All Saints’ Academy, Cheltenham ~ Cleaning Services Tender

The successful Supplier will be required to provide Cleaning services for All Saints’ Academy.

This is the first time the Academy has subjected its current in-house cleaning service to a competitive tender process.

The cleaning contract will commence on 1 January 2022 for an initial period of three years, with the opportunity to extend for a further period of 2 years at the discretion of the Board of Trustees. The successful contractor 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 Academy requirement shall be for 190 academic days, 5 inset days and 20 days periodic cleaning per annum. It is likely the cleaning supervisor shall have responsibilities for the opening of the Academy during 190 academic days and 5 inset days.

Whilst the monthly charge will represent one-twelfth of the contract cost, a reconciliation will take place monthly to reconcile the actual hours worked within the contract. If the hours worked are less than those budgeted for a credit will be required by the Academy. The Academy require that the tendered amount of hours are worked at all times and the successful contractor is expected to have a system in place to cover for both planned and unplanned leave. There shall be a requirement for 2 hours’ external litter picking throughout the whole site from 14:00 to 16:00 on each of the 190 academic days.

The basis and rationale that the Client requires the successful contractor to operate to at all times is being able to provide a clean Academy building that is fit for purpose and that the Contractor 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 Innovation and continued innovation of processes throughout the contract term will be pivotal to the success of the new contract.

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

The Site must at all times meet health, safety and environmental standards appropriate to the Site and its use and the successful Contractor 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 Site.

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 contractor who has current experience of working within the secondary school or HE/FE market place, ideally with a strong operational base within the Cheltenham 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 scope of the contract covers all cleaning provision within Academy buildings. The successful contractor will be expected to deliver a concise and detailed method of management reporting at the end of each month thus updating the senior management team within the School on the contract performance.

The projected cost of cleaning for the current year is circa £150K. This sum excludes periodic cleaning of external windows and internal high level atrium, also the summer deep cleaning of all carpets. The successful contractor shall have the opportunity to quote separately for these additional services.

Please see SQ Document for further details.