Scope
Reference
2025H000038.02
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: BridgendThe estimated start date for the contract is April 2026.
Total value (estimated)
- £1,643,515 excluding VAT
- £1,972,217 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
Please see tender documents as published on Etenderwales.
Lot value (estimated)
- £348,397 excluding VAT
- £418,076 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
Please refer to the tender documents
Lot value (estimated)
- £550,342 excluding VAT
- £660,410 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 2 + 2 years
Options
The right to additional purchases while the contract is valid.
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.
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
Please refer to the tender documents found in Etenderwales
Lot value (estimated)
- £259,107 excluding VAT
- £310,928 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.
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.
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)
- £485,669 excluding VAT
- £582,803 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 3. The Vale
Please see Etender Wales
Lot 2. Cardiff, Torfaen & Newport
Please see Etenderwales
Lot 4. Bridgend
Please see etender wales
Technical ability conditions of participation
Lot 1. Rhondda Cynon Taf
Lot 3. The Vale
Lot 4. Bridgend
Please see etender wales
Lot 2. Cardiff, Torfaen & Newport
Please see etenderwales
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
16 January 2026, 12:00pm
Tender submission deadline
23 January 2026, 12:00am
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
2 March 2026
Award criteria
Lot 1. Rhondda Cynon Taf
| Name | Description | Type |
|---|---|---|
| Pricing | Weighting 30.00 |
Price |
| Quality | Quality weighting 70.00 |
Quality |
Weighting description
Price 30.00
Quality 70.00
Lot 2. Cardiff, Torfaen & Newport
| Name | Description | Type |
|---|---|---|
| Price | 30.00 |
Price |
| Quality | 70.00 |
Quality |
Weighting description
Price 30.00
Quality 70.00
Lot 3. The Vale
| Name | Description | Type |
|---|---|---|
| Quality | 70.00 |
Quality |
| Price | 30.00 |
Price |
Weighting description
Price: 30.00
Quality: 70.00
Lot 4. Bridgend
| Name | Description | Type |
|---|---|---|
| Price | 30.00 |
Price |
| Quality | 70.00 |
Quality |
Weighting description
Quality 70.00
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
Time constraints
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