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Invitation to Tender for York High School Cleaning Contract 2018-2022

OJEU Publication Date: 10th March 2018

PART B: TENDER RESPONSE DOCUMENT

PLEASE NOTE: DO NOT RETURN THIS DOCUMENT WITH YOUR SQ SUBMISSION

To be completed and uploaded on to the procurement dedicated e- mail address [email protected]

This Tender has been submitted by ……………………………………………………..

mailto:[email protected]

York High School Cleaning Contract 2018 – 2022 COMMERCIAL IN CONFIDENCE

Table of Contents

This is Part B for completion by the Potential Supplier and returned in accordance with the instructions given in ITT Part A – Instructions and Information.

PART B: Response Document

SCHEDULE 1: SPECIFICATION..........................................................................................................3SCHEDULE 2: AWARD QUESTIONS..................................................................................................4SCHEDULE 3: COMMERCIAL SCHEDULE.......................................................................................7SCHEDULE 4: FORM OF TENDER....................................................................................................11SCHEDULE 5: CERTIFICATION OF NON-COLLUSION AND NON-CANVASSING........................13SCHEDULE 6: TERMS AND CONDITIONS OF CONTRACT............................................................15ANNEX B1: CONTRACT ADMINISTRATIVE INSTRUCTIONS.........................................................16ANNEX B2: CHECKLIST OF TENDER SUBMISSION.......................................................................17

Please read this entire document before completing your response

York High School Cleaning Contract of 17 March 2018Part B: Response Document


SCHEDULE 1: SPECIFICATION

Note to Potential Suppliers: This Specification will be inserted into Schedule 1 of the Contract (Specification and Tender Response Document).

The specification for York High School Cleaning Contract (attached as a separate document)



SCHEDULE 2: AWARD QUESTIONS

Note to Potential Suppliers: Your response to this Schedule 2 will be included in Schedule 5 (Specification and Tender Response Document) of the Contract.

Responses to this ITT will be evaluated in line with the award criteria stated in the Invitation to Tender document (refer to the ITT Part A – Instructions to Potential Suppliers. for further guidance).

Award Question Instructions:

1.1. Potential Suppliers are required to submit detailed question responses in order to fully describe the services offered and to demonstrate how the bid will meet the requirements of the service specification. Each question response must provide the key information by which submissions will be evaluated.

1.2. It is important that Potential Suppliers refer to the tender evaluation criteria provided within the Tender Instructions document, and ensure the inclusion of all information tenderers want the Trust to take into consideration within the question response. The Trust is unable to use any previous knowledge of your organisation to influence our decisions. Points for quality will be awarded based purely on the quality and detail of your response to each question.

1.3. A separate question response is required to support each award question and/or sub-question. These question responses will then subsequently be evaluated as part of your bid proposal.

1.4. This template has been provided for Potential Suppliers to use when submitting their question response. Potential Suppliers should type their responses directly into the pages below. Please be mindful that the Trust wishes to discourage the submission of excessive promotional literature that is not relevant to the requirements of this tender.

1.5. Please do not alter the font size or margin settings on this template.

Bidder(s) response to Non-Price (quality) Questions.



Please complete each section, giving evidence of how you meet each relevant element of the tendering specification. All questions within this document will be scored. Questions are split into categories, scored against set marks and weightings as outlined in the below.

Table:Question Number Category Max Score

AvailableMax % Weighting per Question

Overall Weighting

Schedule 2 - Part B Award Questions

Non-Price (quality) 30

30%

Quality Question1 10 25%Quality Question2 10 25%Quality Question3 10 25%Quality Question4 10 25%Schedule 3 - Commercial Schedule Price 70 70%Price Question 1 As set out in the

general instructions of the commercial section

TOTAL 100%

Scoring CriteriaAll questions will be attributed a score between 0-10 as per scoring criteria outlined in table 2 below with the exception of Schedule 3 – Commercial Schedule (details of the scoring methodology for Schedule 3 is provided in section 5 of Part A Bidder Instructions And General Information)

Score Performance

10 Fully comprehensive and appropriate response

8 Response of a high standard with a highly appropriate understanding of the question

6 Response illustrates a good understanding of the matter in question. Would benefit from further detail

4 Response illustrates a basic understanding of the matter in question but lacks detail

2 Very limited response lacking in appropriate detail

0 No response submitted or response not relevant

PLEASE NOTE: 30% of your total score is allocated to this section.

Please answer each of the questions as fully as possible in no more than 1000 words per individual question (unless instructed otherwise) in the boxes provided. Do not merge any of your answers to the questions together – answer each question separately.

Please enlarge the boxes as necessary but do no not attach any additional sheets do not merge any of your answers to the questions together – answer each question separately.



All answers to the section must be provided in this document.

Tenderers are to respond to all questions in this section.

1. The Tenderer is asked to set out the specific arrangements that will be implemented to achieve the standards required by the specification with a minimum 97% score at all inspections by our monitoring team.

Weighting: 25%) of the total quality score / word limit: 1000 words

Response:

2. The Tenderer is asked to state the financial control measures to be applied to this contract and how these will be used to manage this contract with performance related payments and no inflationary increases.


Response:

3. The School is concerned to ensure that suitable staff committed to the school are recruited and retained. Applicants are therefore asked to briefly set out how they intend to ensure the recruitment and retention of staff able to demonstrate a high degree of commitment to the school and meet the service standards demanded.


Response:

4. Question Based on the information supplied, the Tenderer is asked to provide their staffing plan to deliver the requirements of the specification


Response:



SCHEDULE 3: COMMERCIAL SCHEDULE

Price (whole life cost) Weighting: 70%

c.1 GENERAL INSTRUCTIONS

Please provide full pricing information of your proposed fee and costs associated with the delivery of the contract in the below table.

All pricing should be in pound sterling (£GBP). If applicable please convert currency into UK sterling using the rate published by the European Central Bank on the date you submit your Tender.

Costs should be quoted exclusive of VAT. Please confirm this in your Commercial Schedule, and indicate if the project will attract VAT and at what rate.

If your proposal includes costs for sub-contractors these costs must be identified and shown inclusive of any VAT they will charge you.

All prices will remain fixed for the initial duration of the contract (48 months). Price increases will be negotiated as part of each extension and will be a material part of the decision as to whether to extend the contract.

Prices quoted shall be the maximum allowed under the contract. The tender evaluation contract price as determined by:

Daily Cleaning contract pricePlusThe total of all Routine Periodic Cleaning Price as if one task of each were performedPlusNon- Routine Total Cleaning cost as if the contractor had completed all the tasks shown in the pricing documentPlus20 hours Emergency cleaning service by two cleanersLessThe sum of percentage discount from the achievement of a monitoring score at the following levels of performance

95-96.99% 94-94.99% 93-93.99% 92-93.99% 91-91.99%

The Tender that achieves the lowest tender evaluation price will be awarded the full 70% score available for the Price Evaluation. The remaining Tenderers will achieve a score in proportion to the lowest tendered price:



Note: The Tenderer’s attention is drawn to the Performance Management section of this contract that stipulates that performance below 90% will be subject to liquidated and ascertained damages where the school brings in additional resources to remedy poor performance.

Routine daily cleaning and periodic cleaning

Price per annum (100% of contract price)

Contractor discount against price per annum for different performance levels. No discount is required for performance levels at 97% and above. Tenderers are required to provide a discount of at least 2% against the annual contract price divided by 12 for each occasion the contractor is found to have performed at each level of performance shown. Failure to do so will result in the rejection of your tender:

Performance level

97%- 100%

95-96.99%

94-94.99%

93-93.99%

92-92.99%

91-91.99%

90-90.99%

Discount against contract price

0

Non routine cleaning

Floors

Job reference

Nature of work Units Price £

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 MetreJ5 Apply coat of polish Per Sq MetreJ6 Scrub to remove

traces of wax and pre-seal

Per Sq Metre

J7 Shampoo carpet Per Sq MetreJ8 Repaint sports court

liningsPer Sq Metre

J9 Sand Floors Per Sq Metre



WallsJob reference


M1 Wall clean up to 2M

Per sq metre

M2 Wall clean 2-4m Per Sq MetreM3 Wall clean over 4m Per Sq Metre

Heavy equipment/furniture

Job reference


N1 Clean beneath semi-permanent furniture

Per item

N2 Clean semi permanent furniture

Per item

Light fittings

Job reference


Q1 Clean light fittings Per fitting

Ceilings

Job reference


R1 Clean ceilings up to 3.5m in height

Per sq metre

R2 Clean ceilings up to 4.5m in height

Per Sq Metre

R3 Clean ceilings over 4.5m in height

Per Sq Metre

Curtains and blinds

Job reference


S1 Clean curtains Per sq metreS2 Clean blinds Per sq metre

Bookshelves

Job reference


O2 Clean bookshelves Per linear metre



and books

Moveable Furniture

Job reference


O4 Seal strip, reseal and polish

Per item

O5 Polish strip and re-polish

Per item

Barrier Matting

Job reference


J1 Hosing Clean Per barrier mat

Emergency Cleaning

Price per cleaner per hour required……………………………………………………….



SCHEDULE 4: FORM OF TENDER

To: York High SchoolCornlands Road, Acomb, York YO24 3WZ

For the attention of: Mr Ian Parnaby

Date:

Dear Sir or Madam

Tender for the Contract

I/We, the undersigned, tender and offer to provide the Contract as listed below, which is more particularly referred to in the Invitation to Tender supplied to me/us for the purpose of tendering for the provision of the Contract and upon the terms of the Contract.

Attached to this Form of Tender (Schedule 4) are the following:

1 My/our response to Schedule 2 of the ITT (Tender Response Parts A - B)

2 The completed my/our response to Schedule 3 of the ITT (Commercial Schedule)

3 A signed Certificate of Non Collusion and Non Canvassing (Schedule 5)

I/We confirm that the I/we can supply the Contract as specified in the Invitation to Tender and in accordance with the Commercial Schedule supplied.

I/We confirm that we accept the Contract as issued with the Invitation to Tender. I/We agree in the event of acceptance of our Tender to the Standard Terms and Conditions or Special Terms and Conditions agreed by the School to execute the Contract within 15 business days of acceptance (or otherwise as agreed with the Trust), and in the interim, provide the Contract in accordance with the Contract.

I/We understand that the School reserves the right to accept or refuse this Tender whether it is lower, the same, or higher than any other Tender.



I/We confirm that:

the information supplied to you and forming part of this Tender; and

(To avoid doubt) any information that I/we supplied to you as part of my/our initial expression of interest in tendering was true when made and remains true and accurate in all respects.

I/We confirm that this Tender will remain valid for 120 days from the date of this Form of Tender.

I/We confirm and undertake that if any of such information becomes untrue or misleading that I/we shall notify you immediately and update such information as needed.

I/We confirm that I/We are authorised to commit the supplier to the Contractual obligations contained in the Invitation to Tender and the Contract.

I/We understand that the Trust reserves the right to accept or refuse this Tender whether it is the lower, the same, or higher than any other Tender.

Name of person duly authorised to sign tenders: [insert name]

Date: [insert date]

Signature: [your signature]

in the capacity of: [your position]duly authorised to sign tenders for and on behalf of: [insert Organisation name]

(Organisation Name)



SCHEDULE 5: CERTIFICATION OF NON-COLLUSION AND NON-CANVASSING

Provision of York High School Cleaning Contract (the ’Contract’)

To: York High SchoolCornlands Road, Acomb, York YO24 3WZ

For the attention of: Mr Ian Parnaby

Date: [insert date]

Statement of non-canvassing

I/we hereby certify that I/we have not canvassed any governor, Director, employee, representative or adviser of the Trust in connection with this Tender and the proposed award of the Contract by the Trust, and that no person employed by me/us or acting on my/our behalf, or advising me/us, has done any such act. I/we agree that the Trust may, in consideration of this bid, and in any subsequent actions, rely upon the statements made in this Certificate.

I/we further hereby undertake that I/we will not canvass any governor, Director, employee, representative or adviser of the Trust in connection with the award of the Contract and that no person employed by me/us or acting on my/our behalf, or advising me/us, will do any such act.

Statement of non-collusion

The essence of the public procurement process for selective tendering for the Contract is that York High School shall receive bona fide competitive Tenders from all Potential Suppliers.

In recognition of this principle, I/we certify that this is a bona fide offer, intended to be competitive and that I/we have not fixed or adjusted the amount of the offer or the price in accordance with any agreement or arrangement with any other person (except any sub-contractor identified in this offer).I/we also certify that I/we have not done, and undertake that I/we will not do, at any time during the tender process or in the event of my/our tender being successful while the resulting Contract is in force, any of the following acts:

(a) communicate to any person, other than the Trust, the amount or approximate amount of my/our proposed offer except where the disclosure in confidence of the approximate value of the Tender was essential to obtain insurance premium quotations required for the preparation of the Tender; or



(b) enter into any agreement or agreements with any other person that they shall refrain from tendering to the Trust or as to the amount of any offer submitted by them; or

(c) cause or induce any person to enter into such an agreement as is mentioned in paragraph 1 and 2 above or to inform us of the amount or the approximate amount of any rival Tender for the Contract; or

(d) commit any offence under the Public Bodies Corrupt Practices Act 1889, the Prevention of Corruption Acts 1889 to 1916 nor under Section 117 of the Local Government Act 1972; or

(e) offer or agree to pay or give or actually pay or give any sum of money, inducement or valuable consideration, directly or indirectly, to any person for doing or having done or having caused to be done in relation to any other Tender or proposed Tender for the performance of the Project covered by the Tender, any act or omission as within the Bribery Act 2010.

In this Certificate, the word ’person’ includes any person, body or association, corporate or incorporate and ‘agreement’ includes any arrangement whether formal or informal and whether legally binding or not.

I/we agree that the Trust may, in its consideration of the offer and in any subsequent actions, rely upon the statements made in this Certificate.

Name of person duly authorised to sign tenders: [insert name]

Date: [insert date]

Signature: [your signature]

in the capacity of: [your position]duly authorised to sign tenders for and on behalf of: [insert Organisation name]

(Organisation Name)



SCHEDULE 6: TERMS AND CONDITIONS OF CONTRACT

City of York Council Standard Terms and Conditions for the Provision of York High School Cleaning Contract (attached as a separate document)

The following documents shall form part of the Contract between York High School and the Preferred Supplier which shall be legally binding on both parties:

1. The Contract terms and conditions 2. Schedule 1: The Specifications. 3. Schedule 2: Tender Response (as completed by the Preferred

Supplier).3. Pricing schedule (as completed by the Preferred Supplier).



ANNEX B1: CONTRACT ADMINISTRATIVE INSTRUCTIONS

Note to Potential Suppliers: Please complete this Annex. If you are awarded the contract the details you provide here will be copied into City of York Terms and Conditions for the Supply of Goods and the Provision of Services Schedule 1: (Key Provisions).

1 CONTRACT MANAGERS

For the Supplier, the Contract Manager at the commencement of the contract will be as follows (see clause 3 of schedule 6, Appendix A):Name [Insert name]

Contact details

[Insert address, e-mail address]

Role [Insert details]

2 NOTICES

Any notices served on the Supplier under the contract are to be delivered to (see clause 4 of schedule 6, Appendix A)): Name [Insert name]

Address [Insert address]

Role [Insert details]

3 MANAGEMENT LEVELS FOR DISPUTE RESOLUTION

The management levels at which a dispute will be dealt with are as follows (see Appendix clause 5 of schedule 6, Appendix A): Level Supplier representative

1 [insert role]

2 [insert role]

3 [insert role]



ANNEX B2: CHECKLIST OF TENDER SUBMISSION

Before returning this document, please check you have answered all questions applicable to you and signed all declarations contained within this Tender Response Document

DO NOT enclose brochures, testimonials, company reports, or other supplementary information not requested in this document.

CHECKLIST:

Please ensure that you have: Tick Below

Completed all questions within the tender Award Questions (Schedule 2)

Completed the tender Commercial Schedule (Schedule 3)

Completed the Form of Tender (Schedule 4)

Completed the Certification of Non-Collusion and Non-Canvassing (Schedule 5)

Reviewed and agreed to the Contract Terms and Conditions (Schedule 6)

Completed Annex B1 Contract Administrative Instructions

Signed all declarationsNote: An electronic signature will be sufficient.Any Tender Response Document returned unsigned will not be accepted.

Thank you for your interest in this procurement exercise.


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