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Construction Contract Leads

Section I: Contracting authority

I.1) Name and addresses

East Ayrshire Council

Corporate Procurement Team, London Road HQ

Kilmarnock

KA3 7BU

Email

lesley.robertson [at] east-ayrshire.gov.uk

Telephone

+44 1563554400

Country

United Kingdom

NUTS code

UKM93 - East Ayrshire and North Ayrshire mainland

Internet address(es)

Main address

Buyer's address

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

Regional or local authority

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

PS/25/263 - Winter Maintenance Assistance Framework (2026-2033)

Reference number

PS/25/263

II.1.2) Main CPV code

• 90620000 - Snow-clearing services

II.1.3) Type of contract

Services

II.1.4) Short description

The Council requires to establish a Winter Maintenance Assistance Framework for the provision of Contractors assistance during periods of adverse winter weather when all internal resource has been exhausted. The Framework will consist of 5 Lots:

Lot 1: Ad Hoc Assistance for Gritting and Snow Clearing Operations within East and South Ayrshire

Lot 2: Standby Service for the Provision of Winter Treatment Services on Kilmarnock Town Centre Priority Footways (East Ayrshire)

Lot 3: Standby Service for Provision of Winter Treatment Services on Priority Carriageway Routes (East and South Ayrshire)

Lot 4: Standby Service for Provision of Winter Treatment Services on Priority Footway Routes (East Ayrshire)

Lot 5: Ad Hoc Assistance for Gritting and Snow Clearing Operations for Sheltered and Supported Living Accommodation within East Ayrshire

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

Lot 1 - Ad Hoc Assistance for Gritting and Snow Clearing Operations within East and South Ayrshire

Lot No

1

II.2.2) Additional CPV code(s)

• 90620000 - Snow-clearing services
• 43313100 - Snowploughs
• 44113910 - Winter-maintenance materials
• 37411000 - Winter equipments
• 34143000 - Winter-maintenance vehicles

II.2.3) Place of performance

NUTS codes

• UKM93 - East Ayrshire and North Ayrshire mainland

Main site or place of performance

East and South Ayrshire

II.2.4) Description of the procurement

Lot 1 will consist of Contractors/farmers etc (Service Providers) along with appropriate vehicles, plant and equipment which could be made available during periods of adverse winter weather to assist with winter maintenance operations on an as and when required basis. It is envisaged there will be a maximum of 6 Contractors appointed to this Lot. There can be no guarantee as to the level of assistance that will be required over the term of the Framework Agreement, if any at all.

II.2.5) Award criteria

Quality criterion - Name: Lone Working / Weighting: 5

Price - Weighting: 95

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

Duration in months

84

This contract is subject to renewal

Yes

Description of renewals

The initial term of the Framework will be 4 years, with three one year extension options (4 + 1 + 1 + 1). Extension options are at the sole discretion of the Council.

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options

Additional purchases may include any related winter maintenance products or services.

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.2.14) Additional information

There can be no guarantee as to the level of assistance that will be required over the term of the Framework Agreement, if any at all. Bidders may apply for one, several or all Lots.

II.2) Description

II.2.1) Title

Lot 2 - Standby Service for the Provision of Winter Treatment Services on Kilmarnock Town Centre Priority Footways (East Ayrshire)

Lot No

2

II.2.2) Additional CPV code(s)

• 34144420 - Salt spreaders
• 34927100 - Road salt
• 14450000 - Salt in brine
• 14410000 - Rock salt
• 90620000 - Snow-clearing services
• 37411000 - Winter equipments
• 44113910 - Winter-maintenance materials
• 43313100 - Snowploughs
• 34143000 - Winter-maintenance vehicles

II.2.3) Place of performance

NUTS codes

• UKM93 - East Ayrshire and North Ayrshire mainland

Main site or place of performance

Kilmarnock, East Ayrshire

II.2.4) Description of the procurement

Lot 2 will consist of a single Contractor, who shall provide a Standby winter footway treatment service using liquid de-icer products (which shall be sodium chloride NaCl (Brine) Spray or on instruction a calcium chloride CaCL2 (Brine) spray) on designated priority footways located within the Kilmarnock Town Centre, with 24/7 availability over a 19 week period. There can be no guarantee as to the level of assistance that will be required over the term of the Framework Agreement, if any at all.

II.2.5) Award criteria

Quality criterion - Name: Lone Working / Weighting: 5

Price - Weighting: 95

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

Duration in months

84

This contract is subject to renewal

Yes

Description of renewals

The initial term of the Framework will be 4 years, with three one year extension options (4 + 1 + 1 + 1). Extension options are at the sole discretion of the Council.

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options

Additional purchases may include any related winter maintenance products or services.

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.2.14) Additional information

There can be no guarantee as to the level of assistance that will be required over the term of the Framework Agreement, if any at all. Bidders may apply for one, several or all Lots.

II.2) Description

II.2.1) Title

Lot 3 - Standby Service for Provision of Winter Treatment Services on Priority Carriageway Routes (East and South Ayrshire)

Lot No

3

II.2.2) Additional CPV code(s)

• 90620000 - Snow-clearing services
• 43313100 - Snowploughs
• 34144440 - Gritter vehicles
• 34143000 - Winter-maintenance vehicles
• 37411000 - Winter equipments
• 44113910 - Winter-maintenance materials

II.2.3) Place of performance

NUTS codes

• UKM93 - East Ayrshire and North Ayrshire mainland

Main site or place of performance

East Ayrshire and South Ayrshire

II.2.4) Description of the procurement

Lot 3 will consist of Contractors/farmers etc (Service Providers) along with appropriate vehicles, plant or equipment that will be on Standby for allocated specific Priority 1 and Priority 2 Carriageway Routes with 24/7 availability over a 25 week period. It is envisaged there will be there will be a maximum of 4 Contractors appointed to this Lot. Please note that Contractors will only receive a Standby Payment if they are allocated routes following award onto this Lot. There can be no guarantee as to the level of assistance that will be required, if any at all.

II.2.5) Award criteria

Quality criterion - Name: Lone Working / Weighting: 5

Price - Weighting: 95

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

Duration in months

84

This contract is subject to renewal

Yes

Description of renewals

The initial term of the Framework will be 4 years, with three one year extension options (4 + 1 + 1 + 1). Extension options are at the sole discretion of the Council.

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options

Additional purchases may include any related winter maintenance products or services.

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.2.14) Additional information

There can be no guarantee as to the level of assistance that will be required over the term of the Framework Agreement, if any at all. Bidders may apply for one, several or all Lots.

II.2) Description

II.2.1) Title

Lot 4 - Standby Service for Provision of Winter Treatment Services on Priority Footway Routes (East Ayrshire)

Lot No

4

II.2.2) Additional CPV code(s)

• 90620000 - Snow-clearing services
• 43313100 - Snowploughs
• 37411000 - Winter equipments
• 44113910 - Winter-maintenance materials
• 34144420 - Salt spreaders
• 34143000 - Winter-maintenance vehicles

II.2.3) Place of performance

NUTS codes

• UKM93 - East Ayrshire and North Ayrshire mainland

Main site or place of performance

East Ayrshire

II.2.4) Description of the procurement

Lot 4 will consist of Contractors/farmers etc (Service Providers) along with appropriate vehicles, plant or equipment that will be on Standby for allocated specific Priority 1 and Priority 2 Footway routes with 24/7 availability over a 19 week period. It is envisaged there will be a maximum of 4 Contractors appointed to this Lot. Please note that Contractors will only receive a Standby Payment if they are allocated routes following award onto this Lot. There can be no guarantee as to the level of assistance that will be required, if any at all.

II.2.5) Award criteria

Quality criterion - Name: Lone Working / Weighting: 5

Price - Weighting: 95

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

Duration in months

84

This contract is subject to renewal

Yes

Description of renewals

The initial term of the Framework will be 4 years, with three one year extension options (4 + 1 + 1 + 1). Extension options are at the sole discretion of the Council.

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options

Additional purchases may include any related winter maintenance products or services.

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.2.14) Additional information

There can be no guarantee as to the level of assistance that will be required over the term of the Framework Agreement, if any at all. Bidders may apply for one, several or all Lots.

II.2) Description

II.2.1) Title

Lot 5 - Ad Hoc Assistance for Gritting and Snow Clearing Operations for Sheltered and Supported Living Accommodation within East Ayrshire

Lot No

5

II.2.2) Additional CPV code(s)

• 90620000 - Snow-clearing services
• 14410000 - Rock salt
• 34144420 - Salt spreaders
• 37411000 - Winter equipments
• 44113910 - Winter-maintenance materials
• 34143000 - Winter-maintenance vehicles

II.2.3) Place of performance

NUTS codes

• UKM93 - East Ayrshire and North Ayrshire mainland

Main site or place of performance

East Ayrshire

II.2.4) Description of the procurement

Lot 5 will consist of a single Contractor along with appropriate vehicles, plant or equipment which could be made available during periods of adverse winter weather to assist with winter maintenance operations for Sheltered and Supported Living Accommodation within East Ayrshire on an as and when required basis, for gritting of footpaths and car parks. White Road Salt should be utilised for all areas. There can be no guarantee to the levels of assistance required over the term of the Framework, if any at all.

II.2.5) Award criteria

Quality criterion - Name: Lone Working / Weighting: 5

Price - Weighting: 95

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

Duration in months

84

This contract is subject to renewal

Yes

Description of renewals

The initial term of the Framework will be 4 years, with three one year extension options (4 + 1 + 1 + 1). Extension options are at the sole discretion of the Council.

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: Yes

Description of options

Additional purchases may include any related winter maintenance products or services.

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.2.14) Additional information

There can be no guarantee as to the level of assistance that will be required over the term of the Framework Agreement, if any at all. Bidders may apply for one, several or all Lots.

Section III. Legal, economic, financial and technical information

III.1) Conditions for participation

III.1.2) Economic and financial standing

List and brief description of selection criteria

The bidder should provide its 'general' yearly turnover for the previous THREE years.

East Ayrshire Council reserve the right to review the bidders financial information from a credit reference agency (CreditSafe) at tender stage and for the duration of the contract, and seek clarifications if necessary. If a High Risk Warning is identified or clarifications are not satisfactory the bidder may be excluded from the tender process. It is the Tenderers responsibility to ensure that all information held by CreditSafe is current and accurate when submitted their Tender. The Council will not enter into discussions with Tenderers who fail to ensure that their CreditSafe scores are accurate by the due submission date

Minimum level(s) of standards possibly required

It is a requirement of this contract that bidders hold, or can commit to obtaining prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:

Employers Liability Insurance: 10 million GBP

Public Liability Insurance: 5 million GBP

Products Liability Insurance: 5 million GPB

Motor Vehicle Insurance: To be determined by the Contractor

Bidders are required to successfully complete the Insurance Questionnaire.

III.1.3) Technical and professional ability

Minimum level(s) of standards possibly required

Quality Management Requirements

The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO9001 (or equivalent)

OR

The bidder must have a documented policy regarding quality management.

Health and Safety Requirements:

The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS EN ISO 45001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.

OR

The bidder must have a regularly reviewed and documented policy for Health and Safety (H&S) management. Bidders that do not hold the relevant Health and Safety Accreditation BS EN 45001 (or equivalent) must download, complete and return EAC's Health and Safety Questionnaire.

Environmental Management Requirements:

The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate

OR

The bidder must have a regularly reviewed documented policy regarding environmental management.

III.2) Conditions related to the contract

III.2.2) Contract performance conditions

As per ITT documents.

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

Open procedure

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

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

To allow bidders to recoup any potential Capital Investment Costs.

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: 2022/S 000-025379

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

Date

2 October 2026

Local time

12:00pm

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: 3 (from the date stated for receipt of tender)

IV.2.7) Conditions for opening of tenders

Date

2 October 2026

Local time

12:00pm

Section VI. Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: No

VI.2) Information about electronic workflows

Electronic ordering will be used

Electronic payment will be used

VI.3) Additional information

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 32015. 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:

This tender process will follow the Mandatory Route and Community Benefits are included as pass / fail criteria.

(SC Ref:840987)

VI.4) Procedures for review

VI.4.1) Review body

Kilmarnock Sheriff Court

Sheriff Court House, St Marnock Street

Kilmarnock

KA1 1ED

Country

United Kingdom