Scope
Description
The introduction of a new hybrid Train Presentation Service contract, where the Supplier provides cleaning operatives for Chiltern Railways fleet including East West Rail (EWR).
The scope of services includes Berth Cleaning, Heavy Cleaning, Carpet Cleaning, and Exterior Cleaning (hand bashing) for a minimum of 199 rail carriages, ensuring adaptability to new rolling stock as required.
Total value (estimated)
- £12,500,000 excluding VAT
- £15,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 October 2025 to 1 April 2028
- Possible extension to 1 May 2030
- 4 years, 7 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
- 63711000 - Support services for railway transport
- 90917000 - Cleaning services of transport equipment
Contract locations
- UKG - West Midlands (England)
- UKI - London
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
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
10 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)
29 August 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 use the Rail Industry Supplier Qualification Scheme (RISQS) and as a 'pre-qual' stage to shortlist suitably qualified suppliers using Product Code E.J.2 Interior Train Cleaning.
Successful suppliers will be invited to tender from mid June using our eSourcing tool called Market Dojo.
The award criteria for the tender 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