Published date: 18 April 2017

This notice was replaced on 10 October 2017

This notice does not contain the most up-to-date information about this procurement. The most recent notice is:

Awarded contract (published 15 April 2019, last edited 15 April 2019)

Closed opportunity - This means that the contract is currently closed. The buying department may be considering suppliers that have already applied, or no suitable offers were made.


Contract summary

Industry

  • School cleaning services - 90919300

Location of contract

SA71 4RL

Value of contract

£900,000

Procurement reference

2017/S 074-142371

Published date

18 April 2017

Closing date

9 June 2017

Contract start date

1 January 2018

Contract end date

31 December 2023

Contract type

Service contract

Procedure type

Restricted procedure

A two-stage procedure, where the first stage is used to select suppliers, who are then invited to bid in the second stage.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

No

Description

The successful Supplier will be required to provide cleaning services at Pembroke School.
Pembroke School is a mixed 11-18 comprehensive school of 1 207 pupils on roll in a rural area at the far south west of Wales.
The school has many excellent facilities including a new purpose-built suite of science laboratories. There is a very fine sports complex on the campus consisting of 2 swimming pools, a large sports hall, two squash courts and a fitness room.
In 2015, Pembrokeshire County Council announced plans to build a new school on the grounds of the existing school. The new school will be constructed and opened in time for the 2018-19 academic year, with the existing school demolished (with the exception of the science block) and replaced by sports facilities by summer 2019.

The cleaning contract will commence on 1.1.2018 for an initial period of 3 years, concluding on 31.12.2020, with the opportunity to extend for a further period of up to 3 years at the discretion of the governing body. The contract shall commence in the current school; subsequently the cleaning provision shall transfer to the new school site.

The successful Supplier 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. 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 successful Supplier shall be required to provide an auditable staff sign in and out system.

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. Please note that the Client's requirement shall be for 190 academic days, and 10 days periodic cleaning per annum.

The Supplier shall provide a comprehensive cleaning service to the school site so as to promote a clean, healthy and safe environment which presents a positive image to all users and visitors.
The school site must at all times meet health, safety and environmental standards appropriate to the site 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 school site.
Further information is provided in the procurement documents.

More information

Links

Additional text

Interest in the selection process should be expressed via email only to pqq@litmuspartnership.co.uk clearly stating within this email which contract / notice you are referring to. Please also provide, as a minimum, a contact name, full company postal address and telephone number.

The Selection Questionnaire and associated documents can be obtained at: https://www.litmuspartnership.co.uk/project/pembroke_school

The closing date for receipt of the Selection Questionnaire is 9.6.2017 (12:00). Suppliers are required to ensure that documents are obtained and returned to The Litmus Partnership Limited, by email to pqq@litmuspartnership.co.uk by the above closing date and time.

Documents in respect of economic / financial standing (where indicated in the Selection Questionnaire) shall be returned to The Litmus Partnership Limited, by email to pqq@litmuspartnership.co.uk by the above closing date and time.

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.

About the buyer

Contact name

The Litmus Partnership

Address

Pembroke School
Bush
Pembroke
SA71 4RL
England

Email

pqq@litmuspartnership.co.uk

Website

https://www.pgfl.org.uk/schools/pbf/pembrokeschool/site/site/default.aspx