Official UK procurement notice
The Stour Academy Trust - Outsourced Cleaning Service
Authority: The Stour Academy Trust (Public body)·On behalf of: PHP LAW LLP
What is being bought
Published requirement descriptionThis tender opportunity was issued by The Stour Academy Trust (the Trust). The contract will be for the provision of outsourced cleaning services to the Trust.
The Trust was seeking to procure a cleaning contract for the delivery of cleaning services including daily cleaning and out of term deep cleaning, for spaces including but not limited to teaching, office, circulation, and rest room spaces for all primary academies. It is the Trust's expectation that the successful Contractor shall be responsible for the operation of the cleaning function including employment and management of staff, supply of cleaning products, consumables, light equipment, and bin liners. The Trust will retain responsibility for payment of utilities and the operation and maintenance of cleaning equipment and facilities. The successful Contractor will provide an excellent quality cleaning service, which comply with the Government's cleaning-based standards for the education sector. The successful Contractor shall establish effective management and operational level communication systems at all levels regarding the cleaning service with the Trust. In addition, the provider will also be responsible for all legal, and health and safety requirements in delivering the services.
- The authority expects to re-tender this requirement around 2 Dec 2030, 23:59 GMT.
- No preliminary market engagement: The Trust did not carry out preliminary market engagement (PME) prior to tender publication to prepare for this procurement. Tenderers shall be aware that under the Act, the Trust is not obligated to carry out PME. 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 market is known.
CPV: School cleaning services
The lotProcurement structure
single lot · value publishedLot #1AwardedRenewalPublished value£1,800,000
- Economic & financial standing
a. Employer’s (Compulsory) Liability Insurance* = [£10m] b. Public Liability Insurance = [£10m] c. Professional Indemnity Insurance = [£N/A] d. Product Liability Insurance = [£N/A]
- Technical & professional ability
Provide details of up to three contracts to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in the education sector. To constitute a pass, at least two contract example 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.
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 sub-criteria (7)
- Experience of Cleaning Service Contracts: 18%
- People: 4%
- Health & Safety: 6%
- Customer Care: 6%
- Commercial Approach: 20%
- Price Assessment: 40%
- Environment & Sustainability: 6%
Published award criteria (7)
- Experience of Cleaning Service Contracts
- People
- Health & Safety
- Customer Care
- Environment & Sustainability
- Commercial Approach
- Price Assessment
- Economic & financial standing
a. Employer’s (Compulsory) Liability Insurance* = [£10m] b. Public Liability Insurance = [£10m] c. Professional Indemnity Insurance = [£N/A] d. Product Liability Insurance = [£N/A]
- Technical & professional ability
Provide details of up to three contracts to meet conditions of participation relating to technical ability set out in the relevant notice or procurement documents, in the education sector. To constitute a pass, at least two contract example 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.
- Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.
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
- Yes · next expected 2 Dec 2030
- First published
- 30 Mar 2026, 16:59 BST
- Last source update
- 28 Jul 2026, 11:24 BST
- Award evaluation window
- Submission end – 12 Jun 2026
- Authority reference
STO01.08- FTS notice number
2026/S 000-029327- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-067855Find a Tender- Contract terms summary
The Contractor shall operate the Service efficiently and provide a commercial solution that offers best value to the Trust, proactively assessing where efficiencies can be made and discussing these and their cost benefits with the Trust. The Contractor shall submit invoices and associated documentation by email to the Head of Operations Invoicing will be monthly, in arrears from the end of the previous month. Where, during a monthly period, it has been identified, and agreed, that adjustments are required (in respect of service credits, additional works, errors or omissions), these will be taken account of within the invoice for the following month.
- Risks
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 material breach. Contractor may face operational or financial difficulties. Technological Risks: Outdated or incompatible technology can hinder the effectiveness of services. 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- Submission deadline
- 18 May 2026, 12:00 BST
- Clarification deadline
- 11 May 2026, 00:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
30 Mar 2026 → 1 Aug 2026 · 8 dates- Tender notice published210 days ago30 Mar 2026, 16:59 BST
- Clarification questions by169 days ago11 May 2026, 00:00 BST
- Submission deadline162 days ago18 May 2026, 12:00 BST
- Assessment summaries sent138 days ago11 Jun 2026, 00:00 BST
- Award decision expected by136 days ago12 Jun 2026, 23:59 BST
- Standstill ends125 days ago23 Jun 2026, 23:59 BST
- Latest notice published91 days ago28 Jul 2026, 11:24 BST
- Contract starts87 days ago1 Aug 2026
Notice history
6 events · 3 releases on Find a Tender · since 30 Mar 2026- Tender notice published30 Mar 2026, 16:59 BSTUK4
- Contract award notice published11 Jun 2026, 16:58 BSTUK6
- Status changed to complete11 Jun 2026, 16:58 BST
- Buyer details updated11 Jun 2026, 16:58 BST
- Contract signature expected24 Jun 2026, 23:59 BSTscheduled
- Contract details notice published28 Jul 2026, 11:24 BSTUK7
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| TOWN & COUNTRY CLEANING LIMITEDSME, Town and Country Cleaners LtdSMEjoint award1 Aug 2026 – 31 Jul 2029 · up to 31 Jul 2031Extensions: 3 years with the option of 2 further 1 year extensions (3 + 1 + 1) · Options: The right to additional purchases while the contract is valid. The Contractor shall note the following specific contract options relevant to this procurement: Additional schools being added to the Contract. The cleaning operating model or cleaning hours may need to be adjusted to continue to deliver the service. Additional activities or services may be required of the Tenderer which an additional payment will be agreed by the Tenderer and the Trust. | £1,800,000 | 11 Jun 2026 | Awarded |
Contracts
The Stour Academy Trust - Outsourced Cleaning Service · TOWN & COUNTRY CLEANING LIMITEDSME, Town and Country Cleaners LtdSME
- Signed
- 28 Jul 2026
- Value
- £1,800,000
- Period
- 1 Aug 2026 – 31 Jul 2029 · up to 31 Jul 2031 with extensions
- Status
- active
- Extensions
- 3 years with the option of 2 further 1 year extensions (3 + 1 + 1)
- Options
- The right to additional purchases while the contract is valid. The Contractor shall note the following specific contract options relevant to this procurement: Additional schools being added to the Contract The cleaning operating model or cleaning hours may need to be adjusted to continue to deliver the service. Additional activities or services may be required of the Tenderer which an additional payment will be agreed by the Tenderer and the Trust.
8 agreed KPIs: 1) Number of complaints logged · 2) Number of performance standard failures following joint audits · 3) Full complement of staff …
- 1) Number of complaints logged
- 2) Number of performance standard failures following joint audits
- 3) Full complement of staff
- 4) Staff have enhanced DBS check
- 5) Staff have completed induction training
- 6) Staff have completed H&S & Safeguarding training
- 7) All equipment & chemicals stored in line with legislation
- 8) Submission of KPIs and monthly management report
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 3final-stage tenders · 10 at stage one | 3 | 0 | — |
Contracting authority & participating public bodies
2 public bodies on the noticeConsortium members and other public bodies
- PHP LAW LLPProcess contact pointProcuring entityProcurement Consultant
Bidders & participating suppliers
2 commercial parties on the notice- TOWN & COUNTRY CLEANING LIMITEDAwarded supplier
- TOWN AND COUNTRY CLEANERS LIMITEDAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedNotices 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