Scope
Description
CHILTERN is conducting this Procurement to select a supplier for the provision of Specialist Soft Facilities Management (FM) Rail Cleaning Services at railway stations, rail depots and rail offices, including deep cleans, carpark litter picking, washroom services, vegetation clearance, waste management, and pest control across the CHILTERN network from its central London terminus at London Marylebone along the M40 corridor to destinations in Buckinghamshire, Oxfordshire and Warwickshire. This Procurement also covers East West Railway from Oxford to Bletchley.
Total value (estimated)
- £11,250,000 excluding VAT
- £13,500,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 December 2025 to 30 November 2028
- Possible extension to 30 November 2030
- 5 years
Description of possible extension:
Extensions will be granted dependent on the suppliers performance throughout the contract, including service level criteria.
Main procurement category
Services
CPV classifications
- 45452000 - Exterior cleaning work for buildings
- 63711000 - Support services for railway transport
- 90900000 - Cleaning and sanitation services
Contract locations
- UKG1 - Herefordshire, Worcestershire and Warwickshire
- UKI3 - Inner London - West
- UKI7 - Outer London - West and North West
- UKJ1 - Berkshire, Buckinghamshire and Oxfordshire
Participation
Legal and financial capacity conditions of participation
CHILTERN is entitled to terminate the Contract in full by giving not less than 3 months written notice.
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 £10m
Public liability insurance £10m
Professional indemnity insurance £1m.
Comply with the Arriva Code of Conduct.
Please see ITP for further details.
Technical ability conditions of participation
The Supplier is to hold the following qualifications and standards.
ISO 9001, ISO 45001 and ISO 14001.
The Supplier is to be registered and verified with RISQS for the following RICCLE Railway Industry Commodity Classification List code: H.G.2.1 Contract Cleaning Services (Office, Station & Depot).
Please see ITP for further details.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Submission type
Requests to participate
Deadline for requests to participate
9 September 2025, 12:00pm
Submission address and any special instructions
https://marketdojo.com/market-dojo-sign-up/
Chiltern use Market Dojo e-sourcing portal for the purposes of this Procurement.
Use Invitation Code: 833FDAE503 to access the tender documents.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
Maximum 5 suppliers
Selection criteria:
CHILTERN intends that 5 Bidders will be invited to participate in Stage 2. See ITP for further details.
Award decision date (estimated)
1 December 2025
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Technical | Please refer to the Invitation to Tender (DRAFT) |
Quality | 60% |
| Commercial | Please refer to the Invitation to Tender (DRAFT) |
Price | 30% |
| Legal | Please refer to the Invitation to Tender (DRAFT) |
Quality | 10% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Special regime
Utilities
Competitive flexible procedure description
This procurement will consist of 4 Stages.
Stage 1 - Invitation to Participate (ITP) which includes a procurement specific questionnaire (PSQ). Bidders who are successfully shortlisted in Stage 1 will be invited to participate in Stage 2.
Stage 2 - Invitation to Submit Final Tenders (ISFT).
Stage 3 - Preferred Bidder Stage.
Stage 4 - Contract Award.
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
Email: iain.alexander@chilternrailways.co.uk
Website: https://www.chilternrailways.co.uk/
Region: UKC23 - Sunderland
Organisation type: Private utility