Scope
Reference
P3422
Description
Birmingham City Council (the "Council") is seeking to appoint an organisation for the procurement and hire of ground maintenance vehicles.
The Council may procure assets by outright purchase and or contract hire depending on asset type and funding route; tenderers must price in accordance with the pricing schedules for the Lots bid.
The Council’s Improvement and Recovery Plan (IRP) set out a Council-wide programme to reset service delivery, improve value for money, and deliver financial stability. Within this, the Street Scene Transformation Programme has been identified as a key enabler to modernising the operating model, improve the quality of direct services provided to residents, and deliver planned Medium-Term Financial Plan (MTFP) savings.
A key component of this transformation is the replacement of the Council’s ageing frontline fleet across Grounds Maintenance. In 2024, Cabinet approved the procurement of 151 new Waste Collection vehicles to support the move to alternate weekly waste residual waste collections and the introduction of a citywide food waste collection service by March 2026, in line with national legislation.
This earlier investment addressed only part of the wider operational fleet. A significant proportion of the Council’s Grounds Maintenance vehicles and plant remain life-expired, inefficient, and unreliable. Much of the current fleet is either operating well beyond its expected lifespan or is provided via long-term spot hire at higher cost.
The Council has committed, through the Business Case for the Street Scene Transformation Programme, to establish a normalised and strategic approach to fleet and asset replacement, ensuring that future investments are planned, phased and aligned with the evolving needs of operational services. This includes moving away from one-off bulk procurements and towards a flexible multi-year investment model based on agreed age profiles and lifecycle planning.
Lots
The contract(s) being procured have been split into Lots, as follows.
• Lot 1 – Grounds Transport and Access Vehicles
• Lot 2 – Compact and Utility Tractors
• Lot 3 – Ride-on and Stand-on Mowing Equipment
• Lot 4 – Pedestrian Mowing Equipment
• Lot 5 – Handheld Powered Grounds Equipment
• Lot 6 – Sports Turf and Heavy-Duty Attachments
Separate contracts will be awarded for each Lot. Tenderers may bid for one or more Lots; the top two ranking suppliers for each lot will be awarded contracts.
The contract will commence on 01 June 2026 and will be in place for a period of three (3) years.
Total value (estimated)
- £14,300,000 excluding VAT
- £17,160,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 June 2026 to 31 May 2029
- 3 years
Main procurement category
Goods
CPV classifications
- 34114000 - Specialist vehicles
- 43325100 - Grounds-maintenance equipment
- 77314000 - Grounds maintenance services
- 34144700 - Utility vehicles
Contract locations
- UKG31 - Birmingham
Lot 1. Grounds Transport and Access Vehicles
Description
Provision of specialist Grounds-only transport and access vehicles to enable movement of plant, equipment and staff across parks, sports and open spaces.
Lot value (estimated)
- £5,000,000 excluding VAT
- £6,000,000 including VAT
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 2. Compact and Utility Tractors
Description
Provision of compact, mid-range and heavy-duty tractors to provide core power units for Grounds Maintenance operations and compatible attachments.
Lot value (estimated)
- £3,300,000 excluding VAT
- £3,960,000 including VAT
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 3. Ride-on and Stand-on Mowing Equipment
Description
Provision of ride-on and stand-on mowing equipment for amenity grass, sports pitches and highways verge maintenance.
Lot value (estimated)
- £5,100,000 excluding VAT
- £6,120,000 including VAT
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 4. Pedestrian Mowing Equipment
Description
Provision of pedestrian mowing equipment for precision, localised and constrained Grounds Maintenance activities.
Lot value (estimated)
- £250,000 excluding VAT
- £300,000 including VAT
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 5. Handheld Powered Grounds Equipment
Description
Provision of handheld powered equipment to support routine Grounds Maintenance, verge management and horticultural tasks.
Lot value (estimated)
- £400,000 excluding VAT
- £480,000 including VAT
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Lot 6. Sports Turf and Heavy-Duty Attachments
Description
Provision of specialist agricultural and sports turf equipment and tractor-mounted attachments for pitches, playing fields and large-scale Grounds Maintenance.
Lot value (estimated)
- £250,000 excluding VAT
- £300,000 including VAT
Same for all lots
CPV classifications, contract locations and contract dates are shown in the Scope section, because they are the same for all lots.
Participation
Legal and financial capacity conditions of participation
Lot 1. Grounds Transport and Access Vehicles
Lot 2. Compact and Utility Tractors
Lot 3. Ride-on and Stand-on Mowing Equipment
Lot 4. Pedestrian Mowing Equipment
Lot 5. Handheld Powered Grounds Equipment
Lot 6. Sports Turf and Heavy-Duty Attachments
Further details will be in the tender documentation.
Technical ability conditions of participation
Lot 1. Grounds Transport and Access Vehicles
Lot 2. Compact and Utility Tractors
Lot 3. Ride-on and Stand-on Mowing Equipment
Lot 4. Pedestrian Mowing Equipment
Lot 5. Handheld Powered Grounds Equipment
Lot 6. Sports Turf and Heavy-Duty Attachments
Further details will be in the tender documentation.
Particular suitability
Lot 1. Grounds Transport and Access Vehicles
Lot 2. Compact and Utility Tractors
Lot 3. Ride-on and Stand-on Mowing Equipment
Lot 4. Pedestrian Mowing Equipment
Lot 5. Handheld Powered Grounds Equipment
Lot 6. Sports Turf and Heavy-Duty Attachments
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
20 February 2026, 12:00pm
Tender submission deadline
3 March 2026, 12:00pm
Submission address and any special instructions
This procurement is being issued using the Council's e-tendering system 'In-tend' and organisations must ensure that they are registered users. The procurement process will be managed using this system and therefore all bids must be submitted by Tenderers via the 'in-tend' system. https://in-tendhost.co.uk/birminghamcc Registration and use of in-tend is free. All correspondence for this procurement process must be via the in-tend correspondence function and you should not contact any individual directly either by email or by telephone. If you are already a registered user, you do not have to re-register. If you are unable to register with in-tend or are experiencing difficulties, please email the etendering@birmingham.gov.uk. Tender deadline submission is noon on 3rd March 2026.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
15 May 2026
Award criteria
| Name | Description | Type |
|---|---|---|
| Simple description | The award criteria carries a total weighting of 100%, this is split between the following sections: The overall weighting for the quality criteria is 50%. The overall weighting for the social value... |
Price |
Weighting description
The award criteria carries a total weighting of 100%, this is split between the following sections: The overall weighting for the quality criteria is 50%. The overall weighting for the social value criteria is 20%. The overall weighting for the price criteria is 30%. For full details please refer to the procurement documents.
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Birmingham City Council
- Public Procurement Organisation Number: PCJJ-4826-QMLZ
Council House, 1 Victoria Square
Birmingham
B1 1BB
United Kingdom
Contact name: Commercial and Procurement Services
Email: etendering@birmingham.gov.uk
Region: UKG31 - Birmingham
Organisation type: Public authority - sub-central government