The Litmus Partnership: John Colet School ~ Cleaning Tender

UK-Buckinghamshire: School cleaning services.
Section I: Contracting Authority
      I.1) Name and addresses
             John Colet School
             Wharf Road, Wendover, Aylesbury, Buckinghamshire, HP22 6HF, United Kingdom
             Tel. +44 1276673880, Email: tenders@litmuspartnership.co.uk
             Main Address: http://www.johncolet.co.uk
             NUTS Code: UKJ1
      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/respond/N96EN87MK9
      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: John Colet School ~ 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 John Colet School.       
      II.1.5) Estimated total value:
      Value excluding VAT: 360,000       
      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:
      UKJ1 Berkshire, Buckinghamshire and Oxfordshire
      
      II.2.4) Description of procurement: The successful Supplier will be required to provide cleaning services for John Colet School.
John Colet school is a large state school of approximately 1100 secondary school pupils including the sixth form. The school was originally built in the 1950s and has benefitted from several extensions and new buildings as it has grown over the years.

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.

The school’s campus is across multiple separate buildings and blocks with each block having been maintained to a good standard – for example sanitary ware and all flooring are in good condition throughout.

The school has a busy lettings business, for studios, sports hall and lecture theatres, on weekday evenings and weekends which means some prioritisation of tasks and reduced windows for weekly cleaning tasks for the cleaning team that are all on a pm based routine with the exception of one daytime cleaner that currently has a set zone - cleaning some administration blocks, although potentially this may have changed by the time the new contract period commences.

The cleaning team currently work prescribed zones which have not been subject to changes for significant time.

The client 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
•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 October 2023 until September 2026 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.

It should be noted that the successful contractor will be expected to bring to the contract: innovation; new equipment; and
cleaning methods, with BIC Sc 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 value of the current contract is approximately £120,000 p.a. including all periodic cleaning, with some additional cleaning currently out of scope being brought into the specification under this agreement.

Although TUPE details are not yet available at the time of writing, it is expected that around half of the current headcount (6 operators) are long-serving with LGPS equivalent benefits – the relevant detail of which will be available during the ITT.

Full details in relation to John Colet School may be obtained by visiting: Home - John Colet School
Please see SQ document for further details.
      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: 360,000       
      Currency: GBP       
      II.2.7) Duration of the contract, framework agreement or dynamic purchasing system:
      Start: 01/10/2023 / End: 30/09/2026       
      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: Not provided       


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: 07/04/2023 Time: 12:00
      IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates: 01/05/2023       
      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-Buckinghamshire:-School-cleaning-services./N96EN87MK9

To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/N96EN87MK9
   VI.4) Procedures for review
   VI.4.1) Review body:
             John Colet School
       Buckinghamshire, 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: 27/02/2023

Annex A