Scope
Reference
Hawkinge Town Council - Grounds Maintenance
Description
Hawkinge Town Council (HTC) wishes to select and appoint a suitable supplier for the grounds maintenance of town council assets and invites organisations to submit a tender to meet HTC's requirements. The specific requirements for the above are detailed in the Pricing Schedule & Specification at Appendix B. Location plans have also been provided at Appendix C.
Total value (estimated)
- £312,500 excluding VAT
- £375,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 31 March 2031
- 5 years
Options
The right to additional purchases while the contract is valid.
Additional Maintenance:
To provide any additional maintenance required by HTC, ie: fencing repairs, tree surgery and other ad-hoc handyman requests. May be asked to undertake additional grounds maintenance on sites as and when deemed necessary by the Council.
Main procurement category
Services
CPV classifications
- 77000000 - Agricultural, forestry, horticultural, aquacultural and apicultural services
Contract locations
- UKJ - South East (England)
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
8 August 2025, 4:00pm
Submission type
Tenders
Tender submission deadline
27 August 2025, 1:00pm
Submission address and any special instructions
All submissions via email to
Tenders may be submitted electronically
No
Languages that may be used for submission
English
Award decision date (estimated)
10 October 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 60% |
| Quality | Quality | 40% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Read these instructions carefully before completing the Invitation to Tender Supplier Response document. It is your responsibility to make sure the document is fully completed with any other required documents. If you fail to comply with these requirements, we may reject your tender.
2.1.2 By submitting a response to this ITT, you confirm that you understand and can provide services (or works or goods) that satisfy the requirements described in our specifications.
2.1.3 Complete the following documents and submit documents directly to clerk@hawkinge-tc.gov.uk
• Appendix A - ITT Supplier Response Form
• ITT sub-contractor information
• Appendix B - Pricing Schedule & Specification
If possible, please return these documents in the file format provided (e.g. .doc, .xls, etc.) or a compatible format.
2.1.4 See Section 4 for information about site visits.
2.1.5 You are permitted include appendices with your tender to support answers to the quality/technical questions in the Invitation to Tender Supplier Response document. Any additional documents you include should be relevant and, if part of your answer to a quality question, comply with any word count limits.
2.1.6 You are not required to submit copies of audited accounts, insurance certificates or company policies with your tender. If you are successful, you must provide these and any other evidence we request, before HTC enters into contract with you.
2.1.7 Tenders must be submitted by the Tender Return Date (see section 1.2). We will not consider late tenders unless agreed by the HTC's authorised officers in exceptional circumstances.
2.1.8 Tender Validity - your tender must be open for acceptance for at least 180 days from the Tender Return Date. We will not accept any changes to your tender in that period, unless a genuine error is found and corrected before we make the award decision.
2.1.9 Modification & Withdrawal - You may modify or withdraw your tender at any time before the Tender Return Date. If you need to withdraw your tender after the deadline, please send contact the clerk via email clerk@hawkinge-tc.gov.uk.
2.1.10 Queries and Clarifications - All enquiries a bout this ITT should be sent by email to clerk@hawkinge-tc.gov.uk. We will try to answer all questions as quickly as possible before the Clarification Closing Date. We recommend you submit your questions as early as possible.
Documents
Associated tender documents
ITT instructions.docx
Tender Notice
Specific Requirements for Tender - including ITT instructions.
Appendix A - ITT supplier response.docx
Bidding Documents
Appendix B - Pricing Schedule & Specification.xlsx
Bidding Documents
ITT sub-contractor information.doc
Bidding Documents
Appendix C - Terms and Conditions.docx
Bidding Documents
Appendix D - Grounds Maintenance Tender - Plans.pdf
Bidding Documents
Clarification Questions.pdf
A summary of questions received and answers given during the designated period.
Contracting authority
Hawkinge Town Council
- Public Procurement Organisation Number: PLYQ-5138-GXTN
Hawkinge Town Council Offices, Hawkinge Community Centre, Heron Forstal Avenue
Hawkinge
CT18 7FP
United Kingdom
Email: clerk@hawkinge-tc.gov.uk
Region: UKJ44 - East Kent
Organisation type: Public authority - sub-central government