Scope
Reference
1356
Description
Karibu Community Homes is seeking delivery partners to provide reliable and high-quality Estates Services across its housing stock. The contract will run for an initial five-year term, with an estimated annual value of c. £500,000. The opportunity is divided into two lots: Lot 1 - Grounds Maintenance: Provision of grounds maintenance services across Karibu's schemes and sites, ensuring high standards of cleanliness, tidiness, and horticultural care in communal areas. Lot 2 - Communal Cleaning: Delivery of cleaning services in communal areas across Karibu's properties, maintaining consistent hygiene and presentation standards. Bidders may tender for one or both lots. Each lot will be evaluated separately, and Karibu Community Homes may award one or both lots to the same bidder where this provides best value for money and operational efficiency. This procurement is being conducted under the Competitive Flexible Procedure. The current stage is the Conditions of Participation Stage (CoPS), which focuses on compliance and demonstrable capability. Shortlisted bidders will be invited to the Final Tender Stage (FTS), where full technical proposals and pricing will be assessed prior to contract award.
Total value (estimated)
- £2,500,000 excluding VAT
- £3,000,000 including VAT
Above the relevant threshold
Main procurement category
Services
CPV classifications
- 77314000 - Grounds maintenance services
- 77310000 - Planting and maintenance services of green areas
- 77312000 - Weed-clearance services
- 77313000 - Parks maintenance services
- 77320000 - Sports fields maintenance services
- 77340000 - Tree pruning and hedge trimming
- 90500000 - Refuse and waste related services
- 90511300 - Litter collection services
- 90620000 - Snow-clearing services
- 90630000 - Ice-clearing services
- 90690000 - Graffiti removal services
- 90910000 - Cleaning services
- 90911200 - Building-cleaning services
- 90911300 - Window-cleaning services
- 90922000 - Pest-control services
Lot constraints
Maximum number of lots a supplier can bid for: 1
Maximum number of lots a supplier can be awarded: 1
Not the same for all lots
Contract dates are shown in Lot sections, because they are not the same for all lots.
Lot LOT-0001. Lot 1 - Grounds Maintenance
Description
Provision of grounds maintenance services across Karibu's schemes and sites, ensuring high standards of cleanliness, tidiness, and horticultural care. The provider must follow best practices in grounds upkeep to maintain the visual and environmental quality of communal areas.
Lot value (estimated)
- £1,250,000 excluding VAT
- £1,500,000 including VAT
Contract dates (estimated)
- 1 April 2026 to 2 April 2031
- Possible extension to 31 March 2046
- 20 years
Description of possible extension:
There are 3 x 5 year optional extensions included. This equates to a maximum contract term of 20 years.
Same for all lots
CPV classifications are shown in the Scope section, because they are the same for all lots.
Lot LOT-0002. Lot 2- Communal Cleaning
Description
Delivery of communal area cleaning services across Karibu's properties to uphold cleanliness and hygiene standards. The provider is expected to implement professional cleaning practices with consistency, discipline, and attention to detail in all assigned locations.
Lot value (estimated)
- £1,250,000 excluding VAT
- £1,500,000 including VAT
Contract dates (estimated)
- 1 April 2026 to 1 April 2031
- Possible extension to 31 March 2046
- 20 years
Description of possible extension:
3 x 5 year optional extensions, this equates to a maximum contract term of 20 years.
Same for all lots
CPV classifications are shown in the Scope section, because they are the same for all lots.
Participation
Legal and financial capacity conditions of participation
Lot LOT-0001. Lot 1 - Grounds Maintenance
Within the tender documents
Lot LOT-0002. Lot 2- Communal Cleaning
Included in the tender documents
Technical ability conditions of participation
Lot LOT-0001. Lot 1 - Grounds Maintenance
Within the tender documents
Lot LOT-0002. Lot 2- Communal Cleaning
Included in the tender documents
Particular suitability
Lot LOT-0001. Lot 1 - Grounds Maintenance
Lot LOT-0002. Lot 2- Communal Cleaning
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
30 September 2025, 5:00pm
Submission type
Tenders
Tender submission deadline
15 December 2025, 12:00pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
27 January 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Quality | Quality | 60% |
| Price | Price | 40% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Competitive flexible procedure
Competitive flexible procedure description
Karibu Community Homes is seeking delivery partners to provide reliable and high-quality Estates Services across its housing stock. The contract will run for an initial five-year term, with an estimated annual value of c. £500,000. There are then a further 3 x 5 year optional extension taking the maximum contract term to 20 years. The opportunity is divided into two lots: Lot 1 - Grounds Maintenance: Provision of grounds maintenance services across Karibu's schemes and sites, ensuring high standards of cleanliness, tidiness, and horticultural care in communal areas. Lot 2 - Communal Cleaning: Delivery of cleaning services in communal areas across Karibu's properties, maintaining consistent hygiene and presentation standards. Bidders may tender for one or both lots. Each lot will be evaluated separately, and Karibu Community Homes may award one or both lots to the same bidder where this provides best value for money and operational efficiency. This procurement is being conducted under the Competitive Flexible Procedure. The current stage is the Conditions of Participation Stage (CoPS), which focuses on compliance and demonstrable capability. Shortlisted bidders will be invited to the Final Tender Stage (FTS), where full technical proposals and pricing will be assessed prior to contract award. Bidders should note that although the notice only permits you to bid for and win one lot, you may bid for both and be awarded both should you rank 1st on both lots. This is an error with FTS' system that forces you to enter a number fewer than the total number of lots.
Justification for not publishing a preliminary market engagement notice
Karibu Community Homes were satisfied that there would be sufficient interest within the market to negate the requirement to conduct preliminary market engagement. This was also coupled with a lack of time and capacity to conduct market engagement.
Contracting authority
Karibu Community Homes
- Public Procurement Organisation Number: PWGD-7379-XGXR
Unit 3, 8 Kew Bridge Rd, Brentford
London
TW8 0FJ
United Kingdom
Region: UKI75 - Hounslow and Richmond upon Thames
Organisation type: Public authority - sub-central government