Official UK procurement notice
Grounds Maintenance · UK public procurement notice
Authority: Hafod Housing Association (Housing)
What is being bought4 lots · detail below
Published requirement descriptionHafod requires a Supplier to undertake works/services for the provision of Grounds Maintenance.
The areas in scope of this requirement, cover properties in the following local authorities:
- Bridgend
- Caerphilly
- Cardiff
- Vale of Glamorgan
- Rhondda Cynan Taff
- Merthyr Tydfil
- Torfaen
- Newport
The Contract term will be for 2 years initially with an option to extend for a further 2 + 2 years.
The contract will be split by regional area. The lots will be as follows:
- Lot 1 : Rhondda Cynon Taf
- Lot 2: Cardiff, Torfaen & Newport
- Lot 3: The Vale
- Lot 4: Bridgend
The estimated start date for the contract is April 2026.
- The authority expects to re-tender this requirement around 30 Oct 2031, 23:59 GMT.
- No preliminary market engagement: Due to internal resources and time constraints preliminary market engagement was not conducted. However, the strategy has been informed by existing market knowledge and previous procurements.
CPV: Grounds maintenance services · Planting and maintenance services of green areas
Lots and requirements (4)Procurement structure
4 lots · all with a published value (£5,241,600 together) · same conditions of participation on every lot · evaluation weights differ by lotLot #1Rhondda Cynon TafRenewalPublished value£1,310,400
For Lot 1: Please see tender documents as published on Etenderwales.
- Economic & financial standing
Bidders are required to demonstrate an average annual turnover that meets or exceeds the following threshold, based on the lot(s) they are bidding for:
- Lot 1: Minimum turnover requirement – £2.25 million
- Lot 2: Minimum turnover requirement – £2.25 million
- Lot 3: Minimum turnover requirement – £2.25 million
- Lot 4: Minimum turnover requirement – £2.25 million
If a bidder is applying for more than one lot, the turnover requirement will be aggregated.
For example:
- Bidding for 2 lots = minimum turnover requirement of £4.5 million
- Bidding for all 4 lots = minimum turnover requirement of £9 million
This reflects the increased financial and delivery risk associated with delivering multiple lots concurrently.
Bidders must provide the following to demonstrate financial standing:
- Audited or independently reviewed accounts for the most recent 2 financial years
- Confirmation of annual turnover for those years
Where accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as:
- Parent company guarantee
- Bank letter of support
- Insurance documents
- Management accounts
- References from other contracting authorities
If a bidder does not meet the turnover threshold but can provide alternative evidence of financial stability, Hafod reserves the right to carry out an objective risk-based assessment in line with Regulation 24 of the Procurement Act 2023.
This may include, but is not limited to:
- Credit rating reports (e.g. Dun & Bradstreet, Experian)
- Liquidity ratios or net current assets
- Evidence of financial backing
This approach is intended to support SMEs and newer entities while protecting the Authority’s commercial interests.
Hafod reserves the right to:
- Seek clarification on any financial information provided
- Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk
- Technical & professional ability
Must hold a commercial waste licence or be able to achieve prior to start of contract
Must hold a recognised Certificate of Competence, which involve passing foundational PA1 module/level 2 award in Principles of Safe Handling and Application of Pesticides and other relevant PA units.
Lot #2Cardiff, Torfaen & NewportRenewalPublished value£1,310,400
For Lot 2: please refer to the tender documents
- Economic & financial standing
Bidders are required to demonstrate an average annual turnover that meets or exceeds the following threshold, based on the lot(s) they are bidding for:
- Lot 1: Minimum turnover requirement – £2.25 million
- Lot 2: Minimum turnover requirement – £2.25 million
- Lot 3: Minimum turnover requirement – £2.25 million
- Lot 4: Minimum turnover requirement – £2.25 million
If a bidder is applying for more than one lot, the turnover requirement will be aggregated.
For example:
- Bidding for 2 lots = minimum turnover requirement of £4.5 million
- Bidding for all 4 lots = minimum turnover requirement of £9 million
This reflects the increased financial and delivery risk associated with delivering multiple lots concurrently.
Bidders must provide the following to demonstrate financial standing:
- Audited or independently reviewed accounts for the most recent 2 financial years
- Confirmation of annual turnover for those years
Where accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as:
- Parent company guarantee
- Bank letter of support
- Insurance documents
- Management accounts
- References from other contracting authorities
If a bidder does not meet the turnover threshold but can provide alternative evidence of financial stability, Hafod reserves the right to carry out an objective risk-based assessment in line with Regulation 24 of the Procurement Act 2023.
This may include, but is not limited to:
- Credit rating reports (e.g. Dun & Bradstreet, Experian)
- Liquidity ratios or net current assets
- Evidence of financial backing
This approach is intended to support SMEs and newer entities while protecting the Authority’s commercial interests.
Hafod reserves the right to:
- Seek clarification on any financial information provided
- Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk
- Technical & professional ability
Must hold a commercial waste licence or be able to achieve prior to start of contract
Must hold a recognised Certificate of Competence, which involve passing foundational PA1 module/level 2 award in Principles of Safe Handling and Application of Pesticides and other relevant PA units.
Lot #3The ValeRenewalPublished value£1,310,400
For Lot 3: Please refer to the tender documents found in Etenderwales
- Economic & financial standing
Bidders are required to demonstrate an average annual turnover that meets or exceeds the following threshold, based on the lot(s) they are bidding for:
- Lot 1: Minimum turnover requirement – £2.25 million
- Lot 2: Minimum turnover requirement – £2.25 million
- Lot 3: Minimum turnover requirement – £2.25 million
- Lot 4: Minimum turnover requirement – £2.25 million
If a bidder is applying for more than one lot, the turnover requirement will be aggregated.
For example:
- Bidding for 2 lots = minimum turnover requirement of £4.5 million
- Bidding for all 4 lots = minimum turnover requirement of £9 million
This reflects the increased financial and delivery risk associated with delivering multiple lots concurrently.
Bidders must provide the following to demonstrate financial standing:
- Audited or independently reviewed accounts for the most recent 2 financial years
- Confirmation of annual turnover for those years
Where accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as:
- Parent company guarantee
- Bank letter of support
- Insurance documents
- Management accounts
- References from other contracting authorities
If a bidder does not meet the turnover threshold but can provide alternative evidence of financial stability, Hafod reserves the right to carry out an objective risk-based assessment in line with Regulation 24 of the Procurement Act 2023.
This may include, but is not limited to:
- Credit rating reports (e.g. Dun & Bradstreet, Experian)
- Liquidity ratios or net current assets
- Evidence of financial backing
This approach is intended to support SMEs and newer entities while protecting the Authority’s commercial interests.
Hafod reserves the right to:
- Seek clarification on any financial information provided
- Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk
- Technical & professional ability
Must hold a commercial waste licence or be able to achieve prior to start of contract
Must hold a recognised Certificate of Competence, which involve passing foundational PA1 module/level 2 award in Principles of Safe Handling and Application of Pesticides and other relevant PA units.
Lot #4BridgendRenewalPublished value£1,310,400
For lot 4: Please refer to documents attached in etenderwales
- Economic & financial standing
Bidders are required to demonstrate an average annual turnover that meets or exceeds the following threshold, based on the lot(s) they are bidding for:
- Lot 1: Minimum turnover requirement – £2.25 million
- Lot 2: Minimum turnover requirement – £2.25 million
- Lot 3: Minimum turnover requirement – £2.25 million
- Lot 4: Minimum turnover requirement – £2.25 million
If a bidder is applying for more than one lot, the turnover requirement will be aggregated.
For example:
- Bidding for 2 lots = minimum turnover requirement of £4.5 million
- Bidding for all 4 lots = minimum turnover requirement of £9 million
This reflects the increased financial and delivery risk associated with delivering multiple lots concurrently.
Bidders must provide the following to demonstrate financial standing:
- Audited or independently reviewed accounts for the most recent 2 financial years
- Confirmation of annual turnover for those years
Where accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as:
- Parent company guarantee
- Bank letter of support
- Insurance documents
- Management accounts
- References from other contracting authorities
If a bidder does not meet the turnover threshold but can provide alternative evidence of financial stability, Hafod reserves the right to carry out an objective risk-based assessment in line with Regulation 24 of the Procurement Act 2023.
This may include, but is not limited to:
- Credit rating reports (e.g. Dun & Bradstreet, Experian)
- Liquidity ratios or net current assets
- Evidence of financial backing
This approach is intended to support SMEs and newer entities while protecting the Authority’s commercial interests.
Hafod reserves the right to:
- Seek clarification on any financial information provided
- Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk
- Technical & professional ability
Must hold a commercial waste licence or be able to achieve prior to start of contract
Must hold a recognised Certificate of Competence, which involve passing foundational PA1 module/level 2 award in Principles of Safe Handling and Application of Pesticides and other relevant PA units.
What it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Lots publish different evaluation splits; there is no single procedure weighting.
| Lot | Quality | Price | Split |
|---|---|---|---|
| 1 · Rhondda Cynon Taf | 70% | 30% | |
| 2 · Cardiff, Torfaen & Newport | 70% | 30% | |
| 3 · The Vale | 70% | 30% | |
| 4 · Bridgend | 70% | 30% |
- Economic & financial standing
Bidders are required to demonstrate an average annual turnover that meets or exceeds the following threshold, based on the lot(s) they are bidding for:
- Lot 1: Minimum turnover requirement – £2.25 million
- Lot 2: Minimum turnover requirement – £2.25 million
- Lot 3: Minimum turnover requirement – £2.25 million
- Lot 4: Minimum turnover requirement – £2.25 million
If a bidder is applying for more than one lot, the turnover requirement will be aggregated.
For example:
- Bidding for 2 lots = minimum turnover requirement of £4.5 million
- Bidding for all 4 lots = minimum turnover requirement of £9 million
This reflects the increased financial and delivery risk associated with delivering multiple lots concurrently.
Bidders must provide the following to demonstrate financial standing:
- Audited or independently reviewed accounts for the most recent 2 financial years
- Confirmation of annual turnover for those years
Where accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as:
- Parent company guarantee
- Bank letter of support
- Insurance documents
- Management accounts
- References from other contracting authorities
If a bidder does not meet the turnover threshold but can provide alternative evidence of financial stability, Hafod reserves the right to carry out an objective risk-based assessment in line with Regulation 24 of the Procurement Act 2023.
This may include, but is not limited to:
- Credit rating reports (e.g. Dun …
- Technical & professional ability
Must hold a commercial waste licence or be able to achieve prior to start of contract
Must hold a recognised Certificate of Competence, which involve passing foundational PA1 module/level 2 award in Principles of Safe Handling and Application of Pesticides and other relevant PA units.
- Price carries 30 points on every lot: a 10% discount moves about 3 points.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Closed
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Yes · next expected 30 Oct 2031
- First published
- 30 Sept 2025, 17:42 BST
- Last source update
- 30 Sept 2025, 17:42 BST
- Award evaluation window
- Submission end – 16 Jan 2026
- Authority reference
2025H000038.01- FTS notice number
2025/S 000-061086- Latest notice
- Tender notice (UK4)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05a55fFind a Tender- Contract terms summary
30 Days
- Risks
The following known risks have been identified:
Sites may be added or removed during the contract, written agreement from both parties will be sought prior to addition.
Weather conditions and rescheduling (see schedule 1).
Poor performance (see schedule 1)
Ad Hoc works such e.g. emergency tree works (See schedule 1 for more information)
How it was run
Official notice- Submission deadline
- 30 Oct 2025, 12:00 GMT
- Clarification deadline
- 23 Oct 2025, 12:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Timeline
30 Sept 2025 → 1 Apr 2026 · 5 dates- Tender notice published386 days ago30 Sept 2025, 17:42 BST
- Clarification questions by363 days ago23 Oct 2025, 12:00 BST
- Submission deadline356 days ago30 Oct 2025, 12:00 GMT
- Award decision expected by277 days ago16 Jan 2026, 23:59 GMT
- Contract starts203 days ago1 Apr 2026, 00:00 BST
Notice history
1 event · 1 release on Find a Tender- Tender notice published30 Sept 2025, 17:42 BSTUK4
Contracting authority & participating public bodies
Official documents & specifications (2)
Official links; attachments are not copiedTender pack and attachments
- Technical specifications2025H000038.01 Grounds Maintenance Specification can be found on Etenderwales.
Notices published for this procedure
- Tender notice Tender notice on Find a Tender