Publication Date: 31/01/2025
Deadline Date: 14/03/2025
Reference: TKR-20250131-FTS-29275199
Value of Contact: £ 1,600,000
Estimated Annual Value: £320.000
Type of Procedure: Services Contract
Nature of Procurement: Contract Notice
Description:
Lord Williams’s School is a vibrant and well-regarded comprehensive institution that caters to the educational needs of Thame and its surrounding rural communities. Currently, it boasts an enrolment of approximately 2,276 students, including those in the Sixth Form. The school is divided into two campuses: the Lower School, which accommodates students Years 7 to 9, and the Upper School, serving Years 10, 11, and the Sixth Form students.
Across the campuses, the school is equipped with a variety of facilities designed to enhance the learning experience. Including a purpose-built drama studio, sports halls and a new science building, additionally, the Sixth Form has its own dedicated study area and common room.
The tender
The cleaning services at Lord Williams’s School are currently performed through a combination of in-house staff and contracted services at both The Upper School and The Lower School. The school is now initiating a tender process to select a single contractor who can deliver innovative and cost-effective cleaning services for both facilities. The proposed service levels must be of high quality and maintain excellent standards throughout, ensuring a pleasant and conducive environment for both pupils and staff.
The basis and rationale for the client’s requirements is that the successful contractor must ensure the cleaning services at the schools is fit for purpose at all times. Additionally, the contractor must be proactive in managing the contract, ensuring that all specifications are met and that the cleaning frequency, as outlined in the tender specification, is adhered to.
The contract being tendered is from 1st September 2025 to 30th August 2028 with an option to extend for up to a further two years at the discretion of the client. The contract will be fixed price in nature, with the contractor invoicing the client for one-twelfth of the annual cost on a monthly basis.
It should be noted that the successful contractor 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.
Please see SQ Document for more information.
II.2.5) Award criteria
II.2.6) Estimated value:
Value excluding VAT:1600000 Currency: GBP
II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Start: 2025-09-01 End: 2030-08-31
This contract is subject to renewal:no
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number:10
Objective criteria for choosing the limited number of candidates:A minimum of 5 suppliers and a maximum of 10 suppliers will be taken forward to the tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the tender stage.
II.2.10) Information about variants
Variants will be accepted: yes
II.2.11) Information about options
Options: no
II.2.13) Information about European Union funds
The procurement is related to a project and/or programme financed by European Union funds:no
Across the campuses, the school is equipped with a variety of facilities designed to enhance the learning experience. Including a purpose-built drama studio, sports halls and a new science building, additionally, the Sixth Form has its own dedicated study area and common room.
The tender
The cleaning services at Lord Williams’s School are currently performed through a combination of in-house staff and contracted services at both The Upper School and The Lower School. The school is now initiating a tender process to select a single contractor who can deliver innovative and cost-effective cleaning services for both facilities. The proposed service levels must be of high quality and maintain excellent standards throughout, ensuring a pleasant and conducive environment for both pupils and staff.
The basis and rationale for the client’s requirements is that the successful contractor must ensure the cleaning services at the schools is fit for purpose at all times. Additionally, the contractor must be proactive in managing the contract, ensuring that all specifications are met and that the cleaning frequency, as outlined in the tender specification, is adhered to.
The contract being tendered is from 1st September 2025 to 30th August 2028 with an option to extend for up to a further two years at the discretion of the client. The contract will be fixed price in nature, with the contractor invoicing the client for one-twelfth of the annual cost on a monthly basis.
It should be noted that the successful contractor 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.
Please see SQ Document for more information.
II.2.5) Award criteria
II.2.6) Estimated value:
Value excluding VAT:1600000 Currency: GBP
II.2.7) Duration of the contract,framework agreement or dynamic purchasing system
Start: 2025-09-01 End: 2030-08-31
This contract is subject to renewal:no
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged minimum number: 5
Maximum number:10
Objective criteria for choosing the limited number of candidates:A minimum of 5 suppliers and a maximum of 10 suppliers will be taken forward to the tender stage of the process. Where less than 5 suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the tender stage. Where more than 5 suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the tender stage.
II.2.10) Information about variants
Variants will be accepted: yes
II.2.11) Information about options
Options: no
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.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
III.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
III.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure:
Restricted procedure
IV.1.8) Information about the 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: 2025-03-14 Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 2025-04-07
IV.2.4) Languages in which tenders or requests to participate may be submitted:EN
IV.1.1) Type of procedure:
Restricted procedure
IV.1.8) Information about the 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: 2025-03-14 Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date: 2025-04-07
IV.2.4) Languages in which tenders or requests to participate may be submitted:EN
Section VI: Complementary information
VI.1) Information about recurrence:
This is a recurrent procurement:no
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information:
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
It will be the supplier’s responsibility to obtain any necessary documents in order to submit a response by the closing date and time.
The contracting authority reserves the right not to award any or part of the contract which is the subject of this contract notice and reserves the right to terminate the procurement process at any time.
The contracting authority will not be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.
The contracting authority will consider variant bids, evaluating them (so far as the variant or the evaluation of the variant is in the opinion of the contracting authority practicable) on the same basis as a conforming bid, but shall not be obliged to accept any such bid in preference to a conforming bid even if the variant bid scores more highly. No variant will be considered unless the bidder simultaneously submits a conforming bid.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://litmustms.co.uk/tenders/UK-UK-Oxfordshire:-School-cleaning-services./8Z38Y2MX5M
To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/8Z38Y2MX5M
GO Reference:GO-2025131-PRO-29275130
VI.4) Procedures for review
VI.4.1) Review body
Official name: Lord Williams’s School
Postal address:Oxford Rd, Thame
Town:Oxfordshire
Postal code:OX9 2AQ
Country:United Kingdom
Telephone:+44 1276673880
E-mail:[email protected]
VI.
This is a recurrent procurement:no
VI.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
VI.3) Additional information:
The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement.
It will be the supplier’s responsibility to obtain any necessary documents in order to submit a response by the closing date and time.
The contracting authority reserves the right not to award any or part of the contract which is the subject of this contract notice and reserves the right to terminate the procurement process at any time.
The contracting authority will not be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.
The contracting authority will consider variant bids, evaluating them (so far as the variant or the evaluation of the variant is in the opinion of the contracting authority practicable) on the same basis as a conforming bid, but shall not be obliged to accept any such bid in preference to a conforming bid even if the variant bid scores more highly. No variant will be considered unless the bidder simultaneously submits a conforming bid.
For more information about this opportunity, please visit the Delta eSourcing portal at:
https://litmustms.co.uk/tenders/UK-UK-Oxfordshire:-School-cleaning-services./8Z38Y2MX5M
To respond to this opportunity, please click here:
https://litmustms.co.uk/respond/8Z38Y2MX5M
GO Reference:GO-2025131-PRO-29275130
VI.4) Procedures for review
VI.4.1) Review body
Official name: Lord Williams’s School
Postal address:Oxford Rd, Thame
Town:Oxfordshire
Postal code:OX9 2AQ
Country:United Kingdom
Telephone:+44 1276673880
E-mail:[email protected]
VI.
The procurement documents are available for unrestricted and full direct access, free of charge,at:https://litmustms.co.uk/respond/8Z38Y2MX5M
Awarding Authority:
Official name: Lord Williams’s School Postal Address: Oxford Rd, Esh Plaza, Sir Bobby Robson Wa, Thame Town: Oxfordshire Postal Code: OX9 2AQ Country: United Kingdom Telephone: +44 1276673880 Email: [email protected] Internet Address(es): Main address: https://www.lordwilliams.oxon.sch.uk/
