Summary

Bay Education Trust, comprising three schools in South Devon, appointed Assetproc to support the re-procurement of its cleaning service. The Trust faced inconsistent cleaning standards, variable staff performance, and rising contractor costs under its legacy arrangements.

Assetproc led a compliant, Trust-wide procurement that delivered an improved, accountable cleaning service — resulting in enhanced quality, more efficient staffing models, and a £11,000 annual saving.

“AssetProc helped us move from a fragmented cleaning setup to a consistent professional service that meets our standards and our budget ”

Chief Operating Officer – Bay Education Trust

Advice

Prior to working with Assetproc, Bay Education Trust used separate local contractors with differing levels of service and cost structures. Frequent complaints about cleaning standards and lack of contract oversight led the Trust to seek a unified, higher-performing solution.

Assetproc developed a tailored procurement strategy including:

• On-site review and cleaning specification redesign
  Assetproc visited all three schools to observe current cleaning practices, speak with premises staff, and assess daily and periodic requirements. This informed the creation of new, clear specifications — covering daily routines, deep cleans, COSHH compliance, and safeguarding protocols.

• Analysis of historic cost and staffing inefficiencies
  The review identified that over 260 hours per week were being paid across the Trust, with variations in pay rates and duplicated supervisory roles. Assetproc created a leaner staffing model that reduced unnecessary hours by 18% while preserving quality.

• Compliant tender via national framework
  A competitive tender process was managed under an approved framework, including PQQ evaluation, site visits, and detailed cost/quality scoring. The top three bidders were invited to present, with scoring based on staffing structure, training, mobilisation, and cost-effectiveness.

• TUPE and mobilisation planning
  Assetproc managed TUPE information flows, coordinated pre-contract staff consultations, and ensured a smooth transition with minimal disruption. New uniforms, rotas, and cleaning materials were in place from day one of the contract.

“Having and expert partner managing the whole process saved us hundreds of hours in admin time – and gave us peace of mind that everything is compliant  “

Trust Facilities Manager – Bay Education Trust

Effects  

The appointment of a single, high-quality cleaning contractor delivered immediate and measurable results:

• £11,000 in annual savings, through staffing efficiency and consolidated service

• Reduction of 27 paid hours per week across the Trust

• Consistent standards across all sites, with aligned KPIs and monitoring

• 20% improvement in cleaning audit scores within the first term

• New uniforms, equipment, and eco-friendly consumables across all schools

• One monthly invoice, reducing admin burden by 60%