Arden Academy is situated in pleasant surroundings in Knowle, Solihull. It is an oversubscribed 11-18 High Performing Specialist Academy. At Arden, all pride themselves on doing the very best for every pupil, helping them achieve their full educational potential as they develop into happy, well-rounded young adults, of whom all can be very proud. In return for the School doing their best, they expect every pupil to match up to the high academic and personal standards that they set as a pre-requisite for being part of the Arden family. Arden is a place where a child can really flourish and all staff will do their very best to see them reach their maximum personal and academic potential.
The tender project is seeking to appoint a Supplier whose initiative and innovation will be welcomed for the provision of cleaning services and lettings management within the facilities for Arden Academy. The high quality service levels proposed, should maintain excellent standards throughout, resulting in a pleasant environment for both the pupils and staff.
The basis and rationale that the Client requires the successful Supplier to operate to at all times, is being able to provide a school that is fit for purpose and that the Supplier is proactive in the management of the contract, thus ensuring that all specifications are achieved and that the frequency of cleans is as detailed within the tender specification.
The contract being tendered is for three years in duration from 1.1.2018 until 31.12.2020 and will be fixed price in nature, with the Supplier invoicing the Client for one-twelfth of the annual cost on a monthly basis.
It should be noted that the successful Supplier will be expected to bring to the contract: innovation; new equipment; and cleaning methods, with BICSc standards being achieved as a minimum, thus ensuring that the highest levels of cleanliness are maintained in all areas at all times and also ensuring that the productivity of the cleaning operatives is enhanced moving forward into the new contract term.
At present 11 cleaning operatives (one of whom is an employee of Arden Academy) are employed to work an average of 257 hours per week, between the hours of 6:00 — 8:00 and 15:30 — 18:00, Monday to Friday, which includes a Contract Manager undertaking cleaning and non-cleaning duties, totalling 30 hours per week.
The value of the current contracts are circa 170 000 GBP + VAT which includes daily cleaning duties for 39 weeks of the year plus 4 weeks' flexible periodic cleaning, washroom services, bin collection twice per week and window cleaning once per annum.
The Client will be responsible for communicating arrangements for out-of-hours use and the lettings service should comprise unlocking, locking and alarming of the relevant buildings in accordance with confirmed bookings, checking and switching off technical equipment, explaining fire procedures and fire risk assessments and ensuring appropriate risk assessments are completed. The successful Supplier will also be responsible for checking fixtures and fittings before and after the letting and keeping signed copies of the lettings agreements.
The successful Supplier will ensure the hirer has made appropriate arrangements for uncollected children and any permission from parents on arrangements for being taken off premises (and emergency contacts) and transportation arrangements.
Whilst the Client 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 Client's objectives:
— To build upon the standards of cleanliness 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 cleaning standards, via a motivated and fully staffed workforce;
— To receive an effective, timely lettings service;
— To receive pro-active management support for the cleaning and lettings staff;
— To hold regular review meetings with the successful Supplier;
— To achieve overall value for money.