Publication Date: 18/11/2025
Deadline Date: 18/12/2025
Reference: TKR-20251118-FTS-33289531
Value of Contact: £326,176
Estimated Annual Value: £326.176
Type of Procedure: services contract
Nature of Procurement: Invitation to tender (contract notice)
Description:
The procurement documents are available for unrestricted and full direct access, free of charge, at https://www.publiccontractsscotland.gov.uk
Tenders or requests to participate must be submitted
Electronically
via https://www.publiccontractsscotland.gov.uk
Electronic communication requires the use of tools and devices that are not generally available. Unrestricted and full direct access to these tools and devices is possible, free of charge, at https://www.publiccontractsscotland.gov.uk
I.4) Type of the contracting authority
Other type
I.5) Main activity
Housing and community amenities
II)Object
II.1.1) Title
Glen Oaks Housing Association – Common Close Cleaning Contract
Reference number:ocds-h6vhtk-05e2ec
II.1.2) CPV Codes
Main CPV code
90910000
II.1.3) Type of contract
Services
II.1.4) Short description
The Contract applies to common close stairs, floors and landings including finishes, walls including finishes, ceilings and undersides of stairs/landings, windows, frames and cills, front & rear common close doors, utility boxes, light fittings and front approach pathways properties belonging to or factored by Glen Oaks Housing Association within Arden, Glasgow (Refer tender Document 5). The Contract term will be for an initial one year period commencing on 1 April 2026 with optional 12 month extensions up to a maximum contract duration of four years overall from 1 April 2026
The decision to award the Contract extensions will be at the discretion of Glen Oaks Association and will be on the basis of one year increments. Bidders should note that the list of properties and scope of works required to be carried out may increase or decrease during the contract period. Bidders are also advised that Glen Oaks Housing Association may extend the Contract to additional locations throughout Arden to take account of any changes to requirements or new stock acquired during the Contract.
This service will commence on 1 April 2026 and the specification requirements will be provided on a weekly, monthly or annual basis (refer Tender Document 2 ‘Close Cleaning Specification).
II.1.7) Total value of the procurement
Value (excluding VAT)
326,176
Currency
GBP
II.2) Description
II.2.1) Title
Contract/Lot No
1
II.2.2) CPV codes
Main CPV codes
39800000
39830000
90600000
90900000
90911000
90911100
90911200
90911300
II.2.3) Place of performance
NUTS code
UKM82 – Glasgow City
Main site or place of performance
Arden, Glasgow
II.2.4) Description of the procurement
Single stage tendering and all bidders may submit a tender.
Bidders are also advised that Glen Oaks Housing Association will hold a Meet the Buyer Event during the tender period. The Event will be free of charge and shall provide guidance on the requirements of the tender documentation and the information bidders need to provide within their tender response. The Meet the Buyer Event will include a site visit from Glen Oaks Housing Association’s staff to a sample of the property types included in the contract to illustrate the cleaning requirements incorporated within the tender.
The Meet the Buyer will be attended by the person from Glen Oaks Housing Association that is currently responsible for the management of the Common Close Cleaning Contract. The Meet the Buyer will commence at 10am GMT on Monday 1 December 2025 at the office of Glen Oaks Housing Association, 3 Kilmuir Drive, Arden, Glasgow, G46 8BW.
To record your interest in the Meet the Buyer/Site Visit Event, please email the names of your organisations delegates to Louise McNicol Customer Services Manager [email protected] not later than 12noon GMT on Friday 28 November 2025. Bidders are asked to keep the maximum number of persons that will attend the Event on behalf of their organisation to two delegates. 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.
SPD Question 2D.1.2- Bidders must provide a separate SPD response (Sections A and B of this Part and Part III) for each subcontractor
II.2.5) Award Criteria
Quality
Name:Quality
Weighting:60
Price
Weighting:40
II.2.6) Estimated Value
Value (excluding VAT)
326,176
Currency
GBP
II.2.7) Contract dates (estimated)
Start
2026-04-01 00:00
End
2027-03-31 23:59
Duration
1 year
This contract is subject to renewal
Yes
Description of renewals
May take up option of twelve month extensions up to a maximum of three further years (2027-2030) at an estimated value 81544 GBP
(excluding VAT) per annum.
The annual anticipated cost per annum excluding VAT is 81544 GBP
II.2.11) Information about options
Options: No
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
Bidders will be required to have a minimum ‘general’ yearly turnover of 163088 GBP for the last two years or have an average yearly turnover of a minimum of 163088 GBP for the last two years.
Where turnover information is not available for the time period requested, the bidder will be required to state the date which they were set up or started trading.
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 insurances indicated below:
Employer’s (Compulsory) Liability Insurance – 5,000,000 GBP
Public Liability Insurance – 5,000,000 GBP
III.1.3) Technical and professional ability
List and brief description of selection criteria
Question 4C.1.2 – Bidders will be required to provide three examples of common close cleaning services that are similar to the requirements of Glen Oaks Housing Association and demonstrate that they have the relevant experience to deliver the services/supplies as described in part I.1.4 of the Find a Tender Service
Contract Notice or the relevant section of the Site Notice.
Question 4C.4 – 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. This will include confirmation that they have the systems in place to pay subcontractors through the supply chain promptly and effectively, and
provide evidence when requested of:
a)their standard payment terms
b)≥95% of all supply chain invoices being paid on time (in accordance with the terms of contract) in the last financial year.
If the bidder is unable to confirm (b) they must provide an improvement plan, signed by their Director, which improves the payment performance.
Questions 4C8.1 and 4C8.2 – Bidders will be required to confirm their average annual manpower for the last three years. Bidders will be required to confirm their and the number of managerial staff for the last three years.
Question 4C.9 – Bidders will be required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the types of requirements detailed in I.1.4 in the Find a Tender Service
Contract Notice or the relevant section of the Site Notice
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
Question 4C.1.2 – Bidders will be required to provide three examples of common close cleaning services that are similar to the requirements of Glen Oaks Housing Association and demonstrate that they have the relevant experience to deliver the services/supplies as described in part I.1.4 of the Find a Tender Service
Contract Notice or the relevant section of the Site Notice.
Question 4C.4 – 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. This will include confirmation that they have the systems in place to pay subcontractors through the supply chain promptly and effectively, and
provide evidence when requested of:
a)their standard payment terms
b)≥95% of all supply chain invoices being paid on time (in accordance with the terms of contract) in the last financial year.
If the bidder is unable to confirm (b) they must provide an improvement plan, signed by their Director, which improves the payment performance.
Questions 4C8.1 and 4C8.2 – Bidders will be required to confirm their average annual manpower for the last three years. Bidders will be required to confirm their and the number of managerial staff for the last three years.
Question 4C.9 – Bidders will be required to demonstrate that they have (or have access to) the relevant tools, plant or technical equipment to deliver the types of requirements detailed in I.1.4 in the Find a Tender Service
Contract Notice or the relevant section of the Site Notice
III.2.2) Contract performance conditions
Tender Document 4 ‘Key Performance Indicators’ attached to this
Contract Notice.
Where performance falls below the minimum acceptable level during the Contract, the Contractor will be required to produce a Remedial
Plan for the approval of Glen Oaks Housing Association.
Failure to produce a Remedial Plan or implement an approved Remedial Plan will be deemed to be a breach of the Contract, which may lead to the termination of the Contractor.
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
2025-12-18 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
2025-12-18 12:00
IV.2.6) Minimum time frame during which the tenderer must maintain the tender
Tender must be valid until
2026-03-16 23:59
IV.2.7) Conditions for opening of tenders
Date: 2025-12-18 12:00
VI)Complementary information
VI.1) Information about recurrence
This is a recurrent procurement
Yes
Estimated timing for further notices to be published
2026 at the earliest if the optional 12 month extensions are not applied
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
SPD, Part IV Section C ‘Technical and Professional Ability’ will be scored on a pass or
fail basis using the following scoring methodology;
0 – Unacceptable – Nil or inadequate response. Fails to demonstrate an ability to meet the requirement. A Tenderer which scores ‘0 – Unacceptable’ against any question will be disqualified.
1 – Poor – Response is partially relevant and poor. The response 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. The response 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. The response is sufficiently detailed to demonstrate a good understanding and provides details on how the requirements will be fulfilled.
4 – Very Good – Response is largely relevant and very good. The response demonstrates a very good understanding of the requirements and provides adequate details on how the requirements will be fulfilled.
5 – Excellent – Response is completely relevant and excellent overall. The response is comprehensive, unambiguous and demonstrates a thorough understanding of the requirement and provides details of how the requirement will be met in full.
A Tenderer will be required to achieve a minimum score of 2 against each Question within Part C, i.e. a score of 2 or greater shall represent a Pass whereas a score of 1 or lower will represent a Fail.
Glen Oaks Housing Association will disregard, and not evaluate the remainder of a Tenderers bid should the Tenderer fail to achieve the minimum score of 2 (a Pass) against any of the Questions included with Part C
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=816082.
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.
(SC Ref:816082)
Download the ESPD document here:https://www.publiccontractsscotland.gov.uk/ESPD/ESPD_Download.aspx?id=816082
VI.4) Procedures for review
VI.4.1) Review body
Official name
Glasgow Sheriff Court and Justice of the Peace Court
Town:Glasgow
Country:United Kingdom
VI.5) Date of dispatch of this notice
2025-11-18 09:07
Awarding Authority:
Official name: Glen Oaks Housing Association Limited Postal address: 3 Kilmuir Drive Town: Glasgow Region: UKM82 Postal code: G46 8BW Country: United Kingdom Contact Person: Kirsty Chalmers Telephone: +44 1416380999 Email: [email protected] Internet address http://www.glenoaks.org.uk
