Grounds Maintenance

{
    "tag": [
        "compiled"
    ],
    "id": "ocds-h6vhtk-05a55f-2025-09-30T17:42:58+01:00",
    "date": "2025-09-30T17:42:58+01:00",
    "ocid": "ocds-h6vhtk-05a55f",
    "initiationType": "tender",
    "parties": [
        {
            "id": "GB-COH-IP18766R",
            "name": "Hafod Housing Association",
            "identifier": {
                "scheme": "GB-COH",
                "id": "IP18766R"
            },
            "address": {
                "streetAddress": "St Hilary Court",
                "locality": "CARDIFF",
                "postalCode": "CF5 6ES",
                "country": "GB",
                "countryName": "United Kingdom",
                "region": "UKL22"
            },
            "contactPoint": {
                "name": "Robyn Hughes",
                "email": "robyn.hughes@hafod.org.uk"
            },
            "roles": [
                "buyer"
            ],
            "details": {
                "url": "http://https://www.hafod.org.uk/",
                "classifications": [
                    {
                        "scheme": "UK_CA_TYPE",
                        "id": "publicUndertaking",
                        "description": "Public undertaking"
                    },
                    {
                        "scheme": "UK_CA_DEVOLVED_REGULATIONS",
                        "id": "GB-WLS",
                        "description": "Welsh devolved regulations apply"
                    }
                ]
            }
        }
    ],
    "buyer": {
        "id": "GB-COH-IP18766R",
        "name": "Hafod Housing Association"
    },
    "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."
    },
    "tender": {
        "id": "2025H000038.01",
        "legalBasis": {
            "id": "2023/54",
            "scheme": "UKPGA",
            "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
        },
        "title": "Grounds Maintenance",
        "description": "Hafod requires a Supplier to undertake works/services for the provision of Grounds Maintenance. The areas in scope of this requirement, cover properties in the following local authorities: - Bridgend - Caerphilly - Cardiff - Vale of Glamorgan - Rhondda Cynan Taff - Merthyr Tydfil - Torfaen - Newport The Contract term will be for 2 years initially with an option to extend for a further 2 + 2 years. The contract will be split by regional area. The lots will be as follows: - Lot 1 : Rhondda Cynon Taf - Lot 2: Cardiff, Torfaen & Newport - Lot 3: The Vale - Lot 4: Bridgend The estimated start date for the contract is April 2026.",
        "status": "active",
        "items": [
            {
                "id": "1",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "77314000",
                        "description": "Grounds maintenance services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "77310000",
                        "description": "Planting and maintenance services of green areas"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL1",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "1"
            },
            {
                "id": "2",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "77314000",
                        "description": "Grounds maintenance services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "77310000",
                        "description": "Planting and maintenance services of green areas"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL22",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    },
                    {
                        "region": "UKL21",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "2"
            },
            {
                "id": "3",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "77314000",
                        "description": "Grounds maintenance services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "77310000",
                        "description": "Planting and maintenance services of green areas"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL22",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "3"
            },
            {
                "id": "4",
                "additionalClassifications": [
                    {
                        "scheme": "CPV",
                        "id": "77314000",
                        "description": "Grounds maintenance services"
                    },
                    {
                        "scheme": "CPV",
                        "id": "77310000",
                        "description": "Planting and maintenance services of green areas"
                    }
                ],
                "deliveryAddresses": [
                    {
                        "region": "UKL17",
                        "country": "GB",
                        "countryName": "United Kingdom"
                    }
                ],
                "relatedLot": "4"
            }
        ],
        "value": {
            "amountGross": 6552000,
            "amount": 5241600,
            "currency": "GBP"
        },
        "procurementMethod": "open",
        "procurementMethodDetails": "Open procedure",
        "mainProcurementCategory": "services",
        "aboveThreshold": true,
        "submissionMethodDetails": "https://etenderwales.bravosolution.co.uk/",
        "submissionTerms": {
            "electronicSubmissionPolicy": "allowed",
            "languages": [
                "en"
            ]
        },
        "tenderPeriod": {
            "endDate": "2025-10-30T12:00:00+00:00"
        },
        "enquiryPeriod": {
            "endDate": "2025-10-23T12:00:00+01:00"
        },
        "awardPeriod": {
            "endDate": "2026-01-16T23:59:59+00:00"
        },
        "lots": [
            {
                "id": "1",
                "title": "Rhondda Cynon Taf",
                "description": "For Lot 1: Please see tender documents as published on Etenderwales.",
                "status": "active",
                "value": {
                    "amountGross": 1638000,
                    "amount": 1310400,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "price",
                            "name": "Price",
                            "description": "schedule 3 pricing",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality",
                            "description": "Schedule 2 Quality",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "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: * Lot 1: Minimum turnover requirement - PS2.25 million * Lot 2: Minimum turnover requirement - PS2.25 million * Lot 3: Minimum turnover requirement - PS2.25 million * Lot 4: Minimum turnover requirement - PS2.25 million If a bidder is applying for more than one lot, the turnover requirement will be aggregated. For example: * Bidding for 2 lots = minimum turnover requirement of PS4.5 million * Bidding for all 4 lots = minimum turnover requirement of PS9 million This reflects the increased financial and delivery risk associated with delivering multiple lots concurrently. Bidders must provide the following to demonstrate financial standing: * Audited or independently reviewed accounts for the most recent 2 financial years * Confirmation of annual turnover for those years Where accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as: * Parent company guarantee * Bank letter of support * Insurance documents * Management accounts * References from other contracting authorities If 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. This may include, but is not limited to: * Credit rating reports (e.g. Dun & Bradstreet, Experian) * Liquidity ratios or net current assets * Evidence of financial backing This approach is intended to support SMEs and newer entities while protecting the Authority's commercial interests. Hafod reserves the right to: * Seek clarification on any financial information provided * Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk"
                        },
                        {
                            "type": "technical",
                            "description": "Must hold a commercial waste licence or be able to achieve prior to start of contract Must 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."
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2028-03-31T23:59:59+01:00",
                    "maxExtentDate": "2032-03-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "contract can be extended for a further 2 + 2 years."
                },
                "hasOptions": true,
                "options": {
                    "description": "As Hafod adopt new sites, sites may be added to the scope of the contract."
                }
            },
            {
                "id": "2",
                "title": "Cardiff, Torfaen & Newport",
                "description": "For Lot 2: please refer to the tender documents",
                "status": "active",
                "value": {
                    "amountGross": 1638000,
                    "amount": 1310400,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "price",
                            "name": "Pricing",
                            "description": "Schedule 3 pricing document",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Schedule 2 Quality",
                            "description": "schedule 2 quality document",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "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: * Lot 1: Minimum turnover requirement - PS2.25 million * Lot 2: Minimum turnover requirement - PS2.25 million * Lot 3: Minimum turnover requirement - PS2.25 million * Lot 4: Minimum turnover requirement - PS2.25 million If a bidder is applying for more than one lot, the turnover requirement will be aggregated. For example: * Bidding for 2 lots = minimum turnover requirement of PS4.5 million * Bidding for all 4 lots = minimum turnover requirement of PS9 million This reflects the increased financial and delivery risk associated with delivering multiple lots concurrently. Bidders must provide the following to demonstrate financial standing: * Audited or independently reviewed accounts for the most recent 2 financial years * Confirmation of annual turnover for those years Where accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as: * Parent company guarantee * Bank letter of support * Insurance documents * Management accounts * References from other contracting authorities If 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. This may include, but is not limited to: * Credit rating reports (e.g. Dun & Bradstreet, Experian) * Liquidity ratios or net current assets * Evidence of financial backing This approach is intended to support SMEs and newer entities while protecting the Authority's commercial interests. Hafod reserves the right to: * Seek clarification on any financial information provided * Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk"
                        },
                        {
                            "type": "technical",
                            "description": "Must hold a commercial waste licence or be able to achieve prior to start of contract Must 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."
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2028-03-31T23:59:59+01:00",
                    "maxExtentDate": "2032-03-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "can be extended for a further 2 + 2 years."
                },
                "hasOptions": true,
                "options": {
                    "description": "As Hafod adopt new sites, sites may be added to the scope of the contract."
                }
            },
            {
                "id": "3",
                "title": "The Vale",
                "description": "For Lot 3: Please refer to the tender documents found in Etenderwales",
                "status": "active",
                "value": {
                    "amountGross": 1638000,
                    "amount": 1310400,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "price",
                            "name": "Price Evaluation",
                            "description": "Pricing document schedule 3",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality Document",
                            "description": "Quality Document Evaluation",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "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: * Lot 1: Minimum turnover requirement - PS2.25 million * Lot 2: Minimum turnover requirement - PS2.25 million * Lot 3: Minimum turnover requirement - PS2.25 million * Lot 4: Minimum turnover requirement - PS2.25 million If a bidder is applying for more than one lot, the turnover requirement will be aggregated. For example: * Bidding for 2 lots = minimum turnover requirement of PS4.5 million * Bidding for all 4 lots = minimum turnover requirement of PS9 million This reflects the increased financial and delivery risk associated with delivering multiple lots concurrently. Bidders must provide the following to demonstrate financial standing: * Audited or independently reviewed accounts for the most recent 2 financial years * Confirmation of annual turnover for those years Where accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as: * Parent company guarantee * Bank letter of support * Insurance documents * Management accounts * References from other contracting authorities If 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. This may include, but is not limited to: * Credit rating reports (e.g. Dun & Bradstreet, Experian) * Liquidity ratios or net current assets * Evidence of financial backing This approach is intended to support SMEs and newer entities while protecting the Authority's commercial interests. Hafod reserves the right to: * Seek clarification on any financial information provided * Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk"
                        },
                        {
                            "type": "technical",
                            "description": "Must hold a commercial waste licence or be able to achieve prior to start of contract Must 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."
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2028-03-31T23:59:59+01:00",
                    "maxExtentDate": "2032-03-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "Can be extended for a further 2 + 2 years"
                },
                "hasOptions": true,
                "options": {
                    "description": "As Hafod adopt new sites, sites may be added to the scope of the contract."
                }
            },
            {
                "id": "4",
                "title": "Bridgend",
                "description": "For lot 4: Please refer to documents attached in etenderwales",
                "status": "active",
                "value": {
                    "amountGross": 1638000,
                    "amount": 1310400,
                    "currency": "GBP"
                },
                "awardCriteria": {
                    "criteria": [
                        {
                            "type": "price",
                            "name": "Pricing Evaluation",
                            "description": "Pricing evaluation document schedule 3",
                            "numbers": [
                                {
                                    "number": 30,
                                    "weight": "percentageExact"
                                }
                            ]
                        },
                        {
                            "type": "quality",
                            "name": "Quality Document schedule 2",
                            "description": "Schedule 2 Quality Evaluation document",
                            "numbers": [
                                {
                                    "number": 70,
                                    "weight": "percentageExact"
                                }
                            ]
                        }
                    ]
                },
                "selectionCriteria": {
                    "criteria": [
                        {
                            "type": "economic",
                            "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: * Lot 1: Minimum turnover requirement - PS2.25 million * Lot 2: Minimum turnover requirement - PS2.25 million * Lot 3: Minimum turnover requirement - PS2.25 million * Lot 4: Minimum turnover requirement - PS2.25 million If a bidder is applying for more than one lot, the turnover requirement will be aggregated. For example: * Bidding for 2 lots = minimum turnover requirement of PS4.5 million * Bidding for all 4 lots = minimum turnover requirement of PS9 million This reflects the increased financial and delivery risk associated with delivering multiple lots concurrently. Bidders must provide the following to demonstrate financial standing: * Audited or independently reviewed accounts for the most recent 2 financial years * Confirmation of annual turnover for those years Where accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as: * Parent company guarantee * Bank letter of support * Insurance documents * Management accounts * References from other contracting authorities If 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. This may include, but is not limited to: * Credit rating reports (e.g. Dun & Bradstreet, Experian) * Liquidity ratios or net current assets * Evidence of financial backing This approach is intended to support SMEs and newer entities while protecting the Authority's commercial interests. Hafod reserves the right to: * Seek clarification on any financial information provided * Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk"
                        },
                        {
                            "type": "technical",
                            "description": "Must hold a commercial waste licence or be able to achieve prior to start of contract Must 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."
                        }
                    ]
                },
                "suitability": {
                    "sme": true,
                    "vcse": true
                },
                "contractPeriod": {
                    "startDate": "2026-04-01T00:00:00+01:00",
                    "endDate": "2028-03-31T23:59:59+01:00",
                    "maxExtentDate": "2032-03-31T23:59:59+01:00"
                },
                "hasRenewal": true,
                "renewal": {
                    "description": "can extend for a further 2 + 2 years"
                },
                "hasOptions": true,
                "options": {
                    "description": "As Hafod adopts new sites, sites may be added to the scope of the contract."
                }
            }
        ],
        "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."
        },
        "documents": [
            {
                "id": "L-2",
                "documentType": "technicalSpecifications",
                "description": "2025H000038.01 Grounds Maintenance Specification can be found on Etenderwales.",
                "url": "www.etenderwales.co.uk"
            },
            {
                "id": "conflictOfInterest",
                "documentType": "conflictOfInterest",
                "description": "Not published"
            },
            {
                "id": "061086-2025",
                "documentType": "tenderNotice",
                "noticeType": "UK4",
                "description": "Tender notice on Find a Tender",
                "url": "https://www.find-tender.service.gov.uk/Notice/061086-2025",
                "datePublished": "2025-09-30T17:42:58+01:00",
                "format": "text/html"
            }
        ],
        "hasRecurrence": true,
        "recurrence": {
            "dates": [
                {
                    "startDate": "2031-10-30T23:59:59+00:00"
                }
            ]
        },
        "contractTerms": {
            "financialTerms": "30 Days"
        },
        "riskDetails": "The following known risks have been identified: Sites may be added or removed during the contract, written agreement from both parties will be sought prior to addition. Weather conditions and rescheduling (see schedule 1). Poor performance (see schedule 1) Ad Hoc works such e.g. emergency tree works (See schedule 1 for more information)"
    },
    "language": "en"
}