Scope
Reference
PRT-ITS-WPG-2026-0010
Description
This contract is for the provision of highway infrastructure cleaning across TFWM's asset portfolio within the West Midlands Region (highway infrastructure, bus stations, park & ride sites and any information placement requirements).
There are 5 key areas aligned with the requirements set out in this specification, these are;
- Highway Infrastructure Cleaning
- Bus Station Cleaning
- Park & Ride Cleaning
- Timetable Maintenance
- Information Placement
The cleaning methodology will differ significantly between asset types and the Service Provider is expected to propose the most efficient methods, whilst maintaining the high standards that TfWM and its customers expect.
The Service Provider will provide TfWM with a number of dedicated operatives and vehicles, complete with a suitable smart mobile communication system that is compatible with TfWM's asset management IT system for the electronic upload of data relating to cleaning and auditing.
The Service Provider is required to have an operational base which is located such that the response times required by this specification can be achieved without exception. WMCA would suggest that in order to meet these response times across the region, the base would need to be located no more than 5 miles from the West Midlands border.
TfWM has made a commitment to and is working to develop good practice in infrastructure sustainability, including green and sustainable technologies in the design, refurbishment and maintenance of transport infrastructure facilities. The Service Provider will be required to demonstrate a commitment to sustainability by integrating sustainable development into their operating practices and culture throughout the Contract.
This can be achieved by using low fuel consumption and emissions vehicles, optimising visits to each site, recycling of waste materials, disposing of any controlled waste in an approved manner, work with reusable components, using innovative designs and green technology or ethically sourced materials.
Total value (estimated)
- £23,000,000 excluding VAT
- £27,600,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 July 2026 to 31 March 2031
- Possible extension to 31 March 2036
- 9 years, 9 months
Description of possible extension:
The Contract will include two (2) optional extension periods in 1 x 3-year and 1 x 2-year increments. The final, potential end date if all extensions are invoked will be 31st March 2036.
Main procurement category
Services
CPV classifications
- 34928440 - Bus-stop posts
- 44212321 - Bus shelters
- 45452000 - Exterior cleaning work for buildings
- 90910000 - Cleaning services
Contract locations
- UKG - West Midlands (England)
Participation
Legal and financial capacity conditions of participation
Bidders must already have, or commit to obtain prior to the commencement of the contract, the levels of insurance cover indicated below:
Employer's (Compulsory) Liability Insurance = £10,000,000
Public Liability Insurance = £10,000,000
Professional Indemnity Insurance = £5,000,000
Product Liability Insurance = £10,000,000
Bidders must complete WMCA's Financial Risk Assessment Tool and engage with WMCA prior to the end of the clarification period, if showing as 'Flag as Risk' or 'Fail' on any metrics.
Technical ability conditions of participation
Bidders must confirm that they have the human and technical resources to perform the contract to ensure compliance with the General Data Protection Regulation (GDPR).
Bidders must confirm if they are a 'relevant commercial organisation' as defined in the Modern Slavery Act 2015 and if yes, must confirm that they are compliant with the annual reporting requirements contained within Section 54 of the Act.
Bidders must confirm that they would be prepared to pay the real living wage if they are successful in winning this contract.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
11 March 2026, 5:00pm
Tender submission deadline
3 April 2026, 12:00pm
Submission address and any special instructions
To access tender documents, please firstly register on Proactis, WMCA's e-tendering platform. Registration link below;
https://procontract.due-north.com/Login
Once registered and logged in, please use the below link to directly access the ITT activity:
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 May 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Technical | Quality | 60% |
| Commercial | Price | 40% |
Other information
Description of risks to contract performance
The below risks have been identified but, the likelihood of the risk materialising, or the impact if it did materialise, are not yet quantifiable. Should one or more of these risks materialise, a subsequent modification to the public contract under paragraph 5 of Schedule 8 to the PA2023 (modification of contract following materialisation of a known risk) may be undertaken.
Risk
Escalation of international conflicts / Increase of trade tariffs / Emergence of Epidemic/Pandemic .
Impact to satisfactory performance of the contract
Significant rise in costs or lack of availability of equipment and materials.
Why it is not possible to address within the contract
Cannot predict availability issues, contracts can cover increased costs to a point, however not significant rises.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Special regime
Utilities
Justification for not publishing a preliminary market engagement notice
A preliminary market engagement notice has been published, this can be found here: https://www.find-tender.service.gov.uk/Notice/002164-2026?origin=Dashboard
Contracting authority
West Midlands Combined Authority
- Public Procurement Organisation Number: PGMD-1353-PZVX
16 Summer Lane
Birmingham
B19 3SD
United Kingdom
Email: procurement.team@wmca.org.uk
Region: UKG31 - Birmingham
Organisation type: Public authority - sub-central government