Scope
Description
We require a new cleaning contract for Roger Ascham Primary School to include daily cleaning of following:
Contract Details
● Contract title: Provision of Cleaning Services
● Contract start date: 1st April 2026
● Initial contract term: 12 months
● Type of contract: Services
Description of the Services
The successful bidder will be responsible for delivering a high-quality, reliable cleaning service, including but not limited to:
● Routine cleaning of offices, classrooms, shared spaces between classrooms, corridors/communal areas, washrooms, staffrooms/kitchens, meeting spaces and Infant/Junior halls/dining areas.
● Floor care including vacuuming, mopping, half termly Infant/Junior Hall floor polishing and periodic deep cleaning.
● Weekly wiping over window seals / door frames.
● Waste and recycling collection and disposal from the school building.
● Supply and management of cleaning materials and equipment.
● Periodic and ad-hoc deep cleaning services as required.
A detailed cleaning specification, schedules, and performance standards will form part of the final contract.
Premises Information
● Location(s): Roger Ascham Primary School, 1 Wigton Road, Walthamstow, London, E17 5HU
● Type of premises: Educational
● Approximate size / occupancy: 16 classrooms, 2 sensory rooms, 1 art room, 1 library, 1 nursery/kitchen, 5 offices, 2 staffroom/kitchens, 2 meeting rooms and 2 hall/dining
● Cleaning hours: 0600 - 0800 Monday to Friday (term time only with ad-hoc additional deep cleans during the holidays)
Commercial tool
Establishes an open framework
Total value (estimated)
- £65,000 excluding VAT
- £78,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2029
- Possible extension to 31 March 2032
- 6 years
Description of possible extension:
Contract renewal for additional three years on completion of contract.
Main procurement category
Services
CPV classifications
- 90000000 - Sewage, refuse, cleaning and environmental services
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Framework
Open framework scheme end date (estimated)
31 March 2032
Maximum number of suppliers
Unlimited
Maximum percentage fee charged to suppliers
0%
Framework operation description
Tender Submission Requirements
Bidders must submit a tender response covering the following sections.
Supplier Information
● Company name, registered address, and company registration number
● Contact details for the tender
● Details of relevant experience delivering comparable contracts
Service Delivery Methodology
● Proposed approach to service delivery
● Staffing model, supervision, and management structure
● Recruitment, vetting, induction, and training arrangements
● Business continuity arrangements (including sickness and absence cover)
Quality Assurance and Contract Management
● Quality control procedures and performance monitoring
● Key performance indicators (KPIs) and reporting
● Approach to continuous improvement and customer feedback
Health, Safety and Compliance
● Health and Safety Policy
● Risk assessment and COSHH arrangements
● Evidence of compliance with relevant legislation
● Details of safeguarding procedures (where applicable)
● Insurance certificates (minimum levels to be stated if required)
Environmental and Social Value
● Environmental management practices
● Use of sustainable products and methods
● Waste reduction and recycling measures
● Any added social value benefits (e.g. local employment, apprenticeships)
Pricing and Commercials
● Full pricing schedule and cost breakdown
● Confirmation of what is included/excluded
● Pricing assumptions and inflationary arrangements (if any)
References
● A minimum of two references for comparable contracts delivered within the last 3 years.
Evaluation Criteria
Tenders will be evaluated using the Most Economically Advantageous Tender (MEAT) approach, balancing quality and cost.
The Contracting Authority reserves the right to clarify tender submissions where necessary. Clarifications will not be used to change the substance of a tender.
Clarification Process
● All clarification questions must be submitted in writing to: ssmith@raymat.net
● Deadline for clarification questions: 28/02/2026
● Responses may be shared with all bidders to ensure transparency and equal treatment
Submission Instructions
● Submission deadline: 06/03/2026
● Submission method: ssmith@raymat.net
● File format: PDF Document
Late submissions will not be accepted.
Award method when using the framework
Either with or without competition
Contracting authorities that may use the framework
Establishing party only
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
28 February 2026, 11:59pm
Tender submission deadline
6 March 2026, 11:59pm
Submission address and any special instructions
Please submit tenders to finance@raymat.net
Tenders may be submitted electronically
No
Languages that may be used for submission
English
Award decision date (estimated)
20 March 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price of Delivery | Competitive pricing ensures value for money |
Price | 60% |
| Quality control | Effective management of cleaners by supplier results in high quality of work completed by all staff. Full team of staff at all times, with absences being covered. |
Quality | 40% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
RAY ACADEMY TRUST
- Companies House: 10345317
- Public Procurement Organisation Number: PLWV-3534-THRD
Roger Ascham Primary School
London
E17 5HU
United Kingdom
Region: UKI53 - Redbridge and Waltham Forest
Organisation type: Public authority - sub-central government