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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 01:00

OJEU - F2 - Contract Notice
Planning

03 Feb 2026 at 00:00

OJEU - F1 - Prior Information Notice
Summary of the contracting process

The University of Edinburgh is procuring window cleaning services across its large and diverse estate in Edinburgh, covering accommodation, catering and events facilities and wider estates buildings. The service includes planned and programmed cleaning, as well as reactive and short-notice work, across historic listed buildings and modern facilities at multiple campus locations. Reach-and-wash cleaning is expected to be the main method, with rope access, abseiling and mobile elevating work platforms required where building access demands it. The service must be delivered year-round, with minimal disruption to occupied buildings. Contractors will provide quality sign-off, protect fixtures and fittings, and report defects or accidental damage. Optional related services may include power washing, graffiti removal and moss removal. The procurement is divided into two lots, and suppliers may bid for either or both.

The procurement has reached tender: the University invited offers through a restricted procedure using electronic submission. The process has a pre-qualification stage using the Scottish SPD, followed by an Invitation to Tender for six shortlisted candidates per lot. The tender submission deadline is 12 October 2026 at 12:00 UTC, and invitations to the second stage are scheduled for 9 November 2026. The estimated total value is £560,000 GBP. Each lot has a 720-day contract period, with two optional one-year extensions at the University’s discretion. Bids may cover one or both lots, with a stated preference required for both. Evaluation is 60% technical and 40% commercial, subject to minimum technical and pre-qualification thresholds; the lowest-cost bid receives the highest commercial score. Bids must remain valid for 360 days.

This opportunity suits established commercial window-cleaning contractors with the resources and systems to serve a substantial, varied estate. Suppliers need experienced operatives and supervisors able to work safely at height using methods such as ladders, reach-and-wash equipment and, where necessary, rope access or other specialist access equipment. The requirement favours businesses with sufficient staff, vehicles and equipment to handle significant peaks in demand, provide same-working-day responses to reactive enquiries and maintain short-notice cover. Applicants must demonstrate two comparable window-cleaning contracts from the past five years, including varied building types, access constraints, health and safety controls, quality checking, scheduling and client communication. Strong recruitment, training, competence management, quality assurance, contingency planning and occupant liaison will be important. Required insurance includes employer’s liability, public liability and professional indemnity cover.

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-r6ebe6-0000822435
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP564224
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
OJEU - F2 - Contract 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

Notice Documents

  • https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=FEB548611&idx=1
    3rd February 2026 - Request for Information - RFI
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=FEB548611
    Window Cleaning Services - The University of Edinburgh are seeking suppliers to provide window cleaning services across a wide range of settings in the University estate. As part of the early development process for the University is seeking views and information from the market. This Request for Supplier Information (RFI) aims to gather insight from potential suppliers on the topics outlined below to help shape the University's future procurement strategy for these services.
  • https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=SEP564224
    Window Cleaning Services - 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.

Open Contracting Data Standard (OCDS)

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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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