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LONG ROAD SIXTH FORM COLLEGE

INVITATION TO TENDER FORTHE MANAGEMENT AND SUPPLY OF

BUILDING CLEANING SERVICES

FEBRUARY 2015

Long Road Sixth Form College Cleaning services tender 2015 1

TABLE OF CONTENTS

Section 1 Instructions to Tenderers...................................................................31. Introduction.........................................................................................42. Notification of Intention to Tender....................................................43. Tender Return & Validity....................................................................54. Acceptance of Tender........................................................................75. Pricing.................................................................................................76. Duration...............................................................................................87. Submission of Tenders......................................................................88. Expectation of Tenders......................................................................99. Amendments to the Tender Documents...........................................910. Queries Arising...................................................................................911. Use of Tender Documents.................................................................912. Award Criteria...................................................................................1013. Timetable for tender process and award of Contract..................10Section 2 Background Information...................................................................11Section 3 Scope of Works.................................................................................121. Current Cleaning Services Arrangements.....................................132. Materials & Equipment.....................................................................143. Washroom Consumables................................................................144. Chewing Gum...................................................................................145. Graffiti................................................................................................146. Art Rooms and Woodwork Areas....................................................157. Deep cleaning/periodic cleaning schedule....................................158. High Level Cleaning.........................................................................159. Floor Coverings................................................................................1610. Kitchen and Refectory Areas..........................................................1611. External Window Cleaning..............................................................1612. Hazardous Materials.........................................................................1613. Health and Safety.............................................................................1814. Electrical Equipment........................................................................1815. Environmental Management............................................................1816. Staff....................................................................................................1817. Quality Monitoring............................................................................1918. Communication................................................................................1919. College Open Evenings...................................................................2020. Security.............................................................................................2021. Site Facilities for the Service Provider...........................................20Section 4 Cleaning Specification......................................................................21Section 5 TUPE Information..............................................................................33Section 6 Schedule of Prices and Form of Tender..........................................35Appendix A Contract Award Criteria.........................................................................

Section 1

Instructions to Tenderers


Notices and Instructions to Tenderers

1. Introduction

1.1 The enclosed information relates to Long Road Sixth Form College’s contract for cleaning services from 1st August 2015 to July 31st 2018 and includes the smaller associated contract with Chartwell’ s catering who operate on site and are directly responsible for cleaning the refectory area.

1.2 Suppliers are required to answer all applicable questions and include all documentation requested. The tender must be completed in English.

1.3 Original documents must not be included because the College will not return them.

1.4 All information received in connection with this tender application will be treated in the strictest confidence.

1.5 Tenders must be submitted in accordance with the following instructions. Any tender not complying fully with any of the instructions in this document may be rejected by the College, whose decision in the matter shall be final.

2. Notification of Intention to Tender

2.1 Suppliers are required to email the College contact below attaching the Intention to Tender document before the 20th of April 2015. If for any reason the publication onto OJUE is delayed then this deadline will be extended.

2.2 The Intention to Tender form should be emailed to:

Gary WoolleyEstates ManagerLong Road Sixth Form College.Long roadCambridgeCB2 8PX

Email- [email protected]

To be received by the 20th of April 2015. See 3.2 for details.

The College will acknowledge receipt of the Intention to Tender document.

2.3 Using the criteria set out in the Intention to Tender, six suppliers will be asked to submit a bid and be invited to a site visit and interview. The invite will be sent on the 2nd of May 2015. The date will be extended if necessary and all parties will be informed of any delay.

2.4 One site tour will be arranged for mid - May, it is not possible to fix a date at this time but every effort will be made to fix a date to suit everyone. All


mailto:[email protected]

tenderers will be invited to the same tour to enable all information to be equitable.

3. Tender Return & Validity

3.1 One hard copy of the tender should be sent by post or delivered by hand, sealed in an envelope and not bearing any indication of the tenderers identity through any marking or franking on the envelope. The envelope or packing should be clearly marked only with the reference: Cleaning Tender – Long Road Sixth Form College.

3.2 The closing date for return of tenders is 12 noon on the 19th of June 2015.


3.3 Tenders must arrive no later than 12 noon on 19th of June 2015 which

shall be the date fixed for submission of tenders and is not negotiable.

3.4 The tender shall be submitted on the understanding that the offer in it shall remain in force for a minimum of three months from the 19th of June 2015.

3.5 If the College has not accepted the tender within this period, it shall remain in force without variation. However the tenderer may at any time after this period give notice in writing to the College to accept the tender within seven days or the tenderer may choose to withdraw their offer. Any notification of this nature should be made in writing to the Estates Manager at the site address.

3.6 In submitting the tender, the tenderer accepts that, in the event of the tender being accepted by the College, within fourteen days of the date of the acceptance letter the tenderer will execute a formal contract under seal consisting of the contract documentation (which shall include the documents listed in the Schedule) and until such date as the contract is executed, this tender, together with the formal written acceptance of it by the authorised officer on behalf of the College, will form a binding agreement between the College and the tenderer.

3.7 Failure by the successful tenderer to execute a formal contract within the time specified above will render the contract voidable at the option of the College at any time.

3.8 Tenders shall only be submitted on the basis that they are bona fide competitive tenders. It is therefore agreed that the College shall have the power to cancel the contract and to recover from the tenderer the amount of any loss arising from the cancellation if either the tenderer:

a) shall have offered or given or agreed to give any officer or member of the College staff any gift or consideration of any kind as an inducement or bribe to influence its decision in the tendering procedure. The word "tenderer" for these purposes shall be deemed to include any and all persons employed by the tenderer, or who are purporting to act on the tenderer’s behalf whether the tenderer is aware of their acts or not, or

b) shall have communicated to any other person than the College the amount or approximate amount of the proposed tender other than in confidence in order to obtain quotations necessary for the preparation of the tender, or for insurance purposes, or

c) shall have entered into any agreement or arrangement with any person as to the amount of any proposed tender or that person shall refrain from tendering.


4. Acceptance of Tender

4.1 The College will not be under any obligation to accept the lowest tender or any tender.

4.2 At no time should the tenderer prior to submitting or following the bid submission communicate with any person associated with the College other than the Estates Manager Mr Gary Woolley. Failure to abide by this ruling could disqualify the tenderer’s proposal from being considered.

4.3 The College has no liability to settle any cost incurred by any tenderer as a result of the tendering procedure.

4.4 The tender must be based upon the terms, conditions and specification(s) set out in these documents; otherwise it may be rejected on the basis of being unsuitable and non-compliant. The Form of Tender may not be modified in anyway.

4.5 Tenderers will be notified of the outcome of their tender submission as soon as practicable after any statutory deadlines have passed.

4.6 No tender will be deemed to have been accepted unless such acceptance has been notified to the tenderer in writing.

5. Pricing

5.1 Prices shall be submitted in accordance with the Schedule of Prices.

5.2 Unit rates and prices must be quoted in pounds sterling. Tenders should be submitted exclusive of Value Added Tax (VAT).

5.3 It is for tenderers to consider the implications of the Transfer of Undertakings (Protection of Employment) Regulations 2014 (TUPE), and to base their tenders accordingly. For full details of TUPE Regulations refer to Section 5.

5.4 If the College suspects that there has been an error in pricing of the tender, the College reserves the right to seek clarification as it considers necessary from that tenderer only.

5.5 If a mistake is discovered in the specification documentation the College will discuss the matter equally with all tenderers and arrange a suitable resolution equitable to all.

5.6 The tender must include a fixed price for each of the three years included in the contract. The prices can either be the same for each year or they can differ. The College accepts that if changes to government policy or statute force a cost increase on the supplier then the cost will be passed on to the College. This must be without profit or administration charge.


6. Duration

6.1 The tenderer shall be prepared to commence the service on 1 August 2015 being the commencement date referred to in the contract conditions of the contract documentation. The duration of the contract will initially be for a period of 3 years followed by two optional and independent twelve month extensions.

6.2 The College reserves the right to cancel the contract at the end of the first year

having previously given 3 months written notice to do so.

7. Submission of Tenders

7.1 In completing the tender documentation, the tenderer shall prepare and submit its tender giving adequate consideration to the entire tender package. The requirements for submission of tenders are that the tenderer shall:

a) Provide an Executive Summary highlighting key points of the tender submission but particularly addressing how it is proposed to manage quality and compliance.

b) Provide a Provisional Programme of Work to include a Service Delivery Statement and Resource Statement (see 7.3 below). Failure to submit the Programme of Work will lead to disqualification;

c) Complete, sign and return the FORM OF TENDER (see 7.2 below);d) Complete and return the SCHEDULE OF PRICES (see 7.2 below);e) Provide full details of all other similar contracts currently being

undertaken by the Tenderer on behalf of education establishments.

As Appendices please also provide the following:

f) Curricula Vitae of supervisory and expert staff including the name and CV of the proposed Contract Manager.

g) Curricula Vitae of supervisory and expert staff including the name and CV of the proposed Health and Safety Manager.

h) A schedule of equipment to be used by the site.i) Copy insurance documentation demonstrating at least £5 million

Employers Liability cover and £5 million Public Liability cover.j) Full details of the precise stage of certification under ISO 9001 or

equivalent Quality Assurance policies.k) Copies of the tenderers Health & Safety Policy, Equal Opportunities

statement and Environmental statement.l) Two suggestions outlining how the contact may potentially achieve a

cost saving.

7.2 The Schedule of Prices and the Form of Tender should be placed at the front of the tender document. Failure to complete the Schedule of Prices correctly may result in the tender being rejected by the College.

7.3 Tenderers are required to submit, as part of their tender, a Provisional Programme of Work including a provisional service delivery statement and


resource statement, giving information on the key personnel, resources (human and technical), work programmes, cleaning procedures and quality systems to demonstrate that they have comprehended the quality standard and performance levels required and has the ability to meet their obligations on the first day of the contract. The Resource Statement should also include details on how TUPE transfers will be approached, especially if any reduction in hours, change in shift pattern or employment contract alteration is being suggested.

7.4 The tenderer will be required at tender stage to indicate its systems for dealing with third party insurance claims

7.5 Tenderers must indicate at the time of submission of the tender whether the College, through officers, may inspect any other contractual work of a relevant nature being carried out anywhere by the tenderer.

8. Expectation of Tenders

8.1 Tender submissions should clearly demonstrate:

a) a thorough understanding of the Scope of Work;b) ability to deliver the services required and have a flexible approach;c) technical expertise and relevant experience;d) best value for money;e) suitability for the undertaking of the work.f) procedures and practices which will be utilised to ensure quality and

compliance with the specification.

9. Amendments to the Tender Documents

9.1 The College reserves the right to make changes of a minor drafting nature to the contract documentation.

10. Queries Arising

10.1 Where tenderers have any queries about the tender documentation which may have a bearing on the offer to be made, these should be raised in writing to the College, as soon as possible, and in any case not later than ten days before the due date for return of tenders. Where any such enquiry has been made, the College will circulate to all tenderers a copy of the enquiry and the written reply, although anonymity will be preserved.

11. Use of Tender Documents

11.1 Invitations to tender must be treated as private and confidential. Tenderers must not disclose that they have been invited to tender or release details of the tender documents, other than on an “in confidence” basis to those who have a legitimate need to know, or to those professional advisers whom the Tenderer needs to consult for the purposes of preparing the tender.


11.2 Any information given to the tenderer by way of guide quantities and any plan, drawing or report in the attached appendices is only given as a guide. The tenderer warrants that it has ascertained for itself the accuracy of the information. No claim against the College shall be allowed whether in contract or in tort or under the Misrepresentation Act 1967 or otherwise on the ground of inaccuracy.

12. Award Criteria

The Contract will be awarded to the tenderer offering a competitive price whilst being able to demonstrate first class quality management.

13. Timetable for tender process and award of Contract

16th March 2015 Invitation to Tender Issued via OJEU

20th April 2015 Return the Intention to Tender document.

2nd May 2015 Short list invited to submit a tender.

Companies that have not been notified by the 3rd of May have not been selected to tender.

Mid May Site visit arranged for all parties together.

19th June 2015 Noon. 12:00 hrs

Closing date for receipt of tenders

26th June 2015 Interviews

30th June Intention to award contract made. Unsuccessful bidders notified

1st July -10th July Regulatory Standstill Period

11th July 2015 Contract award confirmed.

Week comm 13th July Contract to be issued and Contract Award Notice posted to OJEU

13th July onwards Mobilisation to start on 1st of August.

These instructions to tenderers relate to the services advertised in the Official Journal of the European Communities in March 2015


Section 2

Background Information

Background Information on the College

Long Road Sixth Form College was established in 1974 and is located two miles to the south of the centre of Cambridge on a 23 acre site. The College serves both students leaving School in the Cambridge area, other parts of Cambridgeshire and neighbouring counties.

The site consists of seven buildings of various sizes totalling approximately 13,191 square metres of gross internal area. The contract is split between 12,911m2 direct with the College and 280m2 direct with the incumbent catering contractor who has responsibility for the canteen area.

The College is a high quality education institution currently rated OFSTED good. The College is dedicated to the pursuit of excellence in a caring environment and specialise in the provision of academic and vocational courses for students aged 16 to 19 years old.

The College has approximately 2,100 pupils and 160 FTE staff (teaching and non-teaching). As a sixth Form College only 50% of the students are on site at any time.

The College offers a broad based course provision currently including over AS/A2 subjects, BTEC National Diplomas and a range of GCSE subjects. The College has a strong reputation for a friendly atmosphere and caring community.

There is a store for use by the Cleaners on level 3 of the tower which has lift access. There are cleaners cupboards in all other builders.


Section 3

Scope of Works


Scope of Works

This contract is for the management and provision of a cleaning service at Long Road Sixth Form College.

Block Square MetresA 944B** includes the canteen 2,802C 2,714D 1,120E 549F 1,031G 2,246M 300Sports Hall (inc changing rooms) 1,485Total m2 13,191

**NB: the refectory / canteen area is 280 m2 and is currently paid for directly by the catering contractor to the site cleaning contractor; details of their current arrangement are enclosed in the schedule of prices. This should be shown as a separate cost and the successful tenderer will enter into a smaller separate agreement with the catering supplier.

The current arrangement with the catering supplier is shown in the specification.

The separate kitchen, servery and COSTA cafe areas are not part of either contract and cleaned by the catering company. Kitchen and servery deep cleans are tendered annually and are not part of this contract.

The College is open from 7:00 Hrs to 1900 Hrs Monday to Friday, with occasional evening or weekend lettings. The College day starts at 9:00 Hrs and finishes at 16.10Hrs although this is subject to variation without notice.

1. Current Cleaning Services Arrangements

The current main site contract operates for 52 weeks a year the College does however close completely for between one and two weeks at Christmas dependent on where the bank holidays fall. During the 39 weeks term time regular daily and weekly cleaning tasks take place throughout all the College buildings. For 13 weeks a year during non-term time, the majority of admin and office areas are the only areas in the College which are cleaned as normal. Deep cleaning and any additional cleaning requirements such as after refurbishment works have taken place are carried out in all the other areas in consultation with the College management.

For full staffing details please refer to the TUPE Information contained within this document.


During term time the majority of the cleaning currently takes place between 16.00 hrs and 19:00 hrs Monday to Friday. However, the cleaning of the Sports Hall is carried out in the mornings Monday to Friday; this is not a requirement of the contract and can be altered. During holiday periods the cleaning time is reduced from 4pm to 6pm and tenderers should reflect this in their cost structures, this is a change to the current arrangement.If Tenderers wish to include an additional /alternative option then this should be detailed in a separate document, set out and priced in the same format as the Schedule of Prices and returned with the tender by the date indicated. The rationale behind any additional / alternative options should be explained clearly in the Executive Summary.

2. Materials & Equipment

When providing costings Tenderers should note that they will be responsible for the provision of all equipment and materials necessary to undertake the contract. The cleaning contractor is responsible for provision of all bin liners and black sacks and are to be included as part of the fixed cost of the contract.

3. Washroom Consumables

The cleaning contractor is responsible for the provision of all washroom consumables such as toilet tissue, hand soap and paper towels where required. Tenderers should note that consumables are to be included as part of the fixed cost of the contract. The below table gives an indication of the current usage per annum supplied by the incumbent. Please note that the College is slowly moving to hand dryers in all toilets.

Product Annual UsageToilet Rolls – Versatwin 96 rollsMini Jumbo 2 ply 2300 rollsC Fold Hand Towels 2 ply 230 cases. (3000)Black sacks 490mm by 860mm by 980mm

10600 bags

Everyday hand cleaner 110 1 ltr bottlesSquare bin liners 18 cases (100)Compactor sacks 12 cases ( 100)Clear sacks 7000

** The College provides the specialist products to clean the Junkers Sports floor and the Harlequin Dance floors.

4. Chewing Gum

Carpets can be marked beyond repair by chewing gum being trodden into the carpet. It is essential that chewing gum is removed as soon as possible.


Tenderers should state in their tender submission how chewing gum will be dealt with, both on a daily basis and in respect of carpet cleaning generally.

5. Graffiti

Graffiti removal is the responsibility of the cleaning contractor and within 24 hours of notification either by the Contractor’s staff or College staff this must be removed. If normal solvents cannot remove the graffiti this is to be advised to the College maintenance department who will remove or paint over the graffiti. Tools and chemicals required are to be provided by the cleaning contractor.

6. Art Rooms and Woodwork Areas

Tenderers are asked to pay particular attention to the Art Rooms and Woodwork Areas as these create the most challenges for the cleaning operations. Tenderers are requested to specify the amount of labour that will be allocated to these areas. They should also use dust suppressing vacuum cleaners with suitable HEPA filters.

7. Deep cleaning/periodic cleaning schedule

Contractors should plan the periodic cleans to take place out of term time. The periodic cleans may be summarised as:

1. Dust and damp wipe light fittings, shelves, ledges including high ledges, using an appropriate dusting applicator while operating from a standing position. Removal of Spider’s webs.

2. Clean all interior glass3. Brush down normal classroom walls to their full height where accessible.4. Wash down and clean off all marks on accessible gloss and eggshell

emulsion painted walls and other surfaces to a height of eight feet using appropriate applicator where necessary.

5. Damp wipe shelving, furniture (including chairs and tables), fittings, ledges and the inside of desks where previously cleared by College staff.

6. Shampoo carpets or spot clean as necessary.7. Strip, scrub restore and seal all hard floors.8. Waste and rubbish bins and lids to be cleaned inside and outside.9. Sanitise telephones

Tenderers are required to submit a detailed programme and schedule for all periodic cleaning before the start of the contract year, to be agreed with the College.

Tenderers are required to include any costs associated with periodic/deep cleaning within the Total Contract Price.

8. High Level Cleaning


Currently high level cleaning is carried out once a year throughout the College. High level cleaning is defined as above 1.8 metres and should be cleaned to the standards detailed in Section 4.

9. Floor Coverings

The floor covering in general classrooms and offices is mainly carpet, with the majority of corridors being covered in both wood or carpet. Workshops are mainly ceramic tiles, science rooms have vinyl floors whist the drama area has specialist harlequin vinyl and the Sports Hall has a Junkers wooden floor. Please note that Tenderers are expected to make their own assessment of types of flooring etc at the site visit to the College. It is essential that maintenance of the drama area and the Sports hall is carried out in accordance with manufacturer’s recommendations otherwise expensive damage can occur.

10.Kitchen and Refectory Areas

The cleaning of the main refectory canteen area is the responsibility of the College’s Catering Contractor. However the Catering Contractor does normally subcontract this service to the incumbent cleaning contractor. Therefore in order to assist the Catering Contractor in obtaining competitive quotes for the cleaning of the refectory area, Tenderers are asked to quote for this service separately to the Total Contract Price as per the Schedule of Prices in Section 6.

11.External Window Cleaning

External window cleaning is currently excluded but if the tenderer wishes to include it, it should be shown as a separate item; it will not count against your tender if you choose not to include a cost. External glass is normally cleaned once per year in the summer.

12.Hazardous Materials

The tenderer shall ensure that all hazardous materials or equipment whether provided by the College or by itself are kept under proper supervision whilst in the College’s premises otherwise under the tenderer’s control. All such materials shall be properly and clearly labelled in accordance with the Classification, Packaging and Labelling of Dangerous Substances Regulations 1997 and shall not be left unattended during the course of any work except when properly stored. For these purposes hazardous materials shall include any substances generally considered to be hazardous or notified to the Tenderer in writing by the Service Manager.


Notice should be taken of the Asbestos Regulations 2012, and with any other applicable statutory requirements in accordance with the recommendations of the Asbestos Research Council and its Environmental Control Committee. Particular regard shall be paid to the prevention of any health hazard. Should any asbestos material be discovered, or suspected, during the course of the service provision, the Service Manager must be advised immediately.

The Contractor must fully comply with all provisions of the COSHH Regulations 2002. Contractors working on behalf of the College retain the legal duty to ensure that the activities of their own employees meet the requirements of the regulations. An inventory of substances to be used and their safety data sheets, as well as any related protection measures must be provided prior to the Commencement of Contract.


13.Health and Safety

The Contractor shall comply with all Health and Safety Regulations, Legislation etc. These include, but are not limited to the following:

Management of Health and Safety at Work Regulations 1974 and 1992 Control of Substances Hazardous to Health Regulations 2002 Personal Protective Equipment at Work Regulations 1992 Provision and Use of Work Equipment Regulations 1992 Manual Handling Operations Regulations 1992 Reporting of Injuries, Diseases and Dangerous Occurrences

Regulations 2013 This list is not exhaustive and is only a guide to the level of expectation with regard to Health and Safety and Safeguarding.Tenderers are required to provide a copy of their company Health & Safety policy, support by detailed Health & Safety procedures, and details of the company Health & Safety performance during the preceding 12 months.

14.Electrical Equipment

All electrical equipment used in connection with this contract on site must have been maintained in accordance with the Electricity at Work Regulations 1989. A full inventory of all items is required, together with proof of testing. The Contractor must instruct their employees on steps to be taken if electrical equipment is damaged or suspected of being faulty which must immediately be disabled to prevent any further use pending inspection by a competent person.

15.Environmental Management

The tenderers will not use, without the consent of the College any substances which, by general consent, are deemed harmful to the micro or macro environment.

If the tenderer has an environmental policy it should be included in the tender package for consideration.

16.Staff

Staff Appearance - Staff are required to be smartly presented and identifiable as employees of the contractor. They should wear badges and or protective clothing as required whilst working on the College premises.

Training - Training in proper cleaning techniques is essential and brief details on Tenderers training policy should be provided in the tender submission. Any staff transferred under TU(PE) must be assessed on their skills and competence and given training as required. New employees must be given instruction in health and safety practices and procedures before commencing


active duties and full training within one month of the commencement of their employment.

Time and Attendance – Tenderers are asked to state their proposed method for dealing with such situations as holiday and sickness and absenteeism etc to ensure continuity and consistency of service delivery. Contractors are required to ensure a full complement of staff attend each day, as contracted, and that all contracted hours are fulfilled. A time and attendance system is therefore required and Tenderers should describe in the tender submission their intended solution.

Supervision - Tenderers must provide a Service Manager/Supervisor on site as principal liaison with the College. Their duties would include: record keeping, quality assurance inspections, site walks and regular meetings with the College.

DBS Checks and Safeguarding measures. All staff are required to be DBS checked to enhanced level prior to commencing work on the College premises. A ‘buddy’ system may be operated whilst DBS clearance is obtained. A copy of the current staff list must be provided each term to the College or at any time upon request. The document must show the current DBS status of all employees.Contact of any kind between students and cleaning staff is strictly prohibited whether it be personal or using social media. Any breach of this protocol will require the cleaning staff member to be removed from the site; this is a zero tolerance matter.

17.Quality Monitoring

As indicated above the Contractor is required to operate a quality assurance system which should be presented at regular intervals to the employer which can be evaluated jointly by the College and the Contractor’s Area Management and form the basis of a Service Level Agreement. Tenderers are requested to provide details of their quality monitoring procedures in their tender submission.

18.Communication

The Contractor is requested to provide a Site Logbook. This shall be utilised for entry of instructions, orders, directions, requests and comments relevant to the contract by the College and the Contractor’s Supervisor. These logs will be acknowledged, by signature of the respective representative, recording any event or instruction relevant to the Contract. Any instruction entered by the College will be regarded as having been given to the Contractor, for the purposes of the Contract. In addition, the Contractor's representative can use the same book for comment to the College with observations on problems with the buildings affecting the performance of the Service. The site log will become a permanent record of operational matters and become the property of the College. Copies of entries will be supplied to the Contractor, if requested.


Tenderers are requested to comment on their experience of using similar communication methods and to propose any alternatives that may aid communication.

19.College Open Evenings

The College have approximately 12 open evenings / events / parents evenings a year which requires the cleaning Contractor to be flexible in their approach to the cleaning shift pattern on these occasions. Tenderers are requested to provide evidence to demonstrate their ability to meet this requirement. Normally this means some presence on site from midday or early afternoon.

20.Security

Security is important. All rooms will be left locked after cleaning with the windows closed or when unattended. Keys issued must be signed for, and returned on request. Lost keys may be charged for and currently cost £15 each. Staff badges must not be taken off the premises.

21.Site Facilities for the Service Provider

The College provides a store and desk space to its cleaning contractor as well as two, two way radios. Good storage facilities and access to utilities are available within the College building.


Section 4

Cleaning Specification


ROUTINE TERM – TIME CLEANING SPECIFICATION

GENERAL POINTS TO NOTE

1. All litter inside buildings etc must be removed daily.

2. All dust/wipe operations must be undertaken from a standing position, ladders are not allowed.

3. Rooms must be left in a tidy state, with the windows shut, lights off and air conditioning off where applicable.

4. All defects/hazards that become apparent with the College premises must immediately be reported to the duty site officer.

5. During cleaning no teaching displays, artwork, paperwork or equipment must be disturbed unless it is placed back in the exact same position.

6. Where use of buffing machines is difficult, damp mopping should be substituted.

7. All buffing should be carried out with High Speed Burnishing machines which incorporate vacuum attachments.

8. All porous floors, including wood block and granwood must be maintained with approved buffable emulsion polish at a frequency necessary to sustain the protective seal, excessive water must not be used on the woodblock floor under any circumstances.

9. Lost property must be handed to the duty site officer immediately.

10.Where the College has a need for additional cleaning in connection with lettings or events, the work and number of hours required will be directed by the College Estates Manager or their representatives.

11.Any alteration to the specification can only be made by giving at least one weeks’ notice to the Estate Manager.


REFECTORY AND CANTEEN This is currently contracted by Chartwell caterers.3 hours per day 44 weeks per annum which includes some non-term time deep cleaning. See TUPE information and section in periodic deep cleaning.

Task FrequencyRemove all litter 5 x per weekEmpty all bins and replace liners. Clean as necessary

5 x per week

Wet mop floor 5 x per weekHoover dust matts. 3 x per weekSpot damp wipe furniture and fixtures. 2 x per weekDamp wipe fixtures, fittings and window cills 2 x per week

Main College specification. 52 weeks 39 term time weeks and 13 non term time weeks.

CLASSROOMS LABS, LRC, STAFFROOM, MUSIC PRACTICE ROOM,

Task FrequencyFull vacuum soft floors 3 x per weekRemove all litter 5 x per weekDust furniture 3 x per weekSpot damp wipe furniture 2 x per weekDamp wipe fixtures, fittings and window cills 2 x per weekEmpty waste bin 5 x per weekSpot clean walls 1 x per weekClean metalwork 1 x per weekClean white boards 1 x per weekVacuum upholstered seating 1 x per weekDust monitor & keyboards 1 x per weekClean all internal glass to doors and side screens

1 x per week

Where individual operations are not carried out 5 x per week, the work must be distributed evenly throughout the week.


DRAMA STUDIO

Task FrequencySweep all hard floors 5 x weeklyWet mop with approved harlequin **detergent hard floors and scrub with fine WHITE scrub pad on a machine.

1 x fortnight

Damp mop hard floors 2 x weeklyDust and spot damp wipe furniture 1 x weeklyDust and spot damp wipe fixtures and fittings 1 x weeklyDamp wipe fixtures and fittings 2 x weeklyEmpty waste bins 5 x weeklySpot clean walls 1 x month


** The College currently provides the specialist detergent.CIRCULATION, HALL, GYMNASIUM, SPORTS HALL and CHANGING ROOMS

Task FrequencySweep all hard floors and clean litter. 5 x per weekWet mop with detergent hard floors As required to maintain

cleanliness.Sports hall floor to be cleaned with a scrubber dryer and Junkers approved cleaning products. This requires training as using too much liquid risks damaging the floor irreparably.

1 x per Six Weeks

Damp mop hard floors As necessary.Dust and spot damp wipe furniture 1 x per weekDust and spot damp wipe fixtures and fittings 3 x per weekDamp wipe fixtures and fittings 2 x per weekClean waste bins 5 x per weekSpot clean walls 1 x per weekClean metalwork 1 x per weekClean mat and mat wells in corridors including dust control matting

5 x per week

Dust/wipe display cabinets and stands 1 x per monthClean all internal glass to doors and side screens

1 x per week

Clean all tray and shower drains thoroughly 1 per fortnight.Treat drains, showers and shower drains with disinfectant.

1 x per term.

Treat toilets with a heavy duty de-scaler 1 x per month


Where individual operations are not carried out 5 x per week, the work must be distributed evenly throughout the week. Please note the sports hall toilets to be treated with a heavy duty descaler once per term.

FITNESS CENTRE

Task FrequencyFull vacuum soft floors 3 x per weekDust and spot damp wipe fixtures and fittings 3 x per week Damp wipe fixtures and fittings 3 x per weekempty waste bins 5 x per weekSpot clean walls 1 x per month Clean metalwork 1 x per weekDust/wipe display cabinets and stands 1 x per monthClean all internal glass to doors and side screens

1 x per week

STUDENT CENTRE

Task FrequencyFull vacuum soft floors remove all litter. 5 x per weekWet mop if necessary 5 x per week Damp wipe fixtures and fittings 3 x per weekempty waste bins 5 x per weekSpot clean walls 1 x per month Clean metalwork 1 x per weekDust/wipe display cabinets and stands 1 x per monthClean all internal glass to doors and side screens

1 x per week



TOILETS,

Task FrequencySweep all hard floors 5 x per week Wet mop with disinfectant hard floors 5 x per week Dust and spot damp wipe furniture 5 x per weekPolish furniture and mirrors 1 x per weekDamp wipe with disinfectant fixtures and fittings 2 x per weekEmpty waste bins 5 x per weekSpot clean walls including tiles around wash basins and toilets

5 x per week

Clean metalwork and waste bin 1 x per weekClean basins and general fittings 5 x per weekDamp wipe white goods 5 x per weekReplenish toilet rolls 5 x per weekReplenish paper hand towels 5 x per weekReplenish soap 5 x per weekFloors to be steam cleaned. 1 x per six weeks


COMPUTER ROOMS, OFFICES

Task FrequencyFull vacuum soft floors 3 x per weekDust and spot damp wipe desks and benches. 3 x per weekPolish furniture 1 x per weekDust and spot damp wipe any fixtures and fittings

3 x per week

Empty waste bins 5 x per weekSpot clean walls 1 x per weekClean metalwork 1 x per weekClean white boards 1 x per weekDust monitor & keyboards 1 x per weekDust and wipe telephones 1 x per week


LABORATORIES

Task FrequencySweep all hard floors clearing debris and litter. 5 x per weekWet mop with detergent hard floors 1 x per weekDust and spot damp wipe furniture 3 x per weekDamp wipe all benches and tables with a proprietary cleaner.

3 x per week

Damp wipe fixtures and fittings 1 x per week


Clean waste bins 5 x per weekSpot clean walls Holiday onlyClean sinks and backwash units if appropriate 3 x per weekClean all internal glass to doors and side screens

1 x per week


WORKSHOPS, ART STUDIOS

Task FrequencySweep all hard floors. 5 x per weekWet mop with detergent hard floors 2 x per weekDamp mop hard floors 3 x per weekFull vacuum round edges of rooms using a HEPA Vac type product.

1 x per week

Clean beneath soft floors (loose) 1 x per weekDust and spot damp wipe furniture 3 x per weekDust and spot damp wipe fixtures and fittings

1 x per week

Damp wipe fixtures and fittings 1 x per weekEmpty waste bins 5 x per weekSpot clean walls Holidays onlyClean basins and general fittings 5 x per week

STAFF KITCHEN AND STAFF ROOM

Task FrequencySweep and mop all hard floors 5 x weeklyWipe all worktops with a kitchen cleaner 5 x weeklyHoover carpets 5 x weeklyClean milk dispenser 5 x weeklyClean fridges 1 x fortnightlyDust and spot damp wipe fixtures and fittings 1 x weeklyDamp wipe fixtures and fittings 2 x weeklyEmpty waste bins 5 x weeklySpot clean walls 1 x monthClean waste bins 1 x month


DEEP CLEANING WORK SPECIFICATIONS

Deep cleaning is to be undertaken during the Easter and Summer holiday periods and the three Half Terms as indicated below and should include the work requested by site staff.


Where necessary the Authorised Officer may direct the Contractor to rectify problems resulting from the Contractor’s inadequate performance, during half term or full term holiday periods at no extra cost to the College.

All to be carried out once per year

10.Dust and damp wipe light fittings, shelves, ledges including high ledges, using an appropriate duster while operating from a standing position.

11.Clean all interior glass12.Brush down normal classroom walls to their full height where accessible,

remove spider webs.13.Wash down and clean off all marks on accessible gloss and eggshell emulsion

painted walls and other surfaces to a height of eight feet using appropriate applicator where necessary.

14.Wash shelving, furniture (including chairs and tables), fittings, ledges and the inside of desks where previously cleared by College staff.

15.Shampoo / clean carpets where necessary.16.Strip, restore and seal all hard floors.17.Waste and rubbish bins and lids to be scrubbed inside and outside.18.Sanitise telephones


Performance Standards

This section summarises the standard of cleaning expected by the College.

ITEM REQUIRED STANDARD UNACCEPTABLE STANDARDHandrails Surfaces shining and free

from all dust, grime, grease, finger marks and other scuffs and marks.

Build up of dust and grease, scuffs, finger marks or grime on horizontal surfaces or in corners.

Basin Supports Removal of all dust and dirt. Ingrained dirt, deep covering of dust.

Bookcases and Display Cabinets

Removal of all dirt and dust, surfaces left in clean and shiny condition as appropriate. Glass shiny and smear free.

Build up of dirt and grease, heavy finger marks, dulled wood finish.

Cabinets, Filing Cabinets, Lockers, Cupboards

Removal of all dirt and dust, grease and finger marks etc. Clean handles.

Build up of dirt and grease, heavy finger marks, soiling, powder.

Carpets, Rugs and Footmats

Free from daily debris, stains and dust, spot removal carried out if necessary. Fresh smell

Soil build up within pile or accumulation of fluff and other dirt/dust etc especially under desks, around the edges of furniture, in corners and other areas of difficult access. Dried spots and stains which are removable, matted pile.

Ceramic Tiles Clean, grease and smear free and buffed shiny.

Smears, ingrained dirt, black encrusted grouting, build up of soiling.

Chairs All soiling and dust removed Sticky to touch, build up of dust and dirt on frames, chewing gum, discolouration or darkening seat, back and arms.

Desks and benches

Removal of all dirt, dust, grease, finger marks and graffiti etc

Build up of dust and ingrained dirt, particularly in corners. Grease, smears heavy finger marks. Dulled wooden surfaces. Polish and water marks around the base resulting from floor cleaning. Graffiti.


ITEM REQUIRED STANDARD UNACCEPTABLE STANDARDDispensers and disposal units for sanitary items

Removal of soiling and ash. Surfaces wiped clean, dry and bright.

Build up of dirt and dust, ash deposits, grease etc. discolouration of outer surfaces, stains and excessive finger marks.

Doors, including kicking and hand plates etc

Clean, shiny and dust free. No finger marks around

Building up of dirt, dust, grease and finger marks etc. Smears on glass, heavy scuffing to base/kicking plate.

Draining Boards Removal of all food particles. Dry and polished.

Heavy water stains, soiled or stained surface and corners.

Drinking Fountains

Removal of soiling from inner and outer surfaces, limescale, verdigris etc. Dry and polished.

Smears and stains on inner or outer surfaces, dirt in plug holes, verdigris, limescale, discolouration.

Fire Appliances Dust Free. Visible dust, smears, stains and finger marks.

Floors, polished hard floor surfaces including lifts

Removal of soil and debris arising out of the day’s activities; removal of spots, soil build up, scuff marks. Clean dry, smear free and shiny.

Litter, dust, fluff, dirt and other debris on the surface with accumulation in the corners. Traffic marks, mop marks, streaks and removable stains. Ingrained/impacted dirt, particularly in crevices corners and around fittings. Detergent residue. Build up of dirt and dust in the guides and runners of lift doors.

Flush Pipes, seats and Cisterns

Removal of all soiling, stains etc leaving the surfaces and handle hygienically clean.

Dust, grime, rust, verdigris or run marks.

Furniture including notice boards, fire appliances,

Removal of all dust, dirt debris, loose fluff etc surfaces cleaned and treated according to type of finish. No finger marks, smears grease marks etc.

Build up of dust and ingrained dirt, particularly in corners. Grease, smears heavy finger marks, fluff on flock topped tables etc. Dulled wooden surfaces. Polish and water marks around the base resulting from floor cleaning. Graffiti.

Glass and Glazed surfaces, including mirror and windows

Removal of all dirt, dust, debris etc. polished clean and shining without smears or streaks.

Heavy build up of dust, finger marks, smears etc particularly in corners. Overall film of grease.


ITEM REQUIRED STANDARD UNACCEPTABLE STANDARDLedges, Shelves and Skirtings

Removal of all dust and soiling, surfaces clean and if applicable shiny.

Heavy build of dust, smears and stains.

Mats at Entrances

Clean, free from dust, dirt and all debris. Fresh smell

Build up of dirt around the edges, underneath or in the well. Clogged with dried mud or other debris.

Paintwork (usually gloss)

Removal of all types of dirt, dust and stains leaving the surfaces clean and shining.

Build up stains and dirt especially in the corners. Film of grease.

Partitions and doors

All surfaces wiped dry, clean and bright. No smears, removable stains, finger marks and graffiti.

Dust, dirt, stains, heavy finger markings, graffiti

Pipes and Surrounds

Clean, dry and free from dust and dirt.

Dusty, stained and soiled.

Pipes, radiators, storage heaters, towel rails etc

Removal of all types of dirt, dust and stains leaving the surfaces clean, bright and shiny.

Build up of dirt, dust, stains etc marks made as a result of cleaning floors, walls etc. Grease or finger marks.

Plug and Chain Removal of all dust and dirt. Film of grease, build up of soap or lime.

Paper Towel dispensers

All surfaces clean and bright, wiped free of finger marks and other stains. Sufficient supply of towels of either description to last until next refill.

Build up of dirt, dust, finger marks and other stains. No towels.

Shower Curtains Removal of all stains and water marks. Curtains may require occasional washing.

Staining from old soap, dust, talcum powder etc.

Shower Gullies Removal of all soiling leaving surfaces hygienically clean.

Accumulated grease and soiling, hair in drain hole.

Showers, Hand Basins, Sinks etc

Ceramic and steel left in a dry and shiny condition with water run marks removed from edges.

Tide marks, scum, limescale, build up of soap deposits removable discolouration.

Soap Dispensers Surfaces free from dirt, dust, soap deposits and wiped dry and bright.

Dust and dried soap adhering to handle. Dulled surface if glass or chrome.


ITEM REQUIRED STANDARD UNACCEPTABLE STANDARDTaps Removal of all dirty marks

and lime, polished with dry cloth to enhance finish.

Chrome finish taps wholly or predominately dull, having regard to age etc. soap or lime encrustation dirt or grime at base of taps.

Telephones Removal of all soiling, leaving all surfaces including the mouth and earpiece in a hygienically clean and shiny condition.

Build of dirt, dust and stains. Greasiness and other accumulated dirt in mouthpiece and earpiece.

Toilet Floors Clean. Free from soil, dust, debris and other matter arising from the day’s use. Dry and where applicable, shiny.

Mop marks, build up of dirt, dust, soil across floor and around bases of pans, sinks and other fittings. Stains.

Toilet Roll Holders

Clean off all soiling, sufficient toilet tissue available to last until next refill.

Surface covered in dust and stains. No toilet tissue.

Toilets WC Pans Removal of all soiling and stains leaving the pan in a hygienic condition and ceramic surfaces bright and shiny. Fresh, pleasant smell.

Dust, deposits, water marks, soiling under rim, powder deposits in bend. Unpleasant smell.

Urinals Removal of all stains, deposits, water marks from walls, gullies, corners and overhangs. Surfaces wiped clean and bright. Pleasant smell.

Limescale and other deposits especially under rims in channels and traps. Stains on all surfaces. Build up of dust and dirt. Unpleasant smell.

Wastepaper receptacle, bins, litter bins etc

Removal of all litter and rubbish, wiped clean inside and out. Where applicable clean bag inserted. Fresh smell.

Deposits of dirt adhering to any surface. Smears, stains, unpleasant smell.

WC Seats and Covers

Removal of all dirt, dust and stains. Seat left in a hygienic condition.

Dirty marks adhering to the top or underside, limescale deposits, build up of dirt around hinges.


Section 5

TUPE Information

See separate spreadsheets.

TUPE information is provided by the incumbent contractor and whilst everycare has been taken to assure its accuracy the College does take any responsibility for any errors or omissions.


Transfer of Undertaking (Protection of Employment) Regulations 2014

Subject to the disclosure in writing of the exact terms and conditions of each employee of the College and or the previous Contractor of the College, the Tenderer accepts to offer to take over such employees on similar terms and conditions.

The transferor employer shall fully indemnify the Tenderer for and against all claims, demands, awards, penalties, fines, damages, rights of action, interests, costs, expenses and all other liabilities, the material facts of which occurred prior to the commencement date in respect of any of the transferring employees or any trade unions, staff associations or worker representatives of such transferring employees.

The successful Tenderer shall conform to the Terms of the Transfer of Undertaking (Protection of Employment) Regulations 2014 (TUPE). (Details below).

The College expects to enter into a dialogue with the successful Tenderer to establish the most viable method, which does not expose the College in terms of employment transfer.

According to current understanding the following applies in relation to the existing cleaning staff employed immediately before the transfer of the cleaning services undertaking to the successful Tenderer.

The Tenderer shall:

1. Take over any collective agreement made on behalf of the employees concerned which is in force immediately before transfer and recognise any independent trade unions. If subsequently any adjustment is made to arrangements the Contractor shall be liable for any compensation including payments in respect of any continuous service of the employees concerned with the existing Contractor of the College or with any predecessor employers.

2. Consult jointly as necessary together with the transferor employer (in advance) with any independent recognised Trade Union about the transfer of the undertaking allowing adequate time for consultation, such consideration to include:

Notification that the transfer will take place, its approximate timing and the reasons.

The legal, economic and social implications of the transfer for the affected staff.

The proposed arrangements for running the Cleaning Service, particularly the staffing arrangements.

TUPE information is supplied by the incumbent contractor and the College does not accept any liability for the accuracy of the information. Any queries relating to the TUPE documentation must be treated in the same way as any other query via the approved channel and any response will be distributed to all tenderers. In order to complete the schedule of prices the tenderer will need to calculate pension costs and include it in the schedule in the appropriate place. The College understands that staff are members of the People’s Pension scheme.


Section 6

Schedule of Prices and Form of Tender

Tenderers are required to complete the schedule of prices attached separately in excel format. All prices must be quoted in pounds sterling, and exclusive of Value Added Tax (VAT).

Any projected price increases for years 2 and 3 should be clearly stated in your tender including envisaged staff increments but excluding unknown legislatively imposed price increases. No separate inflationary price increases will be accepted once the contract is in force.

Notes for completing Schedule of Prices:

1. The ‘Total Pay per Annum’ column should represent the number of hours worked a week x the pay rate x the number of contract weeks per annum.

2. The ‘Holiday Pay’ column should represent the cost of replacing staff when on annual leave only where required.

3. Costs entered into the ‘Other Costs’ column should form part of the total contract price but must be described in full.

4. Administration costs such as for insurance etc, must be included within the administration/management costs and not shown as ‘Other Costs’.

Inaccurate completion of the pricing schedules will be taken into account when deciding whether such a tender can be accepted by the College.


FORM OF TENDER

1 I/we the undersigned acknowledge receipt of the following contractdocumentation:

a) Instructions to tenderersb) Form of tenderc) Schedule of pricesd) Specification for the servicese) Contract conditionsf) Details of premises and cleaning schedules containing the College's

best estimate of the quantities of work likely to be required.

2. I/we hereby offer to provide the services set out therein and perform, fulfil and keep all the obligations of the contractor in accordance with the provisions of the contract conditions, and the specification, all for the sums properly due under the contract as calculated in accordance with the price schedules submitted.

3. I/we confirm that:

a) I/we are fully conversant with all the contract documentation, and;b) this tender is submitted strictly in accordance with that contract

documentation and that the insertion by me/us of any conditions qualifying this Tender or any unauthorised alteration to any of the Tender documents may cause the Tender to be rejected and;

d) on being called to do so by the Principal, I/we shall execute the form of agreement acknowledging our willingness to be bound by the contract documentation.

e) I/We certify that the details of this Tender have not been communicated to any other person within or outside the College or adjusted in accordance with any agreement or arrangement with any other person, firm or company;

f) I/We also certify that I/We am/are not a party to a scheme or arrangement under which any other tenderer was reimbursed any part of his/her tender cost;

g) I/We understand that you are not bound to accept the lowest or any tender you may receive, and you will not pay any expenses incurred by us in connection with the preparation and submission of this Tender;


h) we accept and agree to the terms and conditions as set out in the Cleaning Tender documentation and that where such terms are reproduced verbatim in a subsequent contract to supply cleaning services they will also be accepted by the successful tenderer.

i) I/We certify that this is a bona fide Tender.

Signed for and on behalf of the Tenderer:

Signed:

Position/Status:

Tenderer's Name:

Address:

Date:


Appendix A

Contract Award Criteria

EXPLANATION OF SCORING

The award criteria, examples of the types of responses we will be looking for (NB: this list is not exhaustive and is given as a guide) and weighting given to each criteria, on which the tenders will be evaluated are:

Criteria WeightingManagement and Supervisory Levels(e.g. is the onsite management and supervision adequate for the contract, how often will the Area Manager be on site, will there be senior operational management involved) 15Productivity(e.g. are the suggested hours reasonable for the contract, what explanation has been given as to how the hours have been arrived at, how will any increase in productivity be implemented) 8Pay Rates(e.g. do the pay rates meet the TUPE requirements, are they appropriate for this contract, what explanation has been given as to the appropriateness of the pay rates suggested) Type of contract used. 5Demonstrates Ability to Undertake Services(e.g. has information been provided on the methods of delivering the service, has information been provided on the companies organisation structure, does the executive summary highlight the key elements of the tender return, as previous experience of similar contracts been demonstrated) 15Relevant Interpretation of Requirements(e.g. has the tenderer responded to all requirements within the ITT, including the areas addressed in the Scope of Works) 5Procedures for Quality Management(e.g. has information on quality auditing been providing and to what extent, is the quality auditing client or contractor driven, are the results reviewed at senior level by the contractor, how are the results reported to the client) 16Training Programme(e.g. what level of training is provided and to whom, how often is training carried out and by whom, what training records are available) 2References(e.g. what quality of service do references demonstrate) 14Tendered Price(e.g. points awarded based on price compared to other tenders received) 20Total 100

Each criteria is given a score between 0-4 (0= no response, 1 = unsatisfactory, 2 = satisfactory, 3 = good, 4 = excellent). The score is then multiplied by the weighting given to the criteria. From this a Total Score is calculated for each tenderer. It may be necessary for tenderers to attend a bidder interview to clarify certain aspects of the tender.

Long road Sixth Form College Cleaning Tender 2015.