Contract notice
Section I: Contracting
authority
I.1) Name and addresses
Lothian Health Board
Mainpoint, 2nd Floor, 102 Westport
Edinburgh
EH3 9DN
UK
E-mail: rashida.rasool@nhs.scot
NUTS: UKM75
Internet address(es)
Main address: www.nhslothian.scot/
Address of the buyer profile: www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00326
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
www.publictendersscotland.publiccontractsscotland.gov.uk/
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/
I.4) Type of the contracting authority
Regional or local agency/office
I.5) Main activity
General public services
Section II: Object
II.1) Scope of the procurement
II.1.1) Title
Hospital Kitchen Deep Cleaning
Reference number: LR3-191-2026
II.1.2) Main CPV code
90910000
II.1.3) Type of contract
Services
II.1.4) Short description
NHS Lothian (NHSL) intends to appoint a suitable Contractor to undertake routine deep cleaning services, including grease extract cleaning services at various NHSL kitchen sites.
The following NHSL sites are required to be cleaned 2-3 times per year. Please refer to Appendix 2 to view the cleaning schedule.
Western General Hospital - Main Kitchen
Royal Edinburgh Hospital - Kitchen & Oil Store
Royal Hospital for Children & Young People - Basement Kitchen
Royal Hospital for Children & Young People - Upper Kitchen
East Lothian Community Hospital
St John’s Hospital - Howden Café
St John’s Hospital - Main Kitchen
The Services will include:
Canopy, filter, and extraction cleaning
Decarbonising to remove burnt-on residues from equipment such as fryers, ranges, and other heating surfaces
Full disinfection of all relevant surfaces, fittings, and equipment
Dismantling and disconnecting equipment, where necessary, to access hard to reach areas
Reassembly and reconnection of all equipment on completion
Accessing and cleaning high level areas
Use of food-safe, non-corrosive, environmentally friendly deep cleaning chemicals
Use of appropriate specialist equipment and materials to achieve professional deep clean results
Bagging and removal of all waste generated during the cleaning works to appropriate disposal facilities
Provision of a final clean report and certificate of cleanliness following each completed clean
II.1.6) Information about lots
This contract is divided into lots:
No
II.2) Description
II.2.3) Place of performance
NUTS code:
UKM73
Main site or place of performance:
Edinburgh and the Lothians
II.2.4) Description of the procurement
See II.1.4) Short description of this contract notice
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: 24
This contract is subject to renewal: Yes
Description of renewals:
There are 3 x 12-months options to extend this contract. All extensions will be taken at NHS Lothian's discretion. The maximum contract term will therefore be 5 years.
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:
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.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions:
Bidders must confirm adherence to either of the following:
(a) hold current membership of the BESA Vent Hygiene Register (VHR), or an equivalent independently audited certification scheme;
OR:
(b) will ensure that all grease extract cleaning services delivered under this contract will be carried out in accordance with the BESA TR19 Grease specification, including provision of appropriate post-clean certification and supporting documentation.
COSHH training
Bidders must confirm that all staff engaged in the delivery of the services under this Contract will receive appropriate training in the Control of Substances Hazardous to Health (COSHH), relevant to the chemicals and substances used in hospital kitchen deep cleaning environments.
This training must be current, regularly refreshed, and evidenced upon request by NHS Lothian for the duration of the Contract.
The successful Contractor must ensure that within 6 weeks of commencement of the Contract, all relevant staff are in possession of a current Protecting Vulnerable Groups (PVG) certificate from Disclosure Scotland, as is required by Scottish Law. Written confirmation of compliance with this requirement must be readily available when asked for by NHS Lothian personnel. Continual compliance with this requirement for the duration Contract is a strict mandatory requirement. Failure to comply might result in non-compliant operatives being removed from site, and also termination of the Contract if not remedied to the satisfaction of the Board.
III.1.2) Economic and financial standing
List and brief description of selection criteria:
Specific Yearly/Average turnover over the last three financial years
Professional Risk Indemnity
Employer's (Compulsory) Liability
Public Liability
Minimum level(s) of standards required:
Requirement - Specific Yearly/Average turnover
Number of fiscal years: 3
Minimum required turnover per year: 100,000 GBP
Professional Risk Indemnity: 5,000,000 GBP
Employer's (Compulsory) Liability: 5,000,000 GBP
Public Liability: 10,000,000 GBP
III.2) Conditions related to 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.2.2) Time limit for receipt of tenders or requests to participate
Date:
17/07/2026
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
Tender must be valid until:
15/10/2026
IV.2.7) Conditions for opening of tenders
Date:
17/07/2026
Local time: 12:00
Place:
Online - the tender submissions will be downloaded from the PCS-T tender platform.
Information about authorised persons and opening procedure:
The tender opening panel will complete a tender opening checklist to ensure that any omissions/errors/non-compliance in the bid submissions is captured and clarified (where appropriate) with the tenderers prior to the quality submissions being sent to the evaluation panel.
Section VI: Complementary information
VI.1) Information about recurrence
This is a recurrent procurement:
Yes
Estimated timing for further notices to be published:
This is dependent on whether or not the awarded contract will be extended after the initial 2 year duration. Future notices will be published in one of the following years: 2028, 2029, 2030 or 2031.
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 31986. 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:
NHS Lothian is committed to maximising Community Benefits from its procurement activities and wishes to secure economic and social benefits from this procurement.
The focus for Community Benefits within this Contract will be community oriented, providing benefit to the Third Sector and community groups within Edinburgh and the Lothians.
The Community Benefits requirement for this contract is mandatory.
NHS Lothian will work with the successful Bidder to support Community Benefit selection via the NHS Scotland (NHSS) National Services Scotland (NSS) Community Benefits Gateway.
Links for more information on Community Benefits:
Community benefits in procurement - Public sector procurement - gov.scot (https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/ )
Community benefits in public procurement: guidance note - gov.scot (https://www.gov.scot/publications/scottish-government-community-benefits-public-procurement-guidance-note/ )
Community Benefits Gateway – nhs.scot (https://www.nss.nhs.scot/procurement-and-logistics/sustainability-information-for-suppliers/access-our-community-benefit-gateway/)
Bidders must confirm that their organisation will commit to fulfil one (1) community benefit posted on the Community Benefits Gateway per 50,000 GBP of aggregated contract spend.
(SC Ref:834277)
VI.4) Procedures for review
VI.4.1) Review body
Edinburgh Sheriff Court and Justice of the Peace Court
27 Chambers Street
Edinburgh
EH1 1LB
UK
VI.5) Date of dispatch of this notice
12/06/2026