Publication Date: 09/12/2025

Deadline Date: 02/02/2026

Reference: TKR-20251209-FTS-33646410

Value of Contact: Check Contract

Estimated Annual Value: Check Contract

Type of Procedure: services contract

Nature of Procurement:

Description:

HIE requires a suitable qualified and experienced supplier to provide cleaning services at a number of buildings at Inverness Campus.
The contract will be let from 1 June 2026 for the initial period of 3 years, unless terminated in accordance with the provisions of the Contract Conditions, with HIE having the option to extend for a further period of up to 12 months and another further period of up to 12 months following the Initial Term (i.e. the maximum contract length including the optional extension periods is 5 years).
The currently envisaged budget for the the first 2 years is GBP 127,800 – GBP 182,600 (excluding VAT). The prices will remain fixed for Year 1 and 2 of the contract, thereafter a price increase mechanism may apply, as per the tender documents.
The value stated in sections II.1.5 and II.2.6. refers to the estimated contract value over the maximum length of the contract (i.e. 5 years).
II.1.7) Total value of the procurement
Value (excluding VAT)
498,000
Currency
GBP
II.2) Description
II.2.1) Title
Contract/Lot No
1
II.2.2) CPV codes
Main CPV codes
90900000
90910000
90911000
90911300
90919000
90919200
II.2.3) Place of performance
NUTS code
UKM62 – Inverness & Nairn and Moray, Badenoch & Strathspey
II.2.4) Description of the procurement
The services required include cleaning and housekeeping, day cleaning and periodic cleaning services. Additional information: 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.
II.2.5) Award Criteria
Highest precedence first unless weighted otherwise
Quality
Name:Q1 Prompt Payment Standard Clause
Weighting:pass/fail
Quality
Name:Q2 Cyber Security
Weighting:pass/fail
Quality
Name:Q3 Payment of the Real Living Wage
Weighting:pass/fail
Quality
Name:Q4 Delivery Methodology
Weighting:20%
Quality
Name:Q5 Management and Quality Management Methodology
Weighting:12%
Quality
Name:Q6 Management and Delivery Team
Weighting:11%
Quality
Name:Q7 Net Zero
Weighting:5%
Quality
Name:Q8b Monitoring and Reporting of Community Benefits
Weighting:2%
Quality
Name:Q9 Fair Work Practices
Weighting:5%
Price
Weighting:45%
II.2.6) Estimated Value
Value (excluding VAT)
498,000
Currency
GBP
II.2.7) Contract dates (estimated)
Duration in days
1800
This contract is subject to renewal
Yes
Description of renewals
It is expected that the contract will be let from 1 June 2026 for the initial period of 3 years, unless terminated in accordance with the provisions of the T&Cs, with HIE having the option to extend for a further period of up to 12 months and another further period of up to 12 months following the Initial Term (i.e. the maximum contract length including the optional extension periods is 5 years).
II.2.11) Information about options
Options: Yes
Description of options
HIE reserves the right, on giving reasonable written notice from time to time, to require changes to the Services (whether by way of the removal of Services, the addition of new Services, or increasing or decreasing the Services or specifying the order in which the Services are to be performed or the locations where the Services are to be provided). HIE shall not require any such change other than where it is permitted by Regulation 72 of the Public Contracts (Scotland) Regulations 2015.
The Contract may be modified for reasons including but not limited to (and are regardless of monetary value):
-Re-purposing of areas and/or change of furniture/layout of area result in increased/decreased services or change of cleaning tasks;
-Changes in occupancy level that require increased or reduced services, for example third party tenants occupying or vacating space, number of employees based in the office;
-Change in any lease agreements requiring increased or reduced services or resulting in no further services required e.g. relocation, building closure, tenant procuring cleaning services directly;
-Services required at additional buildings/sites within Inverness Campus and/or areas/zones in a building e.g. services required in Suite F2;
-Services required at a different building e.g. HIE moves to another office within the local area;
-Requests from occupiers or tenants to increase or decrease service provision, including number of days and number of hours required;
-Ad-hoc cleaning required in excess of the indicative number of hours per annum stated in the Pricing Schedule
-Increase or decrease tasks to meet additional hygiene measures and/or pandemic restrictions/public health emergency;
-Addition or removal of buildings within Inverness Campus e.g. via (partial) sale of building;
-Changes in building zone boundaries resulting e.g. in re-apportionment of costs.
-Removal of services if no longer needed;
-Addition/removal of tasks which also may result in increase/decrease in number of days/hours of services required;
-Changes to task frequencies and/or cleaning schedules;
-Reapportionment of cleaning hours between sites;
-Changes to HIE’s available budget to deliver these services;
-Change of the intended usage of building areas;
-Change in requirements to accommodate temporary works to the building;
-Change of occupancy levels require more or less consumables.
In these situations, HIE will agree a price variation based on the pricing submitted as part of your bid, for example, if we remove a site, then HIE’s cost per year will reduce by the cost associated in your submitted Pricing Schedule for that site.
Modifications may result in the overall contract value being lower or higher than stated in the contract notice/contract award notice which includes HIE’s estimate at the time of tendering.

III)Legal, economic, financial and technical information
III.1) Conditions for participation
III.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
4A2A Bidders must have and up-to-date Level 1 Disclosure Scotland Certificate for all personnel used to deliver this contract (including cleaning operatives, supervisors and contract managers) or commit to obtain the required certificates prior to contract start (e.g. when the cleaning operative has not been appointed yet).
III.1.3) Technical and professional ability
List and brief description of selection criteria
4C4 If bidders intend to use a supply chain to deliver the requirements detailed in the
Contract Notice, they should confirm they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. Please refer to Scope of Requirements for full requirements. If bidders do not pay at least 95% of valid invoices on time and are unable to provide a proportionate and timely improvement plan, their organisation will not be selected to participate further in this procurement.(pass/fail)
4C10 Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract. (for info)
III.2) Conditions related to the contract
III.2.1) Information about a particular profession
Execution of the service is reserved to a particular profession
Reference to the relevant law, regulation or administrative provision
4C4 If bidders intend to use a supply chain to deliver the requirements detailed in the
Contract Notice, they should confirm they have (or have access to) the relevant supply chain management and tracking systems to ensure a resilient and sustainable supply chain. Please refer to Scope of Requirements for full requirements. If bidders do not pay at least 95% of valid invoices on time and are unable to provide a proportionate and timely improvement plan, their organisation will not be selected to participate further in this procurement.(pass/fail)
4C10 Bidders will be required to confirm whether they intend to subcontract and, if so, for what proportion of the contract. (for info)
III.2.2) Contract performance conditions
Refer to the tender 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
Yes

IV)Procedure
IV.1) Description
IV.1.1) Type of procedure
Open procedure
IV.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement
Yes
IV.2) Administrative information

IV.2.2) Tender submission deadline
2026-02-02 12:00
IV.2.4) Languages in which tenders or requests to participate may be submitted
English
IV.2.5) Scheduled date for start of award procedures
2026-02-02 12:00
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in days
90
from the date stated for receipt of tender
IV.2.7) Conditions for opening of tenders
Date: 2026-02-02 12:00

VI)Complementary information
VI.1) Information about recurrence
This is a recurrent procurement
Yes
Estimated timing for further notices to be published
HIE reserves the right to re-tender for these services upon termination of the contract or at the end of the contract, including any extension period.
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
A site visit will take place on 13 January 2026. Refer to the Scope of Requirements and Tender Guidance document for further details.
The value stated in section II.1.5 & II.2.6.refer to the envisaged total contract value including any optional extension periods.
In order to participate, bidders should register, for free, on www.publiccontractsscotland.gov.uk and record their interest in this contract and download and complete all relevant documentation.
Tenders must be submitted via the PCS postbox and must be received by the published deadline. Late tenders will not be accepted and HIE will reject any submissions received after the deadline. Email or hard copy responses will not be accepted.
Where bidders rely on the capacity of other entities in order to meet selection criteria they are required to provide information relating to these entities with the relevant supporting SPD documentation being submitted.
SPD 3D.12 Bidders should refer to the “Conflict of Interest” Section within the Scope of Requirements when completing this question.
The Award criteria Questions 4-9 will be marked according to the following criteria – refer to the tender documents for the evaluation criteria for Questions 1-3 including the minimum threshold for Qs 4-9.
0 – Unacceptable – Nil or inadequate response which fails to demonstrate an ability to meet the requirement.
1 – Poor – Response is partially relevant but generally poor. It addresses some elements of the requirement but contains insufficient/limited detail or explanation to demonstrate how the requirement will be fulfilled.
2 – Acceptable – Response is relevant and acceptable. It addresses a broad understanding of the requirement but may lack details on how the requirement will be fulfilled in certain areas.
3 – Good – Response is relevant and good. It is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.
4 – Excellent – Response is completely relevant and excellent overall. It is comprehensive, unambiguous and demonstrate a thorough understanding of the requirement and provides details of how the requirement will be met in full.
NOTE:To register your interest in this notice and obtain any additional information please visit the Public Contracts Scotland Web Site at https://www.publiccontractsscotland.gov.uk/Search/Search_Switch.aspx?ID=815316.
The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.publiccontractsscotland.gov.uk/sitehelp/help_guides.aspx.
Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.
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:
see tender documents
(SC Ref:815316)
Download the ESPD document here:https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=815316
VI.4) Procedures for review
VI.4.1) Review body
Official name
Inverness Sheriff Court and Justice of the Peace Court
Postal address:The Inverness Justice Centre, Longman Road
Town:Inverness
Postal code:IV1 1AH
Country:United Kingdom

Telephone:+44 1463230782
Email:[email protected]
VI.5) Date of dispatch of this notice
2025-12-09 10:35

Awarding Authority:

Official name: Highlands and Islands Enterprise Postal address: An Lòchran, 10 Inverness Campus Town: Inverness Region: UKM6 Postal code: IV2 5NA Country: United Kingdom Telephone: +44 1463245245 Email: [email protected] Internet addresses http://www.hie.co.uk https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00313