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Find a TenderAwardedContract details notice
Published 20 May 2025, 13:54 BST

Official UK procurement notice

Aspire Academy Trust Supply Agency Services

Official notice

Authority: Aspire Academy Trust (Public body)·On behalf of: PHP LAW LLP

ServicesOpen procedureAbove thresholdSME suitable
Sectors: Business Services & Consultancy (79) Delivery: South West (UKK3)
Published estimate£10,000,000≈ £3.3m / year · £12,000,000 inc. VAT
Submissions closed 23 Jun 2025awarded 21 Jul 2025
Awarded to Zen Educate Limited2 awards
Contract term 3 yrsends 1 Sept 2028 · up to 1 Sept 2030 with extensions · starts 1 Sept 2025

What is being bought

Published requirement description

The contract is for the provision of supply agency services for all schools belonging to the Trust. The Trust appointed a single Supply Agency provider to supply this service. It is the

Trust's expectation that the Provider is responsible for the operation of the supply agency function and provide both emergency and planned absence cover for teachers and teaching assistants including the following requirements:

a. Availability of agency workers that have the required levels of

competence and experience to cover the booking requests.

b. Provision of a dedicated Account Manager for the Trust

c. Best Value for money

d. Robust vetting procedures

e. Comprehensive management information and reporting, with a dedicated platform

f. High levels of school satisfaction.

g. Consistently high-performance levels which meet or exceed KPI requirements.

h. Consolidated invoicing weekly/ monthly as required.

i. Provision of training and expert advice on any legislative requirements related to Agency

Workers.

  • No preliminary market engagement: The justification is that the requirements are not complex or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the supply agency market is known.

CPV: Supply services of personnel including temporary staff

The lotProcurement structure

single lot · value published
Lot #1AwardedRenewal 3 yrsSMEPublished value£10,000,000
Contract period: 1 Sept 2025 – 1 Sept 2028 (3 yrs) · up to 1 Sept 2030 with extensionsValue: £10,000,000 exc. VAT · £12,000,000 inc. VAT
Delivery: South WestEligibility: SME eligible
Extensions: Two further one year extensions (3+1+1)
79620000 Supply services of personnel including temporary staff
Pre-qualification & selection criteria (PQQ)2
  • Economic & financial standing

    A financial appraisal will be based upon a credit check. Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below or equivalent: a. The Recruitment and Employment Confederation b. The Association of Professional Staffing Companies c. Standards in Recruitment

  • Technical & professional ability

    Provide 3 relevant previous contract examples To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the contract.

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored
Quality: 60%Price: 40%
Published sub-criteria (5)
  • Service Provider: 20%
  • Provision of Temporary Workers: 12.5%
  • Vetting Process & Procedures: 10%
  • Contract Mobilisation & Management: 17.5%
  • Overall: 40%
Published award criteria (5)
  • Service Provider
  • Provision of Temporary Workers
  • Vetting Process & Procedures
  • Contract Mobilisation & Management
  • Overall
Conditions of participation2
  • Economic & financial standing

    A financial appraisal will be based upon a credit check. Please confirm whether you already have, or can commit to obtain, prior to the award of the contract, the requirements indicated below or equivalent: a. The Recruitment and Employment Confederation b. The Association of Professional Staffing Companies c. Standards in Recruitment

  • Technical & professional ability

    Provide 3 relevant previous contract examples To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer’s established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the contract.

What this means for your bid
  • Price carries 40 of 100 points: a 10% discount moves about 4 points. The method statement decides this lot, not the discount.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Yes (GPA)
Recurring procurement
Unspecified in notice
First published
20 May 2025, 13:54 BST
Last source update
3 Dec 2025, 09:56 GMT
Award evaluation window
Submission end – 5 Jul 2025
Authority reference
ASP01.52
FTS notice number
2025/S 000-023265
Latest notice
Contract details notice (UK7)
Classification (CPV)
Supply services of personnel including temporary staff
Delivery area
South West (UKK3)
Official registry OCID
ocds-h6vhtk-0518cf Find a Tender
Contract terms summary

Invoices are to be submitted in arrears in a format agreed by the Trust. The Provider must ensure that invoices are raised without delay. Payments will be made by BACS. Invoices shall be supported by detailed electronic information in a format as agreed with the Trust. Completed timesheets shall be submitted electronically (either by the Supply Agency Worker or the Provider) to the Trust for authorisation. The Provider shall only process timesheets that have been authorised by the Trust.

Review and risk notes
Risks

Risks to contract performance are: Compliance and Regulatory Risks: Failure to comply with regulations and standards can lead to legal penalties and increased liability. Regular updates to safety regulations may require ongoing adjustments to the contract and services provided. Operational Risks: Delays in response times for the provision of workers. Not being able to fullfil the bookings Financial Risks: Inaccurate cost estimates or underfunding can lead to incomplete or substandard service delivery. Vendor Risks: A Contractor may fail to meet contractual obligations or commit a matereial breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of fire and security systems. Cybersecurity threats to digital security systems can compromise sensitive information and system integrity. Communication Risks: Poor communication between the Contractor and the Trust can lead to misunderstandings and unmet expectations. Lack of clear protocols for reporting and addressing issues can delay resolution and increase risks.

How it was run

Official notice
Run through: EU-Supply (CTM) · Who buys & how to bid on EU-Supply
Public notice page · account needed to bidElectronic submission allowedLanguage: EN
Access & registration note: Free · 5–10 minutes
Submission deadline
23 Jun 2025, 12:00 BST
Clarification deadline
23 Jun 2025, 12:00 BST
Submission channel
Official e-sourcing portal
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

uk.eu-supply.com/app/rfq/rwlentrance_… ↗

Timeline

20 May 2025 → 3 Dec 2025 · 8 dates
  1. Tender notice published
    20 May 2025, 13:54 BST
  2. Clarification questions by
    23 Jun 2025, 12:00 BST
  3. Submission deadline
    23 Jun 2025, 12:00 BST
  4. Award decision expected by
    5 Jul 2025, 00:59 BST
  5. Assessment summaries sent
    22 Jul 2025, 00:00 BST
  6. Standstill ends
    1 Aug 2025, 23:59 BST
  7. Contract starts
    1 Sept 2025
  8. Latest notice published323 days ago
    3 Dec 2025, 09:56 GMT

Notice history

7 events · 4 releases on Find a Tender · since 20 May 2025
  1. Tender notice published
    20 May 2025, 13:54 BST
    UK4
  2. Contract award notice published
    23 Jul 2025, 11:52 BST
    UK6
  3. Status changed to complete
    23 Jul 2025, 11:52 BST
  4. Buyer details updated
    23 Jul 2025, 11:52 BST
  5. Contract signature expected
    4 Aug 2025, 23:59 BST
    scheduled
  6. Contract details notice published
    3 Nov 2025, 09:40 GMT
    UK7
  7. Contract details notice published
    3 Dec 2025, 09:56 GMT
    UK7
Routine re-releases (4)
  • 2025-05: 1 release · 20 May 2025

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 2
Awarded value £10,000,0001 award exc. VAT · 1 repeated publication of the same award counted once
Bids received 74 from SMEs
Named bidders 7published on the award notice
Contracts signed 2latest 1 Sept 2025
Awarded toValueDateStatus
Zen Educate LimitedSME1 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2030Extensions: Two further 12 month extensions (3+1+1)£10,000,00021 Jul 2025Awarded
Zen Educate LimitedSME£10,000,000 †same award published again · counted once—Awarded

Contracts

  • Aspire Academy Trust Supply Agency Services · Zen Educate LimitedSME

    Signed
    1 Sept 2025
    Value
    £10,000,000
    Period
    1 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2030 with extensions
    Status
    active
    Extensions
    Two further 12 month extensions (3+1+1)
    Options
    To enable additional schools who join the Trust to be included in the contract.
    7 agreed KPIs: Fill Rate · Compliance Rate · Feedback Score …
    • Fill Rate, Percentage of roles successfully filled within the required timeframe
    • Compliance Rate, Percentage of staff with up-to-date DBS checks, references, and safeguarding
    • Feedback Score, Average satisfaction rating from schools on supplied staff
    • Accuracy of Invoicing, Percentage of invoices submitted correctly and on time
    • Response Time, Time taken to respond to queries or issues raised by the Trust
    • Reporting Compliance, Timeliness and completeness of required reports (e.g., usage, spend, diversity)
    • Cost Control, Adherence to agreed pricing structure and avoidance of unapproved charges

  • Aspire Academy Trust Supply Agency Services · Zen Educate LimitedSME

    Signed
    1 Sept 2025
    Value
    £10,000,000
    Period
    1 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2030 with extensions
    Status
    active
    Extensions
    Two further 12 month extensions (3+1+1)
    Options
    The right to additional purchases while the contract is valid. To enable additional schools who join the Trust to be included in the contract.
    7 agreed KPIs: Fill Rate · Compliance Rate · Feedback Score …
    • Fill Rate, Percentage of roles successfully filled within the required timeframe
    • Compliance Rate, Percentage of staff with up-to-date DBS checks, references, and safeguarding
    • Feedback Score, Average satisfaction rating from schools on supplied staff
    • Accuracy of Invoicing, Percentage of invoices submitted correctly and on time
    • Response Time, Time taken to respond to queries or issues raised by the Trust
    • Reporting Compliance, Timeliness and completeness of required reports (e.g., usage, spend, diversity)
    • Cost Control, Adherence to agreed pricing structure and avoidance of unapproved charges

Bid statistics published by the authority

BidsSMEVCSEValid bid range
7final-stage tenders40—

Who bid

Bidders as named on the Procurement Act 2023 award notice. “Won” means the bidder holds an award on this notice.

Contracting authority & participating public bodies

2 public bodies on the notice

ASPIRE ACADEMY TRUST

Contracting authorityPublic authority - sub-central government GB-COH: 07387540 · GB-PPON: PRMG-1387-DLGR Unit 20, St Austell Business Park, St. Austell, South West, PL25 4FDContact email

Consortium members and other public bodies

  • PHP LAW LLPProcess contact pointProcuring entityProcurement ConsultantGB-COH: OC429243GB-PPON: PPRM-9434-VNYQ Totnes, South WestContact email

Bidders & participating suppliers

7 commercial parties on the notice · 1 awarded
  • RANDSTAD SOLUTIONS LIMITEDBidder / tendererGB-COH: 02389033GB-PPON: PTLC-1143-DCGD 450 Capability Green, Luton, East of England, LU1 3LU
  • REED SPECIALIST RECRUITMENT LIMITEDBidder / tendererGB-COH: 06903140GB-PPON: PJRD-3246-VDJL Academy Court, London, London, WC2A 1DT
  • RESPOND RECRUITMENT LIMITEDBidder / tendererGB-COH: 11929004GB-PPON: PLQG-7184-DWWP Curve Serviced Offices, London, London, SE8 3BU
  • SAHL RECRUITMENT LTDBidder / tendererGB-COH: 15683052GB-PPON: PVLG-1811-JPMJ The Bristol Office 2nd Floor, 5 High Street, Westbury-on-Trym, Bristol, South West, BS9 3BY
  • TEACHING PERSONNEL LIMITEDBidder / tendererGB-COH: 03225158GB-PPON: PQMM-4759-HMPG Wallace House, Welwyn Garden City, East of England, AL7 1TW
  • UNIFORM EDUCATION LIMITEDBidder / tendererGB-COH: 09448568GB-PPON: PZYX-5535-DYJH 100 Clifton Street, London, London, EC2A 4TP
  • ZEN EDUCATE LIMITEDAwarded supplierGB-COH: 10382721GB-PPON: PHPP-8516-NBNL 9th Floor 107 Cheapside, London, London, EC2V 6DNContact email

Official documents & specifications (5)

Official links; attachments are not copied

Tender pack and attachments

Notices published for this procedure

  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender