Scope
Description
Changing Lives Learning Trust have decided to tender their school cleaning services at their two Secondary Schools. Due to the split locations of these sites, the contracts are being tendered as two lots.
Lot 1- Queen Elizabeth Grammar School, Penrith, 6,162.68 sqm
Lot 2- West Lakes Academy, Egremont, 6,714.32sqm
Tender Schedule
Issue of Invitation to Tender -12th December 2025
Bidding Companies to Visit Sites -17th December 2025
Clarification Return Deadline - 31st December 2025
Deadline for return of Tender Responses -31st December 2025
Presentation by shortlisted bidders -9th January 2026 from 11am, West Lakes Academy
Contract Awarded by - 9th January 2026
10 Day standstill period - 9th - 19th January 2026
Mobilisation Meeting- 19th January 2026 9.30am (Remote)
Mobilisation Meeting - 26th January 2026 9.30am (Remote)
Contract Commencement- 4th February 2026
The contract will be a three year initial term, with 2 x 1 year optional extensions.
Total value (estimated)
- £1,200,000 excluding VAT
- £1,440,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 4 February 2026 to 3 February 2029
- Possible extension to 3 February 2031
- 5 years
Description of possible extension:
2x 1 year optional extensions, if agreed by both parties
Main procurement category
Services
CPV classifications
- 90919300 - School cleaning services
Not the same for all lots
Contract locations are shown in Lot sections, because they are not the same for all lots.
Lot 1. Cleaning Services at Queen Elizabeth Grammar School, Penrith
Description
Provision of daily cleaning services (Mon- Fri) at a Secondary School, term time plus 4 weeks. The overall footprint to be cleaned is 6,162.68 sqm, however, not all this space will require daily cleaning.
Services include daily cleaning of classrooms, corridors, sports halls, conveniences and other public learning spaces.
Deep cleaning is required whilst school is closed and will include internal glass/windows, carpet shampooing, hard floor varnishing & resurfacing. Works schedule to be agreed in advance with school, annually.
Full specification available in the ITT documents.
Lot value (estimated)
- £600,000 excluding VAT
- £720,000 including VAT
Contract locations
- UKD12 - East Cumbria
Same for all lots
CPV classifications and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Cleaning Services for West Lakes Academy, Egremont
Description
Provision of daily cleaning services (Mon- Fri) at a Secondary School, term time plus 4 weeks. The overall footprint to be cleaned is 6,714.32sqm however, not all this space will require daily cleaning.
Services include daily cleaning of classrooms, corridors, sports halls, conveniences and other public learning spaces.
Deep cleaning is required whilst school is closed and will include internal glass/windows, carpet shampooing, hard floor varnishing & resurfacing. Works schedule to be agreed in advance with school, annually.
Full specification available in the ITT documents.
Lot value (estimated)
- £600,000 excluding VAT
- £720,000 including VAT
Contract locations
- UKD11 - West Cumbria
Same for all lots
CPV classifications and contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Particular suitability
Lot 1. Cleaning Services at Queen Elizabeth Grammar School, Penrith
Lot 2. Cleaning Services for West Lakes Academy, Egremont
Small and medium-sized enterprises (SME)
Submission
Tender submission deadline
31 December 2025, 11:59pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
9 January 2026
Award criteria
| Name | Type |
|---|---|
| Commercial Response | Price |
Weighting description
All the tenders will be subject to a detailed evaluation process, which will be based on an appropriate balance between sound commercial principles, technical expertise, and a firm commitment to meeting all the Trust's requirements.
The Trust shall be under no obligation to accept the lowest of any tender prices submitted hereunder.
The table below shows the scoring criteria of the evaluation. The scores are awarded by the consultant in discussion with the client.
Commercial- Total Score...
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Reduced tendering period
Yes
State of urgency - minimum 10 days
Justification for not publishing a preliminary market engagement notice
Incumbent is exiting with only 7 working weeks notice (Education client) no contract exists. Deadline for bids return is 14 days, we could not afford the time to carry out any preliminary engagement.
We have engaged with suppliers in terms of conversations held to develop scope in order to prepare tender documents
Contracting authority
CHANGING LIVES LEARNING TRUST
- Companies House: 06627459
- Public Procurement Organisation Number: PZWN-1479-JXHV
West Lakes Academy
Egremont
CA22 2DQ
United Kingdom
Region: UKD11 - West Cumbria
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
RED BOX CONSULTANCY SERVICES LIMITED
Summary of their role in this procurement: Tender management
- Companies House: 05126781
- Public Procurement Organisation Number: PDBY-5265-PHLM
1 Innisfree Close
North Yorkshire
HG2 8PL
United Kingdom
Email: admin@redboxcs.com
Region: UKE22 - North Yorkshire CC