Tender

YPO - 001308 - Floor Machines and Robotics

• Yorkshire Purchasing Organisation UK4: Tender notice - Procurement Act 2023 - view information about notice types

Notice identifier: 2026/S 000-028214

Procurement identifier (OCID): ocds-h6vhtk-05819d

Published 19 March 2026, 10:50am

Last edited 26 March 2026, 7:59pm

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Contents

Scope Lots (8) Framework Participation Submission Award criteria Other information Procedure Documents Contracting authority

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This notice has been edited. The previous version is still available.

Clarification deadline changed from 06/04/2026 @1400 to 09/04/2026 @1400

Reference

001308

Description

YPO are looking for Providers to be appointed onto a closed Framework for the supply of Floor Cleaning Machines and Robotics. This Framework is designed to meet the needs of all public sector Contracting Authorities by establishing an agreement for the supply, maintenance, servicing, and leasing of products including scrubber driers, single disc floor machines, vacuum cleaners, carpet care equipment, steam cleaners, and robotic or emerging cleaning technologies. Providers will be required to deliver goods and associated services either directly to YPO customers under Lots 1-5, or through competitive selection processes under Lots 6-8.

Commercial tool

Establishes a framework

Total value (estimated)

• £3,000,000 including VAT Above the relevant threshold

Contract dates (estimated)

• 1 July 2026 to 30 June 2030
• 4 years

Options

The right to additional purchases while the contract is valid.

Any resulting Framework and Call Off Contracts shall be deemed to cover any goods, services or solutions that can be supplied by the successful Tenderer(s) within the scope of Floor Cleaning Machines and Robotics for the full duration of the Framework. This includes, but is not limited to, additional product types, accessories, consumables, maintenance, servicing, software, or emerging and innovative cleaning technologies that fall within the remit of the Framework.

Main procurement category

Goods

Contract locations

• UK - United Kingdom

Not the same for all lots

CPV classifications are shown in Lot sections, because they are not the same for all lots.

Lot 1. Scrubber Driers

Description

This Lot is for the supply of Scrubber Driers on a direct basis whereby the customer places the order with YPO, YPO places the order with the supplier and the supplier delivers direct to the end user

Lot value (estimated)

• £2,500,000 excluding VAT
• £3,000,000 including VAT Framework lot values may be shared with other lots

CPV classifications

Floor-maintenance machines

Floor-cleaning machines

Cleaning and polishing products

Same for all lots

Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Lot 2. Single Disc Floor Machines

Description

This Lot is for the supply of Single Disc Floor Machines on a direct basis whereby the customer places the order with YPO, YPO places the order with the supplier and the supplier delivers direct to the end user.

Lot value (estimated)

• £2,500,000 excluding VAT
• £2,500,000 including VAT Framework lot values may be shared with other lots

CPV classifications

Floor-maintenance machines

Floor-cleaning machines

Floor polishers

Cleaning and polishing products

Same for all lots

Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Lot 3. Vacuum Cleaners

Description

This Lot is for the supply of Vacuum Cleaners on a direct basis

whereby the customer places the order with YPO, YPO places the order with the supplier and the supplier delivers direct to the end user.

Lot value (estimated)

• £2,500,000 excluding VAT
• £2,500,000 including VAT Framework lot values may be shared with other lots

CPV classifications

Floor-maintenance machines

Floor-cleaning machines

Vacuum cleaners

Accessories for vacuum cleaners

Cleaning and polishing products

Same for all lots

Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Lot 4. Carpet Care

Description

This Lot is for the supply of Carpet Care products whereby the customer places the order with YPO, YPO places the order with the supplier and the supplier delivers direct to the end user.

Lot value (estimated)

• £2,500,000 excluding VAT
• £3,000,000 including VAT Framework lot values may be shared with other lots

CPV classifications

Floor-maintenance machines

Floor-cleaning machines

Cleaning and polishing products

Same for all lots

Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Lot 5. Steam Cleaners

Description

This Lot is for the supply of Steam Cleaners on a direct basis

whereby the customer places the order with YPO, YPO places the order with the supplier and the supplier delivers direct to the end user.

Lot value (estimated)

• £2,500,000 excluding VAT
• £3,000,000 including VAT Framework lot values may be shared with other lots

CPV classifications

Floor-maintenance machines

Floor-cleaning machines

Cleaning and polishing products

Same for all lots

Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Lot 6. Products falling within the scope of Lots 1-5, including innovative and emerging solutions and robotics

Description

Lot 6 covers products that fall within the remit of this Framework where, at the Contracting Authority's discretion, a call-off contract is required or where products are not listed within Lots 1-5. This includes one-off or specialist product requirements, emerging and innovative technologies, robotic cleaning solutions, and any items that a Contracting Authority chooses to procure through a Competitive Selection Process, including (but not limited to) circumstances where the estimated value exceeds applicable procurement thresholds.

Lot value (estimated)

• £2,500,000 excluding VAT
• £3,000,000 including VAT Framework lot values may be shared with other lots

CPV classifications

Floor-maintenance machines

Floor-cleaning machines

Floor polishers

Vacuum cleaners

Accessories for vacuum cleaners

Parts of electrical domestic appliances

Cleaning and polishing products

Non-domestic vacuum cleaners and floor polishers

Miscellaneous software package and computer systems

Maintenance and repair of information technology equipment

Miscellaneous repair and maintenance services

Installation services of miscellaneous general-purpose machinery

Financial leasing services

Same for all lots

Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Lot 7. Maintenance and Servicing

Description

Lot for the provision of maintenance and servicing of products that fall under the remit of this Framework through a Competitive Selection Process. This Lot is designed to meet the needs of YPO, and other Contracting Authorities will establish an agreement where the end customer requests maintenance or servicing directly from the Supplier, and the Supplier provides the required service at the customer's location. The scope of this Lot includes, but is not limited to, the maintenance, repair, servicing, and technical support of floor cleaning machines and robotic cleaning equipment such as scrubber driers, single disc floor machines, vacuum cleaners, carpet care machines, steam cleaners, and autonomous or semi-autonomous robotic cleaning machines. This may include planned preventative maintenance, responsive repairs, diagnostics, parts replacement, software updates, and any other servicing activities required to keep the equipment operating effectively. This Lot enables Contracting Authorities to access specialist maintenance and servicing solutions to ensure the continued safe, efficient, and reliable performance of equipment purchased or leased under this Framework

Lot value (estimated)

• £2,500,000 excluding VAT
• £3,000,000 including VAT Framework lot values may be shared with other lots

CPV classifications

Parts of electrical domestic appliances

Miscellaneous repair and maintenance services

Same for all lots

Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Lot 8. Lease/Rental

Description

Lot 8 covers the lease or rental of products that fall within the overall scope of this Framework, including floor cleaning machines and robotic cleaning solutions. This Lot enables applicable products within the Framework remit to be accessed through compliant lease or rental arrangements for the duration of the Framework, at the Contracting Authority's discretion. Lot 8 will operate through a Competitive Selection Process, with requirements defined by individual specifications issued by Contracting Authorities. Use of this Lot may include associated customer requirements, such as maintenance, servicing, repairs, consumables, software, training, upgrades, and other support services, where specified.

Lot value (estimated)

• £2,500,000 excluding VAT
• £3,000,000 including VAT Framework lot values may be shared with other lots

CPV classifications

Floor-maintenance machines

Floor-cleaning machines

Floor polishers

Vacuum cleaners

Accessories for vacuum cleaners

Parts of electrical domestic appliances

Cleaning and polishing products

Miscellaneous repair and maintenance services

Financial leasing services

Same for all lots

Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.

Maximum number of suppliers

Unlimited

Maximum percentage fee charged to suppliers

3%

Further information about fees

For Lots 1-5 (inclusive), a 3% marketing contribution on catalogue products will be applied.

For Lots 6-8 (inclusive), a 2% retrospective rebate will be applied to all Call-Off Contracts

Framework operation description

Prices for this Framework Agreement must be fixed for an initial period of eleven (11) months, from the commencement of the Framework until 31 March 2027. After this initial period, YPO will allow for annual price refreshes, with Suppliers required to notify YPO of any proposed price changes at least 45 days in advance.

YPO reserves the right to review or reject any pricing that is deemed unsustainable. Price amendments will only take effect once approved by YPO

For Lots 1-5, submitted pricing will be used for catalogue purposes only and is not evaluated at Framework award stage. For Lots 6-8, pricing is determined at Competitive Selection Process stage.

Award Without Competition (Lots 1-5)

Lots 1-5 (scrubber driers, single disc machines, vacuum cleaners, carpet care equipment, steam cleaners) operate through Award Without Competition.

YPO customers place orders directly with YPO, and YPO places the order with the awarded supplier, who delivers directly to the customer

Award Without Competition is based on:

• The specific product(s) awarded at Framework stage

• Catalogue pricing accepted by YPO

• Compliance with specifications and Framework terms

• Supplier performance and stock/service capability during the

Competitive Selection Process (Lots 6-8)

Lots 6-8 operate through a Competitive Selection Process at Call Off stage. All Suppliers awarded to the relevant Lot(s) will be invited to compete, submitting sealed bids using the customer's chosen e tendering system.

Award Criteria for Competitive Selection Process:

Customers may flex the weighting of Cost, Quality, Delivery & Customer Service, and Social Value/Sustainability in accordance with limits specified in the tender documentation, provided the total equals 100%.

The criteria may include (but are not limited to):

Cost

• Total cost of product(s) or solution

• Lease/rental pricing (Lot 8)

• Cost of maintenance or servicing (Lot 7)

Quality

• Product performance, durability and specification alignment

• Delivery capability and lead times

• Technical support and customer service

• Implementation, installation, training (if applicable)

Delivery & Customer Service

• Logistics planning and contingency arrangements

• Returns, warranty handling, repairs

• Order accuracy and fulfilment reliability

Social Value & Sustainability

• Environmental impact reduction

• Carbon reduction initiatives

• Ethical supply chain practices

• Alignment with customer Social Value priorities

Customers may also re open Conditions of Participation or set additional Call-Off specific requirements. At Competitive Selection Process stage, customers will define their requirement, which may include:

• Delivery timescales

• Installation, commissioning or configuration (e.g., robotics setup)

• Maintenance or after sales service requirements

• Consumables, accessories, software, and support packages

• Reporting requirements and KPIs

Pricing at Competitive Selection Process stage will be based on the specific items, services or solutions requested within the Competitive Selection Process documentation

Award method when using the framework

Either with or without competition

Contracting authorities that may use the framework

https://www.ypo.co.uk/about/governance/transparency/permissible-users

Legal and financial capacity conditions of participation

Lot 1. Scrubber Driers

Lot 2. Single Disc Floor Machines

Lot 3. Vacuum Cleaners

Lot 4. Carpet Care

Lot 5. Steam Cleaners

Lot 6. Products falling within the scope of Lots 1-5, including innovative and emerging solutions and robotics

Lot 7. Maintenance and Servicing

Lot 8. Lease/Rental

As per the tender documentation

Technical ability conditions of participation

Lot 1. Scrubber Driers

Lot 2. Single Disc Floor Machines

Lot 3. Vacuum Cleaners

Lot 4. Carpet Care

Lot 5. Steam Cleaners

Lot 6. Products falling within the scope of Lots 1-5, including innovative and emerging solutions and robotics

Lot 7. Maintenance and Servicing

Lot 8. Lease/Rental

As per the tender documentation

Particular suitability

Lot 1. Scrubber Driers

Lot 2. Single Disc Floor Machines

Lot 3. Vacuum Cleaners

Lot 4. Carpet Care

Lot 5. Steam Cleaners

Lot 6. Products falling within the scope of Lots 1-5, including innovative and emerging solutions and robotics

Lot 7. Maintenance and Servicing

Lot 8. Lease/Rental

• Small and medium-sized enterprises (SME)
• Voluntary, community and social enterprises (VCSE)

Enquiry deadline

9 April 2026, 2:00pm

Tender submission deadline

24 April 2026, 3:00pm

Submission address and any special instructions

https://ypo2.my.site.com/s/Welcome

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

9 June 2026

Recurring procurement

Publication date of next tender notice (estimated): 1 January 2030

| Name | Description | Type | Weighting |
| --- | --- | --- | --- |
| Cost | Lots 1-5 (inclusive) - Pricing Schedule to be submitted for catalogue purposes only

Lots 6-8 (inclusive) - Full cost evaluation applied only at Call Off stage (no cost evaluation at Framework award...

Show full description | Cost | 35% |
| Quality | Lots 1-5 (inclusive) - Requirements on Quality Assurance, Compliance & Product Specification; Sourcing Practices & Supply Chain Management

Lots 6-8 (inclusive) - Requirements on Quality Assurance,...

Show full description | Quality | 25% |
| Delivery & Customer Service | Lots 1-5 (inclusive) - requirements on Delivery, Logistics & Contingency Planning; Customer Service, Support & Handling of Issues

Lot 6-8 (inclusive) - requirements on Delivery planning; service...

Show full description | Quality | 20% |
| Social Value & Sustainability | Lots 1 -5 (inclusive) - Sustainability commitments; Social Value themes

Lots 6-8 (inclusive) - Environmental impact reduction; Net Zero alignment; supply chain ethics | Quality | 20% |

Description of risks to contract performance

• Total Cost of the Framework: Due to the complexity and non-uniformity Contracting Authority requirements, the costs may vary with the potential of Framework spend nearing or exceeding estimated total value. To mitigate this risk YPO have researched estimated spend in the market and included a surplus.

• Nature of the Market: The market is fast evolving which may see a change of these products, due to advances in robotics, technology and AI technology, which is unknown at this time. To mitigate this risk YPO have made the specification wide, however on the introduction of new solutions, these may not be

covered under the current specification.

Where the relevant, conditions under Schedule 8 of the Act are satisfied, the modification of the Contract/Framework to remedy the identified risks would be treated as a permitted Contract modification

Conflicts assessment prepared/revised

Yes

Procedure type

Open procedure

Associated tender documents

https://ypo2.my.site.com/s/Welcome

Technical specifications to be met

https://ypo2.my.site.com/s/Welcome

Yorkshire Purchasing Organisation

• Public Procurement Organisation Number: PMRV-4748-MNJV 41 Industrial Park

Wakefield

WF2 0XE

United Kingdom

Email: contracts@ypo.co.uk

Website: https://www.ypo.co.uk /

Region: UKE45 - Wakefield

Organisation type: Public authority - sub-central government