Why Early Planning is Crucial for School Cleaning Contracts

When it comes to procuring a cleaning contract for your school, early planning can make all the difference. From ensuring compliance with legal regulations such as TUPE (Transfer of Undertakings Protection of Employment) to allowing time for a thorough procurement process, starting early is essential to avoid last-minute headaches and costly mistakes. Follow this 9-month planning guide to help your school stay on track.

The Importance of Early Planning for School Cleaning Contracts

  1. Smooth Transition for Continuity of Service

Schools operate on tight schedules, and cleaning is an essential service that directly impacts health, safety, and the overall learning environment. Early planning ensures a seamless transition between cleaning providers, preventing disruptions to day-to-day operations. Without sufficient lead time, schools risk delays or gaps in service, leading to unsanitary conditions and potential non-compliance with health standards.

 

  1. Compliance with Procurement Regulations

One of the most critical reasons to start planning early is ensuring compliance with procurement legislation. If the value of your school’s cleaning contract exceeds the Public Contract Regulations (PCR) thresholds, you must adhere to these rules to remain compliant. This includes advertising the opportunity on the Find a Tender service and following specific processes to ensure fair competition and transparency. Procurement regulations can be complex, and rushing through the process could result in non-compliance, which may lead to legal challenges or contract delays.

 

  1. Time to Address TUPE Regulations

The Transfer of Undertakings (Protection of Employment) Regulations (TUPE) may apply when changing cleaning providers. TUPE ensures that employees’ rights are protected during the transfer to a new contractor. Schools must notify potential suppliers about TUPE considerations as part of the tender process. Without proper planning, you may not have enough time to gather the required employee information, communicate with current contractors, and factor in TUPE-related costs. This could result in compliance risks, delays, or unexpected costs in the procurement process.

 

  1. Availability of Procurement Consultancy Support

Starting the process early also ensures access to professional support. If you’re looking to use external procurement experts, such as Education Buying, to manage the tender process on your behalf, early engagement is key. Procurement consultants can help schools navigate the complexities of frameworks, Dynamic Purchasing Systems (DPS), and tendering, ensuring the process is efficient, compliant, and tailored to the school’s specific needs.

The 9-Month Planning Guide for School Cleaning Contracts

To ensure a smooth and compliant procurement process, we’ve outlined a 9-month planning guide tailored to school cleaning contracts.

 

Month 1: Evaluate Current Arrangements

  • Review the Current Contract: Assess the terms, performance, and costs of your current cleaning contract.
  • Identify Renewal Dates: Mark key dates, such as the contract end date and notice period, to ensure no deadlines are missed.
  • Analyse Cleaning Needs: Revisit the school’s cleaning requirements, including specific standards or additional services required post-pandemic.

 

Month 2: Understand Your Budget and Compliance Needs

  • Estimate the Contract Value: If the total contract value exceeds the threshold (£214,904 for supplies and services as of January 2023), you must follow the full procurement regulations. The thresholds apply to various types of contracts, including supplies, services, and works. For the publication of notices under the current regulations, the estimated contract value should be provided exclusive of VAT. However, under the new Procurement Act 2023, the estimated contract value must be provided inclusive of VAT.
  • Set Your Budget: Determine the maximum budget for the contract, factoring in potential TUPE costs.
  • Consult Procurement Experts: Engage a procurement consultancy like Education Buying to help you navigate legal and compliance requirements.

 

Month 3: Determine Procurement Approach

  • Consider Using a Framework or DPS: Frameworks and DPS are pre-approved supplier lists that simplify the tendering process and ensure compliance with procurement rules. Education Buying offers cleaning DPS services that can save time and ensure a compliant process.
  • Draft Your Timeline: Build a procurement timeline that includes key milestones, such as tender preparation, advertisement, evaluation, and contract award.

 

Month 4: Gather Key Information (Including TUPE Data)

  • Request TUPE Information: Work with your current cleaning provider to gather accurate TUPE data, including employee details such as roles, salaries, and terms of employment.
  • Define Contract Scope: Specify the cleaning services required, including cleaning frequencies, standards, and any additional expectations, such as eco-friendly cleaning products.

 

Month 5: Draft Tender Documents

  • Prepare a Specification: Create a detailed service specification document outlining the school’s requirements.
  • Develop Evaluation Criteria: Establish how bids will be assessed, including price, quality, and social value considerations.
  • Ensure Compliance: Check that all documents align with  regulations if the contract is above threshold.

 

Month 6: Advertise the Opportunity

  • Publish the Tender: If the contract value is above threshold, advertise the tender on the Find a Tender service and any other relevant platforms.
  • Engage Suppliers: If using a DPS or framework, invite pre-approved suppliers to participate in the process.

 

Month 7: Evaluate Bids, Award the Contract and Begin TUPE Preparations

  • Shortlist and Evaluate: Assess supplier bids against your evaluation criteria, ensuring a fair and transparent process.
  • Conduct Clarifications: Allow suppliers to clarify any aspects of their bids before final decisions.
  • Award the Contract: Notify the successful supplier and begin the transition process.
  • Initiate TUPE Discussions: Engage with both the outgoing and incoming suppliers to begin the TUPE transfer process, ensuring compliance and clear communication with affected staff.

 

 

Month 8: Plan the Mobilisation Phase

  • Finalise TUPE Transfer: Ensure all necessary TUPE processes are completed, protecting employee rights and ensuring a smooth handover.
  • Coordinate with the New Provider: Work closely with the new cleaning provider to organise staff onboarding, training and delivery of equipment and materials.
  • Set Performance Expectations: Agree on service standards, KPIs and reporting mechanisms to ensure a seamless start to the contract.

 

 

Month 9: Implement the Contract

  • Begin Service Delivery: Ensure the cleaning service starts on the agreed date with minimal disruption.
  • Monitor Performance: Establish performance metrics and regular review meetings to ensure the supplier meets the agreed standards.

Benefits of Using Education Buying for Cleaning Contracts

At Education Buying, we specialise in helping schools and trusts navigate the procurement process, ensuring compliance, value for money, and high-quality service delivery. By using our Cleaning DPS, you can:

 

  • Save Time: We’ve done the due diligence for you, providing access to a pre-approved list of suppliers.
  • Ensure Compliance: Our DPS ensures alignment with PCR2015 regulations and other legal requirements.
  • Access Expert Support: Our team of procurement consultants can manage the entire tender process, from preparing specifications to evaluating bids.
  • Focus on Social Value: Our suppliers can help deliver community benefits, such as eco-friendly cleaning and employment opportunities.

Early planning is crucial for ensuring a smooth, compliant, and cost-effective school cleaning contract. By starting the process at least nine months before your current contract ends, you’ll have the time to address legal requirements like TUPE, follow the Procurement Regulations for high-value contracts, and engage expert support if needed.

To make the process even easier, consider working with procurement experts like Education Buying. With access to our Cleaning DPS and consultancy services, you can streamline the procurement process and focus on what matters most—providing a clean and safe environment for your students and staff.

If you’re ready to start planning your cleaning contract, get in touch with us today!