fixed price cleaning services tender document (excluding ... · routine periodic cleaning is...

Fixed Price Cleaning Services Tender Document

(Excluding Consumables)

For

The Latimer Arts College

Castle Way

Barton Seagrave

Kettering

NN15 6SW

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Tender 4 Schools Limited. All breaches of this copyright should be notified to Cleaning Tender4Schools Ltd,

Tel: 01204 696673. E-mail: [email protected]

mailto:[email protected]

Tender Specification

To Supply

Management Of Cleaning Services

at


Schedule 1 Invitation to Tender

Schedule 2 Introduction

Schedule 3 Operational Requirement

Schedule 4 TUPE Labour

Schedule 5 Building Plans

Schedule 6 Cleaning Output Specification

Schedule 7 Cleaning Tender Evaluation

SCHEDULE 1

The Invitation to Tender

The Latimer Arts College invites tenders for the full supply of cleaning services at:


Castle Way

Barton Seagrave

Ketering

NN15 6SW

The contract will commence on 1st September 2019.

The successful applicant will be notified as soon as possible after the 15th

April 2019

(subject to standstill period).

Companies who have expressed an interest in this tender will attend a meeting to view the

facilities and ask any pertinent questions in relation to the tender document. The meeting

will be held on the 7th

March 2019 at 4.00pm. This will allow companies to view the school

buildings. Please ensure that the tender document, the sample contract and the conditions

for tender are fully studied beforehand.

No information contained within this document or in any communication (future or past)

made between The Latimer Arts College and any potential providers (including their agents,

sub-contractors or any subsidiaries) in connection with the tender process shall be relied

upon as:

Constituting a contract, agreement or representation that any contract shall be offered in

accordance with this document; and/or

A promise or representation as to the future.

The Latimer Arts College reserves the right, without notice and at its absolute discretion, to

change or terminate the tendering process or procedure for the provision of building

cleaning services at any time before the signing of any contract.

The Latimer Arts College reserves the right not to award a contract and is not bound to

accept the lowest price or any tender response.

The Latimer Arts College may, at its discretion, vary the process and timetables outlined in

this document and/or waive or relax the application of any requirements in relation to any

prospective provider.

The Latimer Arts College will not be liable for any costs incurred by prospective providers

in preparing their tender response.

This document is made available on the condition that it is only used in connection with the

tender process for the provision of building cleaning services being conducted by The

Latimer Arts College.

The Latimer Arts College will treat all information received from prospective providers as

private and confidential.

Copies of the response to the tender (electronic copies only) should be returned to:

Fergus Small

[email protected]

The other copy to:

Pete Underwood

Estates Manager


[email protected]

To be received by 12 noon on 22nd

March 2019. Any tender received after this time shall be

void

Presentations to The Latimer Arts College by the most economically advantageous

bidding companies will take place on the afternoon of the 4th

April 2019.

All responses must follow the terms and conditions of the tender.

Please note that all the information required in the tender document must be included,

following the layout and in the order requested.

Any additional information, if considered necessary, must be enclosed in a separate

document.



SCHEDULE 2

Introduction/Objectives

What are we looking for in a new cleaning service in 2019?

1.) A quality provision that ensures that The Latimer Arts College is cleaned to the

highest standards

2.) A well supervised service that ensures issues are dealt with as they arise and that

cleaners are working to optimum levels. We would want to see records of

supervision and monitoring alongside details of issues.

3.) Good communication between the provider and The Latimer Arts College e.g.

regular monitoring meetings.

4.) Professional development for cleaning staff to ensure standards are enhanced.

5.) A supplier who can provide cover when cleaning staff are absent to maintain high

standards of cleaning.

6.) Some form of clocking in and out system to ensure cleaners are working hours paid

for or that under-utilised hours are “banked” for use on specialist projects to be

agreed.

Outside of these cleaning specific objectives, The Latimer Arts College is seeking a wider

partnership with the successful contractor who will support and enhavce the student

experience at The Latimer Arts College.

Specific to (but not limited to) this partnership, The Latimer Arts College is looking for the

successful contractor to:

* offer employment opportunities for student attending The Latimer Arts College

* mentor Business Studies students by providing work experience opportunities within the

contractors wider business, running workshops highlighting the practical aspects of running

a business, support in judging “Dragons Den” style presentations and sponsorship of school

events such as “Pride of Latimer”

SCHEDULE 3

Operational Requirement

3.1 Definitions

3.2 Unit/Address

3.3 Entitled Users

3.4 School Terms and Holidays

3.5 School Opening Times

3.6 Duration of the Contract

3.1 Definitions

In this agreement the following words and expressions shall have the following

meanings:

‘the Cleaning Services’ The Cleaning Services to be provided by the Contractor as set

out in the Operational Requirement.

‘the Client’ The Latimer Arts College

‘the Premises’ All the areas as detailed in the building plans – Schedule 5.

3.2 Unit: The Latimer Arts College

Address: Castle Way

Barton Seagrave

Kettering

NN15 6SW

3.3 Entitled Users

It is envisaged that student numbers will 1,059

3.4 School Terms and Holidays – 2019-20 (including teacher training days)

Term 1

4th

September to 25th

October 2019

Term 2

5th

November to 20th

December 2019

Term 3

6th

January to 14th

February 2020

Term 4

24th

February to 2nd

April 2020

Term 5

20th

April to 22nd

May 2020

Term 6

1st June to 17

th July 2020

Training Days

2nd

& 3rd

September 2019. 4th

November 2019. 3rd

January 2020. 3rd

April 2020.

3.5 School Opening Times

The school academic day is 08.25 hours to 15.15 hours, after this time there is an

extended curriculum.

3.6 Key Holding / Security Checks

Only if cleaning is scheduled to finish later than 18.15hrs.

The Contractor will be a key-holder in regard to the appropriate locking and

unlocking of buildings to gain access for cleaning.

The Contractor will provide the Headteacher with the name of the person deemed to

be a suitable nominated key holder who will have responsibility for locking and

unlocking of buildings to include the disabling and setting of alarm systems and

final lock up will. (Any fault with doors, window catches or alarm systems should be

reported immediately to the Headteacher).

Security checks shall be carried out by individual cleaners when leaving areas on

completion of their cleaning tasks, but in this instance security shall be deemed to

mean lights off, windows and blinds closed and secure and doors closed and locked.

3.6.1 Contractor will be Liable

Only if cleaning is scheduled to finish later than 18.15hrs.

In the event of the Contractor's staff failing to properly secure any of the premises, or

failing to properly carry out any of the duties so required by the Headteacher and

listed in the security check paragraph above, the Contractor will be liable for any

loss or damage caused as a direct result.

In the event of the Contractor or a member of their staff triggering any alarm systems

the Contractor will be liable for all of those costs incurred as a result of this and/or

for any alternative security measures required.

The Contractor shall be responsible for the safekeeping of any keys and access codes

provided to them by the School and shall only permit such keys and access codes to

be given to those of their staff who have been nominated by them and these

nominees have been accepted by the Headteacher as responsible Key Holding staff

and then only to the extent required for the purposes of providing the service. The

Contractor shall ensure that Headteacher is informed immediately of the loss of any

keys or access codes. The Contractor shall remain liable for any such loss, and

therefore replacement and renewal of all relevant keys and locks.

3.6 Duration of the Contract

The contract shall commence on the 1st September 2019 for an initial three year

contract.

SCHEDULE 4

TUPE Labour Schedule

It is considered that staff will transfer under TUPE for this contract. If TUPE continues to

apply then the Contractor shall provide information to the Client in order that it may inform

potential future employers/contractors of their legal liabilities.

N.B. IN addition to the TUPE staff details, as from the start of the new contract The

Latimer Arts College would want to include an additional post of a daytime cleaner,

working Monday – Friday for 6hrs per day starting from 9.00am. This would be a

term-time only position.

SCHEDULE 5

Building Plans

THE LATIMER ARTS COLLEGE

CLEANING AREAS

Department Rooms Square metres

PE Department Sports Hall

Gym

Fitness Suite

Classroom

Offices x 3

Changing rooms x 2

Toilets (M/M/F/F/Disabled)

Corridors x 2

254

280

61

50

75

57

New Sports Hall (Additional) See plans included Costs should include the new

sports hall (old sports hall to be

retained for other uses). This

should be completed in early 2020

English 6 classrooms

ICT suite

Offices x 2

Toilets (M/F/Disabled)

54 each

27

Science (New build) See plans included Costs should be based on the new

science block (plans included

here) which should replace the

existing science block in early

2020

* Masque Theatre

Theatre (retractable seating)

Dance studio

Drama studio

Rear dance studio

Music room 1

Music room 2

Conference room

Media classrooms

Changing rooms x 2


Office

Staff room

Foyer

Stairs

Landing

Balcony

219

90

93

124

92

92

32

75

57

28

Sixth Form Centre Common Room

Work area

Kitchen

Stairs

Office


72

89

Maths 6 classrooms

2 ICT suites

Offices x 3


53 each

71 each

Food Room 24 work stations

(Cooker/Hob/worktop)

Office

122

Design & Art 3 workshops

4 workrooms

4 art rooms

275 in total

70

59

79

79

82

Department Rooms Square metres

2 x ICT suites

Staff room

3 x Offices

Toilets (M/F)

47

85

74

31

44

Business Studies (in DT block) 2 classrooms 52

59

Learning Support 2 classrooms

Student work room

2 x Staff work room

3 x office

Toilet (Disabled)

54 each

Administration Block (Main block

ground floor)

Dining Hall

Library

IT Suite

IT Suite

Admin Office

Finance Office

Principal’s Office

PA Office

Meeting room

Reception

Staff room

4 x Office

Isolation room

Reprographics room

Circulation area

Staircase x 2

Toilets (M/M/F/F/Dis)

170

185

48

55

Foreign Languages (Main block 1st

floor)

6 classrooms

3 x Office

Corridor

Staircase x 2

52

59

48

52

41

40

Humanities (main block 2nd

floor) 5 classrooms

IT suite

Office x 2

Corridor

Toilet (F)

53

52

49

50

60

30

* NOTE

A separately priced item is required for a second clean in the Masque building because this

building is used for external hire during the evenings and weekends.

The areas hired out are:

Theatre; 2 x Dance studios; Drama studios; Changing rooms; Music rooms; Foyer, stairs

and landing

SCHEDULE 6

Cleaning Output Specification

Floors

The Contractor shall maintain a permanent protective/feeder layer of polish on

floors as required and shall repair any damage to such protective layer of polish, if

necessary more frequently than the Specification demands. Floors will require a

periodic strip, seal and polish to maintain a high quality appearance as detailed in

the specification.

The Contractor shall not re-wax an existing waxed floor without obtaining the

prior approval of the Headteacher.

Prior to treating or cleaning any new floors, the Contractor shall obtain the

approval of the Headteacher for any proposed treatment and cleaning. Unless the

Headteacher agrees otherwise in writing, the Contractor shall treat and clean

floors, which are still under the manufacturer's warranty only in accordance with

the manufacturer’s guidelines.

The Contractor shall not deviate from his proposed floor cleaning technique in the

School once introduced, without the prior written approval of the Headteacher.

The School will not be liable for any additional costs, howsoever arising,

associated with any deviation which the Contractor proposes and the Headteacher

approves.

A protective coating of seal/polish/maintainer must be maintained on all vinyl

(most vinyl floors are non-slip) wood and granwood floors to ensure that floor

surfaces do not sustain damage from dirt, grit, water, chemicals and general

wear and tear. This work is to be included in the core price. Products to be

used should be included in the list of chemicals to be supplied but the

Contractor should note that the use of solvent based wax treatments is

unacceptable. Should the Contractor discover any wooden floors which the

Contractor feels have been treated with solvent based wax products, the

Contractor should liaise with the Headteacher to determine a suitable treatment

for such floors.

Deterioration of the condition and appearance of floor coverings which is

attributable to the Contractor's negligence or other failure to maintain the

Contract Standards, lack of daily or periodic maintenance or use of inappropriate

procedures, methods or chemicals must be rectified at the Contractor's expense.

The stripping and repolishing of vinyl floors, scrubbing of non-slip vinyl, quarry tile,

marble and terrazzo floors and the scrubbing, mesh disking, resealing and polishing

of wood and granwood floors is classed as routine periodic maintenance and

should be carried out as necessary to maintain the Contract Standard. The cost of

this work is to be included in the core price.

Barrier Matting

At any time the Contractor may at his own cost introduce additional barrier matting

(whether it be primary or secondary dust control matting or some other similar

type) to that already used in the School and at the time of introduction shall

inform the Headteacher in writing of the introduction (including details as to

the type and number of areas of matting). In addition to cleaning and

maintaining those mats installed by the School, the Contractor shall also clean

and maintain the matting he installs to meet the standards identified in the

service standards defined below.

(a) The Contractor shall replace at his own cost any barrier matting previously

supplied by him which is, in the opinion of the Headteacher, no longer

functioning properly with such similar barrier matting as may be directed

by the Headteacher and in accordance with the relevant British or other

Standards.

(b) The Contractor shall inform the Headteacher in writing whenever any

matting previously supplied by the School is not functioning properly and

his reasons for that view and the School shall, if the Headteacher concurs

with the Contractor's view, use its best endeavours to replace such matting

with such replacement matting as the Headteacher deems appropriate. The

fact that any matting referred to in this sub clause is no longer

functioning properly shall not serve to absolve the Contractor from the

proper provision of the Service to the Contract Standard.

Furniture Denotes:

Tables, desks, chairs, cupboards, filing cabinets, storage units, telephones, pianos,

work surfaces, science lab furniture and art classroom furniture and sinks. All

classrooms have sinks which will need to be cleaned regularly.

Computers and Audio Equipment

Computers, computer trolleys and audio equipment should be dry dusted only.

Sprays, polishes and chemical solutions must not be used and such equipment

should only be cleaned when it is inactive and uncovered.

Equipment that is left turned on MUST NOT be touched.

Equipment MUST ONLY be cleaned when it is switched off or where the log-in

box is showing.

Cookers and Domestic Appliances

Appliances used as staff facilities should be cleaned regularly, on the outside

surfaces only, to meet the contract standards for furniture. They should be cleaned

inside and out as part of the routine periodic clean.

Desks and Tables

Papers and items left on desks and tables should not be moved. However, dust

should not be allowed to accumulate around such items. The Contractor should

liaise with the H e a d t e a c h e r for desks and tables to be cleared at intervals

to allow for full cleaning procedures to be carried out.

Staffroom

Work surfaces and the microwave in this area require cleaning on a daily basis.

Displays, Projects

Displays and projects should only be cleaned by arrangement with the

Headteacher. Dust should not be allowed to accumulate on accessible surfaces

around displays and projects. Lockable notice boards to be dusted on top and the

glass “windows” polished.

Laboratories, Art Rooms

Sinks and hand basins in these areas will be left clear and safe prior to cleaning.

Should a member of the Contractor's staff judge that there may be a risk in

carrying out this work they should leave it and report the incident to the

Headteacher. Contractors should note the importance of Health & Safety training

for staff cleaning in these areas. Other areas in these rooms should be cleaned

to the contract standard for Teaching Areas.

Food Technology Areas

All cleaning products/materials used in these areas must be food safe including the floor

cleaning materials. Cleaning cloths in this area must be disposable.

Hall & Dining Areas

The Hall and Dining rooms that are specified in the breakdown of floor areas and

room types should be cleaned on a daily basis to the contract standard specified

for dining rooms. However, the surfaces of dining hall tables, serveries and cafe are

excluded from this Contract and will be cleaned by the Catering Contractor. A

separate annual deep clean is provided by an external contractor with regard to the

kitchen.

Window Cleaning

The internal faces of external windows should be cleaned to the contract

standard specified for internal glass up to a height of 3m.

The school will arrange external window cleaning separately.

Book Shelves

The exposed surfaces of all shelves should be cleaned to the contract standard as

part of the core price. The removal, cleaning and replacement of books may be

requested as part of periodic cleaning.

Stock Rooms/Store Rooms

Exposed areas of floor and shelf space should be kept free from dust, debris and

stains. Selective cleaning of stores and stockrooms should be carried out in

liaison with the Headteacher who will ensure that rooms are emptied for

cleaning purposes and that items are replaced after cleaning. A f u l l c l e a n

w i l l n o t b e part of the core work cost and will be completed as a periodical

request if required by the School.

Cleaners Cupboards/Rooms

It is the responsibility of the Contractor to ensure that such rooms are

maintained in a clean, tidy, hygienic condition commensurate with the contract

standard. Dual access to these areas by authorised school staff will be required.

Removal of Waste

All waste from waste bins and other designated waste receptacles should be

placed in the refuse sacks provided by the Contractor.

The Contractor is responsible for the provision of waste bin liners and the cost

must be included within the Contract price.

Refuse sacks should be filled to a safe capacity, tied securely and transported

to the designated waste collection areas on site.

The school operates a recycling scheme that requires the separation of waste into

different types (paper and cardboard) The Headteacher will advise on these

requirements and the contractor is required to comply with them.

Service Standards

The Contractor will be required to provide the Service to the Contract

standards shown below, which will be used by the Contractor and the Client

for monitoring purposes. The Headteacher or their representative will act as

the Client on behalf of the School and the Governing Body.

(A) Entrances, Corridors, Stairs and Lifts

Floors Free f r o m l i t t e r , d e b r i s , d u s t , g r i t , c h e w i n g g u m a n d

o t h e r foreign matter.

Carpeted areas and dust control matting should add i t i ona l l y have a bright, stain free appearance.

Vinyl, wood and granwood floors should additionally be dry and free from spillages, stains, marks, in ground dirt and have a uniform, glossy appearance.

Quarry tiled, marble, terrazzo, stone and non-slip vinyl/rubber floors should additionally be dry and free from spillages, stains, marks, in ground dirt and have a uniform clean appearance.

Waste bins Empty and dry with inner and outer surfaces free from dirt and stains which can be removed by washing

Horizontal Surfaces Including window and other ledges, furniture, exposed shelving, radiator tops and below radiators

Vertical surfaces Including walls, furniture, internal glass, mirrors, skirting boards, radiators, fire appliances, electrical switches, doors, door surrounds and door furniture all under 3 metres

High ledges, pipe work

Internal glass walls over 3m

Free from v i s i b l e debris, dust, cobwebs, stains and smears, and of an even streak free appearance. Silicone wax furniture polishes should not be used unless expressly requested by the Site Manager for specific items of wooden furniture.

Fabric covered furniture should be free from visible dust and stains.

Free from visible dust, cobwebs (particularly ceiling corners), free from smears, finger marks, stains and scuff marks.

Free from visible dust, cobwebs and stains


(B) Offices, rest rooms, staff rooms, meeting rooms, interview rooms

Floors Free f r o m l i t t e r , d e b r i s , d u s t , g r i t , c h e w i n g g u m a n d o t h e r foreign matter.


Vinyl, wood and granwood floors should additionally be dry and free from spillages, stains, marks, in ground dirt and have a uniform, glossy appearance.

Quarry tiled, marble, terrazzo, stone and non-slip vinyl/rubber floors should additionally be dry and free from spillages, s ta ins , marks, in ground dirt and have a uniform clean appearance.


Sinks/hand basins/splashes

Free from dirt, dust, marks, smears, body fats, water marks and Splash Backs

Outlets and overflows should be free from debris.

Bright metal work should be shiny and free from marks and smears, build up of body fats and scale, particularly around the base of taps.

Plugs and chains should be free from grease and dirt.

Stainless steel and ceramic fittings and tiles should be dry, of an even bright appearance.

Plastic fittings should be dry and uniform in appearance.

Paper towel holders should be clean and adequately stocked.

Regarding cleaning of the staffroom, used mugs and glasses are to be

placed in the dishwasher provided. Clean items are to be placed on the

shelves provided. Used or clean crockery should be taken to the school

kitchen for cleaning by the Catering Contractor.


Vertical surfaces Including walls, furniture, internal glass, mirrors, skirting boards, radiators, fire appliances, electrical switches, doors, door surrounds and door

furniture all under 3m

Free from v i s i b l e debris, dust, cobwebs, stains and smears, and of an even streak free appearance. Silicone wax furniture polishes should not be used unless expressly requested by the Site Manager for specific items of wooden furniture.

Fabric covered furniture should be free from visible dust and stains.


(C) Classrooms, libraries, teaching areas, recreation areas, medical rooms

Floors Free f r o m l i t t e r , d e b r i s , d u s t , g r i t , c h e w i n g g u m a n d o t h e r foreign matter.

Carpeted areas and dust control matting should add i t i ona l l y have a bright, stain-free appearance.

Vinyl, wood and granwood floors should additionally be dry and free from spillages, stains, marks, in-ground dirt and have a uniform, glossy appearance.






Bright metal work should be shiny and free from marks and smears, build- up of body fats and scale, particularly around the base of taps.


Stainless steel and ceramic fittings and tiles should be dry, of an even bright appearance.

Plastic fittings should be dry and uniform in appearance.

Paper towel holders should be clean and adequately stocked.



High ledges, pipe work (all over 3m)

Free from debris, dust, cobwebs, stains and smears, and of an even streak free appearance. Silicone wax furniture polishes should not be used unless expressly requested by the Site Manager for specific items of wooden furniture.

Fabric covered furniture should be free from dust and stains.


Free from visible dust, cobwebs and stains.

(D) Sanitary areas, changing rooms, cloak rooms

Floors Free from litter, debris, dust, grit, chewing gum and other foreign matter.

Carpeted areas and dust control matting should additionally have a bright, stain free appearance.

Vinyl, wood and granwood floors should additionally be dry and free from spillages, stains, marks, and in ground dirt and have a uniform, glossy appearance.


WC, Urinals and Urinal channels

Internal and external surfaces should be free from dust, debris, dirt, stains,

Limescale cleaning, chemicals build-up of dirt around seat hinges and associated pipe work.

Ceramic fittings to be of a uniform bright appearance.

WC seats to be dry.

WC paper holders should be clean and adequately stocked.

Showers/surrounds Free from dust, debris, dirt, stains, limescale, build-up of body fats on surfaces and around shower furniture and associated pipework.

Bright metalwork should be shiny and free from marks and smears, build-up of body fats and scale.

Outlets to be free from debris and dirt.

Ceramic fittings and tiles to be of a uniform bright appearance. Shower heads to be free from build-up of limescale. School carries out holiday period de-scale to comply with legionella regulations.





Bright metal work should be shiny and free from marks and smears, build-up of body fats and scale, particularly around the base of taps.


Stainless steel and ceramic fittings and tiles should be dry, o f an even bright appearance.

Plastic fittings should be dry and uniform in appearance. Paper towel holders should be clean but will be adequately stocked by the school during the day. Most areas now have hand dryers.

Sanitary areas, changing rooms, cloak rooms Continued








work (all over 3m)

(E). Dining Hall/ Main Hall




Vinyl, wood and granwood floors should additionally be dry and free from spillages, stains, marks, ground-in dirt and have a uniform, glossy appearance.

Quarry tiled, marble, terrazzo, stone and non-slip vinyl/rubber floors should additionally be dry and free from spillages, stains, marks, in ground dirt and have a uniform clean appearance. Floors to be scrubbed/dried three times per week. (excluding dining hall – holiday clean to be agreed as dining furniture is static

–excluded from contract cost).

Waste bins Empty and dry with inner and outer surfaces free from dirt and stains which can be removed by washing. The Catering Contractor is responsible for emptying food bins.



High l e d g e s , p i p e work (all over 3m)





(F) Art Rooms, Practical Rooms, Prep Rooms and Laboratories




Vinyl, wood and granwood floors should additionally be dry and free from spillages, stains, marks, and in ground dirt and have a uniform, glossy appearance.










Routine Periodic Cleaning

Routine Periodic cleaning is undertaken to ensure that the standards defined under

daily cleaning are met in full.

Periodic Work undertaken at a time agreed between the Headteacher and Contractor,

which may be in conjunction with any Routine or Holiday Cleaning (may include

In-service training days).

The main Holiday Cleaning shall be carried out during the Summer Holidays but may

also occur during other school holidays. General building and maintenance of the

establishment is often carried out during school holidays and it is the responsibility of

the Contractor to ensure that they are aware when such works are to take place and

schedule all holiday cleaning to take place (where practicable) after completion of

such work and before the school term starts in the area(s) affected.

Where the Contractor is prevented from undertaking a full holiday clean during the

Summer Holidays as a result of such factors as previously described they must

report and complete the outstanding cleaning tasks during the following term breaks

on a rolling basis. This work will be carried out at no additional cost to the

School. Where Holiday/Periodic tasks are specified to be carried out more than once

per year, they should be carried out at regular and equal intervals throughout the

year. On completion of such tasks the Contractor shall inform the Headteacher.

Routine periodic tasks

In order to maintain the site to contract standards, it may be necessary to

carry out certain periodic tasks during school holiday periods when normal

school activities are not in progress (Holiday TUPE hours have been

identified). However, at those times, t each ing and/or administrative staff may

be on site and other contractors might be carrying out maintenance and

improvement work. The Contractor shou ld liaise with the Headteacher o r

their representative to determine access times and work programmes.

Tasks that may be appropriate to carry out in holiday periods may include,

but not exclusively:

Periodic floor maintenance (excluded from contract but may be requested by the

Client)

Water extraction cleaning procedures for carpets and soft upholstery. Scrubbing, stripping, resealing and polishing of hard floors.

Full wall washing

Cleaning of all surfaces over 3 metres in height to ensure that dust, dirt, stains and

marks not visible from floor level are removed.

Ceiling and wall mounted lights

Cleaning of ceiling and wall mounted light fittings and diffusers to ensure that

they are free from dust, debris, stains and marks, removing and replacing

fittings and diffusers as necessary. Diffusers should be cleaned on both

external and internal surfaces.

Cleaning behind and below movable furniture.

Movable furniture i.e. cupboards and storage units, apparatus, appliances,

pianos that have wheels/castors should be pulled out. Dirt, debris and

objects should be removed, the exposed floor area cleaned and dust, dirt,

stains and marks removed from the back and sides of the unit.

Cookers and domestic appliances.

Cookers and domestic appliances to be cleaned inside and outside during

school holidays.

Furniture

Tables and chairs should be thoroughly cleaned on all surfaces including

underneath to ensure that they are free from dust, dirt, stains and marks.

The completion of these tasks form part of the Contract Standard and will be

taken into account in the Contract Monitoring Procedure.

Emergency & Non-Routine Cleaning

Emergency Cleaning:

The Contractor must be able to respond to any call which requires a presence on site

to perform emergency work or provide emergency cover. The service must be

available 24 hours per day every day of the year including weekends and Bank and

Statutory Holidays. Emergency duties may include any aspect of cleaning duties as

specified elsewhere in this specification. Payments for call out responses will be

made in addition to the contract sum and will be based on the appropriate agreed

rates. There should not be a retainer or upfront charge in the contract for this service.

Room and Corridor Security Protection:

Security detectors to be checked daily for cobwebs and cleaned with duster as

appropriate.

Additional Costs Outside Of The Fixed Cleaning Cost:

Any and all costs outside of the fixed cleaning costs (emergency cleaning, non-

routine cleaning etc.) must have the written pre-authorisation of the Headteacher.

Costs incurred by the Contractor without the written pre-authorisation will not be

paid.

1

Non Routine Cleaning – Pricing

Job

reference

Nature of work Units Price £ Monday - Friday

Price £ Weekend

J1 Seal strip, reseal and

polish

Per Sq Metre

J2 Polish strip and re-polish Per Sq Metre

J3 Scrub to remove

ingrained dirt etc.

Per Sq Metre

J4 Apply coat of seal Per Sq Metre

J5 Apply coat of polish Per Sq Metre

J6 Scrub to remove traces of

wax and pre-seal

Per Sq Metre

J7 Shampoo carpet Per Sq Metre

J8 Repaint sports court

linings

Per Sq Metre

J9 Sand Floors Per Sq Metre

J10 Wall clean up to 2M Per sq metre

J11 Wall clean 2-4m Per Sq Metre

J12 Wall clean over 4m Per Sq Metre

J13 Clean light fittings Per fitting

J14 Clean ceilings up to

3.5m in height

Per sq metre


4.5m in height

Per Sq Metre

J16 Clean ceilings over

4.5m in height

Per Sq Metre

J17 Clean curtains Per sq metre

J18 Clean blinds Per sq metre

J19 Clean bookshelves and

books

Per linear metre


polish

Per item

J21 Polish strip and re-

polish

Per item

J22 Hosing Clean Per barrier mat

Emergency Cleaning

Price per cleaner per hour required - £……..per hour.

NOTE

A separately priced item is required for a second clean in the Masque building because this building

is used for external hire during the evenings and weekends.


Theatre; 2 x Dance studios; Drama studios; Changing rooms; Music rooms; Foyer, stairs and

landing.

Price: £…… per event.

SCHEDULE 7

Cleaning Tender Evaluation

The evaluation of bids received will be based on the most economically advantageous whilst at

the same time fully meeting the cleaning output specification.

Details as follows:

Measure Scoring

Quality:

Confirmation that the Output Cleaning Specifications is the

qualitative benchmark.

Submission 2

signed and

submitted

Yes / No

Yes = 0

No = 15

Quality:

Confirmation that failure to meet the Service Level

Agreements (SLAs) will result in reductions to the

management fee charges.

Submission 7

signed and

submitted

Yes / No

Yes = 0

No = 15

Contract Price:

Confirmation of the Fixed Price cost (subject to any

reductions for failure to meet the SLAs – see above).

Submission 7

signed and

submitted

Yes / No

Lowest price

score = 0

Higher prices

score =

differential

from lowest

price / lowest

price x 100

N.B. The lowest score will be deemed the most economically advantageous.

Submissions to the Tender Document

For

The Fixed Price Cleaning Services

At


Castle Way

Barton Seagrave

Kettering

NN15 6SW

Submissions

Submission 1 Tender Response

Submission 2 Form Of Tender

Submission 3 Declaration Of Bona Fide Tender

Submission 4 Staffing

Submission 5 Customer Care

Submission 6 Service Delivery

Submission 7 Contract Price

Submission 8 Contract Mobilisation Plan

Submission 9 Sample Contract Documentation

SUBMISSION 1

Tender Response


TENDER RESPONSE

TENDERERS CONTACT DETAILS

Please provide main and additional contact details for individuals responsible for this tender submission.

Main Name

Position

Company Name

Address

Telephone - Main

Telephone – Direct

Mobile

Fax

Email

Website

Additional Name

Position

Company Name

Address

Telephone - Main

Telephone – Direct

Mobile

Fax

Email

Website

SUBMISSION 2

Form Of Tender


FORM OF TENDER

To: The Participating Institution

Dear Sirs

1. I/we have read the information provided in your Invitation to Tender and, subject to and upon the

terms and conditions contained therein, I/we offer to supply the services described in the said tender

documents to the standards laid out in the Cleaning Output Specification.

2. Terms and Conditions: I/we agree that this tender and any contract which may result there from

shall be based upon the Contract Conditions to Supply Cleaning Services as included in the

Invitation to Tender Pack.

3. The prices quoted in this Tender are valid for acceptance for 90 days from the final day for

submission of Tenders and I/we confirm that the terms of the Tender will remain binding upon

me/us and may be accepted by you at any time before that date.

4. I/we note that the agreement shall be valid upon acceptance and signature by both parties of the

agreement.

5. Law: I/we agree that the construction, validity, performance and execution of any contract that may

result from this Tender shall be governed by and interpreted in accordance with English Law and

shall be subject to the exclusive jurisdiction of the Courts of England and Wales.

6. I/we agree to bear all costs incurred by me/us in connection with the preparation and submission of

this Tender and to bear any further costs incurred by me/us prior to the award of any contract.

7. I/we agree that any other terms or conditions of the agreement or any general reservation which may

be printed on any correspondence emanating from me/us in connection with this tender, shall not be

applicable to this Tender or Contract.

Signature:

Print Full Name:

Date:

In the capacity of:

(Please state official position, eg. Director, Sales Manager, etc.) being a person duly authorised to sign

tenders on behalf of:

Company Name:

Address:

SUBMISSION 3

Declaration Of Bona Fide Tender


DECLARATION OF BONA FIDE TENDER

1. We certify that this is a bona fide tender, and that we have not fixed or adjusted the amount of the

tender by or under or in accordance with any agreement or arrangement with any other person. We

also certify that we have not done and we undertake that we will not do at any time before the hour

and date specified for the return of this tender any of the following acts:

a) Communicate to a person other than the person calling for those tenders the amount or

approximate amount of the proposed tender, except where the disclosure, in confidence, of the

approximate amount of the tender was necessary to obtain insurance premium quotations required

for the preparation of the tender.

b) Enter into any agreement or arrangement with any other person that they shall refrain from

tendering or as to the amount of any tender to be submitted.

c) Offer or pay or give or agree to pay or give any sum of money or valuable consideration directly

or indirectly to any person for doing or having done or causing or having caused to any other

tender or proposed tender for the said work any act or thing of the sort described above.

2. We further certify that the principles described in paragraph 1 above have been, or will be, brought to

the attention of all sub-contractors, suppliers and associate companies providing services or materials

connected with the tender, and any contract entered into with the sub-contractors, suppliers or

associated companies will be made on the basis of compliance with the above principles by all parties.

3. In this certificate, the word “person” includes any persons and any body or association, corporate or

otherwise; and “any agreement or arrangement” includes any such transaction, formal or informal, and

whether legally binding or not.

4. I confirm that I accept any breach of the conditions of this Declaration of Bona Fide Tender will

inevitably lead to the termination of the agreement by the Participating Institution.

Date:

Signature: Print Full Name:

In the capacity of:

(Please state official position, e.g. Director, Sales Manager, etc.) Being a person duly authorised to sign

tenders on behalf of:

Company Name:

Address:

SUBMISSION 4

Staffing

Proposed off-site management and on-site supervisory structure for this site.

Rates of pay to be implemented at this site during the term of the contract and other

terms and conditions of employment.

Proposals for complying with the DBS vetting & safeguarding requirements at this

site.

Proposed frequency of visits of the Area/Contract Manager responsible for this site

and their current workload.

Details of the daily staffing levels required to achieve the output specification with an

explanation on how the levels were reached.

Proposals for covering immediate absence and longer term absence at this site.

Please show duties of individual members of staff in bar chart form on a daily basis.

SUBMISSION 5

Customer Care

Details of who is responsible for completing quality audits from daily checks through

to annual contract appraisals.

Proposed frequency of quality audits.

Format of what information will be reported to the client

SUBMISSION 6

Service Delivery

Effectiveness of the proposed staff recruitment plan.

Proposals for undertaking and achieving the daily clean requirements at this site

(specific requirements to be addressed).

Proposals for undertaking and achieving periodic cleaning at this site (specific

requirements to be addressed).

List and numbers of equipment to be provided with details of what tasks it will be

used for.

Details of how training will be undertaken for those staff on site with timescales and

level of training to be provided.

SUBMISSION 7

Contract Price

Cleaning Productivity

Submissions must follow the example template provided below, and cover the following areas:

1) Offices 2) Toilets – Changing Rooms - Showers

3) Corridors – Stairs – Entrances – Lifts – Halls 4) Dining Areas

5) Classrooms

Building Size % of Building

Meters Productivity Rate Per Hour

Time Required (Minutes)

Average Productivity

Per Hour

Offices

Toilets etc.

Corridors

Dining Areas

Classrooms

Total

Staffing Establishment and Cost

Position Hours of

Work

(9.00-

5.00)

Daily

Total

Hours

Weekly

Total

Hours

Hourly

Rate

Weekly

Pay

Number

of Weeks

Paid

Annual

Pay

Please show duties of individual members of staff in bar chart form on a daily basis.

Total Cost of Staffing

Please indicate the total cost of staffing.

ITEM ANNUAL COSTS

£

Net Annual Wage Cost

Employer’s NI Contributions

Pension Scheme

Apprenticeship Levy

Sickness Relief

DBS Costs

TOTAL

Training Programme and Costs

Please indicate proposed training programme(s).

Note: The costs of internal training carried out by the Contractor’s personnel will not be

considered for payment by the Client. All basic training shall be deemed as an essential

and necessary part of the Contractor’s obligations and commitments in providing the

services. Internal training costs should be included in the management fee.

Internal Training Programme

Name Job Title Details of Training Proposed Date(s)

External Training Programme

Name Job Title Details of

Training

Proposed

Date(s)

Training

Provider

Budgeted

Cost (£)

Estimated Total Annual Costs for External Training Programme:

£

Contractor Management Fee

i The following sum represents the annual fixed fee for the management of the contract:

£ ................ p.a.

ii Tenderers are asked to provide an analysis of the management fee showing the

component costs i.e.:

Head Office Management £................

Central Administration £ ................

Profit £ ................

Total £ ................

The management fee will be charged based upon the following service level agreement (SLA):

1

Performance Measurement – Routine Cleaning Tasks

Response Target % Fee At Risk Achieved Comments Responsibility

The termly monitoring / walk around with

Client is complete

Yes / No

100%

5%

Contractor

The areas monitored (above) are within the

agreed performance levels set out in the

output specification

Yes / No

95%

10%

Contractor

No justified notifications or adverse

comments have been received concerning

speed of response

Yes / No

95%

10%

Contractor



the quality of the general cleaning

Yes / No

95%

10%

Contractor



the cleanliness of toilets

Yes / No

95%

10%

Contractor

All cleaning chemicals are stored correctly

and conform to COSHH regulations

Yes / No

100%

5%

Contractor

1

Total Fixed Price Cleaning Costs

Submissions must follow the example template provided

Cost Of Cleaning

Site Based Labour Costs (including absence cover, NI , pensions etc)

Equipment – Depreciation and Maintenance

Cleaning Materials

Personal Protective Equipment

Training

Contractor Management Fee

Total

Additional Costs Outside Of The Fixed Cleaning Cost:

Any and all costs outside of the fixed cleaning costs (emergency cleaning, non-routine cleaning

etc.) must have the written pre-authorisation of the Headteacher. Costs incurred by the

Contractor without the written pre-authorisation will not be paid.

Signature:

Print Full Name:

Date:

In the capacity of:

(Please state official position, e.g. Director, Sales Manager, etc.) being a person duly authorised to

sign tenders on behalf of:

Company Name:

Address:

Non Routine Cleaning – Pricing

Job

reference

Nature of work Units Price £ Monday - Friday

Price £ Weekend


polish

Per Sq Metre

J2 Polish strip and re-polish Per Sq Metre

J3 Scrub to remove

ingrained dirt etc.

Per Sq Metre

J4 Apply coat of seal Per Sq Metre

J5 Apply coat of polish Per Sq Metre

J6 Scrub to remove traces of

wax and pre-seal

Per Sq Metre

J7 Shampoo carpet Per Sq Metre

J8 Repaint sports court

linings

Per Sq Metre

J9 Sand Floors Per Sq Metre

J10 Wall clean up to 2M Per sq metre

J11 Wall clean 2-4m Per Sq Metre

J12 Wall clean over 4m Per Sq Metre

J13 Clean light fittings Per fitting


3.5m in height

Per sq metre


4.5m in height

Per Sq Metre

J16 Clean ceilings over

4.5m in height

Per Sq Metre

J17 Clean curtains Per sq metre

J18 Clean blinds Per sq metre

J19 Clean bookshelves and

books

Per linear metre


polish

Per item

J21 Polish strip and re-

polish

Per item

J22 Hosing Clean Per barrier mat

Emergency Cleaning

Price per cleaner per hour required - £……..per hour.

NOTE

A separately priced item is required for a second clean in the Masque building because this building

is used for external hire during the evenings and weekends.


Theatre; 2 x Dance studios; Drama studios; Changing rooms; Music rooms; Foyer, stairs and

landing.

Price: £…… per event.

SUBMISSION 8

Contract Mobilisation Plan

Bidding companies are asked to include a contract mobilisation plan.

SUBMISSION 9

Sample Contract Documentation

Bidding companies are asked to include a draft contract document.

fixed price cleaning services tender document (excluding ... · routine periodic cleaning is...

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