Building and facilities management services

Description

Founded in 1922, St Mary's has become a centre of excellence for the provision of education and life skills development for children with severe and complex Speech, Language and Communication disabilities. St Mary's takes day and residential children from age 7 through to 19 plus. Students attend the 6th form College from the age of 16. The School provides excellent facilities and specialist staff including experienced Teachers, Speech and Language Therapists, Occupational Therapists, Physiotherapists, an Audiologist, Educational Psychologist, Psychology Assistants, Teaching and Therapy Assistants and Care staff. The tender project is seeking to appoint a Contractor whose initiative and innovation will be welcomed for the provision of estate management services within the facilities for St Mary's School and College. The high quality service levels proposed, should deliver excellent standards throughout, resulting in a pleasant environment for both the pupils and staff. The basis and rationale that the Client requires the successful contractor to operate to at all times, is being able to provide a School that is fit for purpose and that the Contractor is proactive in the management of the contract, thus ensuring that all specifications are achieved and that the frequency of service is as detailed within the tender specification. The contract being tendered is for three years in duration from 1.9.2017 until 31.7.2020, with an option to further extend during the contract term and will be fixed price in nature, with the Contractor invoicing the Client for one-twelfth of the annual cost on a monthly basis. Any variations to the contract that are requested by the Client should be invoiced at the agreed rate and should be calculated on an hourly rate per employee needed to carry out the variation, to the satisfaction of the contract supervising officer. The Contractor will be required to implement a computer based Fault reporting system, to be made available to all staff, to: — Report all faults, concerns and requests for assistance; — Categorise them by function and priority; — Acknowledge receipt to the sender; — Record action to be taken; — Record the remedial action taken; — Record the timescale for First Fix and Remedy / Final Fix was achieved; — Provide feedback to the sender, for acceptance or comment; — Provide periodic performance reports to the School (weekly / monthly / annual). The above system to be also used to monitor Planned Preventative Maintenance tasks. At present 8 estate management operatives (7.75 FTE) are employed year round for planned preventative maintenance and on call duties, including grounds maintenance tasks and work between the hours of 8:00–18:30 predominantly Monday to Friday, which includes a supervisory role, totalling 40 hours per week. On call staff are paid to be on call and then charge call out costs, in order to deal with alarms and minor repairs. Estate management operatives collect pupils from 2 nearby houses and return them at the end of the School day, in minibuses provided by the School. Estate management operatives also support a pupil in after school activity, by driving the bus to take the pupil horse riding. This is included within the hours detailed. Whilst the School prioritises value for money as a key objective of the competitive tender process, the Governing body is not obliged to accept the lowest price. The School's objectives: — To build upon the effectiveness of estates management within the School; — To generate an improved learning environment for all students, within the School; — To receive a service that complies with the service standards; — To receive consistently high quality maintenance standards, via a motivated and fully staffed workforce; — To receive pro-active management support for the estates management staff and sub-contractors; — To hold regular review meetings with the successful contractor; — To achieve overall value for money.