Grounds Maintenance

{
  "buyer": {
    "id": "GB-COH-IP18766R",
    "name": "Hafod Housing Association"
  },
  "date": "2025-09-30T17:42:58+01:00",
  "id": "061086-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05a55f",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "CARDIFF",
        "postalCode": "CF5 6ES",
        "region": "UKL22",
        "streetAddress": "St Hilary Court"
      },
      "contactPoint": {
        "email": "robyn.hughes@hafod.org.uk",
        "name": "Robyn Hughes"
      },
      "details": {
        "classifications": [
          {
            "description": "Public undertaking",
            "id": "publicUndertaking",
            "scheme": "UK_CA_TYPE"
          },
          {
            "description": "Welsh devolved regulations apply",
            "id": "GB-WLS",
            "scheme": "UK_CA_DEVOLVED_REGULATIONS"
          }
        ],
        "url": "http://https://www.hafod.org.uk/"
      },
      "id": "GB-COH-IP18766R",
      "identifier": {
        "id": "IP18766R",
        "scheme": "GB-COH"
      },
      "name": "Hafod Housing Association",
      "roles": [
        "buyer"
      ]
    }
  ],
  "planning": {
    "noEngagementNoticeRationale": "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."
  },
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-01-16T23:59:59+00:00"
    },
    "contractTerms": {
      "financialTerms": "30 Days"
    },
    "description": "Hafod requires a Supplier to undertake works/services for the provision of Grounds Maintenance.\nThe areas in scope of this requirement, cover properties in the following local authorities:\n- Bridgend\u202f\n- Caerphilly\u202f\n- Cardiff\u202f\n- Vale of Glamorgan\u202f\n- Rhondda Cynan Taff\u202f\n- Merthyr Tydfil\u202f\n- Torfaen\u202f\n- Newport\u202f\n\u202fThe Contract term will be for 2 years initially with an option to extend for a further 2 + 2 years.\nThe contract will be split by regional area. The lots will be as follows:\n- Lot 1 : Rhondda Cynon Taf\n- Lot 2: Cardiff, Torfaen \u0026 Newport\n- Lot 3: The Vale\n- Lot 4: Bridgend\nThe estimated start date for the contract is April 2026.",
    "documents": [
      {
        "description": "2025H000038.01 Grounds Maintenance\nSpecification can be found on Etenderwales.",
        "documentType": "technicalSpecifications",
        "id": "L-2",
        "url": "www.etenderwales.co.uk"
      },
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "datePublished": "2025-09-30T17:42:58+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "061086-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/061086-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-10-23T12:00:00+01:00"
    },
    "hasRecurrence": true,
    "id": "2025H000038.01 ",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Grounds maintenance services",
            "id": "77314000",
            "scheme": "CPV"
          },
          {
            "description": "Planting and maintenance services of green areas",
            "id": "77310000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL1"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      },
      {
        "additionalClassifications": [
          {
            "description": "Grounds maintenance services",
            "id": "77314000",
            "scheme": "CPV"
          },
          {
            "description": "Planting and maintenance services of green areas",
            "id": "77310000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL22"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL21"
          }
        ],
        "id": "2",
        "relatedLot": "2"
      },
      {
        "additionalClassifications": [
          {
            "description": "Grounds maintenance services",
            "id": "77314000",
            "scheme": "CPV"
          },
          {
            "description": "Planting and maintenance services of green areas",
            "id": "77310000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL22"
          }
        ],
        "id": "3",
        "relatedLot": "3"
      },
      {
        "additionalClassifications": [
          {
            "description": "Grounds maintenance services",
            "id": "77314000",
            "scheme": "CPV"
          },
          {
            "description": "Planting and maintenance services of green areas",
            "id": "77310000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKL17"
          }
        ],
        "id": "4",
        "relatedLot": "4"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lotDetails": {
      "awardCriteriaDetails": "Bidders may submit tenders for one, several, or all of the available lots. There is no restriction on the number of lots that may be awarded to a single bidder. Each lot will be evaluated independently, and contracts may be awarded for any combination of lots, depending on the outcomes of the evaluation process."
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "schedule 3 pricing",
              "name": "Price",
              "numbers": [
                {
                  "number": 30.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "description": "Schedule 2 Quality",
              "name": "Quality",
              "numbers": [
                {
                  "number": 70.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2028-03-31T23:59:59+01:00",
          "maxExtentDate": "2032-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        },
        "description": "For Lot 1: Please see tender documents as published on Etenderwales.",
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "As Hafod adopt new sites, sites may be added to the scope of the contract."
        },
        "renewal": {
          "description": "contract can be extended for a further 2 + 2 years."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "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:\n\u2022 Lot 1: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 2: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 3: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 4: Minimum turnover requirement \u2013 \u00a32.25 million\nIf a bidder is applying for more than one lot, the turnover requirement will be aggregated. \nFor example:\n\u2022 Bidding for 2 lots = minimum turnover requirement of \u00a34.5 million\n\u2022 Bidding for all 4 lots = minimum turnover requirement of \u00a39 million\nThis reflects the increased financial and delivery risk associated with delivering multiple lots concurrently.\nBidders must provide the following to demonstrate financial standing:\n\u2022 Audited or independently reviewed accounts for the most recent 2 financial years\n\u2022 Confirmation of annual turnover for those years\nWhere accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as:\n\u2022 Parent company guarantee\n\u2022 Bank letter of support\n\u2022 Insurance documents\n\u2022 Management accounts\n\u2022 References from other contracting authorities\nIf 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.\nThis may include, but is not limited to:\n\u2022 Credit rating reports (e.g. Dun \u0026 Bradstreet, Experian)\n\u2022 Liquidity ratios or net current assets\n\u2022 Evidence of financial backing\nThis approach is intended to support SMEs and newer entities while protecting the Authority\u2019s commercial interests.\nHafod reserves the right to:\n\u2022 Seek clarification on any financial information provided\n\u2022 Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk",
              "type": "economic"
            },
            {
              "description": "Must hold a commercial waste licence or be able to achieve prior to start of contract \nMust 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.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "title": "Rhondda Cynon Taf",
        "value": {
          "amount": 1310400,
          "amountGross": 1638000,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Schedule 3 pricing document",
              "name": "Pricing",
              "numbers": [
                {
                  "number": 30.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "description": "schedule 2 quality document",
              "name": "Schedule 2 Quality",
              "numbers": [
                {
                  "number": 70.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2028-03-31T23:59:59+01:00",
          "maxExtentDate": "2032-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        },
        "description": "For Lot 2: please refer to the tender documents",
        "hasOptions": true,
        "hasRenewal": true,
        "id": "2",
        "options": {
          "description": "As Hafod adopt new sites, sites may be added to the scope of the contract."
        },
        "renewal": {
          "description": "can be extended for a further 2 + 2 years."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "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:\n\u2022 Lot 1: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 2: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 3: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 4: Minimum turnover requirement \u2013 \u00a32.25 million\nIf a bidder is applying for more than one lot, the turnover requirement will be aggregated. \nFor example:\n\u2022 Bidding for 2 lots = minimum turnover requirement of \u00a34.5 million\n\u2022 Bidding for all 4 lots = minimum turnover requirement of \u00a39 million\nThis reflects the increased financial and delivery risk associated with delivering multiple lots concurrently.\nBidders must provide the following to demonstrate financial standing:\n\u2022 Audited or independently reviewed accounts for the most recent 2 financial years\n\u2022 Confirmation of annual turnover for those years\nWhere accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as:\n\u2022 Parent company guarantee\n\u2022 Bank letter of support\n\u2022 Insurance documents\n\u2022 Management accounts\n\u2022 References from other contracting authorities\nIf 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.\nThis may include, but is not limited to:\n\u2022 Credit rating reports (e.g. Dun \u0026 Bradstreet, Experian)\n\u2022 Liquidity ratios or net current assets\n\u2022 Evidence of financial backing\nThis approach is intended to support SMEs and newer entities while protecting the Authority\u2019s commercial interests.\nHafod reserves the right to:\n\u2022 Seek clarification on any financial information provided\n\u2022 Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk",
              "type": "economic"
            },
            {
              "description": "Must hold a commercial waste licence or be able to achieve prior to start of contract \nMust 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.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "title": "Cardiff, Torfaen \u0026 Newport",
        "value": {
          "amount": 1310400,
          "amountGross": 1638000,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Pricing document schedule 3",
              "name": "Price Evaluation",
              "numbers": [
                {
                  "number": 30.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "description": "Quality Document Evaluation",
              "name": "Quality Document",
              "numbers": [
                {
                  "number": 70.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2028-03-31T23:59:59+01:00",
          "maxExtentDate": "2032-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        },
        "description": "For Lot 3: Please refer to the tender documents found in Etenderwales",
        "hasOptions": true,
        "hasRenewal": true,
        "id": "3",
        "options": {
          "description": "As Hafod adopt new sites, sites may be added to the scope of the contract."
        },
        "renewal": {
          "description": "Can be extended for a further 2 + 2 years"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "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:\n\u2022 Lot 1: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 2: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 3: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 4: Minimum turnover requirement \u2013 \u00a32.25 million\nIf a bidder is applying for more than one lot, the turnover requirement will be aggregated. \nFor example:\n\u2022 Bidding for 2 lots = minimum turnover requirement of \u00a34.5 million\n\u2022 Bidding for all 4 lots = minimum turnover requirement of \u00a39 million\nThis reflects the increased financial and delivery risk associated with delivering multiple lots concurrently.\nBidders must provide the following to demonstrate financial standing:\n\u2022 Audited or independently reviewed accounts for the most recent 2 financial years\n\u2022 Confirmation of annual turnover for those years\nWhere accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as:\n\u2022 Parent company guarantee\n\u2022 Bank letter of support\n\u2022 Insurance documents\n\u2022 Management accounts\n\u2022 References from other contracting authorities\nIf 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.\nThis may include, but is not limited to:\n\u2022 Credit rating reports (e.g. Dun \u0026 Bradstreet, Experian)\n\u2022 Liquidity ratios or net current assets\n\u2022 Evidence of financial backing\nThis approach is intended to support SMEs and newer entities while protecting the Authority\u2019s commercial interests.\nHafod reserves the right to:\n\u2022 Seek clarification on any financial information provided\n\u2022 Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk",
              "type": "economic"
            },
            {
              "description": "Must hold a commercial waste licence or be able to achieve prior to start of contract \nMust 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.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "title": "The Vale",
        "value": {
          "amount": 1310400,
          "amountGross": 1638000,
          "currency": "GBP"
        }
      },
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Pricing evaluation document schedule 3",
              "name": "Pricing Evaluation",
              "numbers": [
                {
                  "number": 30.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "description": "Schedule 2 Quality Evaluation document",
              "name": "Quality Document schedule 2",
              "numbers": [
                {
                  "number": 70.0,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2028-03-31T23:59:59+01:00",
          "maxExtentDate": "2032-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        },
        "description": "For lot 4: Please refer to documents attached in etenderwales",
        "hasOptions": true,
        "hasRenewal": true,
        "id": "4",
        "options": {
          "description": "As Hafod adopts new sites, sites may be added to the scope of the contract."
        },
        "renewal": {
          "description": "can extend for a further 2 + 2 years"
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "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:\n\u2022 Lot 1: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 2: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 3: Minimum turnover requirement \u2013 \u00a32.25 million\n\u2022 Lot 4: Minimum turnover requirement \u2013 \u00a32.25 million\nIf a bidder is applying for more than one lot, the turnover requirement will be aggregated. \nFor example:\n\u2022 Bidding for 2 lots = minimum turnover requirement of \u00a34.5 million\n\u2022 Bidding for all 4 lots = minimum turnover requirement of \u00a39 million\nThis reflects the increased financial and delivery risk associated with delivering multiple lots concurrently.\nBidders must provide the following to demonstrate financial standing:\n\u2022 Audited or independently reviewed accounts for the most recent 2 financial years\n\u2022 Confirmation of annual turnover for those years\nWhere accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as:\n\u2022 Parent company guarantee\n\u2022 Bank letter of support\n\u2022 Insurance documents\n\u2022 Management accounts\n\u2022 References from other contracting authorities\nIf 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.\nThis may include, but is not limited to:\n\u2022 Credit rating reports (e.g. Dun \u0026 Bradstreet, Experian)\n\u2022 Liquidity ratios or net current assets\n\u2022 Evidence of financial backing\nThis approach is intended to support SMEs and newer entities while protecting the Authority\u2019s commercial interests.\nHafod reserves the right to:\n\u2022 Seek clarification on any financial information provided\n\u2022 Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk",
              "type": "economic"
            },
            {
              "description": "Must hold a commercial waste licence or be able to achieve prior to start of contract \nMust 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.",
              "type": "technical"
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true,
          "vcse": true
        },
        "title": "Bridgend",
        "value": {
          "amount": 1310400,
          "amountGross": 1638000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "recurrence": {
      "dates": [
        {
          "startDate": "2031-10-30T23:59:59+00:00"
        }
      ]
    },
    "riskDetails": "The following known risks have been identified: \nSites may be added or removed during the contract, written agreement from both parties will be sought prior to addition. \nWeather conditions and rescheduling (see schedule 1). \nPoor performance (see schedule 1) \nAd Hoc works such e.g. emergency tree works (See schedule 1 for more information) ",
    "status": "active",
    "submissionMethodDetails": "https://etenderwales.bravosolution.co.uk/",
    "submissionTerms": {
      "electronicSubmissionPolicy": "allowed",
      "languages": [
        "en"
      ]
    },
    "tenderPeriod": {
      "endDate": "2025-10-30T12:00:00+00:00"
    },
    "title": "Grounds Maintenance ",
    "value": {
      "amount": 5241600,
      "amountGross": 6552000,
      "currency": "GBP"
    }
  }
}