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/8599597501A0867DF3C2
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/8599597501A0867DF3C2
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
Window Cleaning Services
Reference number: EC1077
II.1.2) Main CPV code
90911000
II.1.3) Type of contract
Services
II.1.4) Short description
The University of Edinburgh will shortly be going out to tender via a Restricted Procedure to engage suitably qualified, resourced and experienced suppliers to provide window cleaning services across the estate.
The University of Edinburgh is procuring window cleaning services across a large and diverse estate, including historic listed buildings and modern facilities, spanning multiple campus locations. The requirement is for a prompt, efficient and consistently high-quality service delivered year-round (52 weeks), with capacity to flex to changing priorities and emerging needs. Suppliers are expected to work collaboratively with University representatives and operate in a way that minimises disruption, as many buildings will be occupied during service delivery.
Window cleaning requirements include both planned/programmed cleans and reactive/short-notice cleans. For planned works, cleaning will be scheduled in advance and must be delivered to agreed timescales, with early notification to the University if issues arise that may affect delivery. For reactive requests, the University requires a same working day response to enquiries, with a quotation and agreed delivery timescales within 24 hours. Predominant cleaning method is expected to be reach and wash, however some buildings will require alternative access methods such as rope access/abseiling and MEWPs, and bidders must demonstrate capability to deliver these safely and compliantly.
A key operational feature is significant peak demand during defined periods, with a requirement for sufficient staffing, vehicles and equipment to deliver high volumes within short timescales. Quality sign-off is required following completion of cleans (by the University’s nominated representative). Contractors are responsible for taking due care of University fixtures and fittings and must report any defects discovered (e.g., broken or defective windows, hinges, safety catches) and any accidental damage immediately, in line with contract reporting procedures.
II.1.5) Estimated total value
Value excluding VAT:
560 000.00
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
Accommodation, Catering and Events
II.2.2) Additional CPV code(s)
90911000
II.2.3) Place of performance
NUTS code:
UKM75
II.2.4) Description of the procurement
It is proposed this procurement will be conducted through the use of the Restricted Procedure.
The evaluation process shall be as follows.
Stage 1- Pre-Qualification via the submission of the completed SPD (Scotland).
Bidders must pass the minimum standards (pass/fail) sections of the SPD (Scotland). These can be found within the qualification envelope of PCS-T. Statements detailing the specific requirements can be found within Section III 1.1, 1.2 & 1.3 and of the Contract Notice. Bidders must complete the technical envelope in PCS-T. The responses to these statements will be scored as per the scoring methodology. SPD Technical Envelope Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions. For example, if a question is weighted 10 percent and your submission scores 3 points out of 4 for that question then you will receive 7.5 percent out of a possible 10 percent.
A 50%minimum threshold will apply, whereby only bidders achieving a total score greater or equal to 50% for their responses to the SPD scored questions will be considered for shortlisting. The top six (6) Bidders based on the scored questions will be invited to submit a bid in response to the subsequent Invitation to Tender (ITT). Where the number of bidders meeting the selection criteria is below the minimum number, the University may continue the procedure by inviting the candidates with the required capabilities. In any event, the number of candidates invited shall be sufficient to ensure genuine competition at ITT stage.
Stage 2- Invitation to Tender (ITT)
The University will evaluate all shortlisted bidders’ ITT submissions via undertaking a Technical and Commercial evaluation. The ITT will be weighted at 60% Technical and 40% Commercial. The weightings of each technical question will be detailed within the ITT. Technical Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions. For example, if a question is weighted 10% and your submission scores 3 points out of 4 for that question then you will receive 7.5% out of a possible 10%. A60%minimum technical threshold will apply (48% after technical weightings are applied).
Each bidder achieving a score greater or equal to 50% will only then progress through to the commercial evaluation. For the Commercial evaluation, the Bidder who submits the lowest-cost bid will be awarded the maximum score and others will be awarded a pro rata score in relation to the lowest bid. The technical and commercial scores will then be combined to give each bidder an overall total score and to calculate the winning bidder. Bidders can choose to bid for either one or both Lots. Where a bidder opts to bid for both Lots, they will need to state their preference between Lot 1 and Lot 2. The top scoring Bidder will be appointed to each Lot.
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: 24
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
Envisaged number of candidates: 6
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The contract will include optional additional services which may be instructed by the University where required, subject to available funding and in accordance with the contract terms. These may include (but are not limited to): power washing, graffiti removal, and moss removal. Bidders will be asked to provide a Schedule of Rates for these optional services (and any other relevant services they can offer) to provide a compliant route to market and support benchmarking for best value.
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
Estates
II.2.2) Additional CPV code(s)
90911000
II.2.3) Place of performance
NUTS code:
UKM75
II.2.4) Description of the procurement
It is proposed this procurement will be conducted through the use of the Restricted Procedure.
The evaluation process shall be as follows.
Stage 1- Pre-Qualification via the submission of the completed SPD (Scotland).
Bidders must pass the minimum standards (pass/fail) sections of the SPD (Scotland). These can be found within the qualification envelope of PCS-T. Statements detailing the specific requirements can be found within Section III 1.1, 1.2 & 1.3 and of the Contract Notice. Bidders must complete the technical envelope in PCS-T. The responses to these statements will be scored as per the scoring methodology. SPD Technical Envelope Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions. For example, if a question is weighted 10 percent and your submission scores 3 points out of 4 for that question then you will receive 7.5 percent out of a possible 10 percent.
A 50%minimum threshold will apply, whereby only bidders achieving a total score greater or equal to 50% for their responses to the SPD scored questions will be considered for shortlisting. The top six (6) Bidders based on the scored questions will be invited to submit a bid in response to the subsequent Invitation to Tender (ITT). Where the number of bidders meeting the selection criteria is below the minimum number, the University may continue the procedure by inviting the candidates with the required capabilities. In any event, the number of candidates invited shall be sufficient to ensure genuine competition at ITT stage.
Stage 2- Invitation to Tender (ITT)
The University will evaluate all shortlisted bidders’ ITT submissions via undertaking a Technical and Commercial evaluation. The ITT will be weighted at 60% Technical and 40% Commercial. The weightings of each technical question will be detailed within the ITT. Technical Scores shall be allocated based on the total percentage achieved by the response out of the maximum possible percentage. This takes into account the score out of 4 and the weighting allocated to individual questions. For example, if a question is weighted 10% and your submission scores 3 points out of 4 for that question then you will receive 7.5% out of a possible 10%. A60%minimum technical threshold will apply (48% after technical weightings are applied).
Each bidder achieving a score greater or equal to 50% will only then progress through to the commercial evaluation. For the Commercial evaluation, the Bidder who submits the lowest-cost bid will be awarded the maximum score and others will be awarded a pro rata score in relation to the lowest bid. The technical and commercial scores will then be combined to give each bidder an overall total score and to calculate the winning bidder. Bidders can choose to bid for either one or both Lots. Where a bidder opts to bid for both Lots, they will need to state their preference between Lot 1 and Lot 2. The top scoring Bidder will be appointed to each Lot.
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: 24
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
Envisaged number of candidates: 6
II.2.10) Information about variants
Variants will be accepted:
No
II.2.11) Information about options
Options:
Yes
Description of options:
The contract will include optional additional services which may be instructed by the University where required, subject to available funding and in accordance with the contract terms. These may include (but are not limited to): power washing, graffiti removal, and moss removal. Bidders will be asked to provide a Schedule of Rates for these optional services (and any other relevant services they can offer) to provide a compliant route to market and support benchmarking for best value.
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:
SPD Statement 4B.1.1
Bidders will be required to have a “general” yearly turnover threshold of 85033.12 GBP for Lot 1, 176607.26 GBP for Lot 2 and 261640.38 GBP for both lots combined.
SPD 4B.5.1 and 4B.5.2 Statement
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:
Note: There is no requirement for separate product liability insurance as the monetary value detailed against public liability insurance is
inclusive of both types of insurance.
Employer’s (Compulsory) Liability Insurance = 10 million GBP per single event
Public Liability Insurance = 5 million GBP per single event
Professional Indemnity Insurance = 2 million GBP per single even
III.1.3) Technical and professional ability
List and brief description of selection criteria:
SPD 4C.1.2- Statement 1
Provide two (2) examples of window cleaning contracts delivered within the last five (5) years that demonstrate your ability to deliver services across varied building types, including working at height. Examples may include ladder work and rope access where relevant.
Mandatory information for each example (basis of evaluation/scoring):
- Scope/scale (sites/buildings)
- Building types and access constraints
- Methods used (high level)
- H&S controls (high level)
- Quality checking/rectification
- Scheduling and communications with client/occupants
- Operational challenges and how managed.
Weight: 50% overall (Each example is worth 25%).
SPD 4C.1.2- Statement 2
Provide two (2) examples of window cleaning contracts delivered within the last five (5) years that demonstrate your ability to deliver services across varied building types, including working at height. Examples may include ladder work and rope access where relevant.
Mandatory information for each example (basis of evaluation/scoring):
- Scope/scale (sites/buildings)
- Building types and access constraints
- Methods used (high level)
- H&S controls (high level)
- Quality checking/rectification
- Scheduling and communications with client/occupants
- Operational challenges and how managed..
Weight: 25%
Recruitment, Training & Competence (Working at Height)
Describe your approach to recruitment, training and competence management for window cleaning operatives and supervisors, including assessment of working at height (using the HSE WAH hierarchy) controls for working at height (ladder and rope access if applicable), supervision/monitoring of safe systems of work, and management of agency/temporary staff (if used). Do not include site-specific staffing numbers.
Weight:25%
Service Reliability, Quality Control & Customer Communication Describe how you ensure reliable service delivery and consistent quality over the contract term, including: planning/scheduling (including weather-related impacts), attendance control, quality assurance (inspection regime, snagging/rectification), client communications and sign-off, issue/complaint handling and escalation, and contingency arrangements for short-notice cover (staff or equipment). Do not provide a mobilisation plan (to be requested at ITT).
Weight:25%
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
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.2.1) Previous publication concerning this procedure
Notice number in the OJ S:
2026/S 000-009310
IV.2.2) Time limit for receipt of tenders or requests to participate
Date:
12/10/2026
Local time: 12:00
IV.2.3) Estimated date of dispatch of invitations to tender or to participate to selected candidates
Date:
09/11/2026
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: 12 (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 32018. 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:
Further information will be detailed within our ITT documentation.
(SC Ref:841242)
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
10/09/2026