Lancaster University is looking to re-tender its Specialised Cleaning Services and aims to establish a framework with up to 3 - 5 suppliers on each lot. The purpose of this Framework Agreement is to ensure the University has a sustainable supply of contractors to meet workload demands and achieves best value for money. The Framework Agreement is split into the following lots: Lot 1 - Full Building Deep Cleaning Lot 2 - Emergency and Hazardous cleaning Lot 3 - Bulk en-suite bathroom pod deep cleaning Lot 4 - Bulk oven deep cleaning Lot 5 - Upholstery, curtains, mattresses and carpets Lot 6 - External Cleaning Lot 7 - Weekend and weekday cleaning and support Lot 8 - Ad hoc/general cleaning support A selection process will take place based on the responses to the Invitation to Participate document which includes the Procurement Specific Questionnaire (PSQ). Up to 8 suppliers will be shortlisted for each Lot and invited to tender. The tender evaluation will comprise a quantitative and qualitative assessment as part of the ITT (Invitation to Tender).

Full building deep clean to all accommodation is on an annual basis following students vacating. This is usually end of June / early July with completion required for arrivals end September / early October. Quick turnover of designated buildings is often required in early July to meet business demands. Accommodation is typically long corridors with shared kitchen and bathroom facilities broken down into flats or en-suite student bedrooms, and shared kitchens divided into flats. Renewal: Further 2 x 12-month extensions to be agreed upon satisfactory performance.

This could include but not limited to water ingress, flooding, fire or vomit removal. Contractor should arrive on site within 1 hour of a call out being received. Please note that most of the work will be out of hours, but a 24-hour call out applies as we have some academic buildings on site which remain open 24 hours per day. Renewal: Further 2 x 12-month extensions to be agreed upon satisfactory performance.

Bulk deep cleaning of bathroom pods within residences on campus typically takes place on an annual basis. It should be noted that these pods will not have received any routine cleaning throughout the year, but students are expected to leave their rooms in a clean and tidy condition. We have a total of 4217 en-suite bathroom pods on campus. Renewal: Further 2 x 12-month extensions to be agreed upon satisfactory performance.

Lancaster University has just over 1370 built in ovens that includes 2 shelves and grill pan. There are also 16 older type floor standing cookers consisting of bottom oven, separate top oven / grill and 4 ring hobs. Renewal: Further 2 x 12-month extensions to be agreed upon satisfactory performance.

Carpet, curtains and upholstery cleaning on campus takes place on a cyclical basis along with a reactive service as and when required. There is a cleaning program through July-September (PDA) as students depart, on average there are 350 mattress cleans, 300 carpet cleans, 200 chairs, 30 curtains through this PDA work. Academic spaces Carpet, curtain, sofa and chair cleaning can occur on a cyclical basis throughout our campus buildings including seminar rooms/Lecture Theatres/teaching spaces, large atriums, receptions and college bar/social spaces. Renewal: Further 2 x 12-month extensions to be agreed upon satisfactory performance.

External Cleaning is typically undertaken seasonally and primarily includes power washing, external signage cleaning, cleaning of barbeque units, glass canopy cleaning, chewing gum removal and facade cleaning. Renewal: Further 2 x 12-month extensions to be agreed upon satisfactory performance.

The university requires support to deliver its cleaning services in several venues around campus. This includes but is not limited to the Pre-school, Library, Sports Centre and College Bars. This work is typically in the evening or weekend, but support could be requested at all times of the day depending on contractor's staff availability. Renewal: Further 2 x 12-month extensions to be agreed upon satisfactory performance.

The university has a number of ad hoc works, and these can be planned for example attendance once /twice per week to deal with multiple requests or will be reactionary involving calling contractors to see who is on site and able to deal with a job. Examples are: • stain removal from carpets / chairs • waste removal • ad hoc accommodation/office cleans • clean and dry areas of water ingress • cleaning / sanitising areas affected by soiling from bodily fluids •One-off window cleaning • graffiti removal • chewing gum removal. Renewal: Further 2 x 12-month extensions to be agreed upon satisfactory performance.

Procurement Act 2023

Competitive flexible procedure

On each occasion the service is required, Lancaster University will articulate the package of work and invite all suppliers appointed to the relevant Framework Lot to submit pricing for the package of work. Please be aware that in some instance small value packages of work could be awarded directly and there is no lower limit. Being appointed to this Framework does not confer an exclusive right to supply services or guarantee that a Supplier will receive any business at all under the Framework Agreement.

This ITP document has been made available through the University's electronic tendering portal (In-Tend). Tenderers must submit their responses to this ITP through this same portal by the deadline stipulated at the top of this letter. Website address: https://supplier.in-end.co.uk/lancaster/home In-Tend Support: 0845 557 8079 E-mail: [email protected] Any queries regarding this ITP must be directed via the In-Tend 'correspondence' function and not sent directly to individual Lancaster University employees or agents by email or otherwise. If you wish to be considered for tendering for this project: Complete and return the Procurement Specific Questionnaire (PSQ) enclosed at Schedule 1 of this ITP via In-Tend. Tenders may be submitted electronically

This ITP document has been made available through the University's electronic tendering portal (In-Tend). Tenderers must submit their responses to this ITP through this same portal by the deadline stipulated at the top of this letter. Website address: https://supplier.in-tend.co.uk/lancaster/home In-Tend Support: 0845 557 8079 E-mail: [email protected] Any queries regarding this ITP must be directed via the In-Tend 'correspondence' function and not sent directly to individual Lancaster University employees or agents by email or otherwise. If you wish to be considered for tendering for this project: Complete and return the Procurement Specific Questionnaire (PSQ) enclosed at Schedule 1 of this ITP via In-Tend. Tenders may be submitted electronically: https://supplier.in-tend.co.uk/lancaster/home