FORM OF TENDER
For the Provision of
CLEANING SERVICES
To be completed in full by all tenderers
This document to be returned
by 1600 hrs on 6th June 2016
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Contents
1.
Introduction ..................................................................................................................... 3
2.
Our structure, assurance and monitoring arrangements ................................................ 4
Our organisational structure ................................................................................................... 4
3.
Disclosure pursuant to the Freedom of Information Act 2000 ....................................... 4
4.
Information to Tenderers ................................................................................................ 6
Introduction and overview ...................................................................................................... 6
5.
Submissions and selection ............................................................................................... 6
6.
TUPE ................................................................................................................................. 7
7.
Proposed Timetable ......................................................................................................... 7
8.
Tender Evaluation Criteria ............................................................................................... 8
9.
Price ................................................................................................................................. 9
10. Technical Capacity/Quality .............................................................................................. 9
11. Completion and Return of Tender ................................................................................. 10
12. Specification ................................................................................................................... 11
13. Costs ............................................................................................................................... 16
14. Reference site visits ....................................................................................................... 16
15. Form of tender ............................................................................................................... 18
16. Declaration of non-collusive tendering ......................................................................... 19
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1.
Introduction
We are a registered charity providing social housing in Bolton. We own and manage more than 18,000
homes in the borough.
We are run by a board and associated committees made up of Councillors, independent members and
tenant members.
We have a board of 12 non-executive directors, one independent co-optee and one staff
representative. These include:

4 elected members (appointed by Bolton Council)

4 tenant members (appointed using a recruitment and selection process)

4 independent members (appointed using a recruitment and selection process)

1 staff representative

1 independent co-optee
The main board is supported by three committees:

Audit committee

Customer committee

Standards committee
Our aim is to create ‘homes and neighbourhoods we can all be proud of’ by:

Maximising income for our organisation so that we remain viable

Maximising income for our customers

Diversification of our range of products and services

Delivering an efficient and well run business

Achieving profitable growth that can be reinvested back into our organisation.
Our commitment to customers is that we will be:

Bold

Open

Professional

Passionate
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2.Our structure, assurance and monitoring arrangements
Our organisational structure
We employ approximately 1,000 staff (full and part time). We operate a matrix approach to management
that enables cross-organisational working to meet our changing needs and generate further efficiency
savings for the organisation.
This means we’re now organised across the following strategic themes:





Business unit
New business unit
Property and place
Customer and community
Strategy and partnerships.
This new way of organising ourselves is also supported by a cultural change programme that we’ve called
‘thinking differently, working differently’.
This will help us to:







3.
Focus staff on multiple business goals
Facilitate innovative solutions leading to increased customer satisfaction
Increase staff focus through responsibility and decision making
Allow for quick and easy transfer of resources – agile working
Increase and improve information flows
Focus on mind set, building skills, networks, informal negotiations to resolve
organisational problems.
Disclosure pursuant to the Freedom of Information Act 2000
In accordance with the obligations placed upon public authorities by the Freedom of Information Act 2000
("the Act"), all information submitted to the Bolton at Home may be disclosed by Bolton at Home in
response to a request made pursuant to the Act.
In respect of any information submitted by Tenderers, which they consider to be commercially sensitive,
Tenderers should:
 clearly identify such information as commercially sensitive;
 explain the implications of disclosure of such information; and

detail the envisaged timeframe during which such information will remain commercially
sensitive
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Please note, even where information is identified as commercially sensitive, Bolton at Home may be
required to disclose such information in accordance with the Act if a request is received. Receipt of any
information marked "confidential" should not be taken to mean that Bolton at Home accepts any duty of
confidence by virtue of the marking.
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4. Information to Tenderers
Introduction and overview
4.1 The contract will provide for office cleaning, as well as a café at our head office, and a town centre shop
and offices
4.2 Details of the locations are contained in the attached pricing schedule
4.3 All providers must include supply of all materials and cleaning equipment. This will not be supplied by
Bolton At Home.
5. Submissions and selection
5.1 It is Bolton at Home’s intention that the successful service provider or providers shall be selected in
accordance with the tender evaluation criteria set out in section 7 of this tender.
5.2 Each Service provider must submit documentary evidence that demonstrates how they intend to
achieve Bolton at Home’s requirements.
5.3 It is intended that this approach should be equitable, auditable and transparent to provide Bolton at
Home’s requirements on the terms specified. This involves detailed analysis of the submitted prices and
responses to each of the key areas that form part of the tender evaluation process.
5.4 The requirements for the submission from the each potential service provider are described in detail
within this Invitation Document.
5.5 Each potential service provider is requested to respond to all questions to enable Bolton at Home to
assess their submissions correctly. Bolton at Home may refer any statement back to a service provider
for clarification, to ensure that the proposals meet with Bolton at Home’s requirements.
5.6 Each submission should set out to provide a full response for the information required.
5.7 Service providers should provide sufficient detail on which Bolton at Home can make an informed
assessment. Each submission must be referenced back to the corresponding paragraphs of this Invitation
Document to which it relates and with the generic title for the submission area.
5.8 Bidders should complete all documents within this tender. Failure to do could result in a tender being
disqualified and removed from the process.
5.9 If service providers provide supporting documentation by way of an appendix to their submissions, then
each appendix should also be appropriately ordered, numbered and referenced.
5.10 Submissions should be specific rather than general. Service providers should not submit generic
documentation and general marketing material will not be considered nor evaluated.
5.11 For ease of submission and clarification during evaluation, the specific parts of the specification in
each of the categories has been sub-divided and referenced. It is up to each Service provider to ensure
that they understand the criteria fully. It is intended that this approach should be equitable, auditable
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and transparent to provide the occupational health service required on the terms specified.
5.12 Service providers should focus their submissions on practical solutions detailing the key inputs,
processes, methods and monitoring arrangements they would propose.
5.13
Service providers should read the tender document carefully.
6. TUPE
6.1
6.2
It is expected that TUPE will apply to this contract.
TUPE information is enclosed on the attached schedule. This is accurate as at week ending 22nd April
2016. The final numbers of staff affected by TUPE might be subject to change prior to contract award. It
is expected that the successful bidder will work with the current provider, to fulfil their legal oblicvations
under the legislation.
7. Proposed Timetable
7.1 The following timetable is subject to change by Bolton at Home but for indication purposes Service
providers are advised of the current expectations outlined in the suitability questionnaire:
Activity
Provisional Dates
Issue of ITT
28.04.2016
Deadline for ITT clarification questions
27.05.2016 12 noon
ITT Response Deadline
07.06.2016 4pm
Evaluation of ITT responses
08.06.2016-03.07.2016
Evaluation of MEAT sign off
08.06.2016-03.07.2016
Produce standstill letters
07.07.2016
Product procurement report
19.07.2016
Pre-contract meeting
September 2016
Contract Award
06.09.2016
7.2 It is intended for the contract to commence 1st November 2016.
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7.3 The Contract period will be for a 1 year initial contract period, with up to 4, 12 month extensions. .
Bolton at Home reserves the right to clarify with tenderers once tender responses have been assessed.
In the event of such clarifications taking place all tenderers will be informed accordingly.
7.4 No Conditions submitted or referred to by the tenderer when tendering shall form part of the Contract
unless specifically agreed to in writing by Bolton at Home.
7.5 Bolton at Home has issued a set of contracting principles which it expects suppliers to accept. Any
requests for amends to these principles must be submitted with the tender documents
7.6 Nothing in this invitation to tender shall bind Bolton at Home to accept the lowest or any tender.
Tenderers are requested to note this position when submitting bids.
7.7 To ensure transparency and fairness all to all bidders, any enquiries regarding the invitation to tender
are to submitted via The Chest by no later than 27 May 2016 Bolton at Home offer no guarantee that
questions received after this date will be answered.
7.8 Any question issued by a tenderer regarding the tender, together with any answers given by Bolton at
Home may be provided to all tenderers who have been invited to bid. Details of the enquirer will not be
disclosed.
8. Tender Evaluation Criteria
8.1 The Contract will be awarded on the basis of the most economically advantageous tender to Bolton at
Home based on the evaluation criteria of (30%) price and (70%) quality. The difference between price
and quality reflects the importance to Bolton at Home that the quality of the service supplied by the
successful tenderer is more important than the lowest cost.
8.2 The tendering will be a two-stage open procedure. Bidders will initially be assessed against the suitability
criteria set-out in this tender document.
8.3 Bidders must complete the suitability questionnaire, and the tender documents. Any bidder unsuccessful
at stage 1 will be notified.
8.4 It is important to note that all submissions must keep within the maximum number of words allowed in
each category. Where submissions are in excess of the maximum the tender will be rejected and not
scored. Tenders where this occurs will be regarded as non-compliant.
Criteria
Weighting
Price
30%
Technical Capacity/Quality
70%
comprising of:
1. Overview of company structure
2. Overview of customer satisfaction
3. Quarterly Management Meetings
4. Quarterly Management Walk Round on lowest
scoring sites
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3%
5%
3%
3%
Criteria
Weighting
5. Supervision / Management
6. Issues Reported
7. Health and Safety
8. Staff changes / Uniform Presentation
9. Innovation
10. Staff training/ qualifications
11. Environmental impact
12. DBS checks
13. Vulnerable customers/ tenants
14. Delivery to cleaning specification
15. Savings
5%
5%
5%
5%
5%
3%
3%
4%
5%
5%
5%
3%
3%
16. Social value
17. Customer service
9. Price
9.1 With regards to the price evaluation the lowest price tenderer will be awarded the maximum price score
(30%) and tenderers will thereafter be ranked and scored in accordance with how much more expensive
their prices are compared to the lowest price, e.g. if tenderer XX is 50% more expensive than the lowest
price it will be awarded 50% less price points than the lowest price tender. If 125% more expensive it will
be awarded 125% less price score making this a minus score.
9.2 The Contract will be awarded on the basis of the most economically advantageous tender. This will
mean assessing that the service provider's tender submission meets the Bolton at Home’s requirements
and that the price offers value for money. Assessment will be made against each of the criteria set out in
this invitation document and will be made on the service providers’ submissions in response to this
invitation and robustness investigations as appropriate. The weighting of such assessment will be on the
basis of 30% price and 70% quality/technical capacity on the criteria as set out below.
10.
Technical Capacity/Quality
10.1 Weighted scores will be calculated by multiplying the score for each quality criteria by its weighting.
Maximum points available will score the maximum 70% and tenderers will thereafter be scored in
accordance with how much lower their score is in comparison with the maximum.
10.2 The successful tenderer will be required to score well in all categories. Where an exceptional low
score is awarded in any single category, Bolton at Home reserves the right to eliminate that tender.
10.3
Feedback will be provided to all un-successful tenderers.
Performance
Judgement
Score
Exceeds the requirements with added benefits, the best offer, in
the area being measured in accordance with the Contract
Excellent
5
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Performance
Judgement
Score
Meets the requirements with added benefits in the area being
measured in accordance with the Contract Document.
Good
4
Meets the requirements in the area being measured in
accordance with the Contract Document.
Acceptable
3
Mostly meets but fails in some of the requirements in the area
being measured in accordance with the Contract Document.
Unsatisfactory
2
Mostly fails but meets some of the requirements in the area
being measured in accordance with the Contract Document.
Poor
1
Does not meet the requirements. Does not comply and / or
insufficient information provided to demonstrate that the
Applicant has the ability or understanding.
Failed
0
Document.
10.4 Prices quoted must anticipate all costs in relation to the provision of the contract as NO
additional costs will be accepted unless approved in writing by Bolton at Home. Additional
cost must be declared in the tender documents for these to be considered.
10.5 Fees and prices must be quoted in pounds sterling to a maximum of 2 decimal places and currency
fluctuations will not form part of the Contract.
10.6 Bolton at Home are seeking a contract sum that will include budget savings for any extension after
year 1 (where extensions apply). It is expected that the provider will provide a saving of 10% per year
of the original contract sum for any extension for year 2 onwards.
10.7
Provider should quote costs excluding VAT at the prevailing rate, currently 20%.
11.
Completion and Return of Tender
11.1 To ensure your tender is considered by Bolton at Home, tenderers should note the following:
11.2 All questions and clarifications must be submitted via The Chest. All replies will sent via The Chest.
Answers and clarifications that may help clarify the tender for all bidders will be shared anonymously.
11.3 All documentation included in this invitation to tender MUST be completed and submitted to Bolton at
Home.
11.4 Tenderers should supply to Bolton at Home ALL information requested.
11.5 Tenders submitted by fax or email, or in hard copy will not be considered.
11.6 CLOSING DATE OF TENDER: 6th June 2016, BY NO LATER THAN 16:00hrs
11.7 Failure to comply with the above may invalidate your tender response.
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12.
Specification
12.1 Please outline below how the contract will be delivered. Service providers should give full details, to
allow the assessment panel to consider the services offered.
12.2
Please note that no generic advertising material will be considered.
12.3
The scores for each of the specific areas are outlined below.
12.4 Bolton at Home expect that service providers will deliver a service directly. No sub-contracting is
permitted for this contract.
12.5
To provide context the list of building and current cleaning hours is attached as Appendix 1
12.6 It is expected that there will be some flex in the hours and premises to be cleaned. Bidders should
allow for this in their submissions, which will be by proper notice.
12.7 Bidders should also allow for flexibility in delivery, to assist the client in dealing with cleaning needs
arising from a number of causes.
12.8 Service providers should refer to the cleaning specification documents at Appendix 2 before
completing the tender. These are the standards that the contract will be measured against.
12.9
Bidders should complete all of the following:





Suitability questionnaire (appendix 1)
Tender document (appendix 2)
Contract price spreadsheet (appendix 3)
Review the contracting principles (appendix 4)
Review the TUPE information provided by Bolton Council
12.10 Complete all sections below:
1. Overview of company structure
Please outline the size of your company including the area covered, business continuity
planning, numbers of staff to deliver service, absences, holiday cover etc.
Weighting
3%
Max 500 words
2. Overview of customer satisfaction
Outline how you will achieve a 90% minimum satisfaction score frequency
consistently.
Max 500 words
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Weighting
5%
3. Quarterly Management Meetings
Outline how you will approach contract management (to involve Facilities Manager /
Contract Manager
Max 500 words
Weighting
3%
4. Quarterly Management Walk Round on lowest scoring sites
Outline your approach to dealing with poor cleaning & your delivery of regular site
visits (to involve local Manager / Cleaning Supervisor / Facilities Manager / Contracts
Manager)
Max 500 words
Weighting
3%
5. Supervision / Management
Outline how you ensure that suitable provision is in place, feedback on performance,
proactively manage staff to maintain highly motivated and efficient staff, deal with
issues that are raised and manage workload to ensure they deliver high level of
standards.
Max 500 words
Weighting
5%
6. Issues Reported
Outline how you will highlight and address common themes across the portfolio and
report to the contract manager and facilities manager.
Max 500 words
Weighting
5%
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7. Health and Safety
Describe how you ensure that you maintain compliance with statutory requirements
including keeping COSHH records and compliance up to date / PAT Testing records /
RAMS / training of staff completed, incident management and how this information is
kept up to date
Max 750 words
Weighting
5%
8. Staff changes / Uniform Presentation
Outline your policies regarding changes to staff, and staff uniforms and how you deal
with unforeseen changes in times of staff shortages
Max 500 words
Weighting
5%
9. Innovation
How will you look to make efficiencies and innovate without impacting on standard
and what input you would expect Bolton at Home to have
Max 500 words
Weighting
5%
10. Staff training/ qualifications
Outline your staff development and training programme for all staff who would be
involved in the delivery of the contract
Max 500 words
Weighting
3%
11. Environmental impact
Describe how you will seek to minimise the environmental impact of delivering the
Weighting
3%
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contract.
Max 750 words
12. DBS checks
It is expected that all staff will be DBS checked. Describe your policy and delivery of
this requirements. It is not expected that BH will be charged for the costs of DBS
checks
Max 500 words
Weighting
4%
13. Vulnerable customers/ tenants
Outline your policy and approach to vulnerable residents and customers. This should
include any vulnerable or adult protection policies, reporting lines, incident
management etc.
Max 750 words
Weighting
5%
14. Delivery to cleaning specification
Bidders can attach method statements showing how they will achieve the
requirements outlined in the specifications. These must not be generic documents,
and must be specific to this contract. Generic method statements will be disregarded,
and result in a low of zero score. All attachments must be referenced back to this
section
Max 1000 words
Weighting
5%
15. Savings
Outline how you will achieve the 10% annual savings after year 1. This must not
include a reduction of staff delivering the contract, or a reduction in terms and
conditions for staff, or the quality of the service delivered.
Max 650 words
Weighting
5%
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16. Social value
Outline how you will support Bolton at Home in achieving its social value aims.
Weighting
3%
Bolton at Home expects that the successful supplier will work with us to, for example:





maximise recruitment opportunities, through targeted recruitment and
training
notification of vacancies within the contract, to allow Bolton at Home to work
with providers to offer and equal access to recruitment
maximise spend within the borough of Bolton
offering innovative ideas to increase the social value of the contract.
In addition to the social value offer from bidders, it will also be a contractual
requirement that 1% of the contract value will be invoiced annually to
support Bolton at Home’s social value fund, which creates opportunities for
tenants.
More information is available on our website and in the social value policy attached
in The Chest
Bolton at Home also asks bidders to sign the Bolton pledge
Max 750 words
17. Customer Service
How do you deal with customer complaints (please provide full procedure with
timescales)
Max 500 words
15
Weighting
3%
13.
Costs
13.1 Service providers should provide costs for delivering the contract as outlined in the attached
schedule, based on the service outline given in the specification.
13.2 Costs should be listed excluding VAT, and allow for the 10% saving for the contract after year 1, to be
listed separately.
13.3 Bidders must complete the pricing schedule spreadsheet in the format it is provided. If additional
information is to be provided, complete the box below, referencing specific parts of the specification or
schedule, and outline reasons for including additional information.
Tender
reference/
specification
section
14.
Supplementary information including any costs, reasoning and information
Reference site visits
14.1 Bolton at Home reserve the right to visit or contact at least one organisation where the provider is
contracted for cleaning services.
14.2 Please provide details or at least two organisations that Bolton at Home can visit to discuss service
provision. These organisations should be within 100 miles.
Company name
Company address
Contact details
Service provided
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15.
Form of tender
Company Name
I/We (the Tenderer) having read the Terms and Conditions for the provision of cleaning services.
I /We hereby offer to supply the services to Bolton at Home specified in the attached schedules (to the
extent which the Company may determine in accepting this Tender) at the price(s) and to the specifications
stated therein.
I/We understand that you may accept the Tender, which may not include the lowest but based on the
evaluation criteria set out in the Invitation to Tender document. No Tenderer will be reimbursed for any
costs incurred in submitting a Tender.
I/We agree that the Terms and Conditions will form the contractual relationship between Bolton At Home
and [ insert name of supplier ]
I/We agree that Tenders are submitted on the condition that Bolton At Home authorised representative(s)
may, after opening of the tender discuss verbally or in writing with any tenderer details of the documents
submitted relating to the proposed works prior to formal acceptance of a tender without any way
committing Bolton At Home to accept such a tender.
It is hereby agreed that any other Contractual Terms and Conditions or any general reservations included in
correspondence emanating from the Tenderer and relating to this Tender shall not be applicable.
Signature:
Position:
Name (Printed):
Date:
Address of Bidder:
Telephone No:
Email address:
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16.
Declaration of non-collusive tendering
In recognition of the principle that the essence of selective tendering is that BOLTON AT HOME shall receive
bona fide competitive Tenders from all those tendering I/WE CERTIFY THAT:
The Tender submitted herewith is a bona fide Tender, intended to be competitive.
I/We have not fixed or adjusted the amount of the Tender under or in accordance with any
agreement or arrangement with any other person.
I/We have not done, and undertake that we will not do at any time before the hour specified for the
return of the Tender, any of the following acts:
(a)
(b)
(c)
communicating with a person other than the person calling for this Tender the amount or
approximate amount of the proposed Tender (except where the disclosure, in confidence, of
the approximate amount of the Tender was essential to obtain insurance premium
quotations required for the preparation of the Tender);
entering into any agreement with any other person that he/she shall refrain from Tendering
or as to the amount of any Tender to be submitted; and
offering, paying, giving or agreeing to give any sum of money or valuable consideration
directly or indirectly to any person for doing, having done, causing or having caused to be
done in relation to any other Tender or proposed Tender any act or thing of the sort
described above.
Signed (Tenderer’s signature):
Name (Print Tenderer’s Name):
For and on behalf of:
Date:
In this declaration:
1
‘Person’ indicates any person, body, or association corporate or incorporate.
2
Any agreement or arrangements includes any transaction of the sort described above, formal or
informal and whether legally binding or not.
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