Scope
Description
Train fleet cleaning services, including berth cleaning, turn-around cleaning, and exterior cleaning, more fully described in the Draft Contract, across Chiltern Railways' fleet, specifically class 165, 168, and 196 diesel multiple units, and mark 5A loco hauled by class 68 loco. The Services shall be performed at the following locations:
• Aylesbury Depot
• Aylesbury South Sidings
• Banbury Depot
• Birmingham Moor Street Station
• Marylebone Station
• Oxford Station
• Stourbridge Depot
• Wembley Depot
The Supplier shall ensure trains are maintained in a safe, hygienic, and passenger ready condition in accordance with the performance standards set out in the Draft Contract.
The Supplier is responsible for providing train cleaning operatives for the cleaning in a variety of ways a minimum of 263 rail carriages and 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 April 2026 to 31 March 2029
- Possible extension to 31 March 2031
- 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
- 63711000 - Support services for railway transport
- 90917000 - Cleaning services of transport equipment
Contract locations
- UKG3 - West Midlands
- 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.
Have, or can commit to obtain, prior to the award of the contract, the following levels of insurance cover:
(a) Employer's (Compulsory) Liability Insurance = £10m
(b) Public Liability Insurance = £10m
(c) Professional Indemnity Insurance = £5m
(d) Product Liability Insurance = £10m
Comply with the Arriva Code of Conduct.
Please see ITP for further details.
Technical ability conditions of participation
Please confirm that you hold the following qualifications and standards:
ISO 9001, ISO 45001 or ISO 14001
If you do not hold any of the qualifications/standards listed above then please provide details of other equivalent standards that equal or exceed what has been requested.
If you are in the process of gaining these accreditations, please provide evidence. If you are awarded the contract, this accreditation will need to be gained before the contract is awarded.
It is a requirement that the Bidder can demonstrate their experience by providing details of where they have successfully implemented train cleaning services for an organisation of a similar size and with a Specification to those detailed in this ITP.
The Bidder us to demonstrate with evidence how they approached Health and Safety and Occupational Health when carrying out services of a similar size, scope, nature and complexity as detailed in the draft Contract.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Submission type
Requests to participate
Deadline for requests to participate
5 January 2026, 12:00pm
Submission address and any special instructions
Access to the procurement documents is restricted. Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge. To access the Procurement Documents:
1) Follow this link https://chilternrailways.marketdojo.com/events/174024
2) Complete and/or change any mandatory registration fields.
3) You will then be taken to the Invite screen where you can choose to Accept or Decline the Event or to send a message if you need more information.
4) Await acceptance by CRCL to allow you to view the full Event details. Tenders or requests to participate must be submitted electronically via the above-mentioned link.
NOTE: If you already have an account, you can use the invite code on your 'Manage Invite' screen. Invitation Code: F28A9CCDE7.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Suppliers to be invited to tender
3 to 5 suppliers
Selection criteria:
Please see Invitation to Participate for details.
Award decision date (estimated)
2 March 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price | Refer to the draft Invitation to Tender for details. |
Price | 50% |
| Technical | Refer to the draft Invitation to Tender for details. |
Quality | 40% |
| Legal | Refer to the draft Invitation to Tender for details. |
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 - Best and Final Offers
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
Region: UKC23 - Sunderland
Organisation type: Private utility