Scope
Reference
2025H000038.01
Description
Hafod requires a Supplier to undertake works/services for the provision of Grounds Maintenance.
The areas in scope of this requirement, cover properties in the following local authorities:
- Bridgend
- Caerphilly
- Cardiff
- Vale of Glamorgan
- Rhondda Cynan Taff
- Merthyr Tydfil
- Torfaen
- Newport
The Contract term will be for 2 years initially with an option to extend for a further 2 + 2 years.
The contract will be split by regional area. The lots will be as follows:
- Lot 1 : Rhondda Cynon Taf
- Lot 2: Cardiff, Torfaen & Newport
- Lot 3: The Vale
- Lot 4: Bridgend
The estimated start date for the contract is April 2026.
Total value (estimated)
- £5,241,600 excluding VAT
- £6,552,000 including VAT
Above the relevant threshold
Main procurement category
Services
CPV classifications
- 77314000 - Grounds maintenance services
- 77310000 - Planting and maintenance services of green areas
Lot constraints
Description of how multiple lots may be awarded:
Bidders may submit tenders for one, several, or all of the available lots. There is no restriction on the number of lots that may be awarded to a single bidder. Each lot will be evaluated independently, and contracts may be awarded for any combination of lots, depending on the outcomes of the evaluation process.
Not the same for all lots
Contract locations, contract dates and options are shown in Lot sections, because they are not the same for all lots.
Lot 1. Rhondda Cynon Taf
Description
For Lot 1: Please see tender documents as published on Etenderwales.
Lot value (estimated)
- £1,310,400 excluding VAT
- £1,638,000 including VAT
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2032
- 6 years
Description of possible extension:
contract can be extended for a further 2 + 2 years.
Options
The right to additional purchases while the contract is valid.
As Hafod adopt new sites, sites may be added to the scope of the contract.
Contract locations
- UKL1 - West Wales and the Valleys
Same for all lots
CPV classifications are shown in the Scope section, because they are the same for all lots.
Lot 2. Cardiff, Torfaen & Newport
Description
For Lot 2: please refer to the tender documents
Lot value (estimated)
- £1,310,400 excluding VAT
- £1,638,000 including VAT
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2032
- 6 years
Description of possible extension:
can be extended for a further 2 + 2 years.
Options
The right to additional purchases while the contract is valid.
As Hafod adopt new sites, sites may be added to the scope of the contract.
Contract locations
- UKL22 - Cardiff and Vale of Glamorgan
- UKL21 - Monmouthshire and Newport
Same for all lots
CPV classifications are shown in the Scope section, because they are the same for all lots.
Lot 3. The Vale
Description
For Lot 3: Please refer to the tender documents found in Etenderwales
Lot value (estimated)
- £1,310,400 excluding VAT
- £1,638,000 including VAT
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2032
- 6 years
Description of possible extension:
Can be extended for a further 2 + 2 years
Options
The right to additional purchases while the contract is valid.
As Hafod adopt new sites, sites may be added to the scope of the contract.
Contract locations
- UKL22 - Cardiff and Vale of Glamorgan
Same for all lots
CPV classifications are shown in the Scope section, because they are the same for all lots.
Lot 4. Bridgend
Description
For lot 4: Please refer to documents attached in etenderwales
Lot value (estimated)
- £1,310,400 excluding VAT
- £1,638,000 including VAT
Contract dates (estimated)
- 1 April 2026 to 31 March 2028
- Possible extension to 31 March 2032
- 6 years
Description of possible extension:
can extend for a further 2 + 2 years
Options
The right to additional purchases while the contract is valid.
As Hafod adopts new sites, sites may be added to the scope of the contract.
Contract locations
- UKL17 - Bridgend and Neath Port Talbot
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 1. Rhondda Cynon Taf
Lot 2. Cardiff, Torfaen & Newport
Lot 3. The Vale
Lot 4. Bridgend
Bidders are required to demonstrate an average annual turnover that meets or exceeds the following threshold, based on the lot(s) they are bidding for:
• Lot 1: Minimum turnover requirement - £2.25 million
• Lot 2: Minimum turnover requirement - £2.25 million
• Lot 3: Minimum turnover requirement - £2.25 million
• Lot 4: Minimum turnover requirement - £2.25 million
If a bidder is applying for more than one lot, the turnover requirement will be aggregated.
For example:
• Bidding for 2 lots = minimum turnover requirement of £4.5 million
• Bidding for all 4 lots = minimum turnover requirement of £9 million
This reflects the increased financial and delivery risk associated with delivering multiple lots concurrently.
Bidders must provide the following to demonstrate financial standing:
• Audited or independently reviewed accounts for the most recent 2 financial years
• Confirmation of annual turnover for those years
Where accounts are not available (e.g. due to recent incorporation), alternative evidence may be accepted, such as:
• Parent company guarantee
• Bank letter of support
• Insurance documents
• Management accounts
• References from other contracting authorities
If a bidder does not meet the turnover threshold but can provide alternative evidence of financial stability, Hafod reserves the right to carry out an objective risk-based assessment in line with Regulation 24 of the Procurement Act 2023.
This may include, but is not limited to:
• Credit rating reports (e.g. Dun & Bradstreet, Experian)
• Liquidity ratios or net current assets
• Evidence of financial backing
This approach is intended to support SMEs and newer entities while protecting the Authority's commercial interests.
Hafod reserves the right to:
• Seek clarification on any financial information provided
• Reject bids that fail to meet the financial requirements or demonstrate unacceptable risk
Technical ability conditions of participation
Lot 1. Rhondda Cynon Taf
Lot 2. Cardiff, Torfaen & Newport
Lot 3. The Vale
Lot 4. Bridgend
Must hold a commercial waste licence or be able to achieve prior to start of contract
Must hold a recognised Certificate of Competence, which involve passing foundational PA1 module/level 2 award in Principles of Safe Handling and Application of Pesticides and other relevant PA units.
Particular suitability
Lot 1. Rhondda Cynon Taf
Lot 2. Cardiff, Torfaen & Newport
Lot 3. The Vale
Lot 4. Bridgend
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
23 October 2025, 12:00pm
Tender submission deadline
30 October 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)
16 January 2026
Recurring procurement
Publication date of next tender notice (estimated): 30 October 2031
Award criteria
Lot 1. Rhondda Cynon Taf
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Schedule 2 Quality |
Quality | 70.00% |
| Price | schedule 3 pricing |
Price | 30.00% |
Lot 2. Cardiff, Torfaen & Newport
| Name | Description | Type | Weighting |
|---|---|---|---|
| Schedule 2 Quality | schedule 2 quality document |
Quality | 70.00% |
| Pricing | Schedule 3 pricing document |
Price | 30.00% |
Lot 3. The Vale
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality Document | Quality Document Evaluation |
Quality | 70.00% |
| Price Evaluation | Pricing document schedule 3 |
Price | 30.00% |
Lot 4. Bridgend
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality Document schedule 2 | Schedule 2 Quality Evaluation document |
Quality | 70.00% |
| Pricing Evaluation | Pricing evaluation document schedule 3 |
Price | 30.00% |
Other information
Payment terms
30 Days
Description of risks to contract performance
The following known risks have been identified:
Sites may be added or removed during the contract, written agreement from both parties will be sought prior to addition.
Weather conditions and rescheduling (see schedule 1).
Poor performance (see schedule 1)
Ad Hoc works such e.g. emergency tree works (See schedule 1 for more information)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
Due to internal resources and time constraints preliminary market engagement was not conducted. However, the strategy has been informed by existing market knowledge and previous procurements.
Documents
Technical specifications to be met
http://www.etenderwales.co.uk
2025H000038.01 Grounds Maintenance
Specification can be found on Etenderwales.
Contracting authority
Hafod Housing Association
- Companies House: IP18766R
St Hilary Court
CARDIFF
CF5 6ES
United Kingdom
Region: UKL22 - Cardiff and Vale of Glamorgan
Organisation type: Public undertaking (commercial organisation subject to public authority oversight)
Devolved regulations that apply: Wales