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RBWM Grounds Maintenance Services

Royal Borough of Windsor & Maidenhead

This public procurement record has 4 releases in its history.

TenderCancellation

29 Oct 2025 at 14:08

UK12 - Procurement Termination Notice
Tender

03 Jul 2025 at 14:31

UK4 - Tender Notice
Planning

20 Jun 2025 at 11:09

UK2 - Preliminary Market Engagement Notice
Planning

23 May 2025 at 09:49

UK1 - Pipeline Notice
Summary of the contracting process

The Royal Borough of Windsor & Maidenhead recently cancelled the tender process titled "RBWM Grounds Maintenance Services" due to feedback from the market regarding financial viability. Initially prompted by a tender notice on 3rd July 2025, this planned procurement falls within the services category, specifically aimed at grounds maintenance, covering locations in the UKJ11 region. The decision on 29th October 2025 to terminate this process was made with the intention to re-run the tender with an expanded financial framework. This procurement involved a competitive flexible procedure, resembling the 'restricted' procedure of the previous regulatory regime, and allowed electronic submissions in English.

This tender presents potential opportunities for businesses specialising in grounds maintenance services, particularly those capable of demonstrating robust technical standing and competitive pricing. The procurement process comprised a two-stage approach, starting with a Participation Stage that depends on legal, financial, and technical metrics, followed by a Tender Stage focusing on technical and commercial propositions. With a gross value estimation of over £34 million and possible contract extensions, the opportunity is optimally suited for SMEs and larger firms seeking to enhance their portfolio within the public sector. Stakeholders should anticipate a reissue of the tender, allowing interested parties another chance to engage and leverage market feedback to secure this comprehensive grounds maintenance contract.

How relevant is this notice?

Notice Information

Notice Title

RBWM Grounds Maintenance Services

Notice 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.

Lot Information

Lot 1

Options: 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.

Renewal: 5+5+5

Planning Information

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.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-05202a
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/069411-2025
Current Stage
Tender
All Stages
Planning, Tender

Procurement Classification

Notice Type
UK12 - Procurement Termination Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Selective
Procurement Method Details
Competitive flexible procedure
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

77 - Agricultural, forestry, horticultural, aquacultural and apicultural services

CPV Codes

77314000 - Grounds maintenance services

Notice Value(s)

Tender Value
£28,418,550 £10M-£100M
Lots Value
£28,418,550 £10M-£100M
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
29 Oct 202510 months ago
Submission Deadline
17 Jul 2025Expired
Future Notice Date
30 Jun 2025Expired
Award Date
Not specified
Contract Period
1 Apr 2026 - 30 Sep 2031 Over 5 years
Recurrence
Not specified

Notice Status

Tender Status
Cancelled
Lots Status
Cancelled
Awards Status
Cancelled
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Royal Borough of Windsor & Maidenhead
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
MAIDENHEAD
Postcode
SL6 1RF
Postcode Area
Slough
Country
England
Major Region (ITL 1)
TLJ South East (England)
Basic Region (ITL 2)
TLJ1 Berkshire, Buckinghamshire and Oxfordshire
Small Region (ITL 3)
TLJ15 Berkshire East
Delivery Location
TLJ11 Berkshire
Local Authority
Windsor and Maidenhead
Electoral Ward
St Mary's
Westminster Constituency
Maidenhead

Further Information

Notice Documents

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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