Robert May's School ~ Cleaning Tender
A practical guide to understanding what the buyer really wants and how to build a winning response.
It's About More Than Just Cleaning
When I first look at a contract, I try to see what the buyer is truly focused on.
For Robert May's School, it's clear that the ethos of "mutual respect and appreciation of hard work" is more than just words.
This contract is about maintaining a learning environment where students can "achieve excellence every day."
Yes, you're cleaning seven buildings.
But every one of those spaces exists for one reason.
To support teaching and learning.
The contract covers cleaning services across a compact site in Odiham, Hampshire — 1,350 students, 175 staff, and 8,747.62 sqm of classrooms, offices, and specialist areas like the sports hall and drama studio.
Think About the Heritage
Robert May's School has been part of the community since 1694.
That's over three centuries of history.
The school became an Academy in 2012 but hasn't lost its roots.
I'd weave this heritage into my submission.
Show how you respect and enhance that tradition through your cleaning services.
How will you maintain standards that reflect the school's proud history?
Don't Just Promise Consistency. Prove It.
If I were evaluating bids, I'd be looking for evidence over promises.
The notice mentions that "labour resource and relief cover is very important."
This tells me they want reassurance around staffing.
Not just on day one, but every day for three years.
- How will you ensure coverage if someone is ill?
- What's your plan for staff holidays and absences?
- Can you prove you've done this successfully elsewhere?
These are the questions your evidence should answer.
Local Infrastructure Matters
The contract demands "a good local infrastructure."
Why does that matter?
Because a local presence means rapid response times and familiarity with the community.
If you have a local base or can establish one, make it clear.
Show how this presence will help maintain the standards the school expects.
Pay Attention to What They Mention Twice
The notice highlights "value for money" as a key objective.
But it also states the governing body "is not obliged to accept the lowest price."
That means quality is weighted at 70%.
Focus your submission on how your service delivers value beyond cost.
What efficiencies do you offer?
How do you add value through innovation or extra services?
Remember the End Users
This isn't just about clean floors and empty bins.
It's about creating an environment where students feel supported and staff can focus on education.
I'd keep reminding myself of the 1,350 students and 175 staff who rely on a clean, safe space to learn and work.
Every decision should be tested against this: "Does it make life better for them?"
Don't Forget the Details
The contract runs from 1 January 2027 to 31 December 2029.
That's three school years, each with 190 student days.
I'd ensure my submission covered term-time and holiday cleaning schedules.
And remember the specialist areas: the sports hall, gym, drama studio, dining hall, and main hall.
Each has its own cleaning requirements.
Evidence Always Beats Promises
One thing I noticed when I worked in the public sector was that almost every bidder claimed to deliver an excellent service.
Very few proved it.
If you have evidence, use it.
- Testimonials from similar schools
- KPIs from previous contracts
- Case studies of successful staff management
These will carry more weight than any promise.
Common mistakes
Avoid submissions that:
- Focus solely on price rather than value for money.
- Lack evidence of staffing plans and resource management.
- Ignore the school's heritage and ethos.
- Fail to address the need for local infrastructure.
- Overlook specialist cleaning requirements.
- Make generic promises without proof.
- Neglect the importance of the school's calendar and term dates.
My Final Thoughts
Robert May's School is looking for more than just a cleaning service.
They're looking for a partner who understands their values and can support their mission of excellence.
With a contract value of £493,110 and a quality weighting of 70%, your written submission needs to focus on delivering high standards consistently.
Emphasise your reliability, local presence, and commitment to the school community.
That's what will make you stand out.
Thanks for reading.
I hope this guide has helped make public procurement feel a little less daunting. If it has, then it's done its job.
P.S. Got a question?
If you've got a question about anything you've read, or you're stuck on a tender, just send me an email.
Whether it's a quick question or you simply need pointing in the right direction, I'm always happy to help if I can.
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Our guides are written using publicly available procurement information, including contract notices and published tender documents where available. They are designed to help suppliers understand the buyer's likely priorities and think more strategically about their approach. They are not based on any bidder's confidential submission, bespoke bid strategy or non-public procurement information.