Find a TenderAwardedContract award notice
Published 1 May 2025, 16:41 BST

Official UK procurement notice

Alpha Trust schools - provision of cleaning services

Official notice

Authority: ALPHA TRUST (Public body)

2 lotsServicesOpen procedureAbove thresholdSME suitable
Published estimate£780,000total for 2 lots · £936,000 inc. VAT
Submissions closed 10 Jun 2025awarded 15 Jul 2025
Award (standstill) to KGB Cleaning South West Ltd, Crystal Facilities Management2 awards
Contract term 3 yrsends 31 Aug 2028 · up to 31 Aug 2029 with extensions · starts 1 Sept 2025

What is being bought2 lots · detail below

Published requirement description

The Alpha Trust has tendered for the provision of cleaning services across two of its school sites. The Trust is seeking a supplier who will work with our schools to provide a clean and attractive environment for staff, students and visitors.

The contract or contracts will commence on 1 September 2025 for an initial period of three years, with the option to extend for a further period of one year at the discretion of the Board of Trustees.

The contract is sub-divided into two lots and tenderers were invited to bid for either or both of the lots.

The contract includes cleaning provision within the school buildings and for Manningtree High School, within the Sports Centre on the school site.

The Alpha Trust is looking for a contractor with a strong operational base who understands the needs of the education sector and is able to demonstrate innovative ways of providing

the service whilst taking into account environmental considerations.

CPV: Cleaning services

Lots and requirements (2)Procurement structure

2 lots · all with a published value (£780,000 together) · same evaluation weights on every lot
Lot #1Colchester County High School for GirlsAwardedRenewal 3 yrsPublished value£460,000

This lot relates to the provision of cleaning services for Colchester County High School for Girls. The Alpha Trust is seeking a supplier who will work with the school to provide a clean and attractive environment for staff, students and visitors.

The Alpha Trust is seeking a supplier with an ability to understand the education sector and with the ability to meet health, safety and environmental standards appropriate to the site and its use. The delivery of the service should significantly contribute to the enhancement of the student experience.

The successful contractor will be responsible for cleaning throughout the site (with some exceptions which are explained in the tender documentation).

The service is required on weekdays for 50 weeks per year, with a combination of morning cleaning and afternoon cleaning. On days when the school is closed to students, contractors will be required to pick up outstanding tasks and non-routine cleaning as agreed with the school including polishing, deep cleaning and high level cleaning.

The contractor will be required to provide materials and equipment. Cleaning services will include emptying of bins; buffing; vacuuming; mopping hard floors; stripping and resealing vinyl floors; damp dusting; and hygienic cleaning of toilets, showers and changing rooms.

The contract includes the delivery of cleaning services in receptions, meeting rooms, corridors, stairwells, classrooms, offices, labs and specialist classrooms, and sports halls.

Contractors will be expected to have a safeguarding policy in place and to meet the Alpha Trust's requirements in relation to pre-employment checks for staff.

Contract period: 1 Sept 2025 – 31 Aug 2028 (3 yrs) · up to 31 Aug 2029 with extensionsValue: £460,000 exc. VAT · £552,000 inc. VAT
Extensions: The contract or contracts will begin on 1 September 2025 for an initial period of three years, with the opportunity to extend for a further period of one year at the discretion of the Board of Trustees.
Lot #2Manningtree High School and Sports CentreAwardedRenewal 3 yrsPublished value£320,000

This lot relates to the provision of cleaning services for Manningtree High School and Sports Centre. The Alpha Trust is seeking a supplier who will work with the school to provide a clean and attractive environment for staff, students and visitors.

The Alpha Trust is seeking a supplier with an ability to understand the education sector and with the ability to meet health, safety and environmental standards appropriate to the site and its use. The delivery of the service should significantly contribute to the enhancement of the student experience.

The successful contractor will be responsible for cleaning throughout the site.

The service is required on weekdays for 50 weeks per year, with cleaning taking place in the afternoons. On days when the school is closed to students, contractors will be required to pick up outstanding tasks and non-routine cleaning as agreed with the school including polishing, deep cleaning and high level cleaning.

The contractor will be required to provide materials and equipment. Cleaning services will include emptying of bins; buffing; vacuuming; mopping hard floors; stripping and resealing vinyl floors; damp dusting; and hygienic cleaning of toilets, showers and changing rooms.

The contract includes the delivery of cleaning services in receptions, meeting rooms, corridors, stairwells, classrooms, offices, labs and specialist classrooms, and sports halls.

Contractors will be expected to have a safeguarding policy in place and to meet the Alpha Trust's requirements in relation to pre-employment checks for staff.

Contract period: 1 Sept 2025 – 31 Aug 2028 (3 yrs) · up to 31 Aug 2029 with extensionsValue: £320,000 exc. VAT · £384,000 inc. VAT
Extensions: The contract or contracts will begin on 1 September 2025 for an initial period of three years, with the opportunity to extend for a further period of one year at the discretion of the Board of Trustees.

What it takes to win
i

How this buyer will score bids.

The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).

Evaluation split and conditions of participation as published; the tender pack may add more
How bids were scored · same split on all 2 lots
Quality: 40%Price: 60%
Published award criteria (2)
  • Quality
  • Price
What this means for your bid
  • Price carries 60 of 100 points: a 10% discount moves about 6 points. This one is won on the number: sharpen the price before polishing the prose.

Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.

Procedure terms & legal framework

From the official record
Procedure method
Open procedure
Legal basis
UKPGA · 2023/54 Procurement Act 2023
Procurement category
Services
Notice status
Awarded
Procurement threshold
Above threshold (FTS publication)
Regulatory regime
Standard
Commercial structure
Stand-alone contract (no framework)
Competition type
Competitive procedure
GPA / WTO covered
Unspecified in notice
Recurring procurement
Unspecified in notice
First published
1 May 2025, 16:41 BST
Last source update
17 Jul 2025, 12:52 BST
Award evaluation window
Submission end – 26 Jun 2025
FTS notice number
2025/S 000-018573
Latest notice
Contract award notice (UK6)
Classification (CPV)
Cleaning services
Delivery area
North East (UKC)North West (UKD)Yorkshire & Humber (UKE)East Midlands (UKF)West Midlands (UKG)East of England (UKH)London (UKI)South East (UKJ)
+1 moreSouth West (UKK)
Official registry OCID
ocds-h6vhtk-050bc8 Find a Tender

How it was run

Official notice
Submission deadline
10 Jun 2025, 12:00 BST
Clarification deadline
23 May 2025, 12:00 BST
Electronic submission
Allowed
Accepted languages
en
Detailed submission instructions & authority contactsFrom official release

Tender responses should be submitted electronically by email to procurement@alphamat.org. This is a secure, restricted-access inbox which will not be accessed until after the closing date. Further information is available at www.alphamat.org ↗.

Timeline

1 May 2025 → 1 Sept 2025 · 8 dates
  1. Tender notice published
    1 May 2025, 16:41 BST
  2. Clarification questions by
    23 May 2025, 12:00 BST
  3. Submission deadline
    10 Jun 2025, 12:00 BST
  4. Award decision expected by
    26 Jun 2025, 23:59 BST
  5. Assessment summaries sent
    16 Jul 2025, 00:00 BST
  6. Latest notice published
    17 Jul 2025, 12:52 BST
  7. Standstill ends
    28 Jul 2025, 23:59 BST
  8. Contract starts
    1 Sept 2025, 00:00 BST

Notice history

5 events · 3 releases on Find a Tender · since 1 May 2025
  1. Tender notice published
    1 May 2025, 16:41 BST
    UK4
  2. Tender notice published
    1 May 2025, 16:50 BST
    UK4
  3. Contract award notice published
    17 Jul 2025, 12:52 BST
    UK6
  4. Status changed to complete
    17 Jul 2025, 12:52 BST
  5. Contract signature expected
    30 Jul 2025, 23:59 BST
    scheduled

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast
Awards 2
Awarded value £870,9072 awards exc. VAT
Bids received 1814 from SMEs
Awarded toValueDateStatus
Lot 1 · Colchester County High School for Girls1 award
KGB Cleaning South West LtdSMEAlpha Trust cleaning services - Colchester County High School for Girls1 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2029Extensions: The contract is for an initial three year period with an option to extend for one further year with the approval of the Board of Trustees.£477,59815 Jul 2025standstill to 28 Jul 2025Standstill
Lot 2 · Manningtree High School and Sports Centre1 award
Crystal Facilities ManagementAlpha Trust Cleaning Services - Manningtree High School1 Sept 2025 – 31 Aug 2028 · up to 31 Aug 2029Extensions: The contract is for a three year period with the option to extend for a further year with the approval of the Board of Trustees£393,30915 Jul 2025standstill to 28 Jul 2025Standstill

Bid statistics published by the authority

LotBidsSMEVCSEValid bid range
1 · Colchester County High School for Girls10final-stage tenders · 16 at stage one80—
2 · Manningtree High School and Sports Centre8final-stage tenders · 14 at stage one60—

Contracting authority & participating public bodies

ALPHA TRUST

Contracting authorityPublic authority - sub-central government GB-COH: 07755713 · GB-PPON: PNNJ-9121-XQDR Colchester County High School For Girls, Colchester, East of England, CO3 3USContact name, email, phone

Bidders & participating suppliers

2 commercial parties on the notice
  • CRYSTAL FACILITIES MANAGEMENT LIMITEDAwarded supplierGB-COH: 05645405GB-PPON: PVCZ-2689-XVJJ Lyra Court Portal Way, London, London, W3 6BJContact email
  • KGB CLEANING SOUTH WEST LIMITEDAwarded supplierGB-COH: 06941723GB-PPON: PTYG-3883-YQQN Innovation Centre, 99 Park Drive, Milton Park, Abingdon, South East, OX14 4RYContact email

Official documents & specifications (5)

Official links; attachments are not copied

Tender pack and attachments

  • Bidding documents and specifications tenderBidding documents and specificationsPDFThe full set of procurement documents are available free of charge by emailing vcarlin@alphamat.org. Requests to join the circulation list in order to receive communications and responses to queries can also be submitted to vcarlin@alphamat.org.

Notices published for this procedure

  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender
  • Tender notice tenderTender noticeUK4Tender notice on Find a Tender