Thomas Hall School ~ Cleaning Tender

Thomas Hall School is a ‘all through’ educational establishment for students aged 4 to 16 years old, with circa 500 students on roll. The School is part of Reach South Academy Trust.

The School is seeking a suitably experienced contractor who has current experience of working within the education sector, preferably within both Primary and Secondary establishments, to demonstrate the knowledge and understanding of contracts of a similar scope. Ideally the successful contractor will have a strong operational base with Exeter and the South West, thus allowing for both adequate contract support and operational flexibility that is to be delivered to support the contract as and when needed moving forwards into this contract term.

The scope of the contract covers all of the cleaning provision within the School. This includes term time daily cleaning, plus a number of weeks for holiday and periodic cleaning during non-term time to provide a deeper clean of the School and its buildings to ensure they are suitably prepared for the beginning of each academic term.

The requirement of the School is that the successful contractor provides a clean and functioning premises, as per the specification, that is fit for purpose at all times through delivering the guaranteed level of input hours. As part of that requirement, the successful contractor is to be proactive in the management of the contract with open lines of communication. That communication must include frequent and proactively provided management information, as well as operating an open book policy.

TUPE is expected to apply and it is anticipated that some employees may be members of the Local Government Pension Scheme (LGPS) and therefore the successful contractor would be expected to gain Admitted Body Status (ABS) in order to continue contributing to the scheme.

A robust level of management support must be provided by the successful contractor to ensure that the detailed specification is delivered within the contract on a consistent basis within the contract period.

The Contractor may be asked to undertake works not included in this Specification. Aside from the cost of materials, where possible additional works should be delivered within the hours of the existing cleaning operatives or, where necessary, provided by additional staff paid for on an agreed hourly basis or by a quoted fixed price.

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 senior management team within Thomas Hall School on the contract performance, as well as Reach South Academy Trust.

The successful contractor will be expected to put forwards both innovation and their proposals for making this contract more environmentally sensitive and carbon neutral moving into this contract term both by way of contract delivery, and also within the successful contractor’s organisation.

The contract will commence on 01 January 2025 for an initial contract period of three years, with the option to extend the contract for a further two 12-month periods. This extension will be granted by mutual consent and on the same terms and conditions as the original contract.

The contract will be fixed price in nature with the successful Supplier also guaranteeing the number of input hours to the contract as well as the quality of the cleaning provision. Financial constraints affecting all schools mean that a robust and cost-effective solution must be provided. Additional information: This is a contract award notice - this contract has already been awarded.