School cleaning services

Description

The contract to be awarded as a result of the overall competition is for the provision of catering and cleaning services at Belfast Royal Academy for a 5 year period, subject to satisfactory ongoing performance and annual review. Belfast Royal Academy, at its discretion, may consider proposals which cover both the required catering and cleaning services, or proposals with 1 of these services provided as a main contractor and the other sub-contracted to another company. Belfast Royal Academy is a co-educational day voluntary grammar school. The main school campus, based on the Cliftonville Road site, has approximately 1 400 pupils and 150 staff. The Preparatory Department and Pre-Preparatory Department campus, (the Ben Madigan campus) based at 690 Antrim Road, Belfast, has approx 175 pupils and 25 staff. Catering Services: The provision of catering services is required at the Cliftonville Road campus during school term time only. It is not required for the Ben Madigan campus. Average daily numbers using the cafeteria service at the main campus range from 370 to 400, with an average daily spend of approx. 2,50 GBP per head. Catering services are required 5 days per week throughout the school year, with 1 lunch-time session currently operating for the entire school. Catering services to be provided at Belfast Royal Academy are: — Traditional school meal services for those pupils entitled to free school meals and to those who select a full 2 course meal; — Cafeteria facilities providing a selection of hot and cold food and other items, including healthy choices and vegetarian dishes. The Department of Education (NI) Nutritional Standards for School Lunches must be complied with. A deli bar operates in the cafeteria area, in addition to the main counters. From November, an additional counter in a new multi-purpose area serving hot and cold snacks needs to be serviced during the lunch-time period. This area is mainly to accommodate those who take packed lunches who were previously accommodated in the Assembly Hall. The cleaning Supervisor previously supervised these pupils in the Assembly Hall; — A break time and lunch time hot and cold snack meal (soup, sandwiches, toasties and similar provision to the main canteen, etc.) are offered in the 6th Form Centre; — A mid-morning snack for pupils, staff and visitors; — Where required, supply, maintain and stock vending machines — although the school reserves the right to outsource vending as a separate contract; — Tea/coffee, scones and/or tray bakes for various meetings; — Occasional tea/coffee and refreshments for staff/parent meetings and other meetings as required; — Provide VIP silver service or plate service meals as required — usually once or twice per year. Annual income from hospitality services involving catering for functions and meetings (the last 3 of the services listed above) can range from 26 000 GBP to 30 000 GBP per annum, over and above sales from the cafeteria. Requirements for hospitality services vary on an annual basis. The form of agreement for the provision of catering services will be a Catering Agency Agreement, whereby the appointed contractor will act as agent for Belfast Royal Academy for the provision of catering services to customers of the school and as Principal for the supply to the school of all foodstuffs and other items to be used in the provision of the catering service. The school currently uses a biometric system (using fingerprint data) to register sales transactions for individual customers. The school is responsible for the maintenance and efficient operation of this system. Cleaning Services: The cleaning service is required both for the main school campus and for the Ben Madigan campus. The cleaning service for both campuses will be based on a specification which outlines various cleaning duties to be carried out in the school complex on a daily, weekly, fortnightly and quarterly basis. This will include vacuuming, mopping, damp dusting, removal of stains and spillages and the emptying of bins/removal of rubbish. Cleaners are also occasionally required to remove graffiti from toilet areas, but cleaning and maintenance of playground areas is carried out by the school janitors. The main school campus covers approximately 17 497 square metres of floor space which is spread over 13 buildings on the 1 site and the Ben Madigan campus occupies approximately 1 400 square metres of floor space for the Preparatory Department and 530 square metres for the Pre-Preparatory Department buildings. The daily cleaning service at the main school is normally carried out between the hours of 15:00 to 18:00, 5 days per week during school term time (although some additional hours are required for the on-site supervisor on a daily basis as per the specification). Deep cleaning schedules are organised during school holiday periods. The daily cleaning service at the Ben Madigan site is normally carried out between the hours of 16:00 to 18:30. The cleaning supervisor at Ben Madigan is required to lock up the site after completion of cleaning duties on a daily basis. Cleaning services will not normally be required on the following days: — New Year's Day (or an alternative day if Saturday/Sunday); — Easter Monday and Tuesday; — 1st Monday in May; — 12th and 13th July; — Last Monday in August; — Christmas Day (or an alternative day if Saturday/Sunday); — Boxing Day (or an alternative day if Saturday/Sunday); — 7 other days during the Christmas period (a 2 week break is available during this period). The cleaning service at both sites also involves the provision of cleaning consumables to the school, which are charged on the basis of actual usage, as well as the provision of a mat rental service (currently 23 mats (18 6x4 mats, 1 5x3 mat, 4 logo mats (with 2 for changing) are hired for the main school campus and 3 for the Ben Madigan campus — 1 10x3 mat and 2 logo mats, with 1 retained for changing). In the event that the catering and or cleaning services are sub-contracted to another company, the caterer will have responsibility for cleaning of the catering areas; including daily cleaning of dining and kitchen areas; as well as annual deep cleaning of kitchen areas and equipment. The estimated combined annual value of the cleaning contract at the main school campus and at Ben Madigan is in the range 125 000 GBP to 135 000 GBP plus VAT per annum.