Services - 76373-2018

20/02/2018    S35    - - Services - Contract notice - Restricted procedure 

United Kingdom-Odiham: School cleaning services

2018/S 035-076373

Contract notice


Legal Basis:

Directive 2014/24/EU

Section I: Contracting authority

I.1)Name and addresses
Robert May's School
West Street
RG29 1NA
United Kingdom
Telephone: +44 1276-673880
NUTS code: UKJ37

Internet address(es):

Main address:

I.2)Information about joint procurement
The procurement documents are available for unrestricted and full direct access, free of charge, at:
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be submitted to the abovementioned address
I.4)Type of the contracting authority
Body governed by public law
I.5)Main activity

Section II: Object

II.1)Scope of the procurement

Robert May's School ~ Tender for Cleaning Services

II.1.2)Main CPV code
II.1.3)Type of contract
II.1.4)Short description:

The successful supplier will be required to provide cleaning services for Robert May’s School.

Robert May’s School is an oversubscribed secondary academy in Odiham, Hampshire. The school is proud of its heritage, and has been serving the local community since 1694, when Robert May, a local Mercer, bequeathed the sum of 600 GBP of Lawful English Money to be paid for the maintenance of a Free-School in the Town of Odiham.

There is a strong ethos of mutual respect and appreciation of hard work, characterised by an unfailing belief that all students can succeed in their chosen paths and are capable of achieving excellence every day in whatever they do. Examination results are always high, well above national averages. Most Year 11 students go on to well-known sixth-form colleges, and from there to distinguish themselves in universities and colleges.

II.1.5)Estimated total value
Value excluding VAT: 429 500.00 GBP
II.1.6)Information about lots
This contract is divided into lots: no
II.2.2)Additional CPV code(s)
II.2.3)Place of performance
NUTS code: UKJ37
Main site or place of performance:

Robert May's School.



United Kingdom.

II.2.4)Description of the procurement:

The school has 1229 students currently on roll and 170 teaching and support staff. Due to demographic pressures from local residential growth, the academy is increasing its Admission numbers from Sept 2019 over a period of 4 years which will give projected student numbers of 1350 by 2023 thereby increasing capacity for 1 additional form of entry.

To accommodate the planned increase in student numbers, a new school building will require cleaning from September 2018. This building will include a relocated reception and library, as well as 4 new classrooms and student toilets. The existing Library and other areas adjacent to the Dining Hall are scheduled for redevelopment enabling a larger Dining Hall and 2 additional science classrooms, to be completed by mid October 2018.

The tender project is seeking to appoint a supplier whose initiative and innovation will be welcomed for the provision of service within the existing facilities for the 1229 students on roll and 170 teaching and support staff, with a focus on exciting new food concepts to satisfy a wide range of students tastes and dietary requirements. The Client would wish the successful supplier to review the current range of services offered and make recommendations accordingly.

The contract being tendered is for three years in duration from 23.7.2018 to July 2021, with an option by the Client to extend to July 2023. The contract will operate as a guaranteed performance contract, with the successful supplier offering the client a guaranteed cost per annum for the provision of cleaning services.

The academic year is based on a calendar of 195 days. 4 days are to be used for staff professional development which means that school will be open to receive students for the legal minimum of 191 days.

The contract offered covers the scope for the provision of all cleaning services within the school currently comprising 7 buildings over a fairly compact site – mainly classrooms and offices with a few specialist areas including a sports hall, gym, drama studio, dining hall and a main hall. due to the building works, there will be a phased schedule for the cleaning of specific areas as they come online.

The age profile of the buildings from October 2018 is as follows:

— 2018 is 9 %.

— 2000-2017 is 27 %.

— 1990-2000 is 9 %.

— 1980-1990 is 27 %.

— 1975 (original) -1980 is 27 %.

The older buildings have undergone modernisation and improvement and all areas are in a good state of condition and repair.

Whilst the client prioritises value for money as a key objective of the competitive tender process, the governing body is not obliged to accept the lowest price.

The value of the current contract is:

2017/18: 85 914.72 GBP

The nature of the contract demands a good local infrastructure to provide and maintain the level and standard of cleaning and support required by the Academy management team. Labour resource and relief cover is very important for meeting the performance criteria of this contract.

Please be advised that this contract will be let on a 3 + 2 years basis to commence from 23.7.2018.

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: 429 500.00 GBP
II.2.7)Duration of the contract, framework agreement or dynamic purchasing system
Start: 23/07/2018
End: 22/07/2023
This contract is subject to renewal: no
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
II.2.12)Information about electronic catalogues
II.2.13)Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds: no
II.2.14)Additional information

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
III.1.2)Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3)Technical and professional ability
Selection criteria as stated in the procurement documents
III.1.5)Information about reserved contracts
III.2)Conditions related to the contract
III.2.1)Information about a particular profession
III.2.2)Contract performance conditions:
III.2.3)Information about staff responsible for the performance of the contract

Section IV: Procedure

IV.1.1)Type of procedure
Restricted procedure
IV.1.3)Information about a framework agreement or a dynamic purchasing system
IV.1.4)Information about reduction of the number of solutions or tenders during negotiation or dialogue
IV.1.6)Information about electronic auction
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
IV.2.2)Time limit for receipt of tenders or requests to participate
Date: 23/03/2018
Local time: 12:00
IV.2.3)Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 20/04/2018
IV.2.4)Languages in which tenders or requests to participate may be submitted:
IV.2.6)Minimum time frame during which the tenderer must maintain the tender
IV.2.7)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
This is a recurrent procurement: no
VI.2)Information about electronic workflows
VI.3)Additional information:

Interest in the selection process should be expressed via email only to 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:

The closing date for receipt of the Selection questionnaire is 23.3.2018 (12:00). Suppliers are required to ensure that documents are obtained and returned to the Litmus partnership limited, by email to 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 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.

VI.4)Procedures for review
VI.4.1)Review body
Robert May's School
United Kingdom
VI.4.2)Body responsible for mediation procedures
VI.4.3)Review procedure
VI.4.4)Service from which information about the review procedure may be obtained
VI.5)Date of dispatch of this notice: