Scope
Reference
CCL_101
Description
Lincolnshire Gateway Academies Trust is a highly successful multi-academy trust currently operating nine primary and secondary academies. In addition, two new primaries are under construction, with a potential secondary school set to join the Trust. Based in Lincolnshire, the Trust supports some 5,500 students. The academies are supported by a team of 788 teaching and support staff. The current contract is managed in-house, except for Kirton Academy which is provided by an external company. Kidgate Primary Academy is potentially joining the Trust in September and their cleaning is done by an external company.
The Trust is tendering its cleaning services with the aim to appoint a professional cleaning contractor with proven experience in first-generation TUPE transfers. The selected contractor must either hold, or have the ability to achieve Admitted Body Status for LGPS pensions.
The contract is scheduled to commence on 1st August 2025, initially spanning three years with an option for both parties to extend the contract for a further two years, (3+1+1) beyond this date by mutual agreement. Any contract extension will be subject to the Trust's satisfaction and agreement on budgets and service levels.
The estimated turnover for the entire five-year duration is approximately £3,000,000.
The contract is focused on consistently high levels of cleaning service and pro-active management. Regular termly and annual reviews throughout the contract duration are mandatory, and a break clause should be included to support both parties in case the relationship does not thrive. The Trust expects the successful contractor to deliver an excellent level of service, as well as high standards of support and a strong working relationship throughout the year.
The procurement process follows a two stage 'Competitive Flexible' approach, beginning with a Procurement Specific Questionnaire (PSQ) stage followed by an Invitation to Tender (ITT) stage after shortlisting. This process is managed under the Light Touch Regime, and the Trust reserves the right to refine the award criteria throughout.
Total value (estimated)
- £3,000,000 excluding VAT
- £3,600,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 August 2025 to 31 July 2028
- Possible extension to 31 July 2030
- 5 years
Description of possible extension:
The contract can be extended for 2 x 1 years or 1 x 2 years based on satisfactory performance and mutual agreement.
Main procurement category
Services
CPV classifications
- 90919300 - School cleaning services
Contract locations
- UKE13 - North and North East Lincolnshire
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
22 April 2025, 1:00pm
Submission type
Requests to participate
Deadline for requests to participate
24 April 2025, 1:00pm
Submission address and any special instructions
All documents are to be returned on this website: www.in-tendhost.co.uk/cohesionconsulting/aspx/Home
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
11 July 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | 65% on quality |
Quality | 65% |
| COST | 35% ON COST |
Cost | 35% |
Other information
Payment terms
Payment Terms must comply with UK Government requirement
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Light touch
Competitive flexible procedure description
The procurement process follows a two stage 'Competitive Flexible' approach, beginning with a Procurement Specific Questionnaire (PSQ) stage followed by an Invitation to Tender (ITT) stage after shortlisting. This process is managed under the Light Touch Regime, and the Trust reserves the right to refine the award criteria throughout. All details are available on our in-tend website: https://in-tendhost.co.uk/cohesionconsulting/aspx/Home
Reduced tendering period
Yes
Light touch contract - no minimum
Documents
Associated tender documents
http://www.in-tendhost.co.uk/cohesionconsulting/aspx/Home
All documents are available on the link above.
Documents to be provided after the tender notice
via this web address: https://in-tendhost.co.uk/cohesionconsulting/aspx/Home
Technical specifications to be met
http://www.in-tendhost.co.uk/cohesionconsulting/aspx/Home
http://www.in-tendhost.co.uk/cohesionconsulting/aspx/Home
http://www.in-tendhost.co.uk/cohesionconsulting/aspx/Home
Contracting authority
LINCOLNSHIRE GATEWAY ACADEMIES TRUST
- Companies House: 08085503
- Public Procurement Organisation Number: PVNZ-6633-GJYN
Gateway House
Louth
LN11 0HG
United Kingdom
Telephone: +44 1892251001
Email: info@cohesionconsulting.co.uk
Website: https://lincolnshiregateway.co.uk/
Region: UKF30 - Lincolnshire
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
COHESION CONSULTING LTD
Summary of their role in this procurement: managing the process on behalf of the trust
- Public Procurement Organisation Number: PDHZ-5734-RHMT
The Old Bakery
Tunbridge Wells
TN1 2QP
United Kingdom
Contact name: Procurement Team
Telephone: +44 1892251001
Email: info@cohesionconsulting.co.uk
Website: http://www.cohesionconsulting.co.uk
Region: UKJ46 - West Kent