Scope
Description
RBWM is seeking a grounds maintenance service provider to provide a range of grounds maintenance services across the borough. This will include, but is not limited to: verge maintenance, grass cutting, parks and open spaces maintenance, cemeteries maintenance and handyman/handyperson services. This will be a single contract.
Total value (estimated)
- £37,500,000 excluding VAT
- £45,000,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 30 September 2031
- Possible extension to 30 September 2041
- 15 years, 6 months
Description of possible extension:
5+5+5
Options
The right to additional purchases while the contract is valid.
Without prejudice to the Authority's broader rights under the Procurement Act 2023, the Authority has the following options, created in reliance on s.74 and Sch.8(1) of the Procurement Act 2023.
Discretionary: an amount has been deducted from the originally envisaged budget owing to uncertainty around a Maidenhead project. In the event that this project is retained by RBWM, the Authority reserves the right to increase the financial envelope by an amount between £15,000 - £60,000 per annum (with allowances for inflation in accordance with Annex C) to support the project. In the event that it is not retained by RBWM, the Authority reserves the right to utilise this funding to top-up existing Services. This shall be priced utilising the Bidder's pricing schedule submission.
Discretionary: the Authority may have grounds maintenance requirements for Authority flooding and drainage features. The Authority reserves the right to increase the financial envelope (with allowances for inflation in accordance with Annex C) to incorporate these Services and this shall be priced utilising the Bidder's pricing schedule submission.
Discretionary: Annexes A.1 and A.2 at the time of publishing this tender exclude the geography of Cookham. In the event this geography re-enters the scope of this Contract, the Authority reserves the right to increase the financial envelope (with allowances for inflation in accordance with Annex C) to incorporate these Services and shall be priced utilising the Bidder's pricing schedule submission.
Discretionary: the Authority is proposing a 5+5+5 years Contract term and it is anticipated that the Authority may acquire new estates or land throughout this term or, otherwise, existing estates or land that have become the responsibility of the Authority. Some of these acquisitions may be significant in nature and, as such, may require significant financial increases; however, the Authority does not guarantee that these acquisitions will take place. These acquisitions may require grounds maintenance services and may be incorporated into the Contract. The Authority reserves the right to increase the financial envelope (with allowances for inflation in accordance with Annex C) and increases shall be priced utilising the Bidder's pricing schedule submission.
Discretionary: the Authority may, from time to time, have exceptional ad-hoc requirements pertaining to ceremonial events (e.g. state visits, funerals, weddings) and extreme weather events. These events may require grounds maintenance Services. The Authority cannot enumerate in advance an exhaustive list of events of this nature. The Authority may, in the first instance, re-direct the Bidder's resources. However, where required, the Authority reserves the right to make unique and temporary increases to the financial envelope - such increases shall be priced utilising the Bidder's pricing schedule submission.
Discretionary: the Authority may, from time to time, be in receipt of external funding (e.g. grant funding) that could be used to enhance the Services. The Authority reserves the right to make unique and temporary increases to the financial envelope - such increases shall be priced utilising the Bidder's pricing schedule submission.
Main procurement category
Services
CPV classifications
- 77314000 - Grounds maintenance services
Contract locations
- UKJ11 - Berkshire
Justification for not using lots
In principle, the contract could have been divided into lots (for instance, by geography (e.g. a Windsor contract, a Maidenhead contract) or by specialism (e.g. a grass-cutting contract), however there remained no internal or external (market) appetite to do so.
An extensive market engagement exercise was carried out in December 2024/January 2025 asking the market about preferred delivery/contractual models. Over two-thirds of respondents preferred a single contract to allow for better strategic oversight, operational and financial economies of scale and to maximise consistency of service for residents. This was the preferred option of SMEs and larger organisations alike and RBWM agreed with their rationale.
Participation
Legal and financial capacity conditions of participation
Please see the invitation documentation.
Technical ability conditions of participation
Please see the invitation documentation.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
1 December 2025, 1:00pm
Tender submission deadline
2 January 2026, 1:00pm
Submission address and any special instructions
https://public.bravosolution.co.uk/esop/guest/login.do - you will need to register for the platform. Please e-mail Aaron.Fernandes@RBWM.gov.uk in the event of technical issues with access.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
30 March 2026
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Technical Questionnaire | Requirement to respond to the quality questions in the technical questionnaire in observation of any limits imposed. |
Quality | 60% |
| Best Price | Requirement to populate the Authority's pricing schedule and submit a 'Best Price' for the core costings and best unit costings. |
Price | 40% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
There is an error on this system that is not permitting linkage of the relevant notices. Substantial market engagement took place November 2024 - January 2025. A pipeline notice and preliminary market engagement notice were duly published.
Documents
Associated tender documents
https://public.bravosolution.co.uk/esop/guest/login.do
Suppliers will need to register for access to the Jaggaer platform. Please e-mail Aaron.Fernandes@RBWM.gov.uk in the event of technical issues with access.
Contracting authority
Royal Borough of Windsor & Maidenhead
- Public Procurement Organisation Number: PJQM-1124-QDHW
St Ives Road
Maidenhead
SL6 1RF
United Kingdom
Email: procurement@rbwm.gov.uk
Region: UKJ11 - Berkshire
Organisation type: Public authority - sub-central government