How to tender facilities services for a multi-academy trust

Step by step

1. 1

   Map the estate

   List every school, its floor area, hours of use, current contractors, contract values, end dates and notice periods.

2. 2

   Align renewal dates

   Where contracts end at different times, consider short extensions so services can start together.

3. 3

   Choose a route

   Use an approved framework call-off or run your own tender, following the Procurement Act 2023 and your trust's financial regulations.

4. 4

   Decide on lots

   Lots by service or by group of schools let you award separately or together.

5. 5

   Write the specification

   Describe the outcomes you need, such as standards, response times and reporting, rather than only listing tasks and hours.

6. 6

   Plan for TUPE

   Existing cleaning and security staff may transfer to the new provider. Ask current contractors for TUPE information early.

7. 7

   Set the evaluation

   Weight quality, social value and price to reflect what matters, and ask for site-specific answers, not generic text.

8. 8

   Hold site visits

   Let bidders see each school so prices and staffing are realistic.

9. 9

   Allow time to mobilise

   Leave several weeks between award and start for TUPE consultation, vetting, induction and system takeovers.

Common mistakes to avoid

• Specifications copied from another trust that don't match your schools
• Price-heavy evaluation that rewards unrealistic hours or pay rates
• No allowance for National Living Wage rises each April
• Too little mobilisation time, leading to a weak first term
• No plan for who coordinates services across schools after award

How SPS Group does it

SPS Group businesses regularly respond to school and trust tenders, including framework call-offs, and can bid for cleaning, security and fire and security systems as one integrated contract or as separate lots. Each specialist business prices its own service openly within one combined proposal.