Scope
Description
CLT is publishing this Invitation to Tender in order to appoint a Project Management Consultancy to support our capital investment programme for an initial three year period, with options to further extend by two further 1 year periods.
Our capital investment programme is funded by a combination of SCA grant and a further annual contribution made by each of our schools. Prioritisation of that funding each year is guided by criteria set by our Trustees and building condition data.
The appointed consultancy will support the further development of a Trust-wide Asset Management Plan (AMP) that aligns with the DfE Good Estate Management for Schools (GEMS) framework. The AMP will consolidate existing fabric and M&E condition data and provide a structured basis for planned preventative maintenance (PPM) and capital investment planning across the estate.
The objective of the support provided by the appointed consultancy is to:
● Establish a consistent condition dataset across all schools in the Trust.
● Prioritise maintenance and lifecycle investment works in a transparent and evidence-based manner.
● Support Trust budget planning, compliance obligations, and strategic estate decision-making.
In addition, the appointed consultancy will provide a range of project management and consultancy services to support our capital programme.
It is envisaged a single supplier will be appointed to fulfil both the asset management support requirements and the project and consultancy services.
As specific projects are not yet defined and subject to allocation of funding from the DfE, there is no commitment to particular volumes of business under the Trust's contract with the supplier.
All support required will be provided by suitably qualified staff within the appointed organisation to provide the following services within the total percentage fee submitted in Appendix B:
● Prepare Scope of Works or Design Brief
● Work up a programme to deliver projects by agreed dates with the Estates Manager
● Develop detailed design
● Provide a list of contractors (names & email contact details) who should be alerted to the project for bidding purposes
● Prepare draft tender documents including detailed evaluation criteria and liaise with the Trust to reach a final version which will be advertised to the open market
● Respond to any project specific tender clarifications
● Evaluate all the tender bids, documenting your analysis, scoring and commentary against the evaluation criteria, providing a tender evaluation report and recommendation on which contractor(s) should be appointed and why and providing detailed feedback for those contractor(s) who were unsuccessful and communicating this feedback to those contractors
● Following endorsement or agreement of the preferred contractor(s), draft a contract using an appropriate JCT format; The Trust will need to endorse and sign the contract, but the appointed organisation is responsible to issuing to the contractor(s) and following through on signatures
● The appointed organisation will be required to operate independently of CLT staff but be accountable to the Estates Manager
● The appointed organisation will liaise and deal with the Estates Manager to deliver the agreed programme of work on time and on budget to the satisfaction of all
● Risk management and analysis and develop and maintain a project risk register
● Management and liaison with sub-consultants appointed separately as necessary by CLT, including:
Building surveyor
Cost management
Town and Country planning advisers
Building Control advisers
M&E engineering
Structural and Civil Engineering
Clerk of work
Principal Designer duties under CDM2015 and Building Regulations/Building Safety Act
● Manage the works until handover
● Chair and minute meetings with CLT, stakeholders and contractors
● The appointed organisation will communicate regularly with the Estates Manager updating regularly in writing and through onsite meetings.
● Carry out regular site inspections during the works and provide progress updates to the Estates Manager
● Carry out monthly valuations and monthly predicated final accounts
● Final account preparations for approval by Estates Manager
● Issuing all contractual certification
● Prepare snagging lists and chair handover and commissioning meetings
● End of defects period final inspection meetings
● Act as Contract Administrator, where required
Other survey work
Occasionally the Estates Manager may have requirements for survey work to be undertaken and other ad hoc advice and guidance so unit costs for these should also be provided in the tender exercise:
● Building/area condition survey report incl M&E
● Measured survey
● Schedule of accommodation and BB103 comparison
● Drainage survey
● Due diligence survey
Support in applying for DfE and other grants related to projects will be commissioned as necessary and a quote will be invited from the supplier based upon the day and hourly rates of relevant specialists required.
Total value (estimated)
- £700,000 excluding VAT
- £840,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 24 May 2026 to 23 May 2029
- Possible extension to 23 May 2031
- 5 years
Description of possible extension:
2 x 12 month extensions possible at discretion of client
Options
The right to additional purchases while the contract is valid.
A range of potential services as set out in the ITT
Main procurement category
Services
CPV classifications
- 70110000 - Development services of real estate
- 71500000 - Construction-related services
- 71600000 - Technical testing, analysis and consultancy services
Contract locations
- UKH2 - Bedfordshire and Hertfordshire
Participation
Particular suitability
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
27 January 2026, 11:59pm
Tender submission deadline
2 February 2026, 11:59pm
Submission address and any special instructions
Tenders must be returned via email to the Trust's Director of Finance and Compliance TKelly@chilternlearningtrust.org
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
27 February 2026
Recurring procurement
Publication date of next tender notice (estimated): 5 January 2029
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Service delivery | Quality | 35% |
| Presentation | Quality | 20% |
| Professional Fees | Price | 15% |
| Account management | Quality | 10% |
| Daily and Hourly rates | Price | 10% |
| Survey costs | Cost | 5% |
| Support for asset management planning | Cost | 5% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
CLT Invitation to Tender v5.docx
Revised CLT Invitation to Tender, replacing V4 published on 5th January 2026.
Revisions to the previous ITT are highlighted grey throughout
Appendix B - Schedule of Fees (v2).xlsx
Revised Appendix B - Schedule of Fees V2, replacing V1 published on 5th January 2026.
Revisions to the previous Appendix B are highlighted grey throughout
Contracting authority
CHILTERN LEARNING TRUST
- Companies House: 07559901
- Public Procurement Organisation Number: PXDR-1544-DBVQ
C/O Redgrave Children & Young People's Centre
Luton
LU3 3QN
United Kingdom
Contact name: Jean Leech
Email: jleech@chilternlearningtrust.org
Website: https://www.chilternlearningtrust.org/
Region: UKH21 - Luton
Organisation type: Public authority - sub-central government