Contract notice
Section I: Contracting
authority
I.1) Name and addresses
University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
UK
Contact person: Steven Glynn
Telephone: +44 1316502759
E-mail: sglynn2@ed.ac.uk
NUTS: UKM75
Internet address(es)
Main address: http://www.ed.ac.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107
I.2) 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:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/go/5379251201A01F9F262C
Additional information can be obtained from the abovementioned address
Tenders or requests to participate must be sent electronically to:
https://www.publictendersscotland.publiccontractsscotland.gov.uk/go/5379251201A01F9F262C
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
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
GBP
II.1.6) Information about lots
This contract is divided into lots:
Yes
Tenders may be submitted for all lots
II.2) Description
Lot No: 1
II.2.1) Title
Lease End Cleaning (Including Specialist Cleaning)
II.2.2) Additional CPV code(s)
90910000
90911100
90911200
II.2.3) Place of performance
NUTS code:
UKM75
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
Criteria below:
Quality criterion: 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
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
Lot No: 2
II.2.1) Title
Commercial Cleaning
II.2.2) Additional CPV code(s)
90910000
90911100
90911200
II.2.3) Place of performance
NUTS code:
UKM75
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
Criteria below:
Quality criterion: 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
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
Lot No: 3
II.2.1) Title
DOMUS Cleaning
II.2.2) Additional CPV code(s)
90911100
90911200
90910000
II.2.3) Place of performance
NUTS code:
UKM75
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
Criteria below:
Quality criterion: 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
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 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 with several operators.
Envisaged maximum number of participants to the framework agreement: 13
Justification for any framework agreement 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 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 in the OJ S:
2025/S 000-071215
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
21/09/2026
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
12/10/2026
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: 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:https://www.publictendersscotland.publiccontractsscotland.gov.uk/go/5379251201A01F9F262C
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:
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: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
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:
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
UK
E-mail: sglynn2@ed.ac.uk
VI.5) Date of dispatch of this notice
20/08/2026