Accommodation cleaning services

Tender description

The University of Southampton (the University) recognises that its halls accommodation is an important influence on the ‘Student Experience’ whilst at university and moreover could influence the application process. The upkeep of its hall of residence is, therefore, a key service to the University and the providers of cleaning services are instrumental in ensuring that the University’s required quality standards are met. The current cleaning provision is provided by a combination of University staff and third party contractors and is managed by the University’s Residences team. To ensure continuity of service and to facilitate value for money, the University is seeking to formally establish a framework agreement with up to 6 suppliers, to identify a ‘pool’ of potential contractors who will be capable of supporting the University in the delivery of these services. Services required include: summer deep cleaning; refresh cleaning; emergency cleaning; and external cleaning. The University of Southampton (the University) recognises that its halls accommodation is an important influence on the ‘Student Experience’ whilst at university and moreover could influence the application process. The upkeep of its hall of residence is, therefore, a key service to the University and the providers of cleaning services are instrumental in ensuring that the University’s required quality standards are met. The current cleaning provision is provided by a combination of University staff and third party contractors and is managed by the University’s Residences team. To ensure continuity of service and to facilitate value for money, the University is seeking to formally establish a framework Agreement with up to 6 suppliers, to identify a ‘pool’ of potential contractors who will be capable of supporting the University in the delivery of these services. Services required include: summer deep cleaning; refresh cleaning; emergency cleaning; and external cleaning (full details of the specification requirements can be found in the File 4 tender document). This invitation to tender scope, guidance and instructions for completion includes details of the estimated scope, volume and value of the anticipated requirement. It is important to note however that, as with any framework agreement, the number of projects and the total scope and volume of services over the term of the framework cannot be accurately predicted and may be variable from year to year. No guarantees can be given as to actual or potential volumes/value of work for suppliers appointed to this framework agreement. In delivering the services, the University expects to award ‘packages’ of work (for example, a set number of rooms to be cleaned over a pre-defined period of time. These packages will form a separate call-off contract under the terms and conditions included within this invitation to tender document set (File 5). This procurement process is being conducted as an open procedure; consisting of only an invitation to tender stage. This aim of this is to result in the award of 6 suppliers to the framework. The University proposes to enter into a framework for 4 years– this will be the maximum contract period, including any potential extensions with the successful tenderers. The estimated value of the framework is in the region of 1 100 000 GBP to 1 200 000 GBP. Tenderers will be aware of the issues surrounding the application of the Transfer of Undertakings (Protection of Employment) Regulations 2006 (‘TUPE’) to the tendering process. The University’s preliminary view is that TUPE will not apply to this framework agreement; however, prospective tenderers must take their own advice on this matter and tender accordingly. Tenderers must not rely on the University view being correct in law. The University accepts no liability whatsoever for any loss or damage suffered by any tenderer who submits a successful bid pursuant to this invitation should it subsequently be held that such bid and the appointment to the framework agreement of the tenderer does constitute a transfer within the meaning of TUPE. The University will not indemnify the Tenderer against any such loss. Tenderers are required to confirm whether their Tender is submitted on the basis that TUPE applies and, where this is so, whether the effects of TUPE have been taken into account in the submission of their rates.