Award

Grounds Maintenance

LOREBURN HOUSING ASSOCIATION

This public procurement record has 4 releases in its history.

Award

09 Apr 2025 at 00:00

PCS Notice - Website Contract Award Notice
Tender

27 Jan 2025 at 00:00

PCS Notice - Website Contract Notice
Tender

24 Jan 2025 at 00:00

PCS Notice - Website Contract Notice
Planning

18 Dec 2024 at 00:00

PCS Notice - Website Prior Information Notice
Summary of the contracting process

Loreburn Housing Association is undertaking a public procurement process for Grounds Maintenance in communal spaces across Dumfries. The contract has been divided into two geographic lots: Lot 1 - West (DG5 - DG9) and Lot 2 - East (DG1, DG2, DG3, DG4, DG10 - DG13, DG16). The procurement stage is complete, and the contract has been awarded to Ramora Limited for both lots. Key dates include the initial procurement notice on 24 January 2025, the tender period ending on 26 February 2025, and the contract awarded on 7 April 2025. The contract period is set at 2 years with an option to extend by another 2 years.

This tender represents a significant opportunity for businesses in grounds maintenance and related services to collaborate with a reputable housing association. The contract's estimated value is £235,000 GBP, divided between the two geographic lots. Given the focus on maintaining and improving communal spaces, businesses with expertise in horticulture, landscaping, and environmental maintenance are particularly well-suited to compete. Small to medium enterprises (SMEs) with relevant qualifications and certifications, such as membership with the British Association of Grounds Industries (BALI) and compliance with BS EN ISO 14001, are encouraged to participate for the chance to grow their business through sustainable and community-focused service provision.

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Notice Information

Notice Title

Grounds Maintenance

Notice Description

THis contract is required to ensure that Loreburn communal spaces are kept tidy and maintained. This will only cover communal spaces and does not include individual gardens. The successful contractor will be required to maintain the areas to a good standard and work with Loreburn and our tenants to improve some areas. The nature of the contract is to select a single supplier for each geographical lot to deliver regular grounds maintenance to our residents on their properties. Suppliers will be able to apply to provide the service across one or both of the geographic lots which have been divided in to two: - Lot 1 - West: DG5 -DG9 - Lot 2 - East: DG1 - DG4 / DG10 - DG13 / DG16 You will be instructed to identify which lots you want to deliver in as part of the tendering process. Lot 1 Estimated value 125,000 GBP Lot 2 Estimated value 110,000 GBP Contract period: 2+2 years

Lot Information

Grounds Maintenance - West Area

Grounds maintenance within communal areas of 72 Loreburn sites. Specification summary overview below. Summer - To be carried out from the 1st of April until the 31st of October each year All works must be carried out in accordance with the specification which is attached to and forms part of this contract. Carry out the following works once every month during April to October: 1.Trim all shrubs and hedges in accordance with section 3j of the specification. 2.Remove weeds from footpaths, beds, borders, hard standings and non-adopted roadways in accordance with section 2b, 2c and 3g of the specification. 3.Clear all hedge bases of any weed re-growth in accordance with section 3k of the specification. 4.Re-firm all guards, ties and stakes in accordance with section 3l of the specification. 5.Re-firm all loose plants in accordance with section 3m of the specification and identify to the Property Officer, by report, any dead or dying plants. Carry out the following works twice every month during April to October: 6.Cut grass to general areas in accordance with section 3c of the specification. 7.Trim edges of grassed areas in accordance with section 3d of the specification. 8.Cultivate and remove all weeds from all shrub beds and borders in accordance with section 2a to d of the specification and apply fertiliser and weed killer as directed in accordance with section 3f and 3g of the specification. 9.Collect all debris from general grassed areas, shrub beds, footpaths, hard standings and non-adopted roadways in accordance with section 3b of the specification. Carry out the following works twice during the season during April to October (at least 3 months apart): 10.Apply fungicide/weed killer to remove moss, lichen, green algae and the like from paths, walls and steps in accordance with section 2c and 3g of the specification. Carry out the following works at the appropriate time or as directed by the Property Officer during the season during April to October: 11.Inspect all trees and shrubs and carry out the works in accordance with section 3j of the specification. 12.Prune all hedges in accordance with section 3i of the specification. 13.Turn over all beds and edge all grass areas in accordance with section 3e of the specification. Tree Survey / Inspection To be carried out Annually from 1st September to 30th September each year 1. Carry out Annual Tree Survey/Inspection for all developments in accordance with BS 5837: 2012 Trees in Relation to Construction. Winter - To be carried out from the 1st of November until the 31st of March each year Carry out the following works once every month during November to March: 1. Clear general grassed areas, shrub beds, footpaths, hard standings and non adopted roadways of litter, debris including twigs, branches and the like. All material uplifted must be removed off site to a coup. 2. Clear general grassed areas, shrub beds, footpaths, hard standings and non adopted roadways of leaves. All material uplifted must be removed off site and disposed of appropriately. All sites to be cleared of leaves by the end of December. Additional leaf clearance visits may be instructed at the discretion of the Contract Manager. 3.Inspect all trees and large shrubs, particularly following adverse weather conditions, and remove any dead, dying or loose wood and branches. 4.Check that all guards, ties and stakes are firm and replace those missing or broken. 5.Re-firm all loose plants in accordance with section 3m of the specification. Carry out the following works twice during the season during November to March (at least 3 months apart): 6.Apply fungicide/weed killer to remove moss, lichen, green algae and the like from footpaths and steps Note; apply chemicals in accordance with the manufacturer's instructions. 7.The site should be cleared from moss twice during the season. Additional moss removal cleans may be instructed on an ad-hoc basis via the Contract Manager where required.

Renewal: Further 2 year extension

Grounds Maintenance - East Area

Grounds maintenance within communal areas of 89 Loreburn sites. Specification summary overview below. Summer - To be carried out from the 1st of April until the 31st of October each year All works must be carried out in accordance with the specification which is attached to and forms part of this contract. Carry out the following works once every month during April to October: 1.Trim all shrubs and hedges in accordance with section 3j of the specification. 2.Remove weeds from footpaths, beds, borders, hard standings and non-adopted roadways in accordance with section 2b, 2c and 3g of the specification. 3.Clear all hedge bases of any weed re-growth in accordance with section 3k of the specification. 4.Re-firm all guards, ties and stakes in accordance with section 3l of the specification. 5.Re-firm all loose plants in accordance with section 3m of the specification and identify to the Property Officer, by report, any dead or dying plants. Carry out the following works twice every month during April to October:

Renewal: 2 year extension

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-r6ebe6-0000786086
Publication Source
Public Contracts Scotland
Latest Notice
https://www.publiccontractsscotland.gov.uk/search/show/search_view.aspx?ID=APR528017
Current Stage
Award
All Stages
Planning, Tender, Award

Procurement Classification

Notice Type
PCS Notice - Website Contract Award Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Open procedure
Tender Suitability
Not specified
Awardee Scale
SME

Common Procurement Vocabulary (CPV)

CPV Divisions

43 - Machinery for mining, quarrying, construction equipment

45 - Construction work

71 - Architectural, construction, engineering and inspection services

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

CPV Codes

43325100 - Grounds-maintenance equipment

45112712 - Landscaping work for gardens

71421000 - Landscape gardening services

77314000 - Grounds maintenance services

Notice Value(s)

Tender Value
£235,000 £100K-£500K
Lots Value
£235,000 £100K-£500K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
9 Apr 202510 months ago
Submission Deadline
26 Feb 2025Expired
Future Notice Date
3 Feb 2025Expired
Award Date
7 Apr 202510 months ago
Contract Period
Not specified - Not specified
Recurrence
Not specified

Notice Status

Tender Status
Complete
Lots Status
Complete
Awards Status
Not Specified
Contracts Status
Active

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
LOREBURN HOUSING ASSOCIATION
Contact Name
Kirsteen McGinn, Murron Bissett
Contact Email
kirsteenm@loreburn.org.uk, murronb@loreburn.org.uk
Contact Phone
+44 1387321300

Buyer Location

Locality
DUMFRIES
Postcode
DG1 2JB
Post Town
Dumfries and Galloway
Country
Scotland
Major Region (ITL 1)
TLM Scotland
Basic Region (ITL 2)
TLM9 Southern Scotland
Small Region (ITL 3)
TLM92 Dumfries and Galloway
Delivery Location
TLM92 Dumfries and Galloway
Local Authority
Dumfries and Galloway
Electoral Ward
Nith
Westminster Constituency
Dumfries and Galloway

Supplier Information

Number of Suppliers
1
Supplier Name

RAMORA

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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                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN522603&idx=1",
                "datePublished": "2025-01-27T16:41:00Z",
                "dateModified": "2025-01-27T16:41:00Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "JAN522603-2",
                "title": "Appendix 2 - LHA Site maps",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN522603&idx=2",
                "datePublished": "2025-01-27T16:41:00Z",
                "dateModified": "2025-01-27T16:41:00Z",
                "format": "application/x-zip-compressed"
            },
            {
                "id": "JAN522603-3",
                "title": "Appendix 3 - DGH Maps",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN522603&idx=3",
                "datePublished": "2025-01-27T16:41:00Z",
                "dateModified": "2025-01-27T16:41:00Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "JAN522603-4",
                "title": "Appendix 4 - LOT 1 GM Pricing Schedule",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN522603&idx=4",
                "datePublished": "2025-01-27T16:41:00Z",
                "dateModified": "2025-01-27T16:41:00Z",
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            },
            {
                "id": "JAN522603-5",
                "title": "Appendix 4 - Lot 2 GM pricing Schedule",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN522603&idx=5",
                "datePublished": "2025-01-27T16:41:00Z",
                "dateModified": "2025-01-27T16:41:00Z",
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            },
            {
                "id": "JAN522603-6",
                "title": "Appendix 5 - GM Full Delivery Specification",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN522603&idx=6",
                "datePublished": "2025-01-27T16:41:00Z",
                "dateModified": "2025-01-27T16:41:00Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "JAN522603-7",
                "title": "Appendix 6 - GM Draft Contract",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN522603&idx=7",
                "datePublished": "2025-01-27T16:41:00Z",
                "dateModified": "2025-01-27T16:41:00Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "JAN522603-8",
                "title": "Appendix 7 - Community Benefit Outcome Matrix",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN522603&idx=8",
                "datePublished": "2025-01-27T16:41:01Z",
                "dateModified": "2025-01-27T16:41:01Z",
                "format": "application/vnd.openxmlformats-officedocument.spreadsheetml.sheet"
            },
            {
                "id": "JAN522603-9",
                "title": "Grounds Maintenance ITT V4",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN522603&idx=9",
                "datePublished": "2025-01-27T16:41:01Z",
                "dateModified": "2025-02-04T10:25:45Z",
                "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document"
            },
            {
                "id": "JAN522603-10",
                "title": "Grounds Maintenance ITT V4",
                "url": "https://www.publiccontractsscotland.gov.uk/NoticeDownload/DownloadDocument.aspx?id=JAN522603&idx=10",
                "datePublished": "2025-02-04T10:25:45Z",
                "dateModified": "2025-02-04T10:25:45Z",
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            {
                "id": "APR528017",
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                "title": "Grounds Maintenance",
                "description": "THis contract is required to ensure that Loreburn communal spaces are kept tidy and maintained. This will only cover communal spaces and does not include individual gardens. The successful contractor will be required to maintain the areas to a good standard and work with Loreburn and our tenants to improve some areas. The nature of the contract is to select a single supplier for each geographical lot to deliver regular grounds maintenance to our residents on their properties. Suppliers will be able to apply to provide the service across one or both of the geographic lots which have been divided in to two: - Lot 1 - West: DG5 -DG9 - Lot 2 - East: DG1 - DG4 / DG10 - DG13 / DG16 You will be instructed to identify which lots you want to deliver in as part of the tendering process. Lot 1 Estimated value 125,000 GBP Lot 2 Estimated value 110,000 GBP Contract period: 2+2 years",
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                "description": "Grounds maintenance within communal areas of 72 Loreburn sites. Specification summary overview below. Summer - To be carried out from the 1st of April until the 31st of October each year All works must be carried out in accordance with the specification which is attached to and forms part of this contract. Carry out the following works once every month during April to October: 1.Trim all shrubs and hedges in accordance with section 3j of the specification. 2.Remove weeds from footpaths, beds, borders, hard standings and non-adopted roadways in accordance with section 2b, 2c and 3g of the specification. 3.Clear all hedge bases of any weed re-growth in accordance with section 3k of the specification. 4.Re-firm all guards, ties and stakes in accordance with section 3l of the specification. 5.Re-firm all loose plants in accordance with section 3m of the specification and identify to the Property Officer, by report, any dead or dying plants. Carry out the following works twice every month during April to October: 6.Cut grass to general areas in accordance with section 3c of the specification. 7.Trim edges of grassed areas in accordance with section 3d of the specification. 8.Cultivate and remove all weeds from all shrub beds and borders in accordance with section 2a to d of the specification and apply fertiliser and weed killer as directed in accordance with section 3f and 3g of the specification. 9.Collect all debris from general grassed areas, shrub beds, footpaths, hard standings and non-adopted roadways in accordance with section 3b of the specification. Carry out the following works twice during the season during April to October (at least 3 months apart): 10.Apply fungicide/weed killer to remove moss, lichen, green algae and the like from paths, walls and steps in accordance with section 2c and 3g of the specification. Carry out the following works at the appropriate time or as directed by the Property Officer during the season during April to October: 11.Inspect all trees and shrubs and carry out the works in accordance with section 3j of the specification. 12.Prune all hedges in accordance with section 3i of the specification. 13.Turn over all beds and edge all grass areas in accordance with section 3e of the specification. Tree Survey / Inspection To be carried out Annually from 1st September to 30th September each year 1. Carry out Annual Tree Survey/Inspection for all developments in accordance with BS 5837: 2012 Trees in Relation to Construction. Winter - To be carried out from the 1st of November until the 31st of March each year Carry out the following works once every month during November to March: 1. Clear general grassed areas, shrub beds, footpaths, hard standings and non adopted roadways of litter, debris including twigs, branches and the like. All material uplifted must be removed off site to a coup. 2. Clear general grassed areas, shrub beds, footpaths, hard standings and non adopted roadways of leaves. All material uplifted must be removed off site and disposed of appropriately. All sites to be cleared of leaves by the end of December. Additional leaf clearance visits may be instructed at the discretion of the Contract Manager. 3.Inspect all trees and large shrubs, particularly following adverse weather conditions, and remove any dead, dying or loose wood and branches. 4.Check that all guards, ties and stakes are firm and replace those missing or broken. 5.Re-firm all loose plants in accordance with section 3m of the specification. Carry out the following works twice during the season during November to March (at least 3 months apart): 6.Apply fungicide/weed killer to remove moss, lichen, green algae and the like from footpaths and steps Note; apply chemicals in accordance with the manufacturer's instructions. 7.The site should be cleared from moss twice during the season. Additional moss removal cleans may be instructed on an ad-hoc basis via the Contract Manager where required.",
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                "description": "Grounds maintenance within communal areas of 89 Loreburn sites. Specification summary overview below. Summer - To be carried out from the 1st of April until the 31st of October each year All works must be carried out in accordance with the specification which is attached to and forms part of this contract. Carry out the following works once every month during April to October: 1.Trim all shrubs and hedges in accordance with section 3j of the specification. 2.Remove weeds from footpaths, beds, borders, hard standings and non-adopted roadways in accordance with section 2b, 2c and 3g of the specification. 3.Clear all hedge bases of any weed re-growth in accordance with section 3k of the specification. 4.Re-firm all guards, ties and stakes in accordance with section 3l of the specification. 5.Re-firm all loose plants in accordance with section 3m of the specification and identify to the Property Officer, by report, any dead or dying plants. Carry out the following works twice every month during April to October:",
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                    "description": "2 year extension"
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        "classification": {
            "id": "77314000",
            "scheme": "CPV"
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        "procurementMethod": "open",
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            "endDate": "2025-02-26T17:00:00Z"
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        "bidOpening": {
            "date": "2025-03-03T12:00:00Z",
            "address": {
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        "selectionCriteria": {
            "criteria": [
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                    "type": "suitability",
                    "description": "The Main Contractor and their sub-contractors must provide their company number.. They must hold membership and accreditations with British Association of Grounds Industries (BALI) or equivalent organisations. You must also have BS 0HSAS 18001 (or N o n U K A S equivalent), or have, within the last 12 months or are in the process of working toward successfully meeting the assessment requirements of a construction related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum e.g. CHAS. Evidence must be provided by appending the Certificates Scoring: Pass or Fail Please note TUPE will apply within this contract The bidder MUST HOLD a UKAS (or non UKAS equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 14001 (or equivalent) or the bidder must have a relevant and signed Environmental Policy. Evidence must be provided"
                },
                {
                    "type": "economic",
                    "minimum": "Bidders will require having a (\"general\") annual turnover of not less than 400,000 GBP for the last 3 years (or each Lot). As evidence for the SPD (Scotland) question 4B.1.1. Evidence must be provided by submitting your last 3 years accounts. Accounts will be checked by the Loreburn Housing Association Finance Department and any issues they find will require satisfactory explanation. Failure to do so may result in removal from the tender process. Scoring: Pass or Fail It is a requirement of this contract that bidders hold, or can commit to obtaining the types and levels of insurance required prior to award: Evidence must be provided -Employer's (Compulsory) Liability Insurance 5,000,000 GBP - Public Liability Insurance 5,000,000 GBP - Product Liability Insurance 5,000,000 GBP Scoring: Pass or Fail"
                },
                {
                    "type": "technical",
                    "description": "Bidders will be required to provide 2 examples of a similar scope, size and nature as outlined in section 5 above Description Of The Proposed Works within the last 5 years that demonstrate that they have the relevant experience to deliver the works. You can include your experience gained by your management and supervisory operatives gained within another organisations This will Include Client name, contact details including phone and email, contract sum, start & completion date, Project Description to include project name, KPI's (targets & results), CSS results (targets & results). No more than 1 page of Ariel 11 point per example. Note that LHA will contact the reference to substantiate the information provided. Bidders will be required to provide details of their managerial staff, skills, qualifications and experience and their procedures for ensuring quality control together with any external organisations that the company uses to measure QC. Please provide sample certificates of managerial training No more than 2 pages of Ariel 11 point for this response, sample certificates can be appended"
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    "description": "(SC Ref:793449)",
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