Award

Cleaning Services for Private Commercial Tenants

CITY OF EDINBURGH COUNCIL

This public procurement record has 2 releases in its history.

Summary of the contracting process

The City of Edinburgh Council has awarded a contract for Cleaning Services for Private Commercial Tenants. The tender was won by Spotless Commercial Cleaning Ltd. The procurement process was completed on 24th June 2024. The contract is valued at £136,238.12 GBP. The procurement method used was an Open procedure, falling under the services category. The locations for service delivery are various buildings within Edinburgh.

This tender for Cleaning Services presents opportunities for businesses to provide commercial cleaning services within the specified buildings. Companies with expertise in cleaning services and a track record in the commercial sector would be well-suited to compete. As the City of Edinburgh Council acts as a managing agent for the properties, suppliers must ensure prompt payment, compliance with living wage requirements and environmental management measures. Bidders are required to meet specific criteria related to economic, financial standing, technical ability, and quality assurance schemes to participate in the competition.

Find more tenders on our Open Data Platform.
How relevant is this notice?

D3 Tenders Premium

Win More Public Sector Contracts

AI-powered tender discovery, pipeline management, and market intelligence — everything you need to grow your public sector business.

Notice Title

Cleaning Services for Private Commercial Tenants

Notice Description

The Estates Department manage properties which are owned by City of Edinburgh Council but occupied by non-operational (private) tenants. As a commercial Landlord the Department are required to act as a 'managing agent' and undertake various services which are common to all occupiers. This contract relates to cleaning services within the common areas at the following buildings Ratho 1, Ratho 3, Clocktower, 46a Bavelaw Rd Lighthouse Bldg, Pentad, Madelvic House. Further details regarding these buildings is included in the invitation to tender documentation.

Lot Information

Lot 1

Single supplier to undertake cleaning services at the properties listed.

Renewal: 12 Months

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000759634
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUL509398
Current Stage
Award
All Stages
Tender, Award

Procurement Classification

Notice Type
PCS Notice - Website Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
Large

Common Procurement Vocabulary (CPV)

CPV Divisions

90 - Sewage, refuse, cleaning and environmental services


CPV Codes

90910000 - Cleaning services

Notice Value(s)

Tender Value
£160,000 £100K-£500K
Lots Value
£160,000 £100K-£500K
Awards Value
Not specified
Contracts Value
£136,238 £100K-£500K

Notice Dates

Publication Date
8 Jul 20241 years ago
Submission Deadline
4 Apr 2024Expired
Future Notice Date
Not specified
Award Date
24 Jun 20241 years ago
Contract Period
Not specified - Not specified
Recurrence
February 2028

Notice Status

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

Contracting Authority (Buyer)

Main Buyer
CITY OF EDINBURGH COUNCIL
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
EH6 8BG
Post Town
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
Leith
Westminster Constituency
Edinburgh East and Musselburgh

Supplier Information

Number of Suppliers
1
Supplier Name

SPOTLESS COMMERCIAL CLEANING

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

Download

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.

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-r6ebe6-0000759634-2024-07-08T00:00:00Z",
    "date": "2024-07-08T00:00:00Z",
    "ocid": "ocds-r6ebe6-0000759634",
    "initiationType": "tender",
    "parties": [
        {
            "id": "org-141",
            "name": "City of Edinburgh Council",
            "identifier": {
                "legalName": "City of Edinburgh Council"
            },
            "address": {
                "streetAddress": "4 East Market Street",
                "locality": "Edinburgh",
                "region": "UKM75",
                "postalCode": "EH6 8BG"
            },
            "contactPoint": {
                "name": "Graham Halliday",
                "email": "graham.halliday@edinburgh.gov.uk",
                "telephone": "+44 1314693179",
                "url": "http://www.publiccontractsscotland.gov.uk"
            },
            "roles": [
                "buyer",
                "centralPurchasingBody"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Regional or local authority",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "01",
                        "description": "General public services",
                        "scheme": "COFOG"
                    }
                ],
                "url": "http://www.edinburgh.gov.uk"
            }
        },
        {
            "id": "org-54",
            "name": "Sheriff Court",
            "identifier": {
                "legalName": "Sheriff Court"
            },
            "address": {
                "locality": "Perth"
            },
            "contactPoint": {
                "url": "http://"
            },
            "roles": [
                "reviewBody"
            ]
        },
        {
            "id": "org-378",
            "name": "City of Edinburgh Council",
            "identifier": {
                "legalName": "City of Edinburgh Council"
            },
            "address": {
                "streetAddress": "4 East Market Street",
                "locality": "Edinburgh",
                "region": "UKM75",
                "postalCode": "EH6 8BG"
            },
            "contactPoint": {
                "name": "Graham Halliday",
                "email": "graham.halliday@edinburgh.gov.uk",
                "telephone": "+44 1314693179",
                "url": "http://"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "id": "Regional or local authority",
                        "scheme": "TED_CA_TYPE"
                    },
                    {
                        "id": "01",
                        "description": "General public services",
                        "scheme": "COFOG"
                    }
                ],
                "url": "http://www.edinburgh.gov.uk"
            }
        },
        {
            "id": "org-379",
            "name": "Spotless Commercial Cleaning Ltd",
            "identifier": {
                "legalName": "Spotless Commercial Cleaning Ltd"
            },
            "address": {
                "streetAddress": "Stuart House Eskmills, Station Road",
                "locality": "Musselburgh",
                "region": "UK",
                "postalCode": "EH21 7PB"
            },
            "contactPoint": {
                "telephone": "+44 7711702019"
            },
            "roles": [
                "supplier"
            ],
            "details": {
                "scale": "large",
                "url": "http://"
            }
        },
        {
            "id": "org-191",
            "name": "Sheriff Court",
            "identifier": {
                "legalName": "Sheriff Court"
            },
            "address": {
                "streetAddress": "27 Chambers Street",
                "locality": "Edinburgh",
                "postalCode": "EH1 1LB"
            },
            "contactPoint": {
                "url": "http://"
            },
            "roles": [
                "reviewBody"
            ]
        }
    ],
    "buyer": {
        "name": "City of Edinburgh Council",
        "id": "org-378"
    },
    "tender": {
        "id": "CT1355",
        "title": "Cleaning Services for Private Commercial Tenants",
        "description": "The Estates Department manage properties which are owned by City of Edinburgh Council but occupied by non-operational (private) tenants. As a commercial Landlord the Department are required to act as a 'managing agent' and undertake various services which are common to all occupiers. This contract relates to cleaning services within the common areas at the following buildings Ratho 1, Ratho 3, Clocktower, 46a Bavelaw Rd Lighthouse Bldg, Pentad, Madelvic House. Further details regarding these buildings is included in the invitation to tender documentation.",
        "status": "complete",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "id": "90910000",
                        "scheme": "CPV"
                    }
                ],
                "deliveryLocation": {
                    "description": "Various buildings within the city of Edinburgh"
                },
                "deliveryAddresses": [
                    {
                        "region": "UKM75"
                    },
                    {
                        "region": "UKM75"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "value": {
            "amount": 160000,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "mainProcurementCategory": "services",
        "submissionMethod": [
            "electronicSubmission"
        ],
        "submissionMethodDetails": "http://www.publiccontractsscotland.gov.uk",
        "tenderPeriod": {
            "endDate": "2024-04-04T12:00:00Z"
        },
        "awardPeriod": {
            "startDate": "2024-04-04T12:00:00Z"
        },
        "documents": [
            {
                "id": "MAR500004",
                "documentType": "contractNotice",
                "title": "Cleaning Services for Private Commercial Tenants",
                "description": "The Estates Department manage properties which are owned by City of Edinburgh Council but occupied by non-operational (private) tenants. As a commercial Landlord the Department are required to act as a 'managing agent' and undertake various services which are common to all occupiers. This contract relates to cleaning services within the common areas at the following buildings Ratho 1, Ratho 3, Clocktower, 46a Bavelaw Rd Lighthouse Bldg, Pentad, Madelvic House. Further details regarding these buildings is included in the invitation to tender documentation.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=MAR500004",
                "format": "text/html"
            },
            {
                "id": "MAR500004-1",
                "title": "Instructions to Tenderers",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAR500004&idx=1",
                "datePublished": "2024-03-04T14:36:36Z",
                "dateModified": "2024-03-04T14:36:36Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "MAR500004-2",
                "title": "Terms and Conditions of Contract",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAR500004&idx=2",
                "datePublished": "2024-03-04T14:36:36Z",
                "dateModified": "2024-03-04T14:36:36Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "MAR500004-3",
                "title": "Schedule B Specification BICS Cleaning Standards",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAR500004&idx=3",
                "datePublished": "2024-03-04T14:36:36Z",
                "dateModified": "2024-03-04T14:36:36Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "MAR500004-4",
                "title": "Schedule C Cleaning Requirements and Pricing",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAR500004&idx=4",
                "datePublished": "2024-03-04T14:36:36Z",
                "dateModified": "2024-03-04T14:36:36Z",
                "format": "application/vnd.openxmlformats-officedocument.spreadsheetml.sheet"
            },
            {
                "id": "MAR500004-5",
                "title": "Schedule D Key Performance Indicators",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAR500004&idx=5",
                "datePublished": "2024-03-04T14:36:36Z",
                "dateModified": "2024-03-04T14:36:36Z",
                "format": "application/vnd.openxmlformats-officedocument.presentationml.presentation"
            },
            {
                "id": "MAR500004-6",
                "title": "Schedule E Specification",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAR500004&idx=6",
                "datePublished": "2024-03-04T14:36:36Z",
                "dateModified": "2024-03-04T14:36:36Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "MAR500004-7",
                "title": "Tender Submission Document",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=MAR500004&idx=7",
                "datePublished": "2024-03-04T14:36:36Z",
                "dateModified": "2024-03-04T14:36:36Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "JUL509398",
                "documentType": "awardNotice",
                "title": "Cleaning Services for Private Commercial Tenants",
                "description": "The Estates Department manage properties which are owned by City of Edinburgh Council but occupied by non-operational (private) tenants. As a commercial Landlord the Department are required to act as a 'managing agent' and undertake various services which are common to all occupiers. This contract relates to cleaning services within the common areas at the following buildings Ratho 1, Ratho 3, Clocktower, 46a Bavelaw Rd Lighthouse Bldg, Pentad, Madelvic House. Further details regarding these buildings is included in the invitation to tender documentation.",
                "url": "https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=JUL509398",
                "format": "text/html"
            }
        ],
        "lots": [
            {
                "id": "1",
                "description": "Single supplier to undertake cleaning services at the properties listed.",
                "status": "complete",
                "value": {
                    "amount": 160000,
                    "currency": "GBP"
                },
                "hasOptions": false,
                "submissionTerms": {
                    "variantPolicy": "notAllowed"
                },
                "contractPeriod": {
                    "durationInDays": 1080
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "12 Months"
                }
            }
        ],
        "bidOpening": {
            "date": "2024-04-04T12:00:00Z",
            "address": {
                "streetAddress": "Edinburgh"
            },
            "description": "Council Officers"
        },
        "communication": {
            "atypicalToolUrl": "http://www.publiccontractsscotland.gov.uk"
        },
        "contractTerms": {
            "hasElectronicPayment": true,
            "hasElectronicOrdering": true,
            "electronicInvoicingPolicy": "allowed"
        },
        "coveredBy": [
            "GPA"
        ],
        "otherRequirements": {
            "requiresStaffNamesAndQualifications": true
        },
        "selectionCriteria": {
            "criteria": [
                {
                    "type": "economic",
                    "description": "Part III: Section A, B, C & D - Economic operators may be excluded from this competition if they are in any of the situations referred to in regulation 58 of The Public Contracts (Scotland) Regulations 2015 [for above threshold)/8 and 9 of the Procurement (Scotland) Regulations 2016 (below threshold). Part IV: Selection criteria - B: Economic and financial standing - Question 4B.1 - Tenderers are required to have a minimum \"general\" annual turnover of 900,000 GBP for the last two financial years. Where a Tenderer does not have an annual turnover of this value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer's suitability to proceed in the competition. Part IV: Selection criteria - B: Economic and financial standing - Question 4B.4 - Tenderers will be required provide the following information in response to 4B.4: Current ratio for Current Year: 1.10 Current ratio for Prior Year: 1.10 The formula for calculating a Tenderer's current ratio is current assets divided by current liabilities. The acceptable range for each financial ratio is greater than 1.10. Where a Tenderer's current ratio is less than the acceptable value, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer's suitability to proceed in the competition. Part IV: Selection criteria - B: Economic and financial standing - Question 4B.5 - Tenderers are required to hold, or commit to obtaining prior to the commencement of any subsequently awarded contract, the types and levels of insurance indicated below: a. Employers (Compulsory) Liability Insurance - 5m GBP b. Public Liability Insurance - 5m GBP"
                },
                {
                    "type": "technical",
                    "description": "Please see additional information"
                }
            ]
        },
        "submissionTerms": {
            "languages": [
                "en"
            ],
            "bidValidityPeriod": {
                "durationInDays": 90
            }
        },
        "classification": {
            "id": "90910000",
            "scheme": "CPV"
        },
        "reviewDetails": "An economic operator that suffers or risks suffering loss or damage attributable to a breach of duty under Public Contracts (Scotland) Regulations 2015 may bring proceedings in the Sheriff Court or Court of Session. . A claim for an ineffectiveness order must be made within 30 days of the Contract Award Notice being published in the Find a Tender Service /OJEU or within 30 days of the date those who expressed an interest in or otherwise bid for the contract were informed of the conclusion of the contract or in any other case within 6 months from the date on which the contract was entered into.",
        "hasRecurrence": true,
        "recurrence": {
            "description": "February 2028"
        }
    },
    "language": "EN",
    "description": "Part IV: Selection criteria - C: Technical and Professional Ability - Prompt Payment - Question 4C.4 - It is a mandatory requirement of this Contract that a prompt payment clause is present in all Contracts used in the delivery of the requirements. This ensures payment of sub-contractors at all stages of the supply chain within 30 days and includes an obligation to provide a point of contact for sub-contractors to refer to in the case of payment difficulties. This will require active monitoring of payment performance as well as the provision of evidence and reports to the Council on request or as contractually scheduled. Bidders should confirm that this condition will be met within the response to this question. Part IV: Selection criteria - C: Technical and Professional Ability - Living Wage Payment - Question 4C.4 Tenderers are asked to confirm that they will pay staff that are involved in the delivery of the contract (including any agency or sub-contractor staff) directly involved in the delivery of the contract, , at least the real Living Wage. Part IV: Selection criteria - C: Environmental Management Measures - Question 4C.7 - Bidders will be required to provide evidence that their organisation has taken steps to build their awareness of the climate change emergency and how they will respond. Accepted evidence includes but is not limited to the provision of a carbon reduction plan. Where a Tenderer's response is of a less than the acceptable standard, the Council may exclude the Tenderer from the competition or may apply discretion seeking supporting evidence to determine the Tenderer's suitability to proceed in the competition. Part IV: Selection criteria - D: Quality Assurance Schemes & Environmental Management - Question 4D.1 - It is a mandatory requirement that Tendering Organisations with more than 5 employees have in place a Health & Safety Policy which is approved at a senior level within the Organisation and is reviewed regularly. Bidders should confirm that this condition has been met within the response to this question. Where a Bidder does not have a Health & Safety Policy and is required to do so, the Council may exclude the Bidder from the competition. (SC Ref:770363)",
    "links": [
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000759634"
        },
        {
            "rel": "canonical",
            "href": "https://api.publiccontractsscotland.gov.uk/v1/Notice?id=ocds-r6ebe6-0000759634"
        }
    ],
    "noticetype": "PCS Notice - Website Contract Award Notice",
    "awards": [
        {
            "id": "CT1355",
            "suppliers": [
                {
                    "id": "org-379",
                    "name": "Spotless Commercial Cleaning Ltd"
                }
            ],
            "relatedLots": [
                "1"
            ]
        }
    ],
    "contracts": [
        {
            "id": "CT1355",
            "awardID": "CT1355",
            "status": "active",
            "value": {
                "amount": 136238.12,
                "currency": "GBP"
            },
            "dateSigned": "2024-06-24T00:00:00Z"
        }
    ],
    "bids": {
        "statistics": [
            {
                "id": "1284",
                "measure": "bids",
                "value": 5,
                "relatedLot": "1"
            },
            {
                "id": "1285",
                "measure": "smeBids",
                "value": 4,
                "relatedLot": "1"
            },
            {
                "id": "1286",
                "measure": "foreignBidsFromEU",
                "value": 0,
                "relatedLot": "1"
            },
            {
                "id": "1287",
                "measure": "foreignBidsFromNonEU",
                "value": 5,
                "relatedLot": "1"
            },
            {
                "id": "1288",
                "measure": "electronicBids",
                "value": 5,
                "relatedLot": "1"
            }
        ]
    }
}