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Communal Spaces Site Surveys

MIDLAND HEART LIMITED

This public procurement record has 1 release in its history.

Planning

25 Aug 2026 at 15:55

UK2 - Preliminary Market Engagement Notice
Summary of the contracting process

Midland Heart Limited intends to commission comprehensive communal-space site surveys for an initial portfolio of approximately 100 housing sites across the Midlands and East of England. The work covers external grounds-maintenance assets, including lawns, planting, hedges, paved areas, parking, biodiversity areas, trees and defects, plus internal communal areas such as corridors, stairwells, entrances, kitchens, laundries, bin stores, lifts and landings. It also covers individual and communal windows, recording quantities, types, accessibility and future cleaning requirements. Outputs will establish an accurate, auditable baseline for future grounds maintenance, communal cleaning and estate-service specifications, asset schedules, pricing, budgeting and contract management. The service category is grounds maintenance services (CPV 77314000).

This procurement is at the planning stage and is currently intended as preliminary market engagement rather than an invitation to tender. Midland Heart expects a single lot and has indicated an open procedure, with the contract planned to run from 1 October 2026 to 30 September 2027. The estimated value is £50,000 excluding VAT and £60,000 including VAT. Market engagement is scheduled to close on 25 September 2026, with interested contractors invited to discuss market appetite and the requirement with Midland Heart. The lot is identified as suitable for small and medium-sized enterprises. Evaluation criteria have not yet been set out. The surveys are expected to support future procurement and delivery of grounds maintenance, communal cleaning and associated estate services.

The requirement will suit contractors able to survey a diverse housing portfolio consistently and produce reliable, validated data for operational and procurement use. Relevant capability may include grounds maintenance, landscaping, arboriculture, estate management, building surveying or related disciplines, supported by suitably qualified or demonstrably experienced surveyors. Providers should be able to measure and record assets, identify defects, overgrowth, fly-tipping, access restrictions, health and safety concerns and removal requirements, and assess difficult-to-reach windows and other cleaning constraints. Strong candidates will offer accurate site plans, schedules, photographs and supporting records; a clear mobilisation plan and work programme; progress reporting; robust quality assurance and data validation; and responsive, collaborative communication with Midland Heart. Personnel must be trained to work safely and comply with health and safety legislation.

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Notice Information

Notice Title

Communal Spaces Site Surveys

Notice Description

Midland Heart is committed to ensuring that its homes, estates, and communal environments are safe, attractive, sustainable, and well-maintained for the benefit of our tenants, colleagues, and wider communities. Well-managed external and internal communal areas contribute significantly to tenant satisfaction, neighbourhood pride, health and wellbeing, and the overall perception of our services. To support the future procurement and delivery of grounds maintenance, communal cleaning, and associated estate services, Midland Heart is seeking to appoint a suitably qualified and experienced contractor to undertake comprehensive surveys across approximately 100 sites to begin with, within our portfolio. The purpose of this contract is to establish a complete, accurate, and consistent baseline of information that will inform future service specifications, asset schedules, maintenance frequencies, budgeting, procurement activities, and contract management arrangements. The successful contractor will be required to survey all relevant external and internal communal areas at each site. The surveys shall include, but not be limited to: Grounds Maintenance: * Grassed areas and lawns; * Shrub beds and planted areas; * Bushes, hedges, and other soft landscaping features; * Hard landscaped and paved areas, including footpaths, access routes, parking areas, and other hard surfaces; * Minimal/ Biodiverse areas * Any additional grounds maintenance assets requiring routine maintenance; All surveyed assets shall be measured and recorded in square metres (m2) where applicable, with sufficient detail to support future service schedules and pricing exercises. The contractor shall also identify and record any overgrowth, unmanaged vegetation, fly-tipping, redundant landscaping features, damaged assets, health and safety concerns, or items that may require removal, including trees and other vegetation. Communal Cleaning: * Internal communal spaces including corridors, stairwells, entrance halls, lobbies, kitchens, laundry areas, internal bin stores, lifts, landings, and other shared areas; * Location of sockets for connection to deliver Window Cleaning: * For individual property windows and communal windows, include: the number of window spaces, window type, accessibility arrangements, and any access requirements for future cleaning or maintenance * Separating the data for individual and communal windows For each building, confirm the number of floors (ground floor is floor 1). We consider one window within the brick (counts as 1 window). Document for each site hard to reach windows (e.g. close road, restrictions to access), excessive glassed areas, conservatories, sky lights, wouldn't be accessible by a window cleaning pole and reach (e.g. flat roof in front of the window). The survey outputs should provide Midland Heart with a comprehensive understanding of each site's maintenance requirements and any opportunities to improve efficiency, sustainability, service quality, or value for money. The information collected should be presented in a clear and structured format that can be readily used for future tendering and operational management purposes. We are seeking a partner who will approach this project collaboratively and professionally, recognising the importance of accuracy, consistency, and attention to detail. The survey findings will form a critical component of future service procurements and must therefore be robust, reliable, and fully auditable. We are looking for providers that can: * Deliver comprehensive and accurate surveys across a diverse property portfolio; * Apply a consistent surveying methodology across all locations; * Capture detailed measurements and asset information sufficient for future service specification and pricing; * Identify maintenance requirements, defects, overgrowth, and assets requiring removal or replacement; * Produce accurate site plans, schedules, photographs, and supporting documentation where required; * Maintain proactive and responsive communication throughout the contract; * Deliver high standards of quality assurance and data validation; * Work collaboratively with Midland Heart colleagues to resolve queries and validate survey findings. The contractor shall provide a detailed mobilisation plan and programme of works, clearly setting out how surveys will be delivered across the portfolio. A realistic and achievable timetable shall be agreed with Midland Heart at contract commencement, with regular progress reporting throughout the survey programme to ensure delivery against agreed milestones and completion dates. We expect the successful contractor to deploy suitably qualified, competent, and experienced personnel to undertake the surveys. Surveyors should possess relevant professional qualifications and/or demonstrable experience in grounds maintenance, arboriculture, landscaping, estate management, building surveying, or related disciplines appropriate to the survey requirements. The contractor shall be responsible for ensuring that all personnel are adequately trained, comply with health and safety legislation, and can undertake surveys safely, professionally, and consistently across all sites. This contract will be underpinned by a collaborative "One Team" approach, with close working relationships between Midland Heart and the appointed contractor. We anticipate regular communication at both operational and strategic levels to ensure survey quality, timely issue resolution, and successful delivery of the programme. The overall objective is to provide Midland Heart with a complete, accurate, and auditable record of all relevant external and internal communal assets and maintenance requirements across the portfolio, enabling the organisation to procure future contracts with confidence and continue delivering safe, attractive, and well-maintained environments for tenants and communities.

Planning Information

Midland Heart is inviting GM Contractors to engage with them to understand the level of interest and appetite within the market for Communal Spaces Surveys. If your organisation is interested in this opportunity, please email Alex.Lawrence@midlandheart.org.uk to express your interest. We will then be in touch to arrange a meeting and discuss the opportunity in more detail.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-06ebce
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/080952-2026
Current Stage
Planning
All Stages
Planning

Procurement Classification

Notice Type
UK2 - Preliminary Market Engagement Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Not Specified
Procurement Method Details
Not specified
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
£50,000 Under £100K
Lots Value
Not specified
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
25 Aug 2026Yesterday
Submission Deadline
Not specified
Future Notice Date
25 Sep 20265 weeks to go
Award Date
Not specified
Contract Period
1 Oct 2026 - 30 Sep 2027 6-12 months
Recurrence
Not specified

Notice Status

Tender Status
Planning
Lots Status
Planning
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
MIDLAND HEART LIMITED
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
BIRMINGHAM
Postcode
B15 1LZ
Postcode Area
Birmingham
Country
England
Major Region (ITL 1)
TLG West Midlands (England)
Basic Region (ITL 2)
TLG3 West Midlands
Small Region (ITL 3)
TLG31 Birmingham
Delivery Location
TLF East Midlands (England), TLG West Midlands (England)
Local Authority
Birmingham
Electoral Ward
Ladywood
Westminster Constituency
Birmingham Ladywood

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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