Scope
Reference
GTS01.04
Description
This tender opportunity has been issued by Great Torrington School ("the School") and Tenderers are invited to tender for the provision of an outsourced cleaning service ("the Service"). Full details of all contract requirements are given in this document - Document 2. Specification of Requirement and Document 10. BICS Cleaning Specification. The contract is to include daily cleaning and out of term deep cleaning, for spaces including but not limited to teaching, office, circulation, and washroom spaces. The Successful Contractor shall establish effective management and operational level communication systems at all levels regarding the cleaning service with the School. In addition, the Contractor will also be responsible for all legal, and health and safety requirements in delivering the services. The contract start date will 1st September 2026 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). The current contractor is KGB Cleaning Southwest Ltd and the contract will terminate on 31st August 2026.
Total value (estimated)
- £700,000 excluding VAT
- £840,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2026 to 31 August 2029
- Possible extension to 31 August 2031
- 5 years
Description of possible extension:
The possible extension of two (2) further years, in 12-month intervals (3 +1+1).
Options
The right to additional purchases while the contract is valid.
94. The Contractor shall note the following specific contract modifications relevant to this procurement: a. The quantities requiring maintenance may be amended during the course of the contract, either additions or subtractions, and reasonable adjustments made to the payments as agreed by the Tenderer and the School. b. Additional activities to existing items may be required of the Tenderer which an additional payment will be agreed by the Tenderer and the School.
Main procurement category
Services
CPV classifications
- 90919300 - School cleaning services
- 90910000 - Cleaning services
Contract locations
- UKK4 - Devon
Participation
Technical ability conditions of participation
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.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
16 February 2026, 12:00pm
Tender submission deadline
25 February 2026, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
16 April 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 40% |
| Cleaning Operating Model | Quality | 10% |
| Contract Management | Quality | 10% |
| Staff Operating Model | Quality | 7.5% |
| Performance & Quality Monitoring | Quality | 7.5% |
| Complaint Process | Quality | 5% |
| Staff Absence Management | Quality | 5% |
| Mobilisation Plan | Quality | 5% |
| Case Study | Quality | 3% |
| Recruitment, Induction & Training | Quality | 3% |
| Equipment & Materials | Quality | 2% |
| Sustainability | Quality | 2% |
Other information
Description of risks to contract performance
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.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authorities
PHP Law LLP
- Public Procurement Organisation Number: PPRM-9434-VNYQ
Unit 3 The Brutus Centre Station Road Totnes
Totnes
TQ9 5RW
United Kingdom
Contact name: Claire Jones
Telephone: +44 01234567890
Email: claire.jones@phplaw.co.uk
Website: https://www.phplaw.co.uk
Region: UKK43 - Devon CC
Organisation type: Private utility
Great Torrington School
- Public Procurement Organisation Number: PGBQ-4436-HDMW
Calvesford Road,
Great Torrington, Devon,
EX38 7DJ
United Kingdom
Region: UKK43 - Devon CC
Organisation type: Public authority - central government