Contract notice
Section I: Contracting
authority
I.1) Name and addresses
East Ayrshire Council
Corporate Procurement Team, London Road HQ
Kilmarnock
KA3 7BU
UK
Telephone: +44 1563554400
E-mail: lesley.robertson@east-ayrshire.gov.uk
NUTS: UKM93
Internet address(es)
Main address: http://www.east-ayrshire.gov.uk
Address of the buyer profile: https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223
I.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge at:
https://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 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
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
Lot No: 1
II.2.1) Title
Lot 1 - Ad Hoc Assistance for Gritting and Snow Clearing Operations within East and South Ayrshire
II.2.2) Additional CPV code(s)
90620000
43313100
44113910
37411000
34143000
II.2.3) Place of performance
NUTS code:
UKM93
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
Criteria below:
Quality criterion: 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.2.9) 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:
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.
Lot No: 2
II.2.1) Title
Lot 2 - Standby Service for the Provision of Winter Treatment Services on Kilmarnock Town Centre Priority Footways (East Ayrshire)
II.2.2) Additional CPV code(s)
34144420
34927100
14450000
14410000
90620000
37411000
44113910
43313100
34143000
II.2.3) Place of performance
NUTS code:
UKM93
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
Criteria below:
Quality criterion: 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.2.9) 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:
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.
Lot No: 3
II.2.1) Title
Lot 3 - Standby Service for Provision of Winter Treatment Services on Priority Carriageway Routes (East and South Ayrshire)
II.2.2) Additional CPV code(s)
90620000
43313100
34144440
34143000
37411000
44113910
II.2.3) Place of performance
NUTS code:
UKM93
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
Criteria below:
Quality criterion: 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.2.9) 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:
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.
Lot No: 4
II.2.1) Title
Lot 4 - Standby Service for Provision of Winter Treatment Services on Priority Footway Routes (East Ayrshire)
II.2.2) Additional CPV code(s)
90620000
43313100
37411000
44113910
34144420
34143000
II.2.3) Place of performance
NUTS code:
UKM93
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
Criteria below:
Quality criterion: 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.2.9) 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:
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.
Lot No: 5
II.2.1) Title
Lot 5 - Ad Hoc Assistance for Gritting and Snow Clearing Operations for Sheltered and Supported Living Accommodation within East Ayrshire
II.2.2) Additional CPV code(s)
90620000
14410000
34144420
37411000
44113910
34143000
II.2.3) Place of performance
NUTS code:
UKM93
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
Criteria below:
Quality criterion: 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.2.9) 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:
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 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 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 with several operators.
Justification for any framework agreement duration exceeding 4 years: To allow bidders to recoup any potential Capital Investment Costs.
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:
2022/S 000-025379
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
02/10/2026
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: 3 (from the date stated for receipt of tender)
IV.2.7) Conditions for opening of tenders
Date:
02/10/2026
Local time: 12:00
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: 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:
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
UK
VI.5) Date of dispatch of this notice
01/09/2026