Scope
Reference
SP/25/1425
Description
The University, Lancaster University, Bailrigg, LA1 4YW, is inviting tenders on the terms set out in this Invitation to Tender (ITT) to establish a multi-lot Framework agreement for an on-going requirement for Window Cleaning to Academic and Student Residential buildings (both internally & externally). The cleaning is to include windowsills & wiping of frames, glass canopies and main entrances, all internal glass including glass office partitions; glass balustrades and all glass in atrium areas including lifts on campus and at Health Innovation One (HIO); and Chancellor's Wharf, Lancaster City centre.
Normally window cleaning takes place:
• Externally once a year
• Internally once a year
Window cleaning is generally scheduled between March and September each year with occasional requests during the remainder of the year for VIP events. Some of the Student Residence buildings are required for Conference/Summer School accommodation after the students have vacated them so please be aware that approximately 20% of the Residences included in Lot 2 have to be cleaned/turnaround in anything from a 2 to 7-day timeframe
Lancaster University aims to establish a Framework consisting of two Lots with up to three or four suppliers on each Lot.
Commercial tool
Establishes a framework
Total value (estimated)
- £540,000 excluding VAT
- £648,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2030
- 4 years
Description of possible extension:
The contract start date will be around 01/04/2026 and complete by 31/03/208 for a duration of 24 months, extended/reviewed in 12 month intervals to a maximum of 31/03/30 (maximum 4 year contract) subject to the agreement of both parties and contractual performance.
Main procurement category
Services
CPV classifications
- 90911000 - Accommodation, building and window cleaning services
Contract locations
- UKD - North West (England)
Lot 1. Academic buildings
Description
External window cleaning: The cleaning is to include windowsills & wiping of frames, glass canopies and main entrances.
Internal window cleaning: The cleaning is to include windowsills & wiping of frames, glass office partitions; glass balustrades and all glass in atrium areas including lifts.
Approximately 50 academic buildings, some residential accommodation within academic buildings, and residential buildings at Chancellor's Wharf, Lancaster City centre, of which the majority require specialised cleaning using machinery due to the design of the buildings.
Normally window cleaning takes place:
• Externally once a year
• Internally once a year
Window cleaning is generally scheduled between March and September each year with occasional requests during the remainder of the year for VIP events.
Lot value (estimated)
- £490,000 excluding VAT
- £588,000 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Residential buildings
Description
External window cleaning: The cleaning is to include windowsills & wiping of frames, glass canopies and main entrances.
Internal window cleaning: The cleaning is to include windowsills & wiping of frames, glass office partitions; glass balustrades and all glass in atrium areas including lifts.
Approximately 185 buildings.
Normally window cleaning takes place:
• Externally once a year
• Internally once a year
Window cleaning is generally scheduled between March and September each year with occasional requests during the remainder of the year for VIP events. Some of the Student Residence buildings are required for Conference/Summer School accommodation after the students have vacated them so please be aware that approximately 20% of the Residences included in Lot 2 have to be cleaned/turnaround in anything from a 2 to 7-day timeframe
Approximately 16 houses at the end of June / early July have a 2 to 3 day timeframe to complete for external and internal window cleaning.
Approximately 30 houses early / mid September have a 7 day timeframe to complete for external and internal window cleaning.
Lot value (estimated)
- £50,000 excluding VAT
- £60,000 including VAT
Framework lot values may be shared with other lots
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Framework
Maximum number of suppliers
Unlimited
Maximum percentage fee charged to suppliers
0%
Framework operation description
On each occasion Lancaster University requires the service, Lancaster University will conduct a mini-competition with all suppliers on the relevant Framework Lot, and award the package of work to the supplier(s) in accordance with the criteria laid out in the mini-competition information. For example, the criterion may be price (alone) against the specified requirements, or MEAT (most economically advantageous tender) through the inclusion of some non-price criteria, provided said criteria does not require the re-submission of information already provided by the Supplier as part of this tender to establish the Framework in the first instance.
Award method when using the framework
With competition
Contracting authorities that may use the framework
Establishing party only
Participation
Legal and financial capacity conditions of participation
Lot 1. Academic buildings
Lot 2. Residential buildings
As set out in the Tender Documents
Technical ability conditions of participation
Lot 1. Academic buildings
Lot 2. Residential buildings
As set out in the Tender Documents
Particular suitability
Lot 1. Academic buildings
Lot 2. Residential buildings
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
2 March 2026, 10:00am
Tender submission deadline
9 March 2026, 10:00am
Submission address and any special instructions
This ITT has been made available to potential tenderers through the University's electronic tendering (e-tendering) portal:
https://in-tendhost.co.uk/lancaster/aspx/Home
Tenderers must submit their responses to the ITT through this same portal.
All aspects (documents/attachments/responses) of the tender return can and must be submitted via the e-tendering portal. Please do not also post the University a hardcopy of your tender return unless specifically instructed to do so.
Use of the portal does not require the purchase of high specification IT equipment or connections, nor high level personal IT skills/capabilities. Access to the portal and advice/training is free of charge. Advice is available on system use only, and not for basic IT skills or software set up.
In-Tend Support:
Phone: 0845 557 8079
E-mail: support@in-tend.com
Web: https://in-tendhost.co.uk/lancaster/aspx/Help
The University is committed to utilising this portal for all current and future business/procurement opportunities. Users only need register (for free) with the portal once to obtain long term access to the University's tender information.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
20 March 2026
Recurring procurement
Publication date of next tender notice (estimated): 9 February 2030
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Quality | 70% | |
| Cost | Lot 1 |
Cost | 30% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Engagement was minimal and did not provide any advantage
Documents
Associated tender documents
https://in-tendhost.co.uk/lancaster/aspx/Home
This ITT has been made available to potentialtenderers through the University's electronictendering (e-tendering) portal:
https://in-tendhost.co.uk/lancaster/aspx/Home
Tenderers must submit their responses to the ITT through this same portal.
All aspects (documents/attachments/responses) of the tender return can and must be submitted via the e-tendering portal. Please do not also post the University a hardcopy of your tender return unless specifically instructed to do so.
Contracting authority
UNIVERSITY OF LANCASTER
- Companies House: RC000657
- Public Procurement Organisation Number: PHYT-3516-XDZY
Bailrigg
Lancaster
LA1 4YW
United Kingdom
Email: tenders@lancaster.ac.uk
Website: http://https//www.lancaster.ac.uk
Region: UKD44 - Lancaster and Wyre
Organisation type: Public authority - sub-central government