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02 Contract Notice

Residences Cleaning Framework

  • First published: 13 February 2024
  • Last modified: 13 February 2024

Contents

Summary

OCID:
ocds-kuma6s-138981
Published by:
Cardiff University
Authority ID:
AA0258
Publication date:
13 February 2024
Deadline date:
18 April 2024
Notice type:
02 Contract Notice
Has documents:
No
Has SPD:
No
Has Carbon Reduction Plan:
No

Abstract

The purpose of this procurement is to appoint Contract cleaning companies to support Residences Teams with the cleaning of student accommodation. The cleaning requirements span several of our sites with cleaning taking place mainly over the summer months (from June to September), potentially supporting for January arrivals preparation and on an ad hoc basis during the year e.g. one off cleans or to support with the provision of daily cleaning services (due to unforeseen staffing issues). The University requires three types of cleaning services: Deep Clean Service ELS Cleaning Services (3 Phase: Phase 1 deep clean, Phase 2 Housekeeping service, Phase 3 Deep clean) Ad hoc daily housekeeping service CPV: 90911100, 90911100, 90911100, 90911100, 90911100, 90911100.

Full notice text

Contract notice

Section I: Contracting authority

I.1) Name and addresses

Cardiff University

Procurement Services, McKenzie House, 30-36 Newport Road

Cardiff

CF24 0DE

UK

Telephone: +44 2920879648

E-mail: Pricejk@cardiff.ac.uk

NUTS: UKL

Internet address(es)

Main address: http://www.cardiff.ac.uk/business/why-work-with-us/for-suppliers

Address of the buyer profile: https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0258

I.2) Joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge at:

https://in-tendhost.co.uk/cardiffuniversity/aspx/Home


Additional information can be obtained from the abovementioned address


Tenders or requests to participate must be sent electronically to:

https://in-tendhost.co.uk/cardiffuniversity/aspx/Home


I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

Education

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Residences Cleaning Framework

Reference number: CU.1530.JP

II.1.2) Main CPV code

90911100

 

II.1.3) Type of contract

Services

II.1.4) Short description

The purpose of this procurement is to appoint Contract cleaning companies to support Residences Teams with the cleaning of student accommodation.

The cleaning requirements span several of our sites with cleaning taking place mainly over the summer months (from June to September), potentially supporting for January arrivals preparation and on an ad hoc basis during the year e.g. one off cleans or to support with the provision of daily cleaning services (due to unforeseen staffing issues).

The University requires three types of cleaning services:

Deep Clean Service

ELS Cleaning Services (3 Phase: Phase 1 deep clean, Phase 2 Housekeeping service, Phase 3 Deep clean)

Ad hoc daily housekeeping service

II.1.5) Estimated total value

Value excluding VAT: 2 500 000.00  GBP

II.1.6) Information about lots

This contract is divided into lots: Yes

Tenders may be submitted for maximum 2 lots

Maximum number of lots that may be awarded to one tenderer: 2

II.2) Description

Lot No: 1

II.2.1) Title

Talybont South

II.2.2) Additional CPV code(s)

90911100

II.2.3) Place of performance

NUTS code:

UKL22


Main site or place of performance:

Cardiff University

II.2.4) Description of the procurement

The purpose of this procurement is to appoint Contract cleaning companies to support Residences Teams with the cleaning of student accommodation.

The cleaning requirements span several of our sites with cleaning taking place mainly over the summer months (from June to September), potentially supporting for January arrivals preparation and on an ad hoc basis during the year e.g. one off cleans or to support with the provision of daily cleaning services (due to unforeseen staffing issues).

The University requires three types of cleaning services:

Deep Clean Service

ELS Cleaning Services (3 Phase: Phase 1 deep clean, Phase 2 Housekeeping service, Phase 3 Deep clean)

Ad hoc daily housekeeping service

Cleaning services must be provided within the time frames stipulated within Appendix 1 – Cleaning Requirements Lots. Bidders should note that buildings cannot be made available earlier than indicated and must be returned by the deadline date and fully meet the standards as outlined in the relevant cleaning specification(s). Failure to deliver the services by the required date/to the standards expected will result in the University being unable to accommodate guests moving in.

Deep Clean Service

To fulfil this requirement Contractors are required to deep clean buildings which are detailed in Lots 3 to 5 of Appendix 1.

Bidders should refer the following appendices

Appendix 2 – Cleaning Specification Deep Cleans

Appendix 3 – Management of Service Deep Cleans

Successful bidders will be required to achieve the standards detailed in Appendix 2 and manage the service as per Appendix 3.

For this service the Contractor shall provide at its own cost, all the consumables and equipment required to carry out the service, including, but not limited to.

Cleaning products

Cloths, dusters, gloves, etc

Black refuse sacks for non-recyclable, general waste

Green refuse sacks for all recyclable waste

Cleaning equipment such as mops, brushes, buckets etc.

Vacuum cleaners and other electrical equipment

ELS Cleaning Services

To fulfil this requirement Contractors are required to deep clean buildings which are detailed in Lots 1 and 2 of Appendix 1.

Bidders should refer the following appendices

Appendix 4 – Cleaning Specification ELS

Appendix 5 – ELS Management of the Service

Successful bidders will be required to achieve the standards detailed in Appendix 4 and manage the service as per Appendix 5.

For this service the Contractor shall provide at its own cost, all the consumables and equipment required to carry out the service, including, but not limited to.

Cleaning products

Cloths, dusters, gloves, etc

Black refuse sacks for non-recyclable, general waste

Green refuse sacks for all recyclable waste

Cleaning equipment such as mops, brushes, buckets etc.

Vacuum cleaners and other electrical equipment

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 65

Cost criterion: Cost / Weighting: 35

II.2.6) Estimated value

Value excluding VAT: 760 000.00  GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24

This contract is subject to renewal: Yes

Description of renewals:

2 x 12 month extension options

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

The University reserves the right to add locations to a lot during the term of the framework.

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 2

II.2.1) Title

Campus C

II.2.2) Additional CPV code(s)

90911100

II.2.3) Place of performance

NUTS code:

UKL22


Main site or place of performance:

Cardiff University

II.2.4) Description of the procurement

Cleaning services must be provided within the time frames stipulated within Appendix 1 – Cleaning Requirements Lots. Bidders should note that buildings cannot be made available earlier than indicated and must be returned by the deadline date and fully meet the standards as outlined in the relevant cleaning specification(s). Failure to deliver the services by the required date/to the standards expected will result in the University being unable to accommodate guests moving in.

Deep Clean Service

To fulfil this requirement Contractors are required to deep clean buildings which are detailed in Lots 3 to 5 of Appendix 1.

Bidders should refer the following appendices

Appendix 2 – Cleaning Specification Deep Cleans

Appendix 3 – Management of Service Deep Cleans

Successful bidders will be required to achieve the standards detailed in Appendix 2 and manage the service as per Appendix 3.

For this service the Contractor shall provide at its own cost, all the consumables and equipment required to carry out the service, including, but not limited to.

Cleaning products

Cloths, dusters, gloves, etc

Black refuse sacks for non-recyclable, general waste

Green refuse sacks for all recyclable waste

Cleaning equipment such as mops, brushes, buckets etc.

Vacuum cleaners and other electrical equipment

ELS Cleaning Services

To fulfil this requirement Contractors are required to deep clean buildings which are detailed in Lots 1 and 2 of Appendix 1.

Bidders should refer the following appendices

Appendix 4 – Cleaning Specification ELS

Appendix 5 – ELS Management of the Service

Successful bidders will be required to achieve the standards detailed in Appendix 4 and manage the service as per Appendix 5.

For this service the Contractor shall provide at its own cost, all the consumables and equipment required to carry out the service, including, but not limited to.

Cleaning products

Cloths, dusters, gloves, etc

Black refuse sacks for non-recyclable, general waste

Green refuse sacks for all recyclable waste

Cleaning equipment such as mops, brushes, buckets etc.

Vacuum cleaners and other electrical equipment

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 65

Cost criterion: Cost / Weighting: 35

II.2.6) Estimated value

Value excluding VAT: 400 000.00  GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24

This contract is subject to renewal: Yes

Description of renewals:

2 x 12 month extension options

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

The University reserves the right to add locations to a lot during the term of the framework.

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 3

II.2.1) Title

Talybont North, Gate and Court

II.2.2) Additional CPV code(s)

90911100

II.2.3) Place of performance

NUTS code:

UKL22


Main site or place of performance:

Cardiff University

II.2.4) Description of the procurement

Cleaning services must be provided within the time frames stipulated within Appendix 1 – Cleaning Requirements Lots. Bidders should note that buildings cannot be made available earlier than indicated and must be returned by the deadline date and fully meet the standards as outlined in the relevant cleaning specification(s). Failure to deliver the services by the required date/to the standards expected will result in the University being unable to accommodate guests moving in.

Deep Clean Service

To fulfil this requirement Contractors are required to deep clean buildings which are detailed in Lots 3 to 5 of Appendix 1.

Bidders should refer the following appendices

Appendix 2 – Cleaning Specification Deep Cleans

Appendix 3 – Management of Service Deep Cleans

Successful bidders will be required to achieve the standards detailed in Appendix 2 and manage the service as per Appendix 3.

For this service the Contractor shall provide at its own cost, all the consumables and equipment required to carry out the service, including, but not limited to.

Cleaning products

Cloths, dusters, gloves, etc

Black refuse sacks for non-recyclable, general waste

Green refuse sacks for all recyclable waste

Cleaning equipment such as mops, brushes, buckets etc.

Vacuum cleaners and other electrical equipment

ELS Cleaning Services

To fulfil this requirement Contractors are required to deep clean buildings which are detailed in Lots 1 and 2 of Appendix 1.

Bidders should refer the following appendices

Appendix 4 – Cleaning Specification ELS

Appendix 5 – ELS Management of the Service

Successful bidders will be required to achieve the standards detailed in Appendix 4 and manage the service as per Appendix 5.

For this service the Contractor shall provide at its own cost, all the consumables and equipment required to carry out the service, including, but not limited to.

Cleaning products

Cloths, dusters, gloves, etc

Black refuse sacks for non-recyclable, general waste

Green refuse sacks for all recyclable waste

Cleaning equipment such as mops, brushes, buckets etc.

Vacuum cleaners and other electrical equipment

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 65

Cost criterion: Cost / Weighting: 35

II.2.6) Estimated value

Value excluding VAT: 440 000.00  GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24

This contract is subject to renewal: Yes

Description of renewals:

2 x 12 month extension options

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

The University reserves the right to add locations to a lot during the term of the framework.

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 4

II.2.1) Title

Campus A

II.2.2) Additional CPV code(s)

90911100

II.2.3) Place of performance

NUTS code:

UKL22


Main site or place of performance:

Cardiff University

II.2.4) Description of the procurement

Cleaning services must be provided within the time frames stipulated within Appendix 1 – Cleaning Requirements Lots. Bidders should note that buildings cannot be made available earlier than indicated and must be returned by the deadline date and fully meet the standards as outlined in the relevant cleaning specification(s). Failure to deliver the services by the required date/to the standards expected will result in the University being unable to accommodate guests moving in.

Deep Clean Service

To fulfil this requirement Contractors are required to deep clean buildings which are detailed in Lots 3 to 5 of Appendix 1.

Bidders should refer the following appendices

Appendix 2 – Cleaning Specification Deep Cleans

Appendix 3 – Management of Service Deep Cleans

Successful bidders will be required to achieve the standards detailed in Appendix 2 and manage the service as per Appendix 3.

For this service the Contractor shall provide at its own cost, all the consumables and equipment required to carry out the service, including, but not limited to.

Cleaning products

Cloths, dusters, gloves, etc

Black refuse sacks for non-recyclable, general waste

Green refuse sacks for all recyclable waste

Cleaning equipment such as mops, brushes, buckets etc.

Vacuum cleaners and other electrical equipment

ELS Cleaning Services

To fulfil this requirement Contractors are required to deep clean buildings which are detailed in Lots 1 and 2 of Appendix 1.

Bidders should refer the following appendices

Appendix 4 – Cleaning Specification ELS

Appendix 5 – ELS Management of the Service

Successful bidders will be required to achieve the standards detailed in Appendix 4 and manage the service as per Appendix 5.

For this service the Contractor shall provide at its own cost, all the consumables and equipment required to carry out the service, including, but not limited to.

Cleaning products

Cloths, dusters, gloves, etc

Black refuse sacks for non-recyclable, general waste

Green refuse sacks for all recyclable waste

Cleaning equipment such as mops, brushes, buckets etc.

Vacuum cleaners and other electrical equipment

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 65

Cost criterion: Cost / Weighting: 35

II.2.6) Estimated value

Value excluding VAT: 160 000.00  GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24

This contract is subject to renewal: Yes

Description of renewals:

2 x 12 month extension options

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

The University reserves the right to add locations to a lot during the term of the framework.

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Lot No: 5

II.2.1) Title

Campus B, Cartwright Court & Roy Jenkins

II.2.2) Additional CPV code(s)

90911100

II.2.3) Place of performance

NUTS code:

UKL22


Main site or place of performance:

Cardiff University

II.2.4) Description of the procurement

Cleaning services must be provided within the time frames stipulated within Appendix 1 – Cleaning Requirements Lots. Bidders should note that buildings cannot be made available earlier than indicated and must be returned by the deadline date and fully meet the standards as outlined in the relevant cleaning specification(s). Failure to deliver the services by the required date/to the standards expected will result in the University being unable to accommodate guests moving in.

Deep Clean Service

To fulfil this requirement Contractors are required to deep clean buildings which are detailed in Lots 3 to 5 of Appendix 1.

Bidders should refer the following appendices

Appendix 2 – Cleaning Specification Deep Cleans

Appendix 3 – Management of Service Deep Cleans

Successful bidders will be required to achieve the standards detailed in Appendix 2 and manage the service as per Appendix 3.

For this service the Contractor shall provide at its own cost, all the consumables and equipment required to carry out the service, including, but not limited to.

Cleaning products

Cloths, dusters, gloves, etc

Black refuse sacks for non-recyclable, general waste

Green refuse sacks for all recyclable waste

Cleaning equipment such as mops, brushes, buckets etc.

Vacuum cleaners and other electrical equipment

ELS Cleaning Services

To fulfil this requirement Contractors are required to deep clean buildings which are detailed in Lots 1 and 2 of Appendix 1.

Bidders should refer the following appendices

Appendix 4 – Cleaning Specification ELS

Appendix 5 – ELS Management of the Service

Successful bidders will be required to achieve the standards detailed in Appendix 4 and manage the service as per Appendix 5.

For this service the Contractor shall provide at its own cost, all the consumables and equipment required to carry out the service, including, but not limited to.

Cleaning products

Cloths, dusters, gloves, etc

Black refuse sacks for non-recyclable, general waste

Green refuse sacks for all recyclable waste

Cleaning equipment such as mops, brushes, buckets etc.

Vacuum cleaners and other electrical equipment

II.2.5) Award criteria

Criteria below:

Quality criterion: Quality / Weighting: 65

Cost criterion: Cost / Weighting: 35

II.2.6) Estimated value

Value excluding VAT: 240 000.00  GBP

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months: 24

This contract is subject to renewal: Yes

Description of renewals:

2 x 12 month extension options

II.2.9) Information about the limits on the number of candidates to be invited

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options:

The University reserves the right to add locations to a lot during the term of the framework

II.2.13) Information about European Union funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III: Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents


III.2) Conditions related to the contract

Section IV: Procedure

IV.1) Description

IV.1.1) Type of procedure

Open procedure

IV.1.3) Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement with several operators.

Envisaged maximum number of participants to the framework agreement: 14

IV.1.8) Information about Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.2) Time limit for receipt of tenders or requests to participate

Date: 18/04/2024

Local time: 12:00

IV.2.4) Languages in which tenders or requests to participate may be submitted

EN

CY

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 3 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date: 18/04/2024

Local time: 12:00

Section VI: Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published:

February 2028

VI.3) Additional information

Each lot will appoint 1 x Primary supplier with 2 Reserve suppliers (full details are contained within the ITT docs).

Access to the Procurement documents will close at 5pm on 3rd April 2024 in order for Site Visits to take place W/C 8th April 2024. Further details regarding site visits are contained in

Schedule 2 Specification.

All tender costs and liabilities incurred by bidders shall be the sole responsibility of bidders.

The University reserves the right to award the contract in whole or in part.

The University reserves the right to annul the tendering process and not award any contract.

All documents to be priced in GBP and all payments made in GB

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at http://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=138981.

Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:

As stated in the ITT documents.

(WA Ref:138981)

VI.4) Procedures for review

VI.4.1) Review body

High Court

Royal Courts of Justice, The Strand

London

WC2A 2LL

UK

Telephone: +44 2079477501

VI.5) Date of dispatch of this notice

13/02/2024

Coding

Commodity categories

ID Title Parent category
90911100 Accommodation cleaning services Accommodation, building and window cleaning services

Delivery locations

ID Description
1022 Cardiff and Vale of Glamorgan

Alert region restrictions

The buyer has restricted the alert for this notice to suppliers based in the following regions.

ID Description
There are no alert restrictions for this notice.

Document family

Notice details
Publication date:
13 February 2024
Deadline date:
18 April 2024 00:00
Notice type:
02 Contract Notice
Authority name:
Cardiff University
Publication date:
09 July 2024
Notice type:
03 Contract Award Notice - Successful Supplier(s)
Authority name:
Cardiff University

About the buyer

Main contact:
Pricejk@cardiff.ac.uk
Admin contact:
N/a
Technical contact:
N/a
Other contact:
N/a

Further information

Date Details
No further information has been uploaded.

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