Tender Response & Detailed Quotation
Ref: TVL/GREENMOTION/2026-001 · Valid 30 Days
Prepared for
GREEN MOTION
Transforming Car Rental Fleet Presentation
Across All Three Airport Locations
Prepared exclusively for Green Motion by Total Valeting Limited
01 — Executive Summary
Dear Maurice,
Prepared exclusively for Green Motion
Thank you for considering Total Valeting Limited as your long-term valeting and car washing partner. We understand that Green Motion operates three car rental fleet locations at Heathrow, Gatwick, and Bristol airports. You need far more than a cleaning supplier. You need a partner whose quality of service protects the premium image of every vehicle you hand over, whose operational flexibility matches the unpredictable rhythms of a growing car rental fleet group, and whose streamlined operations mean you never have to coordinate with multiple providers as you expand. Most importantly, you need a reliable, dependable partner — one who shows up consistently, delivers to standard every single time, and eliminates the operational friction that comes from unreliable service providers.
Total Valeting aims to reduce any operational risks. We are a specialist automotive and facility cleaning provider with proven multi-site car rental fleet experience across the UK. We confirm that we can service all three of your airport locations — Heathrow (TW6 2GW), Gatwick (RH6 0NP), and Bristol (BS48 3DY) — from Day One, with dedicated teams, consistent quality standards, and a single point of account management.
More importantly, we are structured to scale with you: for every new site you open, you receive the same onboarding process, the same service standards, and the same pricing framework outlined in this proposal.
The Cost of Getting This Wrong
Poor vehicle presentation at rental handover directly damages customer satisfaction and generates negative reviews that impact future bookings. Inconsistent fleet cleanliness across Gatwick, Heathrow and Bristol creates operational friction — customers expect the same premium experience at every location. Fragmented cleaning coordination across three airports increases management overhead and creates quality inconsistencies. During peak holiday periods, inability to surge cleaning capacity means delayed vehicle handovers and lost rental revenue. Across your three locations, inconsistent fleet presentation can represent up to £450,000 in lost annual revenue through reduced repeat bookings and negative online reputation damage.
What You Can Expect from This Partnership
- Immaculate handover presentation every time — protecting your brand reputation at the critical moment of customer delivery
- A single, accountable partner across all sites — eliminating the management burden of multiple suppliers and the unreliability that comes with fragmented coordination
- Dedicated, named teams at each location — the same people, day after day, who know your operations intimately and take ownership of quality
- Flexible daily, weekly, and on-demand scheduling — including guaranteed surge capacity for peak holiday periods, school breaks, and seasonal rental demand spikes
- Full facility cleaning (optional add-on) — showrooms, customer areas, offices, washrooms, and workshop support spaces maintained to a standard that matches your vehicles — all managed under a single contract
- Industry-leading cleaning solutions — premium, environmentally responsible products, professional-grade equipment, and pressure washers deployed across all sites
- Scheduled management audits and site visits — ensuring consistent quality standards and operational excellence at every location, with transparent performance reporting
- 24/7 escalation support — direct access to senior management if any issue arises, ensuring rapid resolution and zero service interruptions
- Full regulatory compliance — insurance, Health & Safety, environmental best practice, and rigorously trained staff
GREEN MOTIONProfessional Detailing.
Total Control.
02 — Understanding Your Situation
Built for Green Motion.
Not a Generic Template.
Nothing in this proposal is generic — it is built specifically for Green Motion. Based on your brief, we have identified your core needs and designed our solution around them.
| Your Requirement | What This Means Operationally | Our Solution |
|---|---|---|
| Fleet Vehicle Washing | All rental vehicles maintained to premium condition between customer returns and new rentals | Daily wash cycles for entire fleet; rapid turnaround between rentals; on-demand deep cleans for high-mileage vehicles and extended rentals |
| Interior Valeting | Light refresh, standard clean, and deep-clean tiers | Quick interior refreshes for rapid fleet turnover; standard cleans for regular rental cycles; deep cleans for end-of-lease vehicles and damage recovery |
| Rental Handover Preparation | Premium presentation at point of rental to maximize customer satisfaction and repeat bookings | A defined, repeatable handover process ensuring every rental customer receives a vehicle that looks and feels immaculate — interior, exterior, wheels, glass, trim, and detailing |
| Facility Cleaning (Optional) | Showroom, customer areas, offices, washrooms, workshop support | A clean car rental fleet environment that reinforces your brand from the moment a customer walks in — and provides a safe, hygienic workplace for your team. This service is available as an optional add-on if required. |
Consistency and reliability across three geographically dispersed sites
Dedicated site teams (same people, every day), a single account manager, transparent performance reporting, and 24/7 escalation support ensure uniform quality and zero service interruptions across all locations.
Scalability as new sites open without disruption
New sites onboarded within 4 weeks of confirmed instruction. Pricing framework locked — no re-tendering required.
Peak capacity during plate-change months and launch events
Guaranteed surge staffing deployed within 48 hours' notice. No peak surcharges on pre-planned scheduled work.
Compliance confidence and operational reliability across all premises
Full insurance, H&S, COSHH, environmental compliance and staff training documentation provided. Scheduled audits and transparent reporting ensure accountability and zero surprises.
Airport Coverage — All Three Locations Confirmed
Heathrow Airport
TW6 2GW
Confirmed
West London
Gatwick Airport
RH6 0NP
Confirmed
West Sussex
Bristol Airport
BS48 3DY
Confirmed
North Somerset
03 — Proposed Solution & Service Methodology
Every Service You Need.
Delivered to Your Standard.
3.1 Fleet Vehicle Washing
All washing strictly follows the Autoglym Safe Wash process — the industry-standard method developed to protect paintwork and preserve vehicle finish. This means the two-bucket method with grit guards to prevent swirl marks, pH-neutral Autoglym professional shampoos throughout, and hand-drying with premium microfibre towels — vehicles are never left to air dry.
AutoglymProfessional| Service | Description | Duration |
|---|---|---|
| Express Exterior Wash | Professional pre-rinse, pH-neutral shampoo wash, rinse, hand dry, window and mirror clean, tyre dressing — optimised for rapid fleet turnover without compromising finish quality | 20–30 mins |
| Full Exterior Wash | As above plus comprehensive wheel cleaning (arches and faces), tar and fallout removal, trim dressing, door shuts wiped — designed for high-volume rental operations requiring consistent presentation across hundreds of vehicles | 35–45 mins |
| Premium Exterior Detail | As above plus clay bar decontamination, single-stage machine polish, sealant or wax application — for extended-rental vehicles and high-value fleet preservation | 90–120 mins |
3.2 Interior Valeting
All products are selected for the specific material — leather, Alcantara, fabric, piano black trim — and are non-toxic and non-staining. Our interior processes are engineered for high-volume car rental operations, delivering premium quality at the speed your fleet demands.
| Tier | Description | Duration | Ideal Use Case |
|---|---|---|---|
| Light Interior Refresh | Vacuum all seats, carpets, and boot; wipe dashboard and centre console; clean interior glass; air freshener — rapid-cycle service optimised for high-turnover rental fleets | 20–30 mins | Rapid turnaround between rentals, post-return refresh |
| Standard Interior Valet | As above plus full upholstery wipe/brush, door card cleaning, all trim dressed, sill plates cleaned, centre console and controls cleaned — engineered for consistent quality across hundreds of daily rentals | 45–60 mins | Regular rental cycle maintenance, standard handover preparation |
| Deep-Clean Interior Valet | As above plus deep cleaning of upholstery/carpets, leather conditioning, headlining spot clean, air vent detailing, odour neutralisation, stain removal — comprehensive recovery for high-mileage and premium vehicles | 90–150 mins | End-of-lease vehicle recovery, damage remediation, premium rental preparation |
3.3 Rental Handover Preparation
Fleet vehicle presentation is where rental customer experience is won or lost. Every vehicle leaving your car rental fleet must meet your brand standard — and that requires a rigorous, repeatable process. We deliver this through a bespoke handover checklist, co-created with your site manager during onboarding, ensuring consistency across all three airport locations and every vehicle tier.
The Total Valeting Handover Standard
- 1Full exterior wash (including wheel faces, arches, door shuts, fuel flap)
- 2Exterior glass cleaned and polished (interior and exterior)
- 3Full standard or deep-clean interior valet (depending on new/used)
- 4Boot area cleaned and dressed
- 5Trim and tyres dressed
- 6Protective film and transport covers removed
- 7Final quality inspection against a signed-off checklist
- 8Vehicle positioned in handover bay, keys and documents placed as per your car rental fleet protocol
Car Rental Operations — Standard Services
- Pre-rental vehicle preparation — every vehicle receives a final inspection and detail before handover to ensure rental customers receive immaculate vehicles
- Post-return deep clean — high-mileage vehicles and those with customer wear are comprehensively cleaned and refreshed between rentals
- Fleet maintenance facility cleaning — scheduled cycles to keep your rental compound, parking areas, and vehicle storage facilities clean and well-maintained
- Damage assessment and remediation — vehicles returned with minor damage (stains, scuffs, odours) are professionally cleaned and restored to rental-ready condition
3.4 Multi-Site Service Delivery Model
Dedicated Site Teams
Each location receives a named team who learn the specific layout, workflows, and standards of that car rental fleet. Consistency and reliability come from familiar faces who take ownership of quality — no rotating staff, no surprises.
Regional Supervisors
A regional supervisor conducts scheduled and unannounced quality audits at each location (bi-weekly), using a standardised scoring matrix.
Single Account Manager
You deal with one person at Total Valeting for all three sites. Escalations, scheduling changes, invoicing, and performance reviews go through a single point of contact — ensuring accountability and rapid resolution of any issues.
Centralised Reporting & Transparency
Monthly service reports covering volumes, quality scores, and any issues are consolidated into a single document for your management team. Full transparency means you always know exactly how your service is performing.
3.5 Scalability — Supporting Your Growth
Optional Add-On
On-Site Facility Cleaning
(Optional Service)
Optional Add-On Service — Not Included in Base Proposal
This service is not included in your base valet proposal. Facility cleaning is available as an optional add-on to your valet contract if you wish to consolidate all facility management under Total Valeting. Please indicate your interest, and we will provide a separate pricing schedule for this service.
Total Valeting provides dedicated facilities support through our sister company, Total Contract Cleaning. Our operatives deliver comprehensive facility management across your three airport locations, using colour-coded microfibre systems (preventing cross-contamination between areas), commercial-grade cleaning products approved for car rental fleet environments, and documented cleaning schedules with sign-off logs.
| Area | Service Scope | Suggested Frequency |
|---|---|---|
| Customer Waiting Areas | Vacuuming, table/surface wipe-down, magazine/display tidying, refreshment area cleaning, waste removal | Daily |
| Offices | Desk and surface wipe-down, vacuuming, bin emptying, phone/keyboard sanitisation | Daily or 3× weekly |
| Washrooms / WCs | Full clean and sanitisation, consumable restocking (soap, paper, sanitiser), mirror and fixture cleaning, floor mopping | Daily (minimum) |
| Workshop Support Areas | Sweeping and degreasing workshop floors, parts counter cleaning, staff welfare area cleaning, waste and recycling management | Daily or as scheduled |
| External Areas | Front entrance, customer pathways, smoking areas (if applicable), signage cleaning | Weekly or as required |
04 — Implementation Timeline
From Signature to
Full Service in 3–4 Weeks
A phased mobilisation ensures service quality from Day One at every site. Quarterly performance reviews are scheduled thereafter, covering service volumes, quality scores, customer feedback, environmental compliance, and forward planning for known peak periods. This structured approach guarantees that you transition from your current provider to Total Valeting with zero service interruptions and immediate reliability.
Agreement & Planning
Week 1- Contract signing and kick-off meeting
- Site-specific requirements gathering
- Named account manager assigned
Site Assessments
Weeks 1–2- On-site visits to all 3 airport locations
- Risk assessments, water/waste/drainage surveys
- Equipment requirements and access arrangements confirmed
Team Mobilisation
Weeks 2–3- Dedicated teams assigned and briefed per site
- Equipment and product procurement
- Branded workwear issued to all operatives
Soft Launch
Week 3- Service begins at all three airport locations simultaneously
- Regional supervisors on-site daily during first week
- Heightened quality oversight throughout
Full Operation & 30-Day Review
Week 4+- Full autonomous operation across all sites
- First formal quality review at Day 30 — ensuring service meets your standards
- Quarterly performance reviews commence thereafter — ongoing accountability and transparency
05 — Your Investment — Full Pricing Breakdown
Transparent Pricing.
No Hidden Fees.
Our pricing is straightforward and fixed: a daily rate per operative across all three airport locations. No hidden costs, no variable charges based on site conditions. This is the rate you pay, guaranteed.
5.1 Vehicle Valeting & Washing
| Service | Per Vehicle Price (ex. VAT) |
|---|---|
| Day Rate — on-site operative (full day) | £132.00 per day* |
*This price has been held with no annual increase to reflect our multi-site contract, representing a 6% discount on our standard day rate. Day rates will increase on UK public holidays (Bank Holidays) at a rate to be confirmed.
5.2 Facility Cleaning — Additional Value-Added Service
While facility cleaning has not been requested as part of this proposal, Total Valeting can offer a comprehensive cleaning and facilities management service through our sister company Total Contract Cleaning. This represents significant added convenience — a single partner managing both your fleet vehicle presentation and your facility environment (offices, washrooms, and customer areas). All staffing, scheduling, and consumables are fully managed by us, eliminating the need to coordinate with multiple service providers.
| Service | Coverage | Rate (ex. VAT) |
|---|---|---|
| Cleaning Operative | On-site, trained and managed by Total Contract Cleaning | £24.00 / hr |
| Consumables & Sundries | All cleaning materials, toilet rolls, hand towels, soap, refuse bags | At cost — itemised weekly |
| Multi-Site Discount (2+ sites) | Applied across all three Green Motion airport locations | 5% off all rates |
Areas Covered
Customer reception & waiting areas
All offices and kitchen / canteen
Staff and customer washrooms (daily)
Ultra Dose Automated Chemical System
Precision chemical dosing eliminates manual mixing — consistent product strength, reduced waste, full COSHH compliance, and lower cost per clean.
Dual-Branded Tabards
All cleaning technicians wear dual-branded tabards — Green Motion and Total Contract Cleaning — ensuring a professional, on-brand presence throughout your car rental locations.
Autoglym Premium Cleaning Agents
We use Autoglym professional-grade cleaning products as standard across all vehicle services — the same brand trusted by prestige manufacturers and franchised dealers worldwide. Every valet delivers a showroom-quality finish that reflects the standard your customers expect.
Zero Downtime — Backed by RealKleen
Backed by RealKleen — our in-house pressure washer and consumables specialist — we guarantee zero service interruptions. Equipment breakdowns are resolved on-demand, with replacement machinery and consumables available immediately, ensuring continuity across all three airport locations.
5.4 On-Demand & Event Pricing
Ad hoc vehicle service (any tier)
Standard rate card per day, no call-out fee during contracted hours
Out-of-hours / weekend on-demand
Standard rate + supplement (confirmed at assessment)
Event / launch day support (dedicated team, full day)
Fixed price per day per site
Emergency / same-day deep clean (facility)
Fixed price per instance
5.5 Payment Terms
- Weekly invoicing in arrears, based on actual services delivered
- Payment due within 14 days of invoice date
- No upfront mobilisation fees — all setup, equipment, and training costs are absorbed by Total Valeting
06 — Compliance, Standards & Environmental Practices
Fully Compliant.
Fully Documented.
Full compliance documentation is available for your audit at any time.
6.1 Insurance
- Public Liability insurance — full certificates provided
- Employer's Liability insurance — full certificates provided
- Motor Trade / Vehicles in Care insurance — per vehicle coverage
- Professional Indemnity insurance — full certificates provided
- All policies updated annually; certificates provided on request
6.2 Health & Safety Compliance
- Full written H&S policy reviewed annually, compliant with the Health and Safety at Work etc. Act 1974
- Site-specific risk assessments completed before service commencement at each location, reviewed quarterly
- All staff undergo site specific COSHH training.
- Method statements and Safe Systems of Work (SSOW) documented for every service activity
- PPE provided and mandatory for all operatives — non-negotiable
- Designated H&S officer within Total Valeting responsible for compliance and audits
6.3 Environmental Practices
- Water-efficient equipment (low-flow pressure washers, trigger-controlled hoses) used at all sites
- Compliance with the Water Resources Act 1991 and local water authority trade effluent regulations
- All cleaning products are biodegradable and phosphate-free
- Full COSHH assessments for every product used on-site; Safety Data Sheets held on-site
- All waste removed in compliance with the Environmental Protection Act 1990 — zero hazardous waste to landfill commitment
6.4 Staff Training & Quality Control
- All staff undergo right-to-work verification, reference checks, and DBS checks (where required)
- Uniformed, branded operatives at all times for identification and professionalism
- Induction training: company standards, H&S, COSHH, customer interaction, site-specific protocols
- Practical skills training: two-bucket method, paint-safe processes, interior valeting by material type
- Bi-weekly unannounced quality audits by regional supervisor using a standardised 50-point scoring matrix
- Any complaints or quality issues logged, investigated within 24 hours, corrective actions confirmed in writing within 48 hours
Client Testimonials
Trusted by Top
Automotive Brands
We have used Total Valeting for a number of years and have had a consistently positive experience. The valeters are reliable, hardworking, and take real pride in their work.
Lois Taylor
Business Administrator — Graypaul Birmingham, Official Ferrari Dealer
We have had a working relationship with Total Valeting for many years now and this relationship continues to be a strong one, built on trust and understanding.
Long-term Partner
Senior Management — Premium Automotive Group
At Johnsons Ford, we were struggling with an unreliable valeting team. Based on a recommendation, we chose Total Valeting — and haven't looked back since.
Johnsons Ford
Operations Team — Ford Car Rental Fleet
07 — Next Steps & Signature
Ready to Get
Started?
You review this proposal and ask any questions and notify of any required amendments (proposal valid for 30 days)
Within 3 working days, we schedule a call or meeting to discuss any questions, clarify requirements, and confirm site-specific details
Both parties sign the service agreement
Total Valeting conducts on-site assessments at all three airport locations — within 5 working days of signing
Dedicated teams assigned, equipment mobilised, site-specific plans finalised — within 2 weeks of site assessments
Service commences across all three airport locations with enhanced supervisory oversight — within 3–4 weeks of signing
30-day performance review and formal quality audit
Quarterly reviews commence — ongoing
A Personal Commitment
"Maurice, we understand that choosing a service partner for multiple sites is a significant decision — one that affects your customers' experience, your team's working environment, and your brand's reputation every single day. We don't take that lightly. Total Valeting aims to eliminate any operational problems. We would be proud to partner with Green Motion, and we are committed to earning your trust at every site, every day. We look forward to hearing from you."
Your Dedicated Contact
Pasq Avola
UK Account Manager — Total Valeting Limited
Already delivering exceptional service to Green Motion Manchester Airport — approved by Green Motion Head Office