Cleaning Services

Create Partnership Trust

Cleaning

Create Partnership Trust, based in Birmingham, is a Multi Academy Trust of four Primary Schools: Brookfields Primary School, Conway Primary School, Greet Primary School and Hodge Hill Primary School.

The Background

Until January 2020, the Trust’s cleaning services provision was a mix of in-house run services at three of the schools and an externally outsourced contract at one school. The in-house provision was effectively forced when Cityserve (their previous cleaning provider, run by Birmingham City Council) exited all school cleaning contracts in 2018.  At the time the Trust was not in a position to run a procurement process to tender for outsourced support and so chose to bring the provision in-house until such time as they were able to do so.  Meanwhile, the outsourced service had been in contract for almost 14 years and never been re-tendered in that time.

In early 2019, the Trust decided to consolidate the service, moving all schools to a single outsourced contract.

Actions

Minerva was engaged by the Trust to manage the tender from start to finish. The first step was to assess the annual contract value, this can be a difficult process for an inhouse provision if cleaning consumables are not recorded accurately. A cleaning contract value should encompass all costs associated with the operation of the service: chemicals, disposables, staffing and on-costs, etc. As the value for the ‘whole life’ of the contract (decided upon as a 3+1+1 term) exceeded the OJEU threshold of £181,302*, a fully OJEU compliant tender process, in line with the Public Contracts Regulations 2015 was required.

Minerva provided a checklist, to be completed by the Trust, which covered all aspects of the service. The information was used by Minerva to put together a robust Memorandum of Information (MoI) to be issued to prospective bidders. Since this contract had very specific requirements; LGPS, four sites across two providers, a number of vacancies, to name but a few, Minerva took steps to understand the service provision and write bespoke qualitative questions which would ensure bidders could provide comprehensive answers for assessment, specific to the Trust’s needs.

The critical outcomes the Trust needed to achieve were:

  • A contract representing value for money
  • A partnership approach between the Trust and successful supplier to achieve overall efficiencies
  • 100% compliance with their internal financial procedures and UK procurement legislation

Outcome

The challenging tender project was completed successfully with ‘hands on’ support from Minerva, including a day of site visits to allow bidders the opportunity to view each school and a presentation day for three shortlisted bidders to formally demonstrate their business and service proposal to representatives of the Trust.

The winning bidder provided a well thought out proposal which met the needs of the Trust and showed a clear understanding of the service requirement. The contract award was issued without challenge and the successful supplier began a long mobilisation period; allowing plenty of time for further site visits to establishment equipment and risk assessments, TUPE consultations with staff and respective Unions, recruitment for the vacancies and for the application of Admitted Body Status (ABS) to be approved.

Each stage of the project was fully documented within a Procurement Audit Report, enabling the Trust to demonstrate a thorough procurement procedure was followed to satisfy auditors.

As a result of such a successful tender and part of Minerva’s ongoing commitment to ensure best value, Create Partnership Trust has engaged Minerva further to review the contract, support the mobilisation and provide ongoing monitoring of the service from both an operational and financial aspect.

Customer Feedback

“Third time we have worked together, and service is always outstanding, and we receive excellent advice throughout the process and support with external contractors.”

Andy Bush, (ex) Deputy CEO, Create Partnership Trust

* Please note that OJEU has subsequently been replaced by the Public Contracts Regulations 2015 and the threshold for running a process compliant with the regulations has also changed.

Sign up to get our

Newsletter

Our weekly procurement briefings just for schools and MATs are packed with advice to help you save money. Simply pop your details in below and we’ll send you our newsletter every week.

  • This field is for validation purposes and should be left unchanged.

Related Success Stories

More Success Stories

Catering Services

Saint Cecilia’s Church of England School is a Church of England Secondary School based in Wandsworth, London. The school is an 11-18 mixed secondary school.…
Read Full Story

Catering Services

The Langtree School is a secondary academy based in Woodcote, near Reading, Berkshire. The school is a co-educational secondary, for pupils aged 11 to 16…
Read Full Story

Catering Services

The Chase School is a secondary academy based in Malvern, Worcestershire. The school is a co-educational Secondary School with sixth form provision for pupils aged…
Read Full Story

Catering Services

All Saints Schools Trust is a Multi Academy Trust based in Suffolk. There are 11 primary schools in the Trust that participated in this tender.…
Read Full Story

Need assistance?

Our friendly Executive Assistant, Plum Garland is here to help. Call today: 01256 213242

Not feeling chatty? Email us at team@minervapcs.com