Athelstan Trust ~ Cleaning Tender

The successful Supplier will be required to provide Cleaning services for The Athelstan Trust:

Bradon Forest School, Wiltshire, SN5 4AT

The Dean Academy, Gloucestershire, GL15 5DZ

Sir William Romney’s School, Gloucestershire GL8 8AE

Chipping Sodbury School, South Gloucestershire, BS37 6EW

The contract: will commence on 1 April 2023 for an initial period of three years, with the opportunity to extend for a further period of two years at the discretion of the governing body. The successful Supplier will invoice the client for one-twelfth of the annual cost on a monthly basis, also guaranteeing both the number of input hours to the contract and the quality of cleaning provision. 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 Client’s requirement shall be for 190 academic days, 5 inset days and 20 days periodic cleaning per annum.

The annual contract value is circa: Bradon Forest £134,400 Dean Academy £102,000 William Romney’s £64,400 Chipping Sodbury £127,800 Total £428,600

Whilst the monthly charge will represent one-twelfth of the contract cost, a reconciliation will take place to reconcile the actual hours worked within the contract. If the hours worked are less than those budgeted for then a credit will be required by the Client. The Client requires that the tendered amount of hours are worked at all times and the successful Supplier is expected to have a system in place to cover for both planned and unplanned leave.

The basis and rationale that the Client requires the successful Supplier to operate to at all times is being able to provide clean schools that are 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 specification and continued innovation of processes throughout the contract term will be pivotal to the success of the new contract.

The Supplier shall provide a comprehensive cleaning service to the sites so as to promote a clean, healthy and safe environment which presents a positive image to all users and visitors.

The sites must at all times meet health, safety and environmental standards appropriate to the sites and their use and the successful Supplier must comply with the Client’s health, safety and environmental policies and procedures. The services must be provided so as not to interrupt the routine of the schools.

The general standard of cleaning shall be in accordance with the BICSc Cleaning Standards, with BICSc training given to all cleaning operatives employed within this contract.

We are seeking a suitably experienced Supplier who has current experience of working within the secondary school or HE / FE market place, ideally with a strong operational base within the Trust’s area, thus allowing for both adequate contract support and the operational flexibility that is to be delivered in support of the contract as and when required.

The initial scope of the contract covers all cleaning provision within the school buildings at Bradon Forest, Dean Academy, Sir William Romney’s and Chipping Sodbury Schools. The successful Supplier will be expected to deliver a concise and detailed method of management reporting at the end of each month thus updating the schools’ senior management team on the contract performance.

The projected cost of cleaning for the current year is circa £428.6K for all buildings (excluding external window cleaning). However, it is believed that through equipment and cleaning material innovation and the effective recruitment, training and supervision of cleaning staff there is opportunity for improvement.

The focus of our requirement is for a high quality cleaning service, fully compliant to the agreed specification at all times.

See SQ Document for further information