Scope
Description
Procurement of Soft Facilities Management (FM) Services to include daily cleaning of railway stations, depots and offices, and periodic deep cleans at stations and depots, waste removal, and pest control across the Chiltern Railway network, including East West Railway.
Total value (estimated)
- £11,215,142 excluding VAT
- £13,458,171 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 September 2025 to 1 May 2028
- Possible extension to 1 May 2030
- 4 years, 8 months, 1 day
Description of possible extension:
Extensions will be granted dependent on meeting service level criteria and performance.
Main procurement category
Services
CPV classifications
- 45452000 - Exterior cleaning work for buildings
- 90900000 - Cleaning and sanitation 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)
Participation
Legal and financial capacity conditions of participation
The Client shall be entitled to terminate the Contract in full by giving not less than 3 months written notice to the Contractor without incurring any liability to the Supplier other than to pay for Services already performed at the time of termination.
TUPE applies and any transfer of staff will be dealt with in accordance with TUPE.
The Supplier shall have or demonstrate they can obtain the following insurances with a reputable insurer:
employer's liability insurance or similar insurance(s) in the amount of at least £10,000,000 for any one occurrence or the amount required by Applicable Law, whichever is higher;
public liability insurance in the amount of at least £10,000,000 for any one occurrence;
product liability insurance in the amount of at least £1,000,000 for any one occurrence; and
professional indemnity insurance in the amount of at least £1,000,000 for any one occurrence.
Technical ability conditions of participation
Due to the environment Sentinel - PTS (Personal Track Safety) is required.
The Supplier shall pay no less than the Real Living Wage. The Supplier shall be a Recognised Service Provider and work to the parameters set by the Living Wage Foundation.
The Supplier shall comply with the following policies of the Purchaser:
• Drugs and Alcohol Policy.
• Anti-Tax Evasion Policy.
• Tax Policy.
• Anti - Fraud Policy.
• Equality, Diversity and Inclusion Policy.
• Anti Bribery Policy.
• Health, Safety, Environment and Crime Policy.
• Code of Conduct for Business Partners.
• Social Media Policy.
• Acceptable Use Policy (IS).
• Responsible Procurement Policy.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Submission type
Requests to participate
Tender submission deadline
15 July 2025, 11:59pm
Submission address and any special instructions
Chiltern will use their eSourcing portal called Market Dojo
https://marketdojo.com/ and invite RISQS approved short listed suppliers to tender.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
1 September 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Technical | This will look at experience and technical ability to deliver the services within a working railway environment as well as having ISO9001, 14001, 45001 (or equivalent) or working towards before the... |
Quality | 70% |
| Price | Price | 30% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Dynamic market being used
Special regime
Utilities
Competitive flexible procedure description
Chiltern Railways will shortlist suitably qualified suppliers off the
dynamic market 'RISQS' using Product Code H.G.2.1 Contract Cleaning Services (Office, Station & Depot) who will be invited to tender using Chilterns e-Sourcing portal Market Dojo.
The award criteria will be based on a combination of Price (30%), based on a schedule of rates/activities, Best and Final Offers, and Quality (70%), based on experience and ability to perform the services.
Chiltern Railways is seeking to appoint a single supplier.
Contracting authority
THE CHILTERN RAILWAY COMPANY LIMITED
- Companies House: 03007939
- Public Procurement Organisation Number: PNPV-7838-DRMN
1 Admiral Way
Sunderland
SR3 3XP
United Kingdom
Contact name: Iain Alexander
Region: UKC23 - Sunderland
Organisation type: Private utility