The Priory Federation of Academies Trust ~ Cleaning Tender
A practical guide to understanding what the buyer really wants and how to build a winning response.
This isn't just about cleaning
When you look at this tender, the first thing that strikes you is the Trust's mission.
Improving life chances for pupils.
That's what they care about.
Not just clean floors or spotless windows.
The Priory Federation of Academies Trust wants a partner who supports their values of wisdom, curiosity, generosity, courage and passion.
Yes, you're dealing with cleaning across multiple academies. But the real challenge is contributing to an environment where these values can flourish.
The contract covers cleaning services for the Trust's various academies, each unique in their context, size and needs, located in the East Midlands. It's a substantial contract with a value of £1 million annually, running from 1st September 2027 for three years, with potential extensions taking it to 31st August 2033.
Think about what the Trust is really buying
The Trust isn't just buying cleaning services.
They're buying peace of mind.
They need to know their academies will be clean, every day, no matter what.
That means reliable staffing and robust contingency plans.
If I were evaluating bids, I'd be looking for a company that can demonstrate a clear understanding of each academy's specific needs and how they'll maintain standards consistently across all sites.
Pay attention to what they say
The Trust is clear that each academy is different.
Different sizes, staffing profiles and stages in their relationship with the Trust.
Your bid should reflect this.
Show that you understand these differences and can tailor your service accordingly.
If they’ve said it matters, then it matters.
Don't make promises without backing them up
One common mistake is making bold claims without evidence.
Evidence always beats promises.
Here’s what I'd include:
- Testimonials from similar educational settings
- Case studies showing measurable improvements in cleanliness
- Data on staff retention and training programs
- Details of your contingency planning for absences
These are the kinds of things that will set your bid apart.
Show how you'll make life easier for the Trust
This is often overlooked.
A good contractor doesn’t just do the job.
They make life easier for the client.
Explain how your management processes will reduce the workload for academy staff.
How will you handle complaints?
How will you ensure consistent communication?
Think about the people using these spaces
Every academy is more than just a building.
It’s a community of students, teachers and staff.
Your cleaning service affects their daily lives.
Think about how you can make their environment better.
Hold standards over the whole term
Consistency is key.
It’s not just about starting strong.
It’s about maintaining quality throughout the contract term.
I'd want to see a plan for dealing with staff absences, annual leave and how you'll manage recruitment to prevent disruption.
Evidence of your flexibility and adaptability
The Trust has made it clear that their academies are at different stages and have unique needs.
Adaptability is crucial.
I'd include examples of how you've previously adapted your services to meet changing requirements.
Common mistakes
Avoid submissions that:
- Ignore the individual needs of each academy
- Make unsubstantiated claims
- Lack evidence of contingency plans for staffing
- Overlook the importance of communication and management processes
- Fail to demonstrate adaptability and flexibility
- Present generic solutions without tailoring to the Trust's values
- Underestimate the importance of maintaining standards over the contract term
My Final Thoughts
The Priory Federation of Academies Trust isn't just looking for a cleaning company.
They're looking for a partner who shares their values and understands the importance of creating a supportive learning environment.
This contract is valued at £1 million annually, running for three years with potential extensions.
Quality and the ability to adapt to each academy's needs are paramount.
Your written submission is your chance to show that you can deliver not just a service, but a partnership.
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.