Official UK procurement notice
The Gallery Trust - Cleaning Services
Authority: THE GALLERY TRUST (Public body)·On behalf of: Minerva Procurement Consultancy Services Limited
What is being bought
Published requirement descriptionThe Gallery Trust is currently out to tender for the provision of a full daily cleaning service.
The Trust is dedicated to providing outstanding education and support for young people with special needs and disabilities.
The contract is being offered for three years with the option to extend for a further two periods of 12 months. The contract commencement date is 01 January 2026.
The contract is for a full daily cleaning service during term time and periodic cleaning outside of term time.
TUPE is expected to apply, details of which can be found in the tender documentation.
Some members of the cleaning team [x 2] are members of the Local Government Pension Scheme and all details are in the tender documentation.
- The authority expects to re-tender this requirement around 13 May 2028, 00:59 BST.
- How the procedure runs: Duty to Consider Lots As part of the initial project set up and approval stage of the tender process, The Gallery Trust discussed with Minerva the possibility of splitting the tender into more than one lot/contract. On the basis that schools are based within a reasonable geographic distance to one another and to streamline contract management post award it was agreed that lots were not appropriate for this tender process. Full details of the description of the process being used are contained within the documents accompanying this tender. Stage 1 Conditions of participation with evaluation Suppliers are invited to submit a Procurement Specific Questionnaire (PSQ) response. Submissions will be evaluated based on the criteria detailed in the PSQ documentation. A maximum of five suppliers will be taken forward to the Invitation to Tender stage of the process. Where less than five suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the Invitation to Tender stage. Where more than five suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the Invitation to Tender stage. Stage 2 Invitation to Tender with evaluation Suppliers shortlisted to the Invitation to Tender (ITT) stage will be required to submit their final tender and will be evaluated on the criteria detailed in the ITT documentation. Envisaged shortlist of the three highest scoring bidders to be invited to: Stage 3 Presentation Day Stage 4 Assessment Summaries and Publication of Contract Award Notice (commencing 8 working day standstill period) Stage 5 Publication of Contract Details Notice Further details of the CFP can be found in the documentation accompanying this tender.
CPV: School cleaning services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£1,309,805
What it takes to wini
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 morei
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).
Published award criteria (2)
- Quality: Full details of the weightings and evaluation criteria are contained within the documents accompanying this tender.
- Price: Full details of the weightings and evaluation criteria are contained within the documents accompanying this tender.
- 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
- 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
- Yes · next expected 13 May 2028
- First published
- 12 May 2025, 15:15 BST
- Last source update
- 29 Jan 2026, 16:50 GMT
- Award evaluation window
- Submission end – 4 Nov 2025
- Authority reference
MPN-10325- FTS notice number
2025/S 000-020566- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-051130Find a Tender
- How it runs
Duty to Consider Lots
As part of the initial project set up and approval stage of the tender process, The Gallery Trust discussed with Minerva the possibility of splitting the tender into more than one lot/contract. On the basis that schools are based within a reasonable geographic distance to one another and to streamline contract management post award it was agreed that lots were not appropriate for this tender process.
Full details of the description of the process being used are contained within the documents accompanying this tender.
Stage 1 Conditions of participation with evaluation
Suppliers are invited to submit a Procurement Specific Questionnaire (PSQ) response. Submissions will be evaluated based on the criteria detailed in the PSQ documentation. A maximum of five suppliers will be taken forward to the Invitation to Tender stage of the process. Where less than five suppliers meet the minimum standards, only those that meet the minimum standards will be taken through to the Invitation to Tender stage. Where more than five suppliers meet the minimum standard, those suppliers with the highest scores will proceed to the Invitation to Tender stage.
Stage 2 Invitation to Tender with evaluation
Suppliers shortlisted to the Invitation to Tender (ITT) stage will be required to submit their final tender and will be evaluated on the criteria detailed in the ITT documentation. Envisaged shortlist of the three highest scoring bidders to be invited to:
Stage 3 Presentation Day
Stage 4 Assessment Summaries and Publication of Contract Award Notice (commencing 8 working day standstill period)
Stage 5 Publication of Contract Details Notice
Further details of the CFP can be found in the documentation accompanying this tender.
How it was run
Official notice- Requests to participate (first stage)
- 11 Jun 2025, 18:00 BST
- Submission deadline
- 11 Jun 2025, 18:00 BST
- Clarification deadline
- 19 May 2025, 18:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
12 May 2025 → 29 Jan 2026 · 8 dates- Tender notice published12 May 2025, 15:15 BST
- Clarification questions by19 May 2025, 18:00 BST
- Submission deadline11 Jun 2025, 18:00 BST
- Assessment summaries sent353 days ago4 Nov 2025
- Award decision expected by352 days ago4 Nov 2025, 23:59 GMT
- Standstill ends343 days ago13 Nov 2025, 23:59 GMT
- Contract starts295 days ago1 Jan 2026
- Latest notice published266 days ago29 Jan 2026, 16:50 GMT
Notice history
5 events · 3 releases on Find a Tender · since 12 May 2025- Tender notice published12 May 2025, 15:15 BSTUK4
- Contract award notice published4 Nov 2025, 16:12 GMTUK6
- Status changed to complete4 Nov 2025, 16:12 GMT
- Contract signature expected15 Dec 2025, 23:59 GMTscheduled
- Contract details notice published29 Jan 2026, 16:50 GMTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| D F Williams Cleaning Services LimitedSME1 Jan 2026 – 31 Dec 2028 · up to 31 Dec 2030Extensions: The duration detailed above includes the initial term of three years as well as the two optional contract extension periods of 12 months each. · Options: The contract will be awarded for an initial period of three years with two possible extensions of 12 months meaning a maximum contract length of five years. | £1,350,557 | 4 Nov 2025 | Awarded |
Contracts
The Gallery Trust - Cleaning Services · D F Williams Cleaning Services LimitedSME
- Signed
- 1 Jan 2026
- Value
- £1,350,557
- Period
- 1 Jan 2026 – 31 Dec 2028 · up to 31 Dec 2030 with extensions
- Status
- active
- Extensions
- The duration detailed above includes the initial term of three years as well as the two optional contract extension periods of 12 months each.
- Options
- The contract will be awarded for an initial period of three years with two possible extensions of 12 months meaning a maximum contract length of five years.
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders | 4 | 0 | — |
Contracting authority & participating public bodies
2 public bodies on the noticeOther public bodies
- Minerva Procurement Consultancy Services LimitedProcess contact pointProcuring entityProcurement consultancy managing the tender process for The Gallery Trust
Bidders & participating suppliers
1 commercial party on the notice- D F Williams Cleaning Services LimitedAwarded supplier
Official documents & specifications (4)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications All documents are being provided on publication of this Tender Notice. They will be hosted, and are freely available, on the In-tend portal for Minerva Procurement Consultancy Services Limited
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender