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: Kristina Bondar
Telephone: +44 1316502759
E-mail: kbondar@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/81694471019ACB3D145C
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/81694471019ACB3D145C
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at:
https://www.publictendersscotland.publiccontractsscotland.gov.uk
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
Closed Systems Water Quality Specialist
Reference number: EC1062
II.1.2) Main CPV code
50000000
II.1.3) Type of contract
Services
II.1.4) Short description
The University of Edinburgh wishes to appoint a contractor for provision of comprehensive water quality sampling, analysis, reporting, and chemical treatment supply services. These services will cover the University estate’s heating, chilled water, condenser water, and steam-generating circuits, with an estimated contract value of up to GBP 731,684.77 (excluding VAT). The contract will support the University in meeting its regulatory obligations and maintaining safe, efficient operation across its closed water systems.
The proposed contract will run for an initial period of two years, with options to extend for up to two additional one-year periods. The requirement will be procured as a single Lot.
II.1.5) Estimated total value
Value excluding VAT:
731 684.77
GBP
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.2) Additional CPV code(s)
50000000
II.2.3) Place of performance
NUTS code:
UKM75
Main site or place of performance:
Edinburgh
II.2.4) Description of the procurement
The University of Edinburgh wishes to appoint a suitably qualified, resourced and experienced Water Quality Specialist to provide sampling, analysis, reporting services and chemical treatment as required for all heating and cooling closed-circuit water systems within defined buildings across the University’s campuses.
The proposed contract will run for an initial period of two years, with options to extend for up to two additional one-year periods. The requirement will be procured as a single Lot.
The Contractor shall be a member of the Closed Systems Control Association. All water analysis shall be carried out using the analytical services (microbiological and chemical) from UKAS accredited laboratories.
II.2.5) Award criteria
Criteria below:
Quality criterion: Technical
/ Weighting: 70
Cost criterion: Commercial
/ Weighting: 30
II.2.6) Estimated value
Value excluding VAT:
731 684.77
GBP
II.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months: 48
This contract is subject to renewal: Yes
Description of renewals:
Retender process to begin nine months prior to expiry
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:
This contract will run for an initial period of 24 months. As detailed in the ITT, the University has the option to extend this contract by 2 periods of 12 months, potentially taking the contract to a total of 48 months.
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
Economic operators may be excluded from this competition if there are in any of the situations referred to in regulation 58 of the Public Contracts (Scotland) Regulations 2015
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:
List and brief description of selection criteria:
SPD ref. 4A2.1 Question 1
Bidders must confirm and provide evidence that they have the relevant qualifications (membership of the Closed Systems Control Association), undertake continued professional development and have the relevant competence within their team to deliver a contract of this nature, size and complexity.
SPD ref. 4A2.1 Question 2
Bidders must confirm and provide evidence that they hold the relevant accreditation certificate from UKAS accredited laboratory.
Details of the water analysis laboratory should be provided including confirmation of their UKAS accreditation (BS 8552: 2012 Sampling and Monitoring of Water from Building Services Closed Systems – Code of Practice).
SPD ref. 4A2.1 Question 3
The bidder must obtain “Asbestos Awareness Training” as described in the HSE’s L143 Approved Code of Practice associated with Regulation 10 the Control of Asbestos Regulations 2012”.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Economic and financial standing
SPD ref. 4B1.1
Bidders will be required to have a minimum “general” annual turnover of 1,463,369.52 GBP for the last 3 financial years. Where turnover information is not available for the time period requested, the Bidder will be required to state the date which they were set up or started trading in question 4B3.
SPD ref. 4B5.1a
It is a requirement of this contract that bidders hold, or can commit to obtain prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below:
- Employer’s Liability - 5,000,000 GBP
- Public/Product Liability - 10,000,000 GBP
- Professional Indemnity - 2,000,000 GBP
SPD 4B.6 Statement 1 (PCG):
Where the bidder is providing a submission on behalf of a subsidiary company, upon request, the bidder must obtain a Parent Company Guarantee prior to commencement of any subsequently awarded contract.
SPD 4B.6 Statement 2 (Financial Strength):
Bidders will be required to provide adequate assurance of financial strength to successfully complete their contractual obligations.
Bidders must be able to provide upon request, their 3 most recent sets of annual audited accounts, including profit and loss information, and the following ratios:
- Current Ratio
- Quick Ratio
- Debtors Turnover Ratio
- Return on Assets
- Working Capital
- Debt to Equity Ratio
- Gross Profit Ratio
A review of ratios and audited accounts may be undertaken. In some cases, this review may lead to an additional request for further financial information to help clarify any potential issues raised. This information may be used to assess financial sustainability.
III.1.3) Technical and professional ability
List and brief description of selection criteria:
Technical Minimum Standard 1
Bidders must confirm that, if awarded the Contract, they will provide testing records and valid calibration certificates for all testing equipment used in the delivery of the Contract.
III.2) Conditions related to the contract
III.2.2) Contract performance conditions
Please refer to the ITT tender documents for full details.
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.1.8) 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 000-040709
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
12/01/2026
Local time: 12:00
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)
IV.2.7) Conditions for opening of tenders
Date:
12/01/2026
Local time: 14:00
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
Nine months prior to expiry
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 ITT exercise. The Project code is 30696. 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:
The University is seeking a partnership with a supplier who is committed to delivering community benefits for this contract in the Edinburgh city region.
We have provided an indicative community benefit menu to illustrate the type of community benefits that could be delivered, and we welcome your own organisations suggestions. The exact nature, delivery and/or monitoring arrangements of proposed community benefits may be clarified or co-created post tender, however, the bidder response will be enforced as part of the contract at the discretion of the University.
See Schedule 11 - Community Benefits for EC1062 of the ITT, including appendices, for more information on Community Benefits.
(SC Ref:817066)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court
27 Chambers Street
Edinburgh
EH1 1LB
UK
E-mail: kbondar@ed.ac.uk
VI.5) Date of dispatch of this notice
01/12/2025