Find a TenderAwardedContract details notice

Published 19 Sept 2025, 16:17 BST

Official UK procurement notice

ID 6120389 - DfC - Grounds Maintenance - Poleglass

Authority: Department for Communities (Central government)·On behalf of: CPD

ServicesOpen procedureAbove thresholdSME suitableVCSE suitable

Sectors: Machinery for mining, quarrying, construction equipment (43)Agricultural, forestry, horticultural, aquacultural and apicultural services (77) Delivery: Northern Ireland (UKN)

Published estimate£528,000≈ £176k / year · £660,000 inc. VAT37.9% above published estimate

Submissions closed 21 Oct 2025awarded 20 Nov 2025

Awarded to The Conservation Volunteers

Contract term 3 yrsends 31 Jan 2029 · up to 31 Jan 2030 with extensions · starts 1 Feb 2026

What is being bought

Published requirement description

Belfast Regeneration Directorate (BRD), within the Department for Communities (DfC) is

responsible for tackling deprivation and disadvantage in a way which is inclusive and

responsive to community needs and its aim is to create sustainable communities.

DfC currently owns approximately 70 acres of land in Poleglass which was surplus to

requirements following the Poleglass housing development scheme in the 1980s. There

are almost 2,000 houses in Poleglass and the level of private ownership is very low.

Poleglass lies within the Colin Neighbourhood Area of West Belfast and is within 10% of the most disadvantaged wards in Northern Ireland. The area suffers from a wide range of

socio-economic problems and a lack of community infrastructure which has contributed to

a varied range of anti-social activity involving misuse of DfC land.

To ensure that the Department for Communities (DfC) land at Poleglass is maintained

effectively and to the highest standard and to demonstrate best practice in meeting all

Government legislation, health and safety and sustainable practices, DfC currently have a

contract with The Conservation Volunteers (TCV) for the provision of a Grounds

Maintenance Service. This contract will expire on 31 Jan 2026 and the Dept. is seeking to

tender for a new contract from 01 Feb 2026 for a period of 3 years with optional extension

of 1 year. DfC reserves the right to review its operational responsibilities as changes to

the area arise. The Contractor shall be fully consulted on the potential impact to its duties

and responsibilities under the Contract.

The area is approximately 70 acres and is located entirely in the Poleglass area which is

sited in the Belfast City Council area. The specific areas included are: -

Laurel Glen

Stewartstown Glen

Bogstown Glen

Old Colin Woodland

Land adjacent to St. Kieran's Primary School

Land adjacent to Good Shepherd Primary School

The authority expects to re-tender this requirement around 1 Feb 2030, 23:59 GMT.

CPV: Construction machinery and equipment · Grassing services · Grounds maintenance services · Grounds-maintenance equipment · Horticultural services · Parks maintenance services · Planting and maintenance services of green areas · Weed-clearance services

The lotProcurement structure

single lot · value published

Lot #1AwardedRenewal 3 yrsSMEVCSEPublished value£528,000

Contract period: 1 Feb 2026 – 31 Jan 2029 (3 yrs) · up to 31 Jan 2030 with extensionsValue: £528,000 exc. VAT · £660,000 inc. VAT

Delivery: Northern IrelandEligibility: SME eligibleVCSE eligible

Extensions: Following the initial contract period, there is a potential extension period of 1 year. Optional extension periods will be subject to review and satisfactory performance assessment by the Contracting Authority.

43300000 Construction machinery and equipment 43325100 Grounds-maintenance equipment 77300000 Horticultural services 77310000 Planting and maintenance services of green areas 77312000 Weed-clearance services 77313000 Parks maintenance services

Pre-qualification & selection criteria (PQQ)2

Economic & financial standing
As per Tender documentation
Technical & professional ability
As per Tender documentation

What it takes to win
i
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 more

How bids were scored

Quality: 50%Price: 50%

Published sub-criteria (2)

Qualitative Criteria: 50%
Quantitative Criteria: 50%

Published award criteria (2)

Qualitative Criteria: As per Tender documentation
Quantitative Criteria: As per Tender documentation

Conditions of participation2

Economic & financial standing
As per Tender documentation
Technical & professional ability
As per Tender documentation

What this means for your bid

Price carries 50 of 100 points: a 10% discount moves about 5 points. This one is won on the number: sharpen the price before polishing the prose.

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: Awarded
Procurement threshold: Above threshold (FTS publication)
Regulatory regime: Standard
Commercial structure: Stand-alone contract (no framework)
Competition type: Competitive procedure
GPA / WTO covered: Yes (GPA)
Recurring procurement: Yes · next expected 1 Feb 2030
First published: 19 Sept 2025, 16:17 BST
Last source update: 16 Dec 2025, 14:05 GMT
Award evaluation window: Submission end – 18 Nov 2025
Authority reference: ID 6120389
FTS notice number: 2025/S 000-058234
Latest notice: Contract details notice (UK7)
Classification (CPV): Construction machinery and equipmentGrassing servicesGrounds maintenance servicesGrounds-maintenance equipmentHorticultural servicesParks maintenance servicesPlanting and maintenance services of green areasWeed-clearance services
Delivery area: Northern Ireland (UKN)
Official registry OCID: ocds-h6vhtk-059e66 Find a Tender
Contract terms summary: Contract Value
The estimated value figure indicated in the Scope Section represents an overall estimated
contract value. This value reflects the potential scale of the contract and takes into account
potential optional extension periods and the uptake of potential optional services as detailed
in the tender documents. This figure does not however take into account the application of
indexation or increases to charges due to increases in the Real Living Wage. Neither CPD nor
the contracting Authority can provide any guarantee as to the level of business under this
contract. The Contracting Authority does not bind itself to accept the lowest or any tender.
Suppliers remain responsible for all costs and expenses incurred by them or by any third
party acting under instructions from the Supplier in connection with taking part in this
procurement process regardless of whether such costs arise as a consequence, directly or
indirectly of any amendments made to the procurement documents by the Contracting
Authority at any time. No legally binding contract shall arise (and a Supplier shall have no
legitimate expectation that a contract will be entered into) until such time as entry into the
Contract has been confirmed by the Contracting Authority.

How it was run

Official notice

Run through: eTendersNI · Who buys & how to bid on eTendersNI

Supplier login requiredElectronic submission allowedLanguage: EN

Access & registration note: Free Northern Ireland registration

Submission deadline: 21 Oct 2025, 15:00 BST
Clarification deadline: 10 Oct 2025, 15:00 BST
Submission channel: Official e-sourcing portal
Electronic submission: Allowed
Accepted languages: en

Detailed submission instructions & authority contactsFrom official release

Tenders must be submitted electronically via the relevant Call for Tender (CfT) opportunity on eTendersNI, website details immediately below.

Paper submissions will not be accepted or considered and will be rejected by the Contracting Authority / Buyer.

The tender documents are available with unrestricted and full direct access, free of charge, at: URL etendersni.gov.uk/epps ↗

Timeline

19 Sept 2025 → 1 Feb 2026 · 8 dates

Tender notice published396 days ago
19 Sept 2025, 16:17 BST
Clarification questions by375 days ago
10 Oct 2025, 15:00 BST
Submission deadline364 days ago
21 Oct 2025, 15:00 BST
Award decision expected by336 days ago
18 Nov 2025, 23:59 GMT
Assessment summaries sent335 days ago
20 Nov 2025
Standstill ends319 days ago
5 Dec 2025, 23:59 GMT
Latest notice published308 days ago
16 Dec 2025, 14:05 GMT
Contract starts262 days ago
1 Feb 2026

Notice history

5 events · 3 releases on Find a Tender · since 19 Sept 2025

Tender notice published
19 Sept 2025, 16:17 BST
UK4
Contract award notice published
25 Nov 2025, 11:05 GMT
UK6
Status changed to complete
25 Nov 2025, 11:05 GMT
Contract signature expected
5 Dec 2025, 23:59 GMT
scheduled
Contract details notice published
16 Dec 2025, 14:05 GMT
UK7

Commercial outcome & contract awards

Published awards, contracts and bid statistics, not a forecast

Awards 1

Awarded value £728,0001 award exc. VAT

Bids received 1

Contracts signed 1latest 8 Dec 2025

Awarded to	Value	Date	Status
The Conservation VolunteersVCSEDfC - Grounds Maintenance - Poleglass1 Feb 2026 – 31 Jan 2029 · up to 31 Jan 2030Extensions: Following the initial contract period, there is a potential extension period of 1 year. Optional extension periods will be subject to review and satisfactory performance assessment by the Contracting Authority.	£728,000	20 Nov 2025	Awarded

Contracts

ID 6120389 - DfC - Grounds Maintenance - Poleglass · The Conservation VolunteersVCSE
Signed
8 Dec 2025
Value
£728,000
Period
1 Feb 2026 – 31 Jan 2029 · up to 31 Jan 2030 with extensions
Status
active
Extensions
Following the initial contract period, there is a potential extension period of 1 year. Optional extension periods will be subject to review and satisfactory performance assessment by the Contracting Authority.
No agreed KPIs: The value of this contract is below the relevant threshold of £5 million including VAT and as such the reporting and publication of KPIs is not mandated.

Bid statistics published by the authority

Bids	SME	VCSE	Valid bid range
1final-stage tenders	0	1	—

Contracting authority & participating public bodies

3 public bodies on the notice

Department for Communities

Contracting authorityPublic authority - central governmentNorthern Irish devolved regulations apply GB-PPON: PXMQ-4585-LJVM Level 8 Causeway Exchange, 1-7 Bedford Street, Belfast, Northern Ireland, BT2 7EGContact email

Other public bodies

CPDBeneficiary authority
CPD - Supplies & Services DivisionProcess contact pointProcuring entitySupplies and Services Division, is a Centre of Procurement Expertise and provides a central procurement function for central government in Northern Ireland.GB-PPON: PVWG-8426-YWXV Belfast, Northern IrelandContact email

Bidders & participating suppliers

2 commercial parties on the notice

THE CONSERVATION VOLUNTEERSAwarded supplierGB-COH: 00976410GB-PPON: PJNC-1219-QBPG Gresley House, Doncaster, Northern Ireland, BT3 9EDContact email
THE CONSERVATION VOLUNTEERSAwarded supplierGB-PPON: PJNC-1219-QBPG Gresley House, Doncaster, Northern Ireland, BT3 9EDContact email

Official documents & specifications (3)

Official links; attachments are not copied

Notices published for this procedure

Contract details notice contractContract details noticeUK7Contract details notice on Find a Tender16 Dec 2025, 14:05 GMT
Contract award notice awardContract award noticeUK6Contract award notice on Find a Tender25 Nov 2025, 11:05 GMT
Tender notice tenderTender noticeUK4Tender notice on Find a Tender19 Sept 2025, 16:17 BST