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Ä¢¹½´«Ã½ Contract Leads

Section I: Contracting authority

I.1) Name and addresses

Lothian Health Board

Mainpoint, 2nd Floor, 102 Westport

Edinburgh

EH3 9DN

Email

rashida.rasool [at] nhs.scot

Country

United Kingdom

NUTS code

UKM75 - Edinburgh, City of

Internet address(es)

Main address

Buyer's address

I.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at

Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via

I.4) Type of the contracting authority

Regional or local Agency/Office

I.5) Main activity

General public services

Section II: Object

II.1) Scope of the procurement

II.1.1) Title

Hospital Kitchen Deep Cleaning

Reference number

LR3-191-2026

II.1.2) Main CPV code

• 90910000 - Cleaning services

II.1.3) Type of contract

Services

II.1.4) Short description

NHS Lothian (NHSL) intends to appoint a suitable Contractor to undertake routine deep cleaning services, including grease extract cleaning services at various NHSL kitchen sites.

The following NHSL sites are required to be cleaned 2-3 times per year. Please refer to Appendix 2 to view the cleaning schedule.

Western General Hospital - Main Kitchen

Royal Edinburgh Hospital - Kitchen & Oil Store

Royal Hospital for Children & Young People - Basement Kitchen

Royal Hospital for Children & Young People - Upper Kitchen

East Lothian Community Hospital

St John’s Hospital - Howden Café

St John’s Hospital - Main Kitchen

The Services will include:

Canopy, filter, and extraction cleaning

Decarbonising to remove burnt-on residues from equipment such as fryers, ranges, and other heating surfaces

Full disinfection of all relevant surfaces, fittings, and equipment

Dismantling and disconnecting equipment, where necessary, to access hard to reach areas

Reassembly and reconnection of all equipment on completion

Accessing and cleaning high level areas

Use of food-safe, non-corrosive, environmentally friendly deep cleaning chemicals

Use of appropriate specialist equipment and materials to achieve professional deep clean results

Bagging and removal of all waste generated during the cleaning works to appropriate disposal facilities

Provision of a final clean report and certificate of cleanliness following each completed clean

II.1.6) Information about lots

This contract is divided into lots: No

II.2) Description

II.2.3) Place of performance

NUTS codes

• UKM73 - East Lothian and Midlothian

Main site or place of performance

Edinburgh and the Lothians

II.2.4) Description of the procurement

See II.1.4) Short description of this contract notice

II.2.5) Award criteria

Quality criterion - Name: Quality / Weighting: 60

Price - Weighting: 40

II.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Duration in months

24

This contract is subject to renewal

Yes

Description of renewals

There are 3 x 12-months options to extend this contract. All extensions will be taken at NHS Lothian's discretion. The maximum contract term will therefore be 5 years.

II.2.10) Information about variants

Variants will be accepted: No

II.2.11) Information about options

Options: No

II.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No

Section 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

Bidders must confirm adherence to either of the following:

(a) hold current membership of the BESA Vent Hygiene Register (VHR), or an equivalent independently audited certification scheme;

OR:

(b) will ensure that all grease extract cleaning services delivered under this contract will be carried out in accordance with the BESA TR19 Grease specification, including provision of appropriate post-clean certification and supporting documentation.

COSHH training

Bidders must confirm that all staff engaged in the delivery of the services under this Contract will receive appropriate training in the Control of Substances Hazardous to Health (COSHH), relevant to the chemicals and substances used in hospital kitchen deep cleaning environments.

This training must be current, regularly refreshed, and evidenced upon request by NHS Lothian for the duration of the Contract.

The successful Contractor must ensure that within 6 weeks of commencement of the Contract, all relevant staff are in possession of a current Protecting Vulnerable Groups (PVG) certificate from Disclosure Scotland, as is required by Scottish Law. Written confirmation of compliance with this requirement must be readily available when asked for by NHS Lothian personnel. Continual compliance with this requirement for the duration Contract is a strict mandatory requirement. Failure to comply might result in non-compliant operatives being removed from site, and also termination of the Contract if not remedied to the satisfaction of the Board.

III.1.2) Economic and financial standing

List and brief description of selection criteria

Specific Yearly/Average turnover over the last three financial years

Professional Risk Indemnity

Employer's (Compulsory) Liability

Public Liability

Minimum level(s) of standards possibly required

Requirement - Specific Yearly/Average turnover

Number of fiscal years: 3

Minimum required turnover per year: 100,000 GBP

Professional Risk Indemnity: 5,000,000 GBP

Employer's (Compulsory) Liability: 5,000,000 GBP

Public Liability: 10,000,000 GBP

Section 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) Time limit for receipt of tenders or requests to participate

Date

17 July 2026

Local time

12:00pm

IV.2.4) Languages in which tenders or requests to participate may be submitted

English

IV.2.6) Minimum time frame during which the tenderer must maintain the tender

Tender must be valid until: 15 October 2026

IV.2.7) Conditions for opening of tenders

Date

17 July 2026

Local time

12:00pm

Place

Online - the tender submissions will be downloaded from the PCS-T tender platform.

Information about authorised persons and opening procedure

The tender opening panel will complete a tender opening checklist to ensure that any omissions/errors/non-compliance in the bid submissions is captured and clarified (where appropriate) with the tenderers prior to the quality submissions being sent to the evaluation panel.

Section VI. Complementary information

VI.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published: This is dependent on whether or not the awarded contract will be extended after the initial 2 year duration. Future notices will be published in one of the following years: 2028, 2029, 2030 or 2031.

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

The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 31986. For more information see:

Community benefits are included in this requirement. For more information see:

A summary of the expected community benefits has been provided as follows:

NHS Lothian is committed to maximising Community Benefits from its procurement activities and wishes to secure economic and social benefits from this procurement.

The focus for Community Benefits within this Contract will be community oriented, providing benefit to the Third Sector and community groups within Edinburgh and the Lothians.

The Community Benefits requirement for this contract is mandatory.

NHS Lothian will work with the successful Bidder to support Community Benefit selection via the NHS Scotland (NHSS) National Services Scotland (NSS) Community Benefits Gateway.

Links for more information on Community Benefits:

Community benefits in procurement - Public sector procurement - gov.scot ( )

Community benefits in public procurement: guidance note - gov.scot ( )

Community Benefits Gateway – nhs.scot ()

Bidders must confirm that their organisation will commit to fulfil one (1) community benefit posted on the Community Benefits Gateway per 50,000 GBP of aggregated contract spend.

(SC Ref:834277)

VI.4) Procedures for review

VI.4.1) Review body

Edinburgh Sheriff Court and Justice of the Peace Court

27 Chambers Street

Edinburgh

EH1 1LB

Country

United Kingdom