Official UK procurement notice
RBWM Grounds Maintenance Services
Authority: Royal Borough of Windsor & Maidenhead (Local council)
Sectors: Agricultural, forestry, horticultural, aquacultural and apicultural services (77) Delivery: South East (UKJ1)
Published estimate£28,418,550≈ £5.2m / year · £34,102,260 inc. VAT · 2 value updates
Submissions closed 1 Aug 2025
Next notice expected 30 Jun 2025
Contract term 5 yrs 6 moup to 15 yrs 6 mo with extensions · starts 1 Apr 2026
What is being bought
Published requirement descriptionRBWM is seeking a grounds maintenance service provider to provide a range of grounds maintenance services across the borough. This will include, but is not limited to: verge maintenance, grass cutting, parks and open spaces maintenance, cemeteries maintenance and handyman/handyperson services. This will be a single contract.
Not divided into lots: In principle, the contract could have been divided into lots (for instance, by geography (e.g. a Windsor contract, a Maidenhead contract) or by specialism (e.g. a grass-cutting contract), however there remained no internal or external (market) appetite to do so. An extensive market engagement exercise was carried out in December more…
2024/January 2025 asking the market about preferred delivery/contractual models. Over two-thirds of respondents preferred a single contract to allow for better strategic oversight, operational and financial economies of scale and to maximise consistency of service for residents. This was the preferred option of SMEs and larger organisations alike and RBWM agreed with their rationale.How the procedure runs: The Authority's competitive flexible procedure comprises two stages (and broadly resembles the 'restricted' procedure under the former regulatory regime - PCR 2015): 1) Participation Stage - this stage invites suppliers to submit a 'Participation Questionnaire', requiring suppliers to satisfy legal, financial and technical standing more…
requirements. Without prejudice to any of the specific provisions of the invitation document, the Authority anticipates inviting only the four highest scoring suppliers to stage 2. 2) Tender Stage - preferred suppliers from Stage 1 are then invited to a substantive tender stage, at which suppliers will put forward their commercial and technical proposals.
CPV: Grounds maintenance services
The lotProcurement structure
single lot · value publishedLot #1Lot 1CancelledRenewalPublished value£28,418,550
- Value
- £28,418,550 exc. VAT · £34,102,260 inc. VAT
- Extensions
The advertised value comprises the fixed amount (£1,879,570 per annum (+ VAT) for the core services) and the known amount in respect of the first option. Without prejudice to the Authority's broader rights under the Procurement Act 2023, the Authority has the following options, created in reliance on s.74 and Sch.8(1) of the Procurement Act 2023. Discretionary: £15,000 has been deducted from the originally more…
envisaged budget owing to uncertainty around a Maidenhead project. In the event that this project is retained by RBWM, the Authority reserves the right to increase the financial envelope by an amount between £15,000 - £45,000 per annum (with allowances for inflation in accordance with Annex C) to support the project. In the event that it is not retained by RBWM, the Authority reserves the right to utilise this funding to top-up existing Services. This shall be priced utilising the Candidate's pricing schedule submission at substantive tender stage. Discretionary: the Authority may have grounds maintenance requirements for Authority flooding and drainage features. The Authority reserves the right to increase the financial envelope (with allowances for inflation in accordance with Annex C) to incorporate these Services and shall be priced utilising the Candidate's pricing schedule submission at substantive tender stage. Discretionary: Annexes B.1 and B.2 at the time of publishing this tender exclude the geography of Cookham. In the event this geography re-enters the scope of this Contract, the Authority reserves the right to increase the financial envelope (with allowances for inflation in accordance with Annex C) to incorporate these Services and shall be priced utilising the Candidate's pricing schedule submission at substantive tender stage. Discretionary: the Authority is proposing a 5+5+5 years Contract term and it is anticipated that the Authority may acquire new estates or land throughout this term or, otherwise, existing estates or land that have become the responsibility of the Authority. Some of these acquisitions may be significant in nature and, as such, may require significant financial increases; however, the Authority does not guarantee that these acquisitions will take place. These acquisitions may require grounds maintenance services and may be incorporated into the Contract. The Authority reserves the right to increase the financial envelope (with allowances for inflation in accordance with Annex C) and increases shall be priced utilising the Candidate's pricing schedule submission at substantive tender stage. Discretionary: the Authority may, from time to time, have exceptional ad-hoc requirements pertaining to ceremonial events (e.g. state visits, funerals, weddings) and extreme weather events. These events may require grounds maintenance Services. The Authority cannot enumerate in advance an exhaustive list of events of this nature. The Authority may, in the first instance, re-direct the Candidate's resources. However, where required, the Authority reserves the right to make unique and temporary increases to the financial envelope - such increases shall be priced utilising the Candidate's pricing schedule submission at substantive tender stage. Discretionary: the Authority may, from time to time, be in receipt of external funding (e.g. grant funding) that could be used to enhance the Services. The Authority reserves the right to make unique and temporary increases to the financial envelope - such increases shall be priced utilising the Candidate's pricing schedule submission at substantive tender stage. · 5+5+5
77314000 Grounds maintenance services
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).
How bids were scored
- Best Price (using the Pricing Schedule) — Requirement to populate the Authority's pricing schedule and submit a 'Best Price' for the core costings and best unit costings.
- Technical Questionnaire — Requirement to respond to the quality questions in the technical questionnaire in observation of any limits imposed.
Conditions of participation3
- Economic & financial standingPlease see the invitation documentation
- Technical & professional abilityPlease see the invitation documentation
- Condition of participationshortlisting
Satisfaction of the conditions of participation (i.e. the 'exclusions' assessment, the financial standing assessment and the technical/professional standing assessment). The latter is scored and, subject to suppliers passing the former assessments, the more…
Authority anticipates inviting only the four highest scoring suppliers (without prejudice to any of the Authority's rights contained within the invitation documentation).
Procedure terms & legal framework
From the official record- Procedure method
- Competitive flexible procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Cancelled
- 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
- No (one-off requirement)
- First published
- 29 Oct 2025, 14:08 GMT
- Last source update
- 29 Oct 2025, 14:08 GMT
- Award evaluation window
- Submission end — 20 Feb 2026, 23:59 GMT
- Authority reference
RBWMGM25- Latest notice
- Procurement termination notice (UK12)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-05202aFind a Tender
- How it runs
The Authority's competitive flexible procedure comprises two stages (and broadly resembles the 'restricted' procedure under the former regulatory regime - PCR 2015): 1) Participation Stage - this stage invites suppliers to submit a 'Participation Questionnaire', requiring suppliers to satisfy legal, financial and technical standing requirements. Without prejudice to any of the specific provisions of the invitation more…
document, the Authority anticipates inviting only the four highest scoring suppliers to stage 2. 2) Tender Stage - preferred suppliers from Stage 1 are then invited to a substantive tender stage, at which suppliers will put forward their commercial and technical proposals.
How it was run
Official noticeRun through: Jaggaer · Who buys & how to bid on JAGGAER
Access & registration note: Free; latest Chrome/Edge/Firefox only — corporate browsers fail
- Expression of interest (EOI)
- 1 Aug 2025, 13:00 BST
- Submission deadline
- 1 Aug 2025, 13:00 BST
- Clarification deadline
- 17 Jul 2025, 13:00 BST
- Submission channel
- Official e-sourcing portal
- Electronic submission
- Allowed
- Accepted languages
- en
Detailed submission instructions & authority contactsFrom official release
Timeline
10 published dates · Europe/London- Planning notice published23 May 2025, 09:49 BST
- Market engagement27 Jun 2025, 23:59 BST
Substantive engagement took place in December 2024 and January 2025. A PIN (as it was published pre-Feb 2025) was published in December to advertise this. RBWM wishes to hold an informal Q&A session on 27/06 (12:30 - 1pm). This will be an opportunity for suppliers to ask any final questions prior more…
to the tender being launched. No slides will be prepared. To register, please see the registration link here: https://events.teams.microsoft.com/event/46997500-c46d-438f-9250-071b2ef71a01@da6ec132-9c96-4152-9258-cb3819973491. If there are any issues with this link, please contact: [email protected]. - Next notice expected30 Jun 2025, 23:59 BST
- Tender notice published3 Jul 2025, 14:31 BST
- Clarification questions by17 Jul 2025, 13:00 BST
- Expressions of interest by1 Aug 2025, 13:00 BST
- Submission deadline1 Aug 2025, 13:00 BST
- Latest notice published332 days ago29 Oct 2025, 14:08 GMT
- Award decision expected by218 days ago20 Feb 2026, 23:59 GMT
- Contract starts179 days ago1 Apr 2026, 00:00 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics — not a forecastAwards 1
| Awarded to | Value | Date | Status |
|---|---|---|---|
| supplier not published | — | 29 Oct 2025 | CancelledThe Authority has taken market feedback very seriously in relation to the viability of the available financial envelope. Termination (with the intention of re-running) will provide the Authority an opportunity to increase funding to maximise the offers of bidders. This is, at least, the Authority's intention. |
Notice history
11 events · 4 releases on Find a Tender · since 23 May 2025- Procurement termination notice published29 Oct 2025, 14:08 GMTUK12
- Published value updated29 Oct 2025, 14:08 GMTwas £28,418,550
- Status changed to cancelled29 Oct 2025, 14:08 GMT
- Procurement method changed29 Oct 2025, 14:08 GMT
- Buyer details updated29 Oct 2025, 14:08 GMT
- Tender notice published3 Jul 2025, 14:31 BSTUK4
- Published value published: £28,418,5503 Jul 2025, 14:31 BST
- Status changed to active3 Jul 2025, 14:31 BST
- Procurement method changed3 Jul 2025, 14:31 BST
- Preliminary market engagement notice published20 Jun 2025, 11:09 BSTUK2
- Pipeline notice published23 May 2025, 09:49 BSTUK1
Routine re-releases (4)
- 2025-05: 1 release · 23 May 2025
Contracting authority & participating public bodies
Official documents & specifications (6)
Official links; attachments are not copiedTender pack and attachments
- Conflict of interest declarationNot published
- Bidding documents and specifications Suppliers will need to register for access to the Jaggaer platform.
Notices published for this procedure
- Procurement termination notice Procurement termination notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Preliminary market engagement notice Preliminary market engagement notice on Find a Tender
- Pipeline notice Pipeline notice on Find a Tender