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Window Cleaning Services

University Of Edinburgh

This public procurement record has 2 releases in its history.

Tender

10 Sep 2026 at 09:13

Tender Notice
Planning

03 Feb 2026 at 10:14

Planning Notice
Summary of the contracting process

The University of Edinburgh is procuring year-round window cleaning services across its large and varied estate in Edinburgh, covering historic listed buildings and modern facilities. The work includes planned and programmed cleaning, reactive short-notice cleaning and quality sign-off after completion. Reach-and-wash is expected to be the main method, with rope access, abseiling and mobile elevating work platforms required at some buildings. Services must be delivered with minimal disruption to occupied buildings, while protecting fixtures and fittings and reporting defects or accidental damage. Suppliers will need to handle changing priorities, high-volume peak demand and same-working-day responses to reactive enquiries. The procurement is divided into two lots: Accommodation, Catering and Events, and Estates. Community benefits form part of the requirement.

The process has reached tender: the University invited suppliers to pre-qualify through a restricted procedure, using the Scottish Single Procurement Document, with six candidates to be shortlisted for the subsequent Invitation to Tender. Bids must be submitted electronically by 12 October 2026 at 12:00 BST. The second-stage invitations are scheduled for 9 November 2026. The estimated total value is £560,000. Each lot has a 720-day contract period, with two optional one-year extensions at the University's discretion. The lots are evaluated on 60% technical quality and 40% price, with minimum technical thresholds applying before commercial evaluation. Bidders may bid for one or both lots, but variants are not allowed. Optional additional services include power washing, graffiti removal and moss removal.

This opportunity suits established window-cleaning contractors with the workforce, vehicles and equipment to provide reliable services across multiple sites and respond rapidly to peak and reactive demand. Suppliers need demonstrable experience of varied building types and working at height, including ladder work and, where relevant, rope access. The qualification stage requires two relevant contracts delivered within the past five years, with evidence covering scale, access constraints, safety controls, quality checks, scheduling, communications and operational challenges. Competence in recruitment, training and supervision of operatives is important, including safe systems of work and agency-staff management. Applicants need annual turnover of £85,033.12 for Lot 1, £176,607.26 for Lot 2 or £261,640.38 for both, plus employer's liability insurance of £10 million, public liability of £5 million and professional indemnity of £2 million.

How relevant is this notice?

Notice Information

Notice Title

Window Cleaning Services

Notice 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.

Lot Information

Accommodation, Catering and Events

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.

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.

Renewal: There will be two optional 1 year extensions to be taken at the Universities discretion.

Estates

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.

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.

Renewal: There will be two optional 1 year extensions to be taken at the Universities discretion

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-061509
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/085639-2026
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Restricted procedure
Tender Suitability
Not specified
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

90 - Sewage, refuse, cleaning and environmental services

CPV Codes

90911000 - Accommodation, building and window cleaning services

Notice Value(s)

Tender Value
£560,000 £500K-£1M
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
10 Sep 20261 months ago
Submission Deadline
12 Oct 2026Expired
Future Notice Date
16 Mar 2026Expired
Award Date
Not specified
Contract Period
Not specified - Not specified
Recurrence
Tendering process for renewal of this contract is likely to be approx. 6 to 12 months prior to the expiry of the contract.

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
University Of Edinburgh
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
EDINBURGH
Postcode
EH1 1HT
Postcode Area
Edinburgh
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM1 East Central Scotland
Small Region (ITL 3)
TLM13 City of Edinburgh
Delivery Location
TLM75 City of Edinburgh
Local Authority
City of Edinburgh
Electoral Ward
City Centre
Westminster Constituency
Edinburgh East and Musselburgh

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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