This tender in no longer available.

Tender description

The University of Southampton (the University) recognises that its halls accommodation is an important influence on the “Student Experience” whilst at university and moreover could influence the application process. The upkeep of its hall of residence is, therefore, a key service to the University and the providers of cleaning services are instrumental in ensuring that the University’s required quality standards are met.

The current cleaning provision is provided by a combination of University staff and third party contractors and is managed by the University’s Residences team. To ensure continuity of service and to facilitate value for money, the University is seeking to formally establish a Framework Agreement with up to 6 suppliers, to identify a “pool” of potential contractors who will be capable of supporting the University in the delivery of these services.

Services required include: summer deep cleaning; refresh cleaning; emergency cleaning; and external cleaning.

Legal, economic, financial and technical information

List and brief description of selection criteria

Tenderers attention is drawn to the mandatory requirements of the award criteria:

It is a mandatory requirement that all work connected with this requirement shall be carried out in accordance with the following legislation, standards and guidance:

(a) Health and Safety at Work Act 1974 and all related Approved Codes of Practice;

(b) Control of Substance Hazardous to Health (COSHH);

(c) Management of Health and Safety at Work Regulations 1999;

(d) workplace (health, safety and welfare) Regulations 1992;

(e) Personal Protective Equipment at Work Regulations 1992;

(f) The Work at Height Regulations 2005.

The following are general mandatory requirements for all work carried out under this Framework Agreement:

(a) the standards of cleaning for each room type that are set out in the Appendix 1 cleaning requirements and the Schedule 1 Example quality control form are expected to be complied with;

(b) COSHH risk assessments conducted on site for any chemical intended to be used;

(c) task risk assessments conducted on site for each activity;

(d) supervisor present at all times;

(e) full uniform with badge, provided by the supplier to be worn by all permanent staff, temporary and contracted staff at all times whilst on-site;

(f) doors locked when leaving any space unless instructed otherwise;

(g) all lights turned off when leaving any space;

(h) windows closed when leaving any space;

(i) no doors are to be wedged open at any time due to fire and security risk;

(j) there may be multiple suppliers carrying out cleaning on site at any one time, possibly working in the same building. Suppliers are expected to behave in a professional manner towards other staff from other companies and the presence of other companies will in no way waive any of the responsibilities detailed in this framework.

The following are mandatory requirements regarding disposal of items on site:

(a) no left items to leave the premises;

(b) all unopened dried goods taken to central location as instructed by onsite manager;

(c) waste taken to bin stores with waste separated into mixed recycling, food waste and general;

(d) recycling to be taken to central bins compound ensuring there is no cross contamination;

(e) any general waste taken to central bin compound;

(f) any electrical items taken to the onsite WEEE disposal bins;

(g) we also follow an ethical disposal of items regime for any items left by students these need to be taken to either the relevant charity bin, recycling bins, general waste bins, electrical waste bins, food bank boxes.

Minimum level(s) of standards possibly required

Tenderers are advised that a requirement of this procurement is to have in place, or commit to obtain prior to the commencement of the contract, the following minimum insurance levels:

— employers (compulsory) liability: 10 000 000 GBP per occurrence,

— public liability: 10 000 000 GBP per occurrence.

List and brief description of selection criteria

To support the financial assessment, the University will obtain a Business Risk Report for all tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.

The University reserves the right to exclude a tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: “Moderate Risk”; “High Risk”; “Very High Risk”; or “Not Rated”, based on the rating provided by Creditsafe where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the invitation to tender document set.

List and brief description of conditions

To support the financial assessment, the University will obtain a Business Risk Report for all tenderers and every organisation that is being relied on to meet this procurement, using an independent company called Creditsafe.

The University reserves the right to exclude a tenderer or request provision of further assurances such as parent company/bank guarantee or performance bonds where a Tenderer's Business Risk Score is: “Moderate Risk”; “High Risk”; “Very High Risk”; or “Not Rated”, based on the rating provided by Creditsafe where a Business Risk Score from our external system is not available, then an alternative method of assessing financial standing will be used. This method is detailed within the invitation to tender document set.



Procedure

Languages in which projects or requests to participate may be drawn up
EN
Local time
12:00
Conditions for opening of tenders

2019-06-27

12:01

The procurement is covered by the Government Procurement Agreement
Yes
The procurement involves the establishment of a framework agreement

6

Type of contest
Open
Date
2019-06-27

Complementary information

Electonic ordering will be used
YES
Additional information

e-Tendering Portal: The University is utilising an electronic tendering tool, In-Tend (https://intendhost.co.uk/universityofsouthampton) to manage this procurement and to communicate with potential suppliers and/or tenderers (as appropriate).

All documentation in relation to this tender can be downloaded from In-Tend.

Potential suppliers/tenderers are advised that there will be no hard copy documents issued and all communications with the University, including the submission of selection stage and/or invitation to tender responses will be conducted via In-Tend.

Regular monitoring of the portal is the responsibility of the potential supplier/tenderer.

If you are not already registered as a supplier with the University of Southampton, you will need to register in In-Tend in order to access the procurement documentation.

Once you have logged in as a supplier: click on “Tenders”; locate the relevant project; and click “View Details”. Once you are in the project screen, you will be able to register your organisation against the project and access all documentation by clicking “Express Interest”.

Potential suppliers/tenderers are advised that formal expressions of interest in the project must be by way of completion and return of the relevant documents via In-Tend.

Further instructions for the submission of responses are below:

To submit your return:

1) Login;

2) Click “Tenders”;

3) Locate the relevant project;

4) View details;

5) Click on the tab relating to the relevant project stage (e.g. “Invitation to Tender”);

6) Click on the “Attach Documents” button and upload your return;

7) Check all your response documents are uploaded and displayed in the “My Tender Return” panel. The system will only permit your organisation to make one return;

8) Click the red “Submit Return” button.

Please note: To preserve the integrity of the procurement, all communications with the University must be made via the correspondence function within In-Tend.

Publication of award details: in accordance with Regulation 50, Paragraph (2) of the Public Contracts Regulations 2015 and subject to Article 5 and Annex 5, Part D (13) of Directive 2014/24/EU of the European Parliament and of the Council (if applicable), the University intends to publish the value of any resulting contract at the award stage, and reserves the right to do so. By submitting a response, potential suppliers/tenderers are consenting to publication of this information unless otherwise agreed in advance with the University.

Costs and expenses: potential suppliers/tenderers are solely responsible for their costs and expenses incurred in connection with the preparation and submission of responses and participation.

In this and all future stages of this procurement. Under no circumstances will the University be liable for any costs or expenses borne by potential suppliers/tenderers or any of their supply chain, partners or advisers in this procurement process.

The University is not liable for any costs in the event of the cancellation of this procurement process.

Electronic payment will be used
YES
Date of dispatch of this notice
2019-05-16
Review body

University of Southampton

Southampton

SO17 1BJ

This is a recurrent procurement
Yes
Estimated timing for further notices to be published
This is likely to be re-procured in 2023. Main CPV code 90911100

Bidding information

Bidding deadline

27 Jun 2019

0 days remaining

Total estimated value

GBP 1.2 million

Locations

United Kingdom, Southampton

LOTS ASSOCIATED WITH THIS TENDER

Value

GBP 1.2 million

The University of Southampton (the University) recognises that its halls accommodation is an important influence on the “Student Experience” whilst at university and moreover could influence the application process.

The upkeep of its hall of residence is, therefore, a key service to the University and the providers of cleaning services are instrumental in ensuring that the University’s required quality standards are met.

The current cleaning provision is provided by a combination of University staff and third party contractors and is managed by the University’s Residences team. To ensure continuity of service and to facilitate value for money, the University is seeking to formally establish a Framework Agreement with up to 6 suppliers, to identify a “pool” of potential Contractors who will be capable of supporting the University in the delivery of these services.

Services required include: summer deep cleaning; refresh cleaning; emergency cleaning; and external cleaning (full details of the specification requirements can be found in the File 4 tender document).

This invitation to tender scope, guidance and instructions for completion includes details of the estimated scope, volume and value of the anticipated requirement. It is important to note however that, as with any Framework Agreement, the number of projects and the total scope and volume of services over the term of the framework cannot be accurately predicted and may be variable from year to year. No guarantees can be given as to actual or potential volumes/value of work for suppliers appointed to this Framework Agreement.

In delivering the services, the University expects to award “packages” of work (for example, a set number of rooms to be cleaned over a pre-defined period of time. These packages will form a separate call-off contract under the terms and conditions included within this invitation to tender document set (File 5).

This procurement process is being conducted as an open procedure; consisting of only an invitation to tender stage.

This aim of this is to result in the award of 6 suppliers to the framework

The University proposes to enter into a framework for 4 years: this will be the maximum contract period, including any potential extensions with the successful tenderers.

The estimated value of the framework is in the region of 1 100 000 GBP to 1 200 000 GBP.

Tenderers will be aware of the issues surrounding the application of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (“TUPE”) to the tendering process.

The University’s preliminary view is that TUPE will not apply to this Framework Agreement; however, prospective tenderers must take their own advice on this matter and tender accordingly. Tenderers must not rely on the University view being correct in law.

The University accepts no liability whatsoever for any loss or damage suffered by any tenderer who submits a successful bid pursuant to this invitation should it subsequently be held that such bid and the appointment to the Framework Agreement of the tenderer does constitute a transfer within the meaning of TUPE. The University will not indemnify the tenderer against any such loss.

Tenderers are required to confirm whether their tender is submitted on the basis that TUPE applies and, where this is so, whether the effects of TUPE have been taken into account in the submission of their rates.

Award criteria

Compliance with mandatory requirements

Pass/Fail

Workload managment

10 %

Staff and training

20 %

Scenario 1

5 %

Scenario 2

5 %

Contract management

10 %

Deep cleaning

20 %

Refresh clean

5 %

Short notice rates

10 %

Disposal charges

5 %

External cleaning

5 %

Emergency cleaning

5 %

Main site or place of performance

Southampton, Hampshire, UK.

Additional information

The University has conducted a review into the feasibility of including lots within this procurement and has determined that this procurement is not suitable for splitting into lots.

The risk of dividing the requirement into lots would render the execution of the contract excessively technically difficult, not cost effective and would undermine proper execution of the framework.

Description of renewals

This contract is likely to be subject to renewal towards the end of this contract period.

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