Contract notice
Section I: Contracting
authority
I.1) Name and addresses
The City of Edinburgh Council
Waverley Court, 4 East Market Street
Edinburgh
EH8 8BG
UK
Contact person: Stephen Forfar
Telephone: +44 1314693922
E-mail: stephen.forfar@edinburgh.gov.uk
NUTS: UKM75
Internet address(es)
Main address: http://www.edinburgh.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00290
I.3) Communication
Access to the procurement documents is restricted. Further information can be obtained at:
https://www.publiccontractsscotland.gov.uk
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publiccontractsscotland.gov.uk
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
Cleaning: Event & Performance (Cultural Venues)
Reference number: CT1530
II.1.2) Main CPV code
90910000
II.1.3) Type of contract
Services
II.1.4) Short description
The City of Edinburgh Council is seeking expressions of interest from qualified providers for the provision of specialised cleaning services at our cultural venues: Usher Hall, Assembly Rooms, and Church Hill Theatre.
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
90910000
II.2.3) Place of performance
NUTS code:
UKM75
II.2.4) Description of the procurement
The City of Edinburgh Council is seeking expressions of interest from qualified providers for the provision of specialised cleaning services at our cultural venues: Usher Hall, Assembly Rooms, and Church Hill Theatre. These listed venues require meticulous cleaning standards to ensure a hygienic, safe, and welcoming environment for visitors and to protect the heritage features of each site. The Council’s focus on sustainability and commitment to achieving Net Zero by 2030 means the chosen provider will be required to incorporate eco-friendly cleaning practices and products as part of their service.
Full details of the requirements can be found in the documents provided.
II.2.5) Award criteria
Criteria below:
Quality criterion: Quality
/ 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:
Within this contract the Council has the option to extend for two 12-month extension periods.
II.2.9) Information about the limits on the number of candidates to be invited
Envisaged number of candidates: 5
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
No
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.1.2) Economic and financial standing
List and brief description of selection criteria:
Tenderers are required to have a minimum “general” annual turnover of 700000GBP for the last two financial years. Where a Tenderer does not have an annual turnover of this value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer’s suitability to proceed in the competition.
Tenderers will be required to provide their current and prior years financial ratios.
Tenderers are required to hold, or commit to obtaining prior to the commencement of any subsequently awarded contract, the types and minimum levels of insurance indicated.
Minimum level(s) of standards required:
Tenderers are required to have a minimum “general” annual turnover of 700000GBP for the last two financial years.
Current ratio for Current Year: 1.15
Current ratio for Prior Year: 1.15
The formula for calculating a Tenderer’s current ratio is current assets divided by current liabilities. The acceptable range for each financial ratio is greater than 1.15. Where a Tenderer’s current ratio is less than the acceptable value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer’s suitability to proceed in the competition.
Insurances and minimum levels required:
a. Employer’s Liability Insurance: 5,000,000GBP
b. Public and Products Liability Insurance: 10,000,000GBP
c. Professional Indemnity Insurance: 5,000,000GBP
III.2) Conditions related to the contract
Section IV: Procedure
IV.1) Description
IV.1.1) Type of procedure
Restricted procedure
IV.1.8) Information about Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement:
Yes
IV.2) Administrative information
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
09/05/2025
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
23/05/2025
IV.2.4) Languages in which tenders or requests to participate may be submitted
EN
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
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 invoicing will be accepted
Electronic payment will be used
VI.3) Additional information
It is a mandatory requirement of this Contract that a prompt payment clause is present in all Contracts used in the delivery of the requirements. This ensures payment of sub-contractors at all stages of the supply chain within 30 days and includes an obligation to provide a point of contact for sub-contractors to refer to in the case of payment difficulties. This will require active monitoring of payment performance as well as the provision of evidence and reports to the Council on request or as contractually scheduled
NOTE: To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=794736.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
The Council aims to maximise the social, economic and environmental benefits from its procurement (known as ‘Community Benefits’) by incorporating Community Benefit clauses within its contracts. These benefits are delivered by suppliers in addition to meeting the core requirements of the contract.
(SC Ref:794736)
Download the ESPD document here: https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=794736
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court & Justice of the Peace Court
Edinburgh Sheriff Court, 27 Chambers St
Edinburgh
EH1 1LB
UK
VI.5) Date of dispatch of this notice
08/04/2025