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PRE-QUALIFICATION QUESTIONNAIRE INSTRUCTIONS CLEANING SERVICES TEN 2010/07 SECTION 1. INTRODUCTION AND BACKGROUND Purpose of this document The University of East London (UEL) requires the information sought in this questionnaire from suppliers responding to the relevant OJEU notice number. Responses to the pre-qualification questionnaire will be used in the first step of selecting suppliers to tender. Selected suppliers will be invited to participate further in the procurement. This is a competitive procurement conducted in accordance with the EC Services Directive, as implemented by The Public Contracts Regulations 2006, SI 2006 No.5 Organisation of this document This document contains two sections: 1. introduction, background information and instructions for completion; 2. evaluation approach; Background Information The University of East London are seeking to appoint an experienced and competent contractor to manage its cleaning and associated functions across its mixed building profile within East London. We would expect the contractor to ensure its workforce is appropriately resourced with equipment and materials, well trained and supervised and to be flexible and proactive. Excellent quality systems will be used and fully audited to ensure consistency to agreed standards. Sound environmental approaches will be needed to minimise the University Carbon footprint. Excellent communication and timely management reporting will be expected, with supporting key performance indicators to demonstrate continuous improvement over the life of the contract. The buildings are a mixture of styles and ages ranging from Grade 11 listed to temporary on site accommodation, although the majority of the estate is less than 15 years old. There are two main University Campuses with a small number of satellite buildings There are also plans for future expansion with a new sports complex under construction and a joint development with Birkbeck University in Stratford. The contract will be designed to enable any associated educational institutions to join should the opportunity arise. The current contract expires on 31 July 2011 and there will be staff to be transferred to the new contract who will be subject to TUPE regulations. The new contract will be for an initial period of three years with two possible extensions of an additional year (maximum five years). Building Profiles Academic and office space Residential student accommodation 1170 rooms Semester conference cleaning and room set up External spaces Technical spaces (laboratory and art areas) Medical area (Podiatry hospital) Dance studios Library and IT spaces Staff and Student bar Services Required The following services will be required across its 100,000 m2 estate, mainly weekdays with reduced weekend requirements: High level and furniture cleaning Classroom furniture set-ups Waste and recycling separation and internal transportation Ad hoc Portering / General Assistance General cleaning to all spaces Deep cleaning and periodic treatments across the Estate Residential common area Deep cleaning of residential spaces at the end of teaching year Housekeeping support for conference / summer school periods Provision of hygiene services Provision of all toiletries and waste sacks Window cleaning Timetable for the procurement This is a restricted procedure. Completed PQQs are to be received by Noon 13 January 2011 by e-mail to email@example.com To transfer larger files (over 10 MB), please use the File Transfer System at http://fts.uel.ac.uk/ We plan to hold a meeting for potential bidders to present an outline of our requirements and to describe how to complete the pre-qualification questionnaire. Representatives of East London Business Place will also be in attendance to help companies who are new to the public sector procurement process. This will be held at our Docklands campus on Friday 7 January 2011. To register your interest in attending please notify UEL at firstname.lastname@example.org Full tender documents are planned to be issued to successful contenders in mid February 2011. The indicative date for tender submissions is 1 April 2011, with contract award planned for 1 June 2011 and commencement 1 August 2011. Further timetable details will be issued with full tender specification documents. Instructions for completion Responses to the questionnaire should be clearly marked “TEN 2010/07”. Prospective service providers/suppliers should answer all questions as accurately and concisely as possible. Where a question is not relevant to the responder’s organisation, this should be indicated, with an explanation. Supporting information should be presented in the same order as and should be referenced to the relevant question. Questions should be answered in English. Responses will be evaluated in accordance with the procedures set out in Section 2. In the event that none of the responses are deemed satisfactory, UEL reserves the right to consider alternative procurement options. Failure to furnish the required information, make a satisfactory response to any question, or supply documentation referred to in responses, within the specified timescale, may mean that suppliers will not be invited to participate further. Consortia and sub-contracting Where a consortium or sub-contracting approach is proposed, all information requested should be given in respect of the proposed prime contractor or consortium leader. Relevant information should also be provided in respect of consortium members or sub-contractors who will play a significant role in the delivery of services or products under any ensuing contract. Responses must enable UEL to assess the overall service proposed. Where the proposed prime contractor is a special purpose vehicle or holding company, information should be provided of the extent to which it will call upon the resources and expertise of its members. UEL recognises that arrangements in relation to consortia and sub-contracting may be subject to future change. Suppliers should therefore respond in the light of such arrangements as are currently envisaged. Please provide details of the proportion of any contract awarded under this contract that the prospective partner proposes to subcontract. UEL may seek independent financial and market advice to validate information declared or to assist in the evaluation. Reference site visits or demonstrations and/or presentations are unlikely to be requested at this stage. Due to the size of the contract, no prime contractors with a turnover of less than £4 million will be considered for this tender. Queries about the procurement UEL will not enter into detailed discussion of the requirements at this stage. Any questions about the procurement should be submitted by e-mail to: email@example.com If UEL considers any question or request for clarification to be of material significance, both the query and the response will be communicated, in a suitably anonymous form, to all suppliers who have responded. All responses received and any communication from suppliers will be treated in confidence. Supplier contact point Suppliers have been asked to include a single point of contact in their organisation for their response to the pre-qualification questionnaire. UEL shall not be responsible for contacting the supplier through any route other than the nominated contact. The supplier must therefore undertake to notify any changes relating to the contact promptly. SECTION 2. EVALUATION APPROACH Supplier Selection The objective of the selection process is to assess the responses to the Pre- Qualification Questionnaire and select potential service providers to proceed to the next stage of the procurement. Selection criteria will be a combination of both financial and non-financial factors and will consider: 1) Company history and organisation. Weighting 10% 2) Economic and financial standing – the supplier must be in a sound financial position to participate in a procurement of this size as set out in Regulation 24 of the Public Services Contracts Regulations 2006 (SI 2006 No 5). This may entail independent financial checks. Due to the size of the contract, no prime contractors with a turnover of less than £4 million will be considered for this tender. Weighting 10% Including supplier acceptability – status of supplier in relation to Regulation 23 of the Public Services Contracts Regulations 2006 (SI 2006 No 5). Pass or fail 3) Statutory and Insurance – the company must demonstrate its conformity with Health and Safety and Equal Opportunities legislation and prove adequate insurance is in place. Weighting 5% 4) Supplier capacity and capability – Assessment of the totality of resources and core competences available to the supplier(s). Weighting 30% 5) Experience - The Service Provider must be able to demonstrate a successful track record of providing similar services to those listed in the Official Journal of the European Union (OJEU) notice as set out in Regulation 25 of the Public Services Contracts Regulations 2006 (SI 2006 No. 5). Weighting 35% 6) Quality systems in place. Weighting 10% Failure to provide a satisfactory response to any of the questions may result in UEL not proceeding further with the supplier. The information supplied will be checked for completeness and compliance before responses are evaluated. Evaluation of subsequent stages will be undertaken in accordance with the overall Evaluation Strategy for the project. Where in the opinion of UEL the response is inadequate the supplier may be excluded from further consideration. UEL intends to award any contract based on the basis of the “most economically advantageous offer – in the opinion of UEL”.
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