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PROCUREMENT OPPORTUNITY

RBWM Grounds Maintenance Services

Royal Borough of Windsor & Maidenhead · Pipeline notice on Find a Tender

Tender information last checkedLast checked 30 Sept 2026, 02:53.

Opportunity overview

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.

Classification

  • CPV77314000 — Grounds maintenance services

Lots

  • Lot 1£28.4m

Documents and notices

Published notice details

Additional information from the published procurement release. Fields appear only when supplied by the source; check the original notice and tender documents before acting.

Scope, procedure and submissions

Id
RBWMGM25
Status
cancelled
Above Threshold
Yes
Procurement Method
selective
Main Procurement Category
services
Procurement Method Details
Competitive flexible procedure
Expression Of Interest Deadline
1 Aug 2025, 13:00

Covered By

GPA

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.

Legal basis

Id
2023/54
Scheme
UKPGA

Lot Details

No Lots Division Rationale
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.

Expected award period

Ends
20 Feb 2026, 23:59

Communication

Future Notice Date
30 Jun 2025, 23:59

Enquiry period

Ends
17 Jul 2025, 13:00

Submission terms

Electronic Submission Policy
allowed

Languages

en

Lots and requirements

Entry 1
Id
1
Status
cancelled
Has Options
Yes
Has Renewal
Yes

Value

Amount
28,418,550
Currency
GBP
Including VAT
34,102,260

Options

Description
The advertised value comprises the fixed amount (£1,879,570 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: £15,000 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 £15,000 - £45,000 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

Description
5+5+5

Suitability

Sme
Yes

Award criteria

Weighting Description
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

Criterion 1
Name
Best Price (using the Pricing Schedule)
Type
price
Description
Requirement to populate the Authority's pricing schedule and submit a 'Best Price' for the core costings and best unit costings.
Criterion 2
Name
Technical Questionnaire
Type
quality
Description
Requirement to respond to the quality questions in the technical questionnaire in observation of any limits imposed.

Contract period

Ends
30 Sept 2031, 23:59
Starts
1 Apr 2026, 00:00
Max Extent Date
1 Oct 2041, 00:59

Selection criteria

Criteria

Criterion 1
Type
economic
Description
Please see the invitation documentation
Criterion 2
Type
technical
Description
Please see the invitation documentation
Criterion 3
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).
For Reduction
Yes

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UKJ1
Country
GB
Country Name
United Kingdom
Entry 2
Region
UKJ1
Country
GB
Country Name
United Kingdom
Entry 3
Region
UKJ11
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
77314000
Scheme
CPV
Description
Grounds maintenance services

Published documents

Entry 1
Id
conflictOfInterest
Description
Not published
Document Type
conflictOfInterest
Entry 2
Id
L-1
Description
Suppliers will need to register for access to the Jaggaer platform.
Document Type
biddingDocuments
Entry 3
Id
037147-2025
Format
text/html
Notice Type
UK4
Description
Tender notice on Find a Tender
Document Type
tenderNotice
Published
3 Jul 2025, 14:31
Entry 4
Id
069411-2025
Format
text/html
Notice Type
UK12
Description
Procurement termination notice on Find a Tender
Document Type
tenderCancellationNotice
Published
29 Oct 2025, 14:08

Planning and budget

Documents

Entry 1
Id
025604-2025
Format
text/html
Notice Type
UK1
Description
Pipeline notice on Find a Tender
Document Type
plannedProcurementNotice
Published
23 May 2025, 09:49
Entry 2
Id
033994-2025
Format
text/html
Notice Type
UK2
Description
Preliminary market engagement notice on Find a Tender
Document Type
marketEngagementNotice
Published
20 Jun 2025, 11:09

Milestones

Entry 1
Id
engagement
Type
engagement
Status
scheduled
Due
27 Jun 2025, 23:59
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.

Buyer, suppliers and contacts

Organisation 1
Id
GB-PPON-PJQM-1124-QDHW
Name
Royal Borough of Windsor & Maidenhead

Roles

buyer

Address

Region
UKJ11
Country
GB
Locality
Maidenhead
Postal Code
SL6 1RF
Country Name
United Kingdom
Street Address
St Ives Road

Details

Classifications

Entry 1
Id
publicAuthoritySubCentralGovernment
Scheme
UK_CA_TYPE
Description
Public authority - sub-central government

Identifier

Id
PJQM-1124-QDHW
Scheme
GB-PPON

Contact

Award information

Award 1
Id
1
Status
cancelled
Status Details
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.
Final Status Date
29 Oct 2025, 00:00

Related lots

1

Recorded locations

  • Buyer location · Maidenhead · UKJ11 · SL6 1RF · United Kingdom
  • Delivery location · UKJ11 · United Kingdom
  • Delivery location · UKJ1 · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-05202a-2025-10-29T14:08:27ZPipeline notice on Find a Tender ·