RBWM Grounds Maintenance Services

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05202a-2025-10-29T14:08:27Z",
    "date": "2025-10-29T14:08:27Z",
    "ocid": "ocds-h6vhtk-05202a",
    "initiationType": "tender",
    "planning": {
        "documents": [
            {
                "id": "025604-2025",
                "documentType": "plannedProcurementNotice",
                "noticeType": "UK1",
                "description": "Pipeline notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/025604-2025",
                "datePublished": "2025-05-23T09:49:33+01:00",
                "format": "text/html"
            },
            {
                "id": "033994-2025",
                "documentType": "marketEngagementNotice",
                "noticeType": "UK2",
                "description": "Preliminary market engagement notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/033994-2025",
                "datePublished": "2025-06-20T11:09:00+01:00",
                "format": "text/html"
            }
        ],
        "milestones": [
            {
                "id": "engagement",
                "type": "engagement",
                "description": "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 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: joey.stanford@RBWM.gov.uk.",
                "dueDate": "2025-06-27T23:59:59+01:00",
                "status": "scheduled"
            }
        ]
    },
    "parties": [
        {
            "id": "GB-PPON-PJQM-1124-QDHW",
            "name": "Royal Borough of Windsor & Maidenhead",
            "identifier": {
                "scheme": "GB-PPON",
                "id": "PJQM-1124-QDHW"
            },
            "address": {
                "streetAddress": "St Ives Road",
                "locality": "Maidenhead",
                "postalCode": "SL6 1RF",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKJ11"
            },
            "contactPoint": {
                "email": "procurement@rbwm.gov.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicAuthoritySubCentralGovernment",
                        "description": "Public authority - sub-central government"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-PPON-PJQM-1124-QDHW",
        "name": "Royal Borough of Windsor & Maidenhead"
    },
    "tender": {
        "id": "RBWMGM25",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "RBWM Grounds Maintenance Services",
        "description": "RBWM 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.",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "77314000",
                        "description": "Grounds maintenance services"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKJ1",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ1",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKJ11",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            }
        ],
        "mainProcurementCategory": "services",
        "lots": [
            {
                "id": "1",
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2031-09-30T23:59:59+01:00",
                    "maxExtentDate": "2041-09-30T23:59:59Z"
                },
                "hasRenewal": true,
                "status": "cancelled",
                "suitability": {
                    "sme": true
                },
                "value": {
                    "amountGross": 34102260,
                    "amount": 28418550,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "weightingDescription": "Stage 1 - conditions of participation will include a standard 'exclusions' assessment, a financial standing assessment and a technical/professional standing submission (requiring two case studies). The technical/professional standing assessment is scored whereas the former assessments are pass/fail. Stage 2 - both a commercial and a technical submission are required. The former will be assessed using a 'Best Price' approach and the latter will be assessed using a number of method statements.",
                    "criteria": [
                        {
                            "type": "price",
                            "name": "Best Price (using the Pricing Schedule)",
                            "description": "Requirement to populate the Authority's pricing schedule and submit a 'Best Price' for the core costings and best unit costings."
                        },
                        {
                            "type": "quality",
                            "name": "Technical Questionnaire",
                            "description": "Requirement to respond to the quality questions in the technical questionnaire in observation of any limits imposed."
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "description": "Please see the invitation documentation"
                        },
                        {
                            "type": "technical",
                            "description": "Please see the invitation documentation"
                        },
                        {
                            "description": "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 Authority anticipates inviting only the four highest scoring suppliers (without prejudice to any of the Authority's rights contained within the invitation documentation).",
                            "forReduction": true
                        }
                    ]
                },
                "renewal": {
                    "description": "5+5+5"
                },
                "hasOptions": true,
                "options": {
                    "description": "The advertised value comprises the fixed amount (PS1,879,570 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: PS15,000 has been deducted from the originally 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 PS15,000 - PS45,000 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."
                }
            }
        ],
        "communication": {
            "futureNoticeDate": "2025-06-30T23:59:59+01:00"
        },
        "status": "cancelled",
        "aboveThreshold": true,
        "value": {
            "amountGross": 34102260,
            "amount": 28418550,
            "currency": "GBP"
        },
        "procurementMethod": "selective",
        "procurementMethodDetails": "Competitive flexible procedure",
        "procedure": {
            "features": "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 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."
        },
        "coveredBy": [
            "GPA"
        ],
        "submissionMethodDetails": "https://public.bravosolution.co.uk/esop/guest/login.do",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "expressionOfInterestDeadline": "2025-08-01T13:00:00+01:00",
        "enquiryPeriod": {
            "endDate": "2025-07-17T13:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-02-20T23:59:59Z"
        },
        "lotDetails": {
            "noLotsDivisionRationale": "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 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."
        },
        "documents": [
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "L-1",
                "documentType": "biddingDocuments",
                "description": "Suppliers will need to register for access to the Jaggaer platform.",
                "url": "https://public.bravosolution.co.uk/esop/guest/login.do"
            },
            {
                "id": "037147-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/037147-2025",
                "datePublished": "2025-07-03T14:31:42+01:00",
                "format": "text/html"
            },
            {
                "id": "069411-2025",
                "documentType": "tenderCancellationNotice",
                "noticeType": "UK12",
                "description": "Procurement termination notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/069411-2025",
                "datePublished": "2025-10-29T14:08:27Z",
                "format": "text/html"
            }
        ]
    },
    "language": "en",
    "awards": [
        {
            "id": "1",
            "status": "cancelled",
            "statusDetails": "The 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.",
            "finalStatusDate": "2025-10-29T00:00:00Z",
            "relatedLots": [
                "1"
            ]
        }
    ]
}