplanned leave.

The Supplier shall provide a comprehensive cleaning service to the Client so as to promote a clean, healthy and safe environment which presents a positive image to all users and visitors.

The schools must at all times meet health, safety and environmental standards appropriate to the schools and its 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 focus of our requirement is for a high quality cleaning service, fully compliant to the agreed specification at all times.

The projected cost of cleaning for the current year is circa £575K.

The focus of the requirement is equally for a high quality cleaning service, fully compliant to the agreed specification at all times.

Some Schools may require some caretaking support, however any requirement shall be negotiated after contract award with the successful contractor.
      II.2.5) Award criteria:
            Price is not the only award criterion and all criteria are stated only in the procurement documents            
      II.2.6) Estimated value:
      Value excluding VAT: 2,875,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Start: 01/01/2022 / End: 31/12/2026       
      This contract is subject to renewal: No       
      Description of renewals: Not provided
      II.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.
      II.2.10) Information about variants:
      Variants will be accepted: Yes
      II.2.11) Information about options:
      Options:       No             
      Description of options: Not provided
      II.2.12) Information about electronic catalogues:
      Tenders must be presented in the form of electronic catalogues or include an electronic catalogue: No
      II.2.13) Information about European Union funds:
      The procurement is related to a project and/or programme financed by European Union funds: No       
      Identification of the project: Not provided             
      II.2.14) Additional information: To respond to this opportunity please click here: https://litmustms.co.uk/respond/X68M2R823Y       


Section III: Legal, Economic, Financial And Technical Information
   III.1) Conditions for participation
      III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
      List and brief description of conditions:          
      Not Provided       
      III.1.2) Economic and financial standing          
      Selection criteria as stated in the procurement documents       
      List and brief description of selection criteria:       
      Not Provided    
      Minimum level(s) of standards possibly required (if applicable) :       
      Not Provided    
      III.1.3) Technical and professional ability    
      Selection criteria as stated in the procurement documents
      List and brief description of selection criteria:       
      Not Provided      
      Minimum level(s) of standards possibly required (if applicable) :          
      Not Provided   
      III.1.5) Information about reserved contracts (if applicable)   
      The contract is reserved to sheltered workshops and economic operators aiming at the social and professional integration of disabled or disadvantaged persons: No       
      The execution of the contract is restricted to the framework of sheltered employment programmes: No    
      
   III.2) Conditions related to the contract
      III.2.1) Information about a particular profession    
      Reference to the relevant law, regulation or administrative provision:          
      Not Provided    
      III.2.2) Contract performance conditions          
      Not Provided          
      III.2.3) Information about staff responsible for the performance of the contract
      Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract: No

Section IV: Procedure
   IV.1) Description RESTRICTED
      IV.1.1) Type of procedure: Restricted   
   
   IV.1.3) Information about a framework agreement or a dynamic purchasing system    
         The procurement involves the establishment of a framework agreement - NO        
         The procurement involves the setting up of a dynamic purchasing system - NO    
         In the case of framework agreements justification for any duration exceeding 4 years: Not Provided    
   
   
   IV.1.6) Information about electronic auction:
      An electronic auction will be used: No
      Additional information about electronic auction: Not provided
   IV.1.8) Information about the Government Procurement Agreement (GPA)
      The procurement is covered by the Government Procurement Agreement: Yes       
   IV.2) Administrative information
      IV.2.1) Previous publication concerning this procedure:
         Notice number in the OJ S: Not provided       
      IV.2.2) Time limit for receipt of tenders or requests to participate
       Date: 18/06/2021 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 12/07/2021       
      IV.2.4) Languages in which tenders or requests to participate may be submitted: English,       
      IV.2.6) Minimum time frame during which the tenderer must maintain the tender: Not Provided      
      

Section VI: Complementary Information
   VI.1) Information about recurrence
   This is a recurrent procurement: No    
   Estimated timing for further notices to be published: Not provided
   VI.2) Information about electronic workflows
   Electronic ordering will be used No       
   Electronic invoicing will be accepted No       
   Electronic payment will be used No       
   VI.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-Bristol:-School-cleaning-services./X68M2R823Y

To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/X68M2R823Y
   VI.4) Procedures for review
   VI.4.1) Review body:
             Castle School Education Trust
       C/O Mangotsfield School, Rodway Hill, Bristol, BS16 9LH, United Kingdom
   VI.4.2) Body responsible for mediation procedures:
Not provided
   VI.4.3) Review procedure
   Precise information on deadline(s) for review procedures:    
    Not Provided    
   VI.4.4) Service from which information about the lodging of appeals may be obtained:
Not provided
   VI.5) Date Of Dispatch Of This Notice: 11/05/2021

Annex A