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Published 12 Aug 2025, 16:11 BST

Official UK procurement notice

Specialist Soft Facilities Management (FM) Rail Cleaning Services

Authority: CHILTERN RAIL LIMITED (Public body)

ServicesCompetitive flexible procedureAbove thresholdUtilitiesSME suitable

Sectors: Construction & Civil Engineering (45)Supporting and auxiliary transport services; travel agencies services (63)Cleaning & Environmental Services (90) Delivery: West Midlands (UKG1)London (UKI3)South East (UKJ1)

Published estimate£11,250,000≈ £3.8m / year · £13,500,000 inc. VAT

Submissions closed 9 Sept 2025

Contract term 3 yrsends 30 Nov 2028 · up to 30 Nov 2030 with extensions · starts 1 Dec 2025

What is being bought

Published requirement description

CHILTERN is conducting this Procurement to select a supplier for the provision of Specialist Soft Facilities Management (FM) Rail Cleaning Services at railway stations, rail depots and rail offices, including deep cleans, carpark litter picking, washroom services, vegetation clearance, waste management, and pest control across the CHILTERN network from its central London terminus at London Marylebone along the M40 corridor to destinations in Buckinghamshire, Oxfordshire and Warwickshire. This Procurement also covers East West Railway from Oxford to Bletchley.

How the procedure runs: This procurement will consist of 4 Stages. Stage 1 - Invitation to Participate (ITP) which includes a procurement specific questionnaire (PSQ). Bidders who are successfully shortlisted in Stage 1 will be invited to participate in Stage 2. Stage 2 - Invitation to Submit Final Tenders (ISFT). Stage 3 - Preferred Bidder Stage. Stage 4 - Contract Award.

CPV: Cleaning and sanitation services · Exterior cleaning work for buildings · Support services for railway transport

The lotProcurement structure

single lot · value published

Lot #1Renewal 3 yrsSMEPublished value£11,250,000

Contract period: 1 Dec 2025 – 30 Nov 2028 (3 yrs) · up to 30 Nov 2030 with extensionsValue: £11,250,000 exc. VAT · £13,500,000 inc. VAT

Delivery: West Midlands, London, South EastEligibility: SME eligible

Extensions: Extensions will be granted dependent on the suppliers performance throughout the contract, including service level criteria.Second stage: up to 5 candidates invited to tender

45452000 Exterior cleaning work for buildings 63711000 Support services for railway transport 90900000 Cleaning and sanitation services

Pre-qualification & selection criteria (PQQ)3

Economic & financial standing
CHILTERN is entitled to terminate the Contract in full by giving not less than 3 months written notice.
TUPE applies and any transfer of staff will be dealt with in accordance with TUPE.
The Supplier shall have or demonstrate they can obtain the following insurances with a reputable insurer:
Employer's liability insurance £10m
Public liability insurance £10m
Professional indemnity insurance £1m.
Comply with the Arriva Code of Conduct.
Please see ITP for further details.
Technical & professional ability
The Supplier is to hold the following qualifications and standards.
ISO 9001, ISO 45001 and ISO 14001.
The Supplier is to be registered and verified with RISQS for the following RICCLE Railway Industry Commodity Classification List code: H.G.2.1 Contract Cleaning Services (Office, Station & Depot).
Please see ITP for further details.
Condition of participation
CHILTERN intends that 5 Bidders will be invited to participate in Stage 2. See ITP for further details.
shortlisting

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: 70%Price: 30%

Published sub-criteria (3)

Technical: 60%
Legal: 10%
Commercial: 30%

Published award criteria (3)

Technical: Please refer to the Invitation to Tender (DRAFT)
Commercial: Please refer to the Invitation to Tender (DRAFT)
Legal: Please refer to the Invitation to Tender (DRAFT)

Conditions of participation3

Economic & financial standing
CHILTERN is entitled to terminate the Contract in full by giving not less than 3 months written notice.
TUPE applies and any transfer of staff will be dealt with in accordance with TUPE.
The Supplier shall have or demonstrate they can obtain the following insurances with a reputable insurer:
Employer's liability insurance £10m
Public liability insurance £10m
Professional indemnity insurance £1m.
Comply with the Arriva Code of Conduct.
Please see ITP for further details.
Technical & professional ability
The Supplier is to hold the following qualifications and standards.
ISO 9001, ISO 45001 and ISO 14001.
The Supplier is to be registered and verified with RISQS for the following RICCLE Railway Industry Commodity Classification List code: H.G.2.1 Contract Cleaning Services (Office, Station & Depot).
Please see ITP for further details.
Condition of participation
CHILTERN intends that 5 Bidders will be invited to participate in Stage 2. See ITP for further details.
shortlisting

What this means for your bid

Price carries 30 of 100 points: a 10% discount moves about 3 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: Competitive flexible procedure
Legal basis: UKPGA · 2023/54 Procurement Act 2023
Procurement category: Services
Notice status: Closed
Procurement threshold: Above threshold (FTS publication)
Regulatory regime: Utilities
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Unspecified in notice
Recurring procurement: Unspecified in notice
First published: 12 Aug 2025, 16:11 BST
Last source update: 12 Aug 2025, 16:11 BST
Award evaluation window: Submission end – 1 Dec 2025
FTS notice number: 2025/S 000-048158
Latest notice: Tender notice (UK4)
Classification (CPV): Cleaning and sanitation servicesExterior cleaning work for buildingsSupport services for railway transport
Delivery area: West Midlands (UKG1)London (UKI3)South East (UKJ1)
Official registry OCID: ocds-h6vhtk-058678 Find a Tender

How it runs: This procurement will consist of 4 Stages.
Stage 1 - Invitation to Participate (ITP) which includes a procurement specific questionnaire (PSQ). Bidders who are successfully shortlisted in Stage 1 will be invited to participate in Stage 2.
Stage 2 - Invitation to Submit Final Tenders (ISFT).
Stage 3 - Preferred Bidder Stage.
Stage 4 - Contract Award.

How it was run

Official notice

Run through: portal not identified

Electronic submission allowedLanguage: EN

Requests to participate (first stage): 9 Sept 2025, 12:00 BST
Submission deadline: 9 Sept 2025, 12:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

marketdojo.com/market-dojo-sign-up/ ↗

Chiltern use Market Dojo e-sourcing portal for the purposes of this Procurement.

Use Invitation Code: 833FDAE503 to access the tender documents.

Timeline

12 Aug 2025 → 1 Dec 2025 · 4 dates

Tender notice published
12 Aug 2025, 16:11 BST
Submission deadline
9 Sept 2025, 12:00 BST
Contract starts324 days ago
1 Dec 2025
Award decision expected by323 days ago
1 Dec 2025, 23:59 GMT

Notice history

1 event · 1 release on Find a Tender

Tender notice published
12 Aug 2025, 16:11 BST
UK4

Contracting authority & participating public bodies

THE CHILTERN RAILWAY COMPANY LIMITED

Contracting authorityPrivate utility GB-COH: 03007939 · GB-PPON: PNPV-7838-DRMN 1 Admiral Way, Sunderland, North East, SR3 3XPContact name, email

Official documents & specifications (1)

Official links; attachments are not copied

Notices published for this procedure

Tender notice tenderTender noticeUK4Tender notice on Find a Tender12 Aug 2025, 16:11 BST