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Construction Contract Leads

Section I: Contracting authority

I.1) Name and addresses

University Of Edinburgh

Charles Stewart House, 9-16 Chambers Street

Edinburgh

EH1 1HT

Contact

Steven Glynn

Email

sglynn2 [at] ed.ac.uk

Telephone

+44 1316502759

Country

United Kingdom

NUTS code

UKM75 - Edinburgh, City of

Internet address(es)

Main address

Buyer's address

I.2) Information about joint procurement

The contract is awarded by a central purchasing body

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at

Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via

I.4) Type of the contracting authority

Body governed by public law

I.5) Main activity

Education

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

ACE Contract Cleaning Services

Reference number

EC1076

II.1.2) Main CPV code

• 90911000 - Accommodation, building and window cleaning services

II.1.3) Type of contract

Services

II.1.4) Short description

The University of Edinburgh’s Accommodation, Catering and Events (ACE) is seeking contractors for cleaning services to a range of student accommodation. This will include full lease end cleans, with the main periods of peak being May through to September and also a flexible resource for weekly cleans, which are unable to be covered in house.

There is also a requirement to support commercial cleaning, including hotels and quick turnaround cleans following overnight stays.

The nature of the requirement can lead to extreme periods of peak and a need for flexibility in the pool of resources available across all areas. To support this and attract sufficient competition for all requirements, the University is proposing a lotted framework. Proposed lots are;

Lot 1: Lease End Cleaning (Including Specialist Cleaning) – Covers all planned and reactive lease end cleans and allows for specialist cleaning (Including carpet and Upholstery) Maximum 8 suppliers . Lot 1 will require the cleaning of approximately 5817 rooms from June to September and 4698 in September only.

Lot 2: Commercial Cleaning – Covers all commercial cleaning. Cleaning on this lot includes hotels and therefore has different requirements to Lots 1 and 3, including the standard. Maximum 3 suppliers. The number of rooms to be cleaned will depend on bookings received.

Lot 3: DOMUS Cleaning*: This is a separate lot due to the 24-hour turnaround requirement and the need to service multiple properties across the city within the same day. Properties are typically tenement-style flats (1–7 bedrooms) with a kitchen and shared bathroom(s). Access may involve multiple stair flights, with flats located from ground to fourth floor, and parking is often limited.2 suppliers. Lot 3 will require 885 rooms to be cleaned between May and September (based on 65% occupancy level)

II.1.5) Estimated total value

Value excluding VAT: £2,180,085.28

II.1.6) Information about lots

This contract is divided into lots: Yes

Tenders may be submitted for all lots

II.2) Description

II.2.1) Title

Lease End Cleaning (Including Specialist Cleaning)

Lot No

1

II.2.2) Additional CPV code(s)

• 90910000 - Cleaning services
• 90911100 - Accommodation cleaning services
• 90911200 - Building-cleaning services

II.2.3) Place of performance

NUTS codes

• UKM75 - Edinburgh, City of

II.2.4) Description of the procurement

The University of Edinburgh’s Accommodation, Catering and Events (ACE) is seeking contractors for cleaning services to a range of student accommodation. This will include full lease end cleans, with the main periods of peak being May through to September and also a flexible resource for weekly cleans, which are unable to be covered in house. There is also a requirement to support commercial cleaning, including hotels and quick turnaround cleans following overnight stays.

The nature of the requirement can lead to extreme periods of peak and a need for flexibility in the pool of resources available across all areas.

Lot 1: Lease End Cleaning (Including Specialist Cleaning) – Covers all planned and reactive lease end cleans and allows for specialist cleaning (Including carpet and Upholstery) Maximum 8 suppliers . Lot 1 will require the cleaning of approximately 5817 rooms from June to September and 4698 in September only. Note, these are indicative figures.

II.2.5) Award criteria

Quality criterion - Name: Technical / Weighting: 60

Price - Weighting: 40

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months

36

This contract is subject to renewal

Yes

Description of renewals

There will be two optional 1 year extensions to be taken at the Universities discretion.

II.2.9) Information about the limits on the number of candidates to be invited

Maximum number: 12

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options

There will be two optional 1 year extensions to be taken at the Universities discretion.

The tender documentation will include an option to modify the contract during its term to add additional, similar cleaning services required by the University (for example, carpet cleaning and upholstery cleaning), where these fall within the scope of the contract. Any such modification would be made in accordance with the contract terms and applicable procurement rules.

II.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No

II.2) Description

II.2.1) Title

Commercial Cleaning

Lot No

2

II.2.2) Additional CPV code(s)

• 90910000 - Cleaning services
• 90911100 - Accommodation cleaning services
• 90911200 - Building-cleaning services

II.2.3) Place of performance

NUTS codes

• UKM75 - Edinburgh, City of

II.2.4) Description of the procurement

The University of Edinburgh’s Accommodation, Catering and Events (ACE) is seeking contractors for cleaning services to a range of student accommodation. This will include full lease end cleans, with the main periods of peak being May through to September and also a flexible resource for weekly cleans, which are unable to be covered in house. There is also a requirement to support commercial cleaning, including hotels and quick turnaround cleans following overnight stays.

The nature of the requirement can lead to extreme periods of peak and a need for flexibility in the pool of resources available across all areas.

Lot 2: Commercial Cleaning – Covers all commercial cleaning. Cleaning on this lot includes hotels and therefore has different requirements to Lots 1 and 3, including the standard. Maximum 3 suppliers. The number of rooms to be cleaned will depend on bookings received.

II.2.5) Award criteria

Quality criterion - Name: Technical / Weighting: 60

Price - Weighting: 40

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months

36

This contract is subject to renewal

Yes

Description of renewals

There will be two optional 1 year extensions to be taken at the Universities discretion.

II.2.9) Information about the limits on the number of candidates to be invited

Maximum number: 8

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options

There will be two optional 1 year extensions to be taken at the Universities discretion.

II.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No

II.2) Description

II.2.1) Title

DOMUS Cleaning

Lot No

3

II.2.2) Additional CPV code(s)

• 90911100 - Accommodation cleaning services
• 90911200 - Building-cleaning services
• 90910000 - Cleaning services

II.2.3) Place of performance

NUTS codes

• UKM75 - Edinburgh, City of

II.2.4) Description of the procurement

The University of Edinburgh’s Accommodation, Catering and Events (ACE) is seeking contractors for cleaning services to a range of student accommodation. This will include full lease end cleans, with the main periods of peak being May through to September and also a flexible resource for weekly cleans, which are unable to be covered in house. There is also a requirement to support commercial cleaning, including hotels and quick turnaround cleans following overnight stays.

The nature of the requirement can lead to extreme periods of peak and a need for flexibility in the pool of resources available across all areas.

Lot 3: DOMUS Cleaning*: This is a separate lot due to the 24-hour turnaround requirement and the need to service multiple properties across the city within the same day. Properties are typically tenement-style flats (1–7 bedrooms) with a kitchen and shared bathroom(s). Access may involve multiple stair flights, with flats located from ground to fourth floor, and parking is often limited.2 suppliers. Lot 3 will require 885 rooms to be cleaned between May and September (based on 65% occupancy level)

II.2.5) Award criteria

Quality criterion - Name: Technical / Weighting: 60

Price - Weighting: 40

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months

36

This contract is subject to renewal

Yes

Description of renewals

There will be two optional 1 year extensions to be taken at the Universities discretion.

II.2.9) Information about the limits on the number of candidates to be invited

Maximum number: 7

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options

There will be two optional 1 year extensions to be taken at the Universities discretion

II.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section III. Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers

List and brief description of conditions

Selection criteria as stated in the procurement documents

III.1.2) Economic and financial standing

Minimum level(s) of standards possibly required

Minimum level(s) of standards required:

-Public liability insurance with a limit of indemnity of not less than two million pounds sterling (2,000,000 GBP) in relation to any one claim or series of claims;

-Employer's liability insurance with a limit of indemnity of not less than ten million pounds sterling (10,000,000 GBP);

-Product liability insurance with a limit of indemnity of not less than five million pounds sterling (5,000,000 GBP);

-The supplier is required to provide a minimum of 2 number of years accounts clearly showing a minimum yearly turnover of

140,000 GBP for Lot 1

85,000 GBP for Lot 2 and

85,000 for Lot 3

Where a supplier bids for more than one lot, they must evidence a minimum annual turnover equal to the combined turnover requirement for all lots bid for (e.g., bidding for Lots 2 and 3 requires evidence of at least 170,000 GBP annual turnover).

III.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents

III.2) Conditions related to the contract

III.2.2) Contract performance conditions

As detailed within the SPD and ITT documentation.

III.2.3) Information about staff responsible for the performance of the contract

Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract

Section IV. Procedure

IV.1) Description

IV.1.1) Type of procedure

Competitive procedure with negotiation

IV.1.3) Information about a framework agreement or a dynamic purchasing system

The procurement involves the establishment of a framework agreement

Framework agreement with several operators

Envisaged maximum number of participants to the framework agreement: 13

In the case of framework agreements, provide justification for any duration exceeding 4 years:

The University of Edinburgh’s large, multi-site estate requires a complex mobilisation, including coordinated site onboarding, access/security arrangements, H&S requirements, and KPI/reporting set-up. A 3+1+1 term provides time to stabilise service delivery and embed improvements, reducing disruption from frequent re-procurement.

IV.1.4) Information about reduction of the number of solutions or tenders during negotiation or dialogue

Recourse to staged procedure to gradually reduce the number of solutions to be discussed or tenders to be negotiated

IV.1.5) Information about negotiation

The contracting authority reserves the right to award the contract on the basis of the initial tenders without conducting negotiations

IV.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

IV.2) Administrative information

IV.2.1) Previous publication concerning this procedure

Notice number: 2025/S 000-071215

IV.2.2) Time limit for receipt of tenders or requests to participate

Date

21 September 2026

Local time

12:00pm

IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates

12 October 2026

IV.2.4) Languages in which tenders or requests to participate may be submitted

English

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

Section VI. Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published: Tendering process for renewal of this contract is likely to be approx. 6 to 12 months prior to the expiry of the contract.

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic invoicing will be accepted

Electronic payment will be used

VI.3) Additional information

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 32605.

For more information see:

Community benefits are included in this requirement. For more information see:

A summary of the expected community benefits has been provided as follows:

Community Benefits will apply. Further information will be detailed within our ITT documentation.

(SC Ref:811498

The buyer is using PCS-Tender to conduct this PQQ exercise. The Project code is 32605. For more information see:

Community benefits are included in this requirement. For more information see:

A summary of the expected community benefits has been provided as follows:

Community Benefits will apply. Further information will be detailed within our ITT documentation.

(SC Ref:840697)

VI.4) Procedures for review

VI.4.1) Review body

Edinburgh Sheriff Court

27 Chambers Street

Edinburgh

EH1 1LB

Email

sglynn2 [at] ed.ac.uk

Country

United Kingdom