Scope
Reference
itt_119030
Description
The Council is looking to purchase three new four-wheel drive tractors . The Machines are primarily used for Trunk Road Cyclic maintenance carrying out grass cutting operations and occasional hedge trimming to ensure roads are kept in a safe and serviceable condition throughout the County of Powys. This is undertaken by the Council under contract on behalf of North and Mid Wales Trunk Road Agency . For these functions, an out-front flail and rear hedge brusher is utilised, therefore visibility is key.
However, machines are also used for other activities including ditching and as back-up for the Council's winter maintenance activities between October and March.
Due to the locations in which the Machines operate, the size of the Machine is an important consideration; many sections of the highway are not accompanied by a traffic control team when verge cutting. Due to the licence profile of the Council's, the machines kerb weight cannot be more than 6 tonnes.
Total value (estimated)
- £360,000 excluding VAT
- £432,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 14 November 2025 to 31 March 2029
- 3 years, 4 months, 18 days
Main procurement category
Goods
CPV classifications
- 16000000 - Agricultural machinery
Contract locations
- UKL24 - Powys
Participation
Legal and financial capacity conditions of participation
It is a minimum requirement of the Council that Bidders must:
- Be registered with the Central Digital Platform.
- Provide evidence of existing, or agree to put in place, insurances to the following leves:
(a) Public & Product Liability Insurance - 5,000,000 GBP
(b) Employer's Liability Insurance - 5,000,000 GBP
- Confirm acceptance of the Contract Conditions.
- Agree to work in accordance with the Council's Disclosure & Barring Service Policy.
- Agree to fully abide by and work in accordance with the Council's Contractors Guidance for Safer Recruitment Policy.
Technical ability conditions of participation
It is a minimum requirement of the Council that Bidders must:
- Confirm that all staff involved in the delivery of the contract will have received adequate training.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
19 September 2025, 12:00pm
Tender submission deadline
26 September 2025, 12:00pm
Submission address and any special instructions
Instructions for Suppliers - Registration on eTenderwales
Powys County Council will be conducting this tender through the Value Wales e-Tendering portal. This can be found at https://etenderwales.bravosolution.co.uk/home.html, all information may be downloaded and returnedthrough this channel.
Internet address(es): https://etenderwales.bravosolution.co.uk/home.html
Suppliers Instructions How to Express Interest in this Tender
1. Register your company on the eTenderwales portal (this is only required once):- Browse to the eSourcing Portal: https://etenderwales.bravosolution.co.uk/home.html
- Click the "Click here to register" link
- Accept the terms and conditions and click "continue"
- Enter your correct business and user details- Note the username you chose and click "Save" when complete
- You will shortly receive an email with your unique password (please keep this secure)
2. Express an Interest in the tender
- Login to the portal with the username/password
- Click the "Open Access ITTs" link.- Click on the relevant ITT to access the content.
- Click the "Express Interest" button in the "Actions" box on the left-hand side of the page.
- This will move the ITT into your "My ITTs" page. (This is a secure area reserved for your projects only).
- Click on the ITT code, you can now access any attachments by clicking the "Settings and Buyer Attachments" in the "Actions" box
3. Responding to the tender
- You can now choose to "Reply" or "Reject" (please give a reason if rejecting)
- You can now use the 'Messages' function to communicate with the buyer and seek any clarification
- Note the deadline for completion, then follow the onscreen instructions to complete the ITT
- There may be a mixture of online & offline actions for you to perform (there is detailed online help available)
If you require any further assistance use the online help, or the eTendering Helpdesk is available Mon - Fri (8am - 6pm) on:
- Phone: 0800 069 8634
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
13 November 2025
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 60.00% |
| Suitability for Grass Cutting Functions | Quality | 14.00% |
| Construction and Delivery Timescales | Quality | 12.00% |
| Design | Quality | 10.00% |
| Community Benefits | Quality | 4.00% |
Other information
Applicable trade agreements
- Government Procurement Agreement (GPA)
- Comprehensive and Progressive Agreement for Trans-Pacific Partnership (CPTPP)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
The procurement is being undertaken to fulfil a known requirement for purchasing or tractors and front and rear flail mowers for undertaking verge and hedge maintenance on the Trunk Road network within the County of Powys. The Council has previously procured similar equipment and has a clear understanding of the specification requirements, which are shaped by the operational constraints of the machinery in use.
Contracting authority
Powys County Council
- Public Procurement Organisation Number: PQBT-5413-HMDT
County Hall
Llandrindod Wells
LD1 5LG
United Kingdom
Email: commercialservices@powys.gov.uk
Website: https://www.powys.gov.uk/
Region: UKL24 - Powys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales