Vale Academy Trust is a Multi Academy Trust in Oxfordshire. The Trust comprises an all-through school, two secondary schools and six primary schools with a capacity to look after more than 5,000 pupils. The primary schools are co-educational primary for pupils aged 5 to 11 and some have nursery provision catering for children aged 2+. The secondary schools are co-educational for pupils aged 11 to 18 and both have sixth form provision. The all-through school is co-educational for pupils aged 5 to 16 and has a nursery provision catering for children aged 2+.
The Background
In 2023, Vale Academy Trust in Oxfordshire faced the complex task of retendering its cleaning service, to ensure compliance with the Public Contracts Regulations (PCR 2015) and to meet the Trust’s evolving needs, they turned to Minerva Procurement Consultancy Services for support.
The procurement of cleaning services was particularly complex due to the size and structure of the Trust as well as a multitude of incumbent suppliers across the estate including some in-house provision. Alongside the school buildings the Trust also has a standalone nursery in a separate building and not forgetting the Trust Central Offices too. All in all, a big contract and a big procurement project as a result!
Results
Minerva guided Vale Academy Trust through each stage of the PCR 2015 tender process, ensuring transparency and compliance. The process began with a thorough assessment of the Trust’s needs and the current service provisions. Minerva helped create the necessary tender documents, including a detailed specification of requirements, an Invitation to Tender (ITT), and a legal agreement (often overlooked by Trusts in their procurement exercises) to ensure all bidders were treated equally. This meticulous preparation ensured the tender attracted suitable suppliers capable of meeting the Trust’s high standards.
Following a structured and well-managed tender process, the Trust was able to select a cleaning contractor that should offer improved service for all schools and assurances of delivered hours.
Customer Feedback
“This was my first experience of running such a large tender, with many avenues to think about. The simple truth is I could not have done it without knowing Minerva were there to support, manage and do all the hard work. The team were wonderful, particularly Ben, who could not have been more helpful and answer even my most basic of questions with full and detailed answers. I would absolutely preference Minerva to run tenders on my behalf in the future.”
Nick Parker-Ellis, Trust Operations Officer
