St Mary's School and College ~ Tender for Estate Management Services.

Founded in 1922, St. Mary's has become a centre of excellence for the provision of education and life skills development for children with severe and complex Speech, Language and Communication disabilities.

St Mary's takes day and residential children from age 7 through to 19 plus. Students attend the 6th form College from the age of 16.

The School provides excellent facilities and specialist staff including experienced Teachers, Speech and Language Therapists, Occupational Therapists, Physiotherapists, an Audiologist, Educational Psychologist, Psychology Assistants, Teaching and Therapy Assistants and Care staff.

The tender project is seeking to appoint a Contractor whose initiative and innovation will be welcomed for the provision of estate management services within the facilities for St Mary's School and College. The high quality service levels proposed, should deliver excellent standards throughout, resulting in a pleasant environment for both the pupils and staff.

The basis and rationale that the Client requires the successful contractor to operate to at all times, is being able to provide a School 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 service is as detailed within the tender specification.

The contract being tendered is for 3 years in duration from 1.9.2017 until 31.7.2020, with an option to further extend during the contract term and will be fixed price in nature, with the Contractor invoicing the Client for 1/12th of the annual cost on a monthly basis. 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 Contractor will be required to implement a computer based Fault reporting system, to be made available to all staff, to:

- Report all faults, concerns and requests for assistance;

- Categorise them by function and priority;

- Acknowledge receipt to the sender;

- Record action to be taken;

- Record the remedial action taken;

- Record the time-scale for First Fix and Remedy / Final Fix was achieved;

- Provide feedback to the sender, for acceptance or comment;

- Provide periodic performance reports to the School (weekly / monthly / annual).

The above system to be also used to monitor Planned Preventative Maintenance tasks.

At present 8 estate management operatives (7.75 FTE) are employed year round for planned preventative maintenance and on call duties, including grounds maintenance tasks and work between the hours of 8:00 - 18:30 predominantly Monday to Friday, which includes a supervisory role, totalling 40 hours per week.

Further information is provided in the procurement documents.

Additional information: Interest in the selection process should be expressed via email only to [email protected] clearly stating within this email which contract / notice you are referring to. Please also provide, as a minimum, a contact name, full company postal address and telephone number.

The Selection Questionnaire and associated documents can be obtained at: https://www.litmuspartnership.co.uk/project/st_marys_school_and_college__estate_management_services

The closing date for receipt of the Selection Questionnaire is 5.5.2017 (12:00). Suppliers are required to ensure that documents are obtained and returned to The Litmus Partnership Limited, by email to [email protected] by the above closing date and time.

Documents in respect of economic / financial standing (where indicated in the Selection Questionnaire) shall be returned to The Litmus Partnership Limited, by email to [email protected] by the above closing date and time.

It will be the Supplier's responsibility to obtain any necessary documents in order to submit a response by the closing date and time.

The contracting authority reserves the right not to award any or part of the contract which is the subject of this Contract Notice and reserves the right to terminate the procurement process at any time.

The contracting authority will not be liable for any costs incurred by those expressing an interest in tendering for this contract opportunity.

The contracting authority will consider variant bids, evaluating them (so far as the variant or the evaluation of the variant is in the opinion of the contracting authority practicable) on the same basis as a conforming bid, but shall not be obliged to accept any such bid in preference to a conforming bid even if the variant bid scores more highly. No variant will be considered unless the bidder simultaneously submits a conforming bid.