Section one: Contracting authority
one.1) Name and addresses
Denbighshire County Council
Wynnstay Road
Ruthin
LL15 1YN
ethan.jones@denbighshire.gov.uk
Telephone
+44 1824712194
Country
United Kingdom
NUTS code
UKL13 - Conwy and Denbighshire
Internet address(es)
Main address
https://www.denbighshire.gov.uk
Buyer's address
https://www.sell2wales.gov.wales/search/Search_AuthProfile.aspx?ID=AA0280
one.2) Information about joint procurement
The contract is awarded by a central purchasing body
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://supplierlive.proactisp2p.com
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://supplierlive.proactisp2p.com
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Grass Cutting Contract 2025-30
Reference number
GSC1000837REQ
two.1.2) Main CPV code
- 77314100 - Grassing services
two.1.3) Type of contract
Services
two.1.4) Short description
Denbighshire County Council wish to appoint a supplier to undertake the following services;
Cutting of all grass verges on the Principal Roads Network comprising of all A and B class roads.
Cutting of all grass verges on the Non-Principal Roads Network.
Cutting of Roadside Nature Reserves, hedges adjacent to footways and cycleways networks and overgrown vegetation within drainage ditches.
Denbighshire County Council Highways & Environment has a legal responsibility to keep its highways available and safe for the highway user. Grass verges must therefore be cut to ensure the safety of all road users to ensure forward sight visibility is not unduly impaired.
Denbighshire County Council also has a legal duty to maintain and enhance biodiversity where it is within proper exercise of its functions and in doing so must seek to promote the resilience of ecosystems.
two.1.5) Estimated total value
Value excluding VAT: £600,000
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Principal Roads
Lot No
1
two.2.2) Additional CPV code(s)
- 77314100 - Grassing services
two.2.3) Place of performance
NUTS codes
- UKL13 - Conwy and Denbighshire
Main site or place of performance
Denbighshire County Council area
two.2.4) Description of the procurement
Denbighshire County Council wish to appoint a supplier to undertake the following services;
Cutting of all grass verges on the Principal Roads Network comprising of all A and B class roads.
Cutting of all grass verges on the Non-Principal Roads Network.
Cutting of Roadside Nature Reserves, hedges adjacent to footways and cycleways networks and overgrown vegetation within drainage ditches.
Denbighshire County Council Highways & Environment has a legal responsibility to keep its highways available and safe for the highway user. Grass verges must therefore be cut to ensure the safety of all road users to ensure forward sight visibility is not unduly impaired.
Denbighshire County Council also has a legal duty to maintain and enhance biodiversity where it is within proper exercise of its functions and in doing so must seek to promote the resilience of ecosystems.
two.2.5) Award criteria
Quality criterion - Name: Project Specific Questions / Weighting: 30
Price - Weighting: 70
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 May 2025
End date
30 April 2030
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Non-Principal Roads
Lot No
2
two.2.2) Additional CPV code(s)
- 77314100 - Grassing services
two.2.3) Place of performance
NUTS codes
- UKL13 - Conwy and Denbighshire
Main site or place of performance
Denbighshire County Council area.
two.2.4) Description of the procurement
Denbighshire County Council wish to appoint a supplier to undertake the following services;
Cutting of all grass verges on the Principal Roads Network comprising of all A and B class roads.
Cutting of all grass verges on the Non-Principal Roads Network.
Cutting of Roadside Nature Reserves, hedges adjacent to footways and cycleways networks and overgrown vegetation within drainage ditches.
Denbighshire County Council Highways & Environment has a legal responsibility to keep its highways available and safe for the highway user. Grass verges must therefore be cut to ensure the safety of all road users to ensure forward sight visibility is not unduly impaired.
Denbighshire County Council also has a legal duty to maintain and enhance biodiversity where it is within proper exercise of its functions and in doing so must seek to promote the resilience of ecosystems.
two.2.5) Award criteria
Quality criterion - Name: Project Specific Questions / Weighting: 30
Price - Weighting: 70
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 May 2025
End date
30 April 2030
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
two.2) Description
two.2.1) Title
Road Side Nature Reserves
Lot No
3
two.2.2) Additional CPV code(s)
- 77314100 - Grassing services
two.2.3) Place of performance
NUTS codes
- UKL13 - Conwy and Denbighshire
Main site or place of performance
Denbighshire County Council area.
two.2.4) Description of the procurement
Denbighshire County Council wish to appoint a supplier to undertake the following services;
Cutting of all grass verges on the Principal Roads Network comprising of all A and B class roads.
Cutting of all grass verges on the Non-Principal Roads Network.
Cutting of Roadside Nature Reserves, hedges adjacent to footways and cycleways networks and overgrown vegetation within drainage ditches.
Denbighshire County Council Highways & Environment has a legal responsibility to keep its highways available and safe for the highway user. Grass verges must therefore be cut to ensure the safety of all road users to ensure forward sight visibility is not unduly impaired.
Denbighshire County Council also has a legal duty to maintain and enhance biodiversity where it is within proper exercise of its functions and in doing so must seek to promote the resilience of ecosystems.
two.2.5) Award criteria
Quality criterion - Name: Project Specific Questions / Weighting: 30
Price - Weighting: 70
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Start date
1 May 2025
End date
30 April 2030
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: No
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
Selection criteria as stated in the procurement documents
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
Stated in the project documents.
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
17 March 2025
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English, Welsh
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
17 March 2025
Local time
12:00pm
Place
Via Proactis eSourcing portal.
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
Estimated timing for further notices to be published: This contract may be out for tender again in 5 years time. Please note that these services are regularly reviewed and may be brought back in-house in the future.
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic invoicing will be accepted
Electronic payment will be used
six.3) Additional information
Instructions
1. Log in to PROACTIS at https://supplierlive.proactisp2p.com
2. If you are already registered on the Proactis portal please Login and start at Step 14 of these instructions if not go to STEP 3
3. Click the “Sign Up” button at the bottom of the window
4. Enter your correct Organisation Name, address and Primary Contact Details. You will need to create the Organisation ID and User Name. If you have a generic email address for your organisation e.g. tenders@xxx.co.uk then please use this as the primary contact email address.
5. Please make a note of the Organisation ID and User Name, then click “Register”
6. You will receive an email asking you to “Click here to activate your account”. This takes you to Enter Organisation Details.
7. Please enter the information requested, click the “>” on the screen and follow the instructions
ensuring that you enter all applicable details.
8. In the Classification screen please ensure that you select the Product Classification Codes (CPV Codes) that appear in the tender notice. Please ensure that the selected codes are relevant to your
business to ensure that you get notification of opportunities that are of interest.
9. In the Buyers screen please select Denbighshire County Council (you may register with other organisations if you wish)
10. In the Primary Contact Details screen please ensure that all information is complete. (Please see note 4 above)
11. Accept the Terms and Conditions and then click “>”. This takes you to the Welcome window.
12. In the Finish screen please enter a new password and note all your Login details for future reference.
13. Now click “Complete Registration” and you will enter the Supplier Network page.
14. On the centre of the screen click “Opportunities”. This will take you to the list of current opportunities available to you.
15. Click the “>” that relates to this notice, this will take you into the PQQ or Tender Request and click “Register Interest”. Note there may be several opportunities that appear on this screen, please
ensure that you select the correct one.
16. In the “Your Opportunities” screen please note the closing time and date for completion of the relevant project. Please review the “Items” tab (Tender stage only) and the Documents tab (PQQ and Tender stages) as there will be information relating to the project held here. The Documents are accessed by clicking the down arrow underneath the General tab. Please ensure that you download all documents to your PC as you will be required to complete and upload some of them as part of your submission. There are instructions on how to complete your submission in the Guidance for Bidders document.
17. You can now either create your response”, or “Decline” this opportunity.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=148160.
Under the terms of this contract the successful supplier(s) will be required to deliver Community Benefits in support of the authority’s economic and social objectives. Accordingly, contract performance conditions may relate in particular to social and environmental considerations. The Community Benefits included in this contract are:
Information provided in the tender
(WA Ref:148160)
six.4) Procedures for review
six.4.1) Review body
High Court
Royal Courts of Justice, The Strand
London
WC2A 2LL
Telephone
+44 2079477501
Country
United Kingdom