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PROCUREMENT OPPORTUNITY

Grounds Maintenance

Hafod Housing Association · Tender notice on Find a Tender

Tender information last checkedLast checked 30 Sept 2026, 10:12.

Opportunity overview

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.

Classification

  • CPV77310000 — Planting and maintenance services of green areas
  • CPV77314000 — Grounds maintenance services

Lots

  • Rhondda Cynon Taf£1.3m
  • Cardiff, Torfaen & Newport£1.3m
  • The Vale£1.3m
  • Bridgend£1.3m

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
2025H000038.01
Status
active
Published risks
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)
Has Recurrence
Yes
Above Threshold
Yes
Procurement Method
open
Main Procurement Category
services
Procurement Method Details
Open procedure

Legal basis

Id
2023/54
Scheme
UKPGA

Lot Details

Award Criteria Details
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.

Recurrence

Dates

Entry 1
Starts
30 Oct 2031, 23:59

Expected award period

Ends
16 Jan 2026, 23:59

Tender Period

Ends
30 Oct 2025, 12:00

Contract terms

Financial Terms
30 Days

Enquiry period

Ends
23 Oct 2025, 12:00

Submission terms

Electronic Submission Policy
allowed

Languages

en

Lots and requirements

Entry 1
Id
1
Title
Rhondda Cynon Taf
Status
active
Has Options
Yes
Has Renewal
Yes
Description
For Lot 1: Please see tender documents as published on Etenderwales.

Value

Amount
1,310,400
Currency
GBP
Including VAT
1,638,000

Options

Description
As Hafod adopt new sites, sites may be added to the scope of the contract.

Renewal

Description
contract can be extended for a further 2 + 2 years.

Suitability

Sme
Yes
Vcse
Yes

Award criteria

Criteria

Criterion 1
Name
Price
Type
price
Description
schedule 3 pricing

Numbers

Entry 1
Number
30
Weight
percentageExact
Criterion 2
Name
Quality
Type
quality
Description
Schedule 2 Quality

Numbers

Entry 1
Number
70
Weight
percentageExact

Contract period

Ends
31 Mar 2028, 23:59
Starts
1 Apr 2026, 00:00
Max Extent Date
31 Mar 2032, 23:59

Selection criteria

Criteria

Criterion 1
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 – £2.25 million • Lot 2: Minimum turnover requirement – £2.25 million • Lot 3: Minimum turnover requirement – £2.25 million • Lot 4: Minimum turnover requirement – £2.25 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 £4.5 million • Bidding for all 4 lots = minimum turnover requirement of £9 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
Criterion 2
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.
Entry 2
Id
2
Title
Cardiff, Torfaen & Newport
Status
active
Has Options
Yes
Has Renewal
Yes
Description
For Lot 2: please refer to the tender documents

Value

Amount
1,310,400
Currency
GBP
Including VAT
1,638,000

Options

Description
As Hafod adopt new sites, sites may be added to the scope of the contract.

Renewal

Description
can be extended for a further 2 + 2 years.

Suitability

Sme
Yes
Vcse
Yes

Award criteria

Criteria

Criterion 1
Name
Pricing
Type
price
Description
Schedule 3 pricing document

Numbers

Entry 1
Number
30
Weight
percentageExact
Criterion 2
Name
Schedule 2 Quality
Type
quality
Description
schedule 2 quality document

Numbers

Entry 1
Number
70
Weight
percentageExact

Contract period

Ends
31 Mar 2028, 23:59
Starts
1 Apr 2026, 00:00
Max Extent Date
31 Mar 2032, 23:59

Selection criteria

Criteria

Criterion 1
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 – £2.25 million • Lot 2: Minimum turnover requirement – £2.25 million • Lot 3: Minimum turnover requirement – £2.25 million • Lot 4: Minimum turnover requirement – £2.25 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 £4.5 million • Bidding for all 4 lots = minimum turnover requirement of £9 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
Criterion 2
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.
Entry 3
Id
3
Title
The Vale
Status
active
Has Options
Yes
Has Renewal
Yes
Description
For Lot 3: Please refer to the tender documents found in Etenderwales

Value

Amount
1,310,400
Currency
GBP
Including VAT
1,638,000

Options

Description
As Hafod adopt new sites, sites may be added to the scope of the contract.

Renewal

Description
Can be extended for a further 2 + 2 years

Suitability

Sme
Yes
Vcse
Yes

Award criteria

Criteria

Criterion 1
Name
Price Evaluation
Type
price
Description
Pricing document schedule 3

Numbers

Entry 1
Number
30
Weight
percentageExact
Criterion 2
Name
Quality Document
Type
quality
Description
Quality Document Evaluation

Numbers

Entry 1
Number
70
Weight
percentageExact

Contract period

Ends
31 Mar 2028, 23:59
Starts
1 Apr 2026, 00:00
Max Extent Date
31 Mar 2032, 23:59

Selection criteria

Criteria

Criterion 1
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 – £2.25 million • Lot 2: Minimum turnover requirement – £2.25 million • Lot 3: Minimum turnover requirement – £2.25 million • Lot 4: Minimum turnover requirement – £2.25 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 £4.5 million • Bidding for all 4 lots = minimum turnover requirement of £9 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
Criterion 2
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.
Entry 4
Id
4
Title
Bridgend
Status
active
Has Options
Yes
Has Renewal
Yes
Description
For lot 4: Please refer to documents attached in etenderwales

Value

Amount
1,310,400
Currency
GBP
Including VAT
1,638,000

Options

Description
As Hafod adopts new sites, sites may be added to the scope of the contract.

Renewal

Description
can extend for a further 2 + 2 years

Suitability

Sme
Yes
Vcse
Yes

Award criteria

Criteria

Criterion 1
Name
Pricing Evaluation
Type
price
Description
Pricing evaluation document schedule 3

Numbers

Entry 1
Number
30
Weight
percentageExact
Criterion 2
Name
Quality Document schedule 2
Type
quality
Description
Schedule 2 Quality Evaluation document

Numbers

Entry 1
Number
70
Weight
percentageExact

Contract period

Ends
31 Mar 2028, 23:59
Starts
1 Apr 2026, 00:00
Max Extent Date
31 Mar 2032, 23:59

Selection criteria

Criteria

Criterion 1
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 – £2.25 million • Lot 2: Minimum turnover requirement – £2.25 million • Lot 3: Minimum turnover requirement – £2.25 million • Lot 4: Minimum turnover requirement – £2.25 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 £4.5 million • Bidding for all 4 lots = minimum turnover requirement of £9 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
Criterion 2
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.

Items and delivery

Item 1
Id
1
Related Lot
1

Delivery locations

Entry 1
Region
UKL1
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
77314000
Scheme
CPV
Description
Grounds maintenance services
Entry 2
Id
77310000
Scheme
CPV
Description
Planting and maintenance services of green areas
Item 2
Id
2
Related Lot
2

Delivery locations

Entry 1
Region
UKL22
Country
GB
Country Name
United Kingdom
Entry 2
Region
UKL21
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
77314000
Scheme
CPV
Description
Grounds maintenance services
Entry 2
Id
77310000
Scheme
CPV
Description
Planting and maintenance services of green areas
Item 3
Id
3
Related Lot
3

Delivery locations

Entry 1
Region
UKL22
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
77314000
Scheme
CPV
Description
Grounds maintenance services
Entry 2
Id
77310000
Scheme
CPV
Description
Planting and maintenance services of green areas
Item 4
Id
4
Related Lot
4

Delivery locations

Entry 1
Region
UKL17
Country
GB
Country Name
United Kingdom

Additional Classifications

Entry 1
Id
77314000
Scheme
CPV
Description
Grounds maintenance services
Entry 2
Id
77310000
Scheme
CPV
Description
Planting and maintenance services of green areas

Published documents

Entry 1
Id
L-2
Url
www.etenderwales.co.uk
Description
2025H000038.01 Grounds Maintenance Specification can be found on Etenderwales.
Document Type
technicalSpecifications
Entry 2
Id
conflictOfInterest
Description
Not published
Document Type
conflictOfInterest
Entry 3
Id
061086-2025
Format
text/html
Notice Type
UK4
Description
Tender notice on Find a Tender
Document Type
tenderNotice
Published
30 Sept 2025, 17:42

Planning and budget

No Engagement Notice Rationale
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.

Buyer, suppliers and contacts

Organisation 1
Id
GB-COH-IP18766R
Name
Hafod Housing Association

Roles

buyer

Address

Region
UKL22
Country
GB
Locality
CARDIFF
Postal Code
CF5 6ES
Country Name
United Kingdom
Street Address
St Hilary Court

Details

Classifications

Entry 1
Id
publicUndertaking
Scheme
UK_CA_TYPE
Description
Public undertaking
Entry 2
Id
GB-WLS
Scheme
UK_CA_DEVOLVED_REGULATIONS
Description
Welsh devolved regulations apply

Identifier

Id
IP18766R
Scheme
GB-COH

Contact

Name
Robyn Hughes

Recorded locations

  • Buyer location · CARDIFF · UKL22 · CF5 6ES · United Kingdom
  • Delivery location · UKL17 · United Kingdom
  • Delivery location · UKL1 · United Kingdom
  • Delivery location · UKL21 · United Kingdom
  • Delivery location · UKL22 · United Kingdom

Notice and amendment history

1 published notice version reviewed by ProcuraAxis.

1 VERSION
  1. ocds-h6vhtk-05a55f-2025-09-30T17:42:58+01:00Tender notice on Find a Tender ·