Section one: Contracting authority
one.1) Name and addresses
University Of Edinburgh
Charles Stewart House, 9-16 Chambers Street
Edinburgh
EH1 1HT
Contact
Elliot Freeman
Telephone
+44 1316502759
Country
United Kingdom
NUTS code
UKM75 - Edinburgh, City of
Internet address(es)
Main address
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00107
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.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
one.4) Type of the contracting authority
Body governed by public law
one.5) Main activity
Education
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Temporary Hospitality, Catering and Events Staff for ACE
Reference number
EC1019
two.1.2) Main CPV code
- 79620000 - Supply services of personnel including temporary staff
two.1.3) Type of contract
Services
two.1.4) Short description
ACE uses agency staff at times of high demand for its services to keep them open and running, in order to facilitate the delivery of contracted business. There are recognised difficulties with sourcing the required volume, quality and standard of staff through currently available avenues and within the timeframes required, therefore the aim of this framework is to ensure ACE are in the best possible position to source staff for their estate.
This project is looking to establish a new framework agreement with suppliers who have the resource and capacity to work with the University to provide catering staffing resources as and when required.
two.1.5) Estimated total value
Value excluding VAT: £3,600,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Kitchen Staff
Lot No
3
two.2.2) Additional CPV code(s)
- 79620000 - Supply services of personnel including temporary staff
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
ACE operates across the city of Edinburgh. There are multiple venues and location across this wide geographical area, where agency staff will be required to attend for work. All locations may require staff at any one date and time.
The volume and type of staff required will be dependent on business needs. Historical data highlights the roles where the highest volume of staff is required are:
- Head Chef – Rare but maybe required for interim periods of up to 3 months;
- Chef – estimate of up to 10+ on busier days;
- Kitchen Assistants – estimate 15 + on very busy days; and
- Kitchen Porter – estimate of up to 5+ on busier days.
Please be aware that these figures are given in good faith but may not be representative of future demand.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 80
Price - Weighting: 20
two.2.6) Estimated value
Value excluding VAT: £1,200,000
two.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
One extension period of 24 months will be available for use at the University's discretion, meaning a potential contract duration of 48 months, or four years.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
One extension period of 24 months will be available for use at the University's discretion, meaning a potential contract duration of 48 months, or four years.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Hospitality and Events
Lot No
1
two.2.2) Additional CPV code(s)
- 79620000 - Supply services of personnel including temporary staff
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
ACE operates across the city of Edinburgh. There are multiple venues and location across this wide geographical area, where agency staff will be required to attend for work. All locations may require staff at any one date and time.
The volume and type of staff required will be dependent on business needs. Historical data highlights the roles where the highest volume of staff is required are:
- Catering Assistants – estimate 15+ on very busy days; and
- Plate Waiters/Silver Service Staff – estimate 50+ on very busy days.
Please be aware that these figures are given in good faith but may not be representative of future demand.
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 80
Price - Weighting: 20
two.2.6) Estimated value
Value excluding VAT: £1,600,000
two.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
One extension period of 24 months will be available for use at the University's discretion, meaning a potential contract duration of 48 months, or four years.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
One extension period of 24 months will be available for use at the University's discretion, meaning a potential contract duration of 48 months, or four years.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Domestic Services
Lot No
2
two.2.2) Additional CPV code(s)
- 79620000 - Supply services of personnel including temporary staff
two.2.3) Place of performance
NUTS codes
- UKM75 - Edinburgh, City of
two.2.4) Description of the procurement
ACE operates across the city of Edinburgh. There are multiple venues and location across this wide geographical area, where agency staff will be required to attend for work. All locations may require staff at any one date and time.
The volume and type of staff required will be dependent on business needs. Historical data highlights the roles where the highest volume of staff is required are:
- Hotel Bedroom Attendants;
- Hotel Public Area Cleaners
- Student Property Domestic Cleaning Staff
two.2.5) Award criteria
Quality criterion - Name: Technical / Weighting: 80
Price - Weighting: 20
two.2.6) Estimated value
Value excluding VAT: £800,000
two.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
One extension period of 24 months will be available for use at the University's discretion, meaning a potential contract duration of 48 months, or four years.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
One extension period of 24 months will be available for use at the University's discretion, meaning a potential contract duration of 48 months, or four years.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.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
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.3) Information about a framework agreement or a dynamic purchasing system
The procurement involves the establishment of a framework agreement
Framework agreement with several operators
Envisaged maximum number of participants to the framework agreement: 9
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
10 October 2025
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
10 October 2025
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 29584. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
A sub-contract clause has been included in this contract. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2363
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:
The University has included a Community Benefits Menu as part of this procurement in the attachments area on PCS-T. Suppliers are required to complete and attach this to the Community Benefits question in the Technical Envelope of PCS-T.
This menu includes a list of Community Benefits that can be offered and the number of points you can obtain for each one. Suppliers should consider what Community Benefits they can offer in accordance with the appropriate banding provided in Table 1 below. Supplier responses here and to this tender in general will form a commitment to deliver Community Benefits if appointed to the framework. Benefits will be delivered proportionate to the value of the work received by each supplier through this framework. This will be managed at the strategic meetings. If no work is received through this framework, suppliers will not be expected to deliver community benefits.
The banding has been set proportionate to the value of the contract you are bidding to deliver. For this requirement, the University is expecting the supplier to complete the menu up to the full potential value of each lot (including extensions) that they are bidding for. If bidding for more than one lot, then your menu response should be to the full combined value of each lot.
(SC Ref:809078)
six.4) Procedures for review
six.4.1) Review body
Edinburgh Sheriff Court
27 Chambers Street
Edinburgh
EH1 1LB
Country
United Kingdom