Scope
Reference
CMAT01.05
Description
The proposed contract will be for the provision of grounds maintenance services. The Trust requires the Contractor to deliver the Service in full compliance with horticultural best practice, the Service Specification, and all associated tender documentation. The Contractor shall be responsible for the provision of appropriately qualified and experienced horticultural personnel to undertake the Service. Contract requirements has been broken down into the following sections: a. General Service Requirements - General grounds works that are to be undertaken at Trust sites as indicated in the Core Specification in Document 5. b. Other Area Service Requirements - Site specific grounds works that are to be undertaken as indicated in the Core Specification in Document 5. The tender has been split into Lots, by geographical area. The contract start date will be 1st March 2026 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). Schools will join the contract once their current contracts end.
Total value (estimated)
- £542,000 excluding VAT
- £650,400 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 March 2026 to 28 February 2029
- Possible extension to 28 February 2031
- 5 years
Description of possible extension:
Possible extension of two (2) further years, in 12-month intervals (3 +1+1).
Options
The right to additional purchases while the contract is valid.
The Contractor shall note the following specific contract modifications relevant to this procurement: a. New Schools may join the Trust during the term of the contract; therefore, a contract variation may be required. A pricing assessment will be completed and agreed by the Tenderer and the Trust for each new school in such instances. b. The quantities requiring maintenance may be amended during the course of the contract, either additions or subtractions, and reasonable adjustments made to the payments as agreed by the Tenderer and the Trust. c. Additional activities to existing items may be required of the Tenderer which an additional payment will be agreed by the Tenderer and the Trust.
Main procurement category
Services
CPV classifications
- 77314000 - Grounds maintenance services
Contract locations
- UKK3 - Cornwall and Isles of Scilly
Lot LOT-0001. Lot 1
Description
Lot 1 consists of the following sites: Godolphin Primary School Marazion School Penpol School. The Contract Value for all Schools is £542000 exclusive of VAT £650400 inclusive of VAT The proposed contract will be for the provision of grounds maintenance services. The Trust requires the Contractor to deliver the Service in full compliance with horticultural best practice, the Service Specification, and all associated tender documentation. The Contractor shall be responsible for the provision of appropriately qualified and experienced horticultural personnel to undertake the Service. Contract requirements has been broken down into the following sections: a. General Service Requirements - General grounds works that are to be undertaken at Trust sites as indicated in the Core Specification in Document 5. b. Other Area Service Requirements - Site specific grounds works that are to be undertaken as indicated in the Core Specification in Document 5. The tender has been split into Lots, by geographical area. The contract start date will be 1st March 2026 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). Schools will join the contract once their current contracts end.
Lot value (estimated)
- £0 excluding VAT
- £0 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot LOT-0002. Lot 2
Description
Lot 2 consists of the following sites: Rosemellin Community Primary School Roskear Primary & Nursery School Weeth Community Primary School The Contract Value for all Schools is £542000 exclusive of VAT £650400 inclusive of VAT The proposed contract will be for the provision of grounds maintenance services. The Trust requires the Contractor to deliver the Service in full compliance with horticultural best practice, the Service Specification, and all associated tender documentation. The Contractor shall be responsible for the provision of appropriately qualified and experienced horticultural personnel to undertake the Service. Contract requirements has been broken down into the following sections: a. General Service Requirements - General grounds works that are to be undertaken at Trust sites as indicated in the Core Specification in Document 5. b. Other Area Service Requirements - Site specific grounds works that are to be undertaken as indicated in the Core Specification in Document 5. The tender has been split into Lots, by geographical area. The contract start date will be 1st March 2026 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). Schools will join the contract once their current contracts end.
Lot value (estimated)
- £0 excluding VAT
- £0 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot LOT-0003. Lot 3
Description
Lot 3 consists of the following sites: Garras Community Primary School Halwin School Parc Eglos School Porthleven School Sithney Community Primary School Trannack Primary School The Contract Value for all Schools is £542000 exclusive of VAT £650400 inclusive of VAT The proposed contract will be for the provision of grounds maintenance services. The Trust requires the Contractor to deliver the Service in full compliance with horticultural best practice, the Service Specification, and all associated tender documentation. The Contractor shall be responsible for the provision of appropriately qualified and experienced horticultural personnel to undertake the Service. Contract requirements has been broken down into the following sections: a. General Service Requirements - General grounds works that are to be undertaken at Trust sites as indicated in the Core Specification in Document 5. b. Other Area Service Requirements - Site specific grounds works that are to be undertaken as indicated in the Core Specification in Document 5. The tender has been split into Lots, by geographical area. The contract start date will be 1st March 2026 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). Schools will join the contract once their current contracts end.
Lot value (estimated)
- £0 excluding VAT
- £0 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot LOT-0004. Lot 4
Description
Lot 4 consists of the following sites: Illogan School Lanner Primary School Pencoys Primary School Pennoweth Primary School The Contract Value for all Schools is £542000 exclusive of VAT £650400 inclusive of VAT Portreath Community Primary School Treloweth Community Primary School The proposed contract will be for the provision of grounds maintenance services. The Trust requires the Contractor to deliver the Service in full compliance with horticultural best practice, the Service Specification, and all associated tender documentation. The Contractor shall be responsible for the provision of appropriately qualified and experienced horticultural personnel to undertake the Service. Contract requirements has been broken down into the following sections: a. General Service Requirements - General grounds works that are to be undertaken at Trust sites as indicated in the Core Specification in Document 5. b. Other Area Service Requirements - Site specific grounds works that are to be undertaken as indicated in the Core Specification in Document 5. The tender has been split into Lots, by geographical area. The contract start date will be 1st March 2026 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). Schools will join the contract once their current contracts end.
Lot value (estimated)
- £0 excluding VAT
- £0 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot LOT-0005. Lot 5
Description
Lot 5 consists of: All Schools - List of Schools in the tender documents. The proposed contract will be for the provision of grounds maintenance services. The Trust requires the Contractor to deliver the Service in full compliance with horticultural best practice, the Service Specification, and all associated tender documentation. The Contractor shall be responsible for the provision of appropriately qualified and experienced horticultural personnel to undertake the Service. Contract requirements has been broken down into the following sections: a. General Service Requirements - General grounds works that are to be undertaken at Trust sites as indicated in the Core Specification in Document 5. b. Other Area Service Requirements - Site specific grounds works that are to be undertaken as indicated in the Core Specification in Document 5. The tender has been split into Lots, by geographical area. The contract start date will be 1st March 2026 and is to be for a period of three (3) years with the possible extension of two (2) further years, in 12-month intervals (3 +1+1). Schools will join the contract once their current contracts end.
Lot value (estimated)
- £542,000 excluding VAT
- £650,400 including VAT
Same for all lots
CPV classifications, contract locations, contract dates and options 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
Lot LOT-0002. Lot 2
Lot LOT-0003. Lot 3
Lot LOT-0004. Lot 4
Lot LOT-0005. Lot 5
A financial appraisal will be based upon a credit check a. Employer's (Compulsory) Liability Insurance = [£5m] b. Public Liability Insurance = [£10m]
Technical ability conditions of participation
Lot LOT-0001. Lot 1
Lot LOT-0002. Lot 2
Lot LOT-0003. Lot 3
Lot LOT-0004. Lot 4
Lot LOT-0005. Lot 5
Provide 3 relevant previous contract examples To constitute a pass, the contract examples provided shall be relevant to the requirement, with a sufficient level of detail that provides confidence in the Tenderer's established past experience in similar and relevant projects/contracts. The contracts must be within the education sector and similar complexity and working on more than one site within the contract.
Particular suitability
Lot LOT-0001. Lot 1
Lot LOT-0002. Lot 2
Lot LOT-0003. Lot 3
Lot LOT-0004. Lot 4
Lot LOT-0005. Lot 5
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
17 December 2025, 12:00pm
Tender submission deadline
7 January 2026, 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)
19 January 2026
Award criteria
| Name | Type | Weighting |
|---|---|---|
| Price | Price | 40% |
| Proposed Solution | Quality | 17.5% |
| Contract Management | Quality | 17.5% |
| Service Quality Monitoring | Quality | 10% |
| Staff Delivery Team | Quality | 5% |
| Contract Mobilisation & Risk Management | Quality | 5% |
| Sustainability | Quality | 5% |
Other information
Payment terms
Invoices are to be submitted in arrears in a format agreed by the Trust. The Provider must ensure that invoices are raised without delay. Payments will be made by BACS. Invoices shall be supported by detailed electronic information in a format as agreed with the Trust. Completed timesheets shall be submitted electronically (either by the Supply Agency Worker or the Provider) to the Trust for authorisation. The Provider shall only process timesheets that have been authorised by the Trust.
Description of risks to contract performance
Staffing shortages or high turnover can disrupt scheduled maintenance. Weather-related delays (e.g. rain, frost) can impact grass cutting, weed control, and sports field preparation. Inadequate mobilisation at contract start can leave sites below standard, affecting perception and safety. Failure to meet health and safety standards, including DBS checks and insurance documentation, can lead to contract breaches Contractors may fail to meet obligations, commit material breaches, or face financial instability. Lack of site-specific knowledge or failure to adapt to school needs (e.g. invasive plant control, sports day prep) can reduce effectiveness Poor communication between contractor and trust can lead to missed expectations, especially around visit scheduling and reporting. Lack of clear escalation protocols for issues or complaints can delay resolution
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
The requirements are not complex or niche and the Contracting Authority already has an understanding of what they want the service to deliver and the market is known.
Contracting authority
Crofty Education Trust
- Public Procurement Organisation Number: PVCB-5772-YMXN
Unit 1 North Crofty, Tolvaddon Energy Park, Tolvaddon,
Camborne, Cornwall,
TR14 0HX
United Kingdom
Region: UKK30 - Cornwall and Isles of Scilly
Organisation type: Public authority - sub-central government
Other organisation
These organisations are carrying out the procurement, or part of it, on behalf of the contracting authorities.
PHP Law LLP
Summary of their role in this procurement: Procurement Consultant
- Public Procurement Organisation Number: PPRM-9434-VNYQ
Unit 3 The Brutus Centre Station Road Totnes
Totnes
TQ9 5RW
United Kingdom
Region: UKK43 - Devon CC