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Scope

Reference

1385

Description

bpha is seeking to appoint suitably qualified and experienced service providers for the provision of Communal Cleaning Services across its housing portfolio. The contract is divided into two lots: Lot 1 (Inner Circle) covering Bedford, Luton and Milton Keynes, including office cleaning at bpha's Bedford office; and Lot 2 (Outer Circle) covering Cambridge, Peterborough, Oxford and Towcester. Services to be delivered under the contract include communal cleaning of shared areas, window cleaning, bin area maintenance, ledge and facade cleaning, and gutter clearance across bpha's residential stock of over 20,000 homes. The contract has an estimated total value of £733,000 per annum across both lots, with an initial term of three years and up to two optional 12-month extensions, giving a maximum total term of five years. Bidders may apply for one or both lots but may only be awarded one. BIDDERS SHOULD NOTE THAT THE WORDING IN THIS NOTICE REGARIDNG ONLY BEING ABLE TO BID FOR AND BE APPOINTED TO ONE LOT IS PARTIALLY INCORRECT. THERE IS A KNOWN ISSUE WITH FTS THAT DISALLOWS YOU FROM INPUTTING ACCURATE NUMBERS INTO THESE FIELDS. BIDDERS ARE PERMITTED TO BID FOR BOTH LOTS OF THIS TENDER, BUT MAY ONLY BE APPOINTED TO ONE.

Total value (estimated)

• £3,665,000 excluding VAT
• £4,398,000 including VAT

Above the relevant threshold

Main procurement category

Services

Contract locations

• UK - United Kingdom

Lot constraints

Maximum number of lots a supplier can bid for: 1

Maximum number of lots a supplier can be awarded: 1

Not the same for all lots

CPV classifications and contract dates are shown in Lot sections, because they are not the same for all lots.

Lot LOT-0001. bpha - Cleaning Services

Description

Inner Circle Bedford Luton Milton Keynes *This lot includes office cleaning services at bpha’s office in Bedford

Lot value (estimated)

• £1,466,000 excluding VAT
• £1,759,200 including VAT

Contract dates (estimated)

• 1 April 2027 to 31 March 2030
• Possible extension to 31 March 2032
• 5 years

Description of possible extension:

The contract is for an inital period of 3 years. There are then 2, 12 month extensions available subject to mutual agreement. The contract value listed on this notice is reflective of the 5 year period.

CPV classifications

• 90910000 - Cleaning services
• 90612000 - Street-sweeping services
• 90650000 - Asbestos removal services
• 90911200 - Building-cleaning services
• 90911300 - Window-cleaning services
• 90919200 - Office cleaning services

Same for all lots

Contract locations are shown in the Scope section, because they are the same for all lots.

Lot LOT-0002. Outer Circle

Description

Outer Circle Cambridge Peterborough Oxford Towcester *This lot does not include office cleaning services

Lot value (estimated)

• £2,199,000 excluding VAT
• £2,638,800 including VAT

Contract dates (estimated)

• 1 April 2027 to 31 March 2030
• Possible extension to 31 March 2032
• 5 years

Description of possible extension:

The contract is for an initial period of 3 years. Then there are 2, 12 month extensions subject to mutual agreement. The contract values listed in this notice are reflective of the 5 year term.

CPV classifications

• 90911200 - Building-cleaning services

Same for all lots

Contract locations are shown in the Scope section, because they are the same for all lots.

Participation

Legal and financial capacity conditions of participation

Lot LOT-0001. bpha - Cleaning Services

Listed in the tender documents

Lot LOT-0002. Outer Circle

Listed in the tender documents.

Technical ability conditions of participation

Lot LOT-0001. bpha - Cleaning Services

Listed in the tender documents

Lot LOT-0002. Outer Circle

Listed in the tender documents.

Particular suitability

Lot LOT-0001. bpha - Cleaning Services

Lot LOT-0002. Outer Circle

Small and medium-sized enterprises (SME)

Submission

Enquiry deadline

3 July 2026, 12:00pm

Submission type

Tenders

Tender submission deadline

2 November 2026, 12:00pm

Submission address and any special instructions

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

18 December 2026

Recurring procurement

Publication date of next tender notice (estimated): 2 June 2031

Award criteria

Other information

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Competitive flexible procedure

Competitive flexible procedure description

This procurement is being delivered in two stages. The first, the Conditions of Participation Stage (CoPS), is the initial selection stage. bpha checks bidder eligibility and capability using past experience and organisational competence to create a credible shortlist. No pricing is assessed at this stage — the focus is on compliance and quality to determine who progresses to the second stage. The second stage, the Final Tender Stage (FTS), invites shortlisted bidders to submit their detailed proposals and fully costed, binding commercial offers. bpha evaluates quality and price together to identify the preferred bidder(s), before proceeding to contract award and mobilisation.

Justification for not publishing a preliminary market engagement notice

bpha is satisfied that there is a sufficiently sized market of potential bidders, and that the requirement itself is not of a complex nature.

Contracting authority

bpha

• Public Procurement Organisation Number: PMNG-1377-TBMJ

Bedford Heights, Manton Lane

Bedford

MK41 7BJ

United Kingdom

Email: OLI [at] ECHELONCONSULTANCY.CO.UK

Region: UKH24 - Bedford

Organisation type: Public authority - sub-central government

Other organisation

These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.

Echelon Consultancy

Summary of their role in this procurement: External procurement consultant appointed to administer the procurement process.

• Public Procurement Organisation Number: PWDT-5224-RGBZ

Echelon House, 219a Hatfield Road

St Albans

AL1 4TB

United Kingdom

Contact name: Joey Barron

Telephone: +44 1707339800

Email: joey [at] echelonconsultancy.co.uk

Region: UKH23 - Hertfordshire

Contact organisation

Contact Echelon Consultancy for any enquiries.