Grounds Maintenance Tender 2026

Grounds Maintenance Contract Tender 2026

Kings Worthy Parish Council is seeking to appoint a contractor to deliver grounds maintenance services across a range of Parish Council managed sites totalling approximately 11 acres.

The contract will include, but is not limited to, grass cutting, hedge and shrub maintenance, weed control, litter and debris removal associated with grounds maintenance activities, maintenance of sports and recreation areas, and other related grounds maintenance services as specified in the tender documentation.

Due to the potential changes to our number of open spaces as part of the Local Government Reorganisation, the initial contract term will be 12 months commencing on 1 October 2026.

The Council reserves the right, at its sole discretion, to extend the contract for a single additional period of up to 12 months, taking the maximum contract term to 24 months. The extension will be subject to a contract performance review and the Council being satisfied that the contractor has delivered the services in accordance with the contract requirements. Any extension will be on the terms and rates set out in the contract.

The contract includes the option for the Council to instruct additional grounds maintenance services and related works during the contract term. Any such services will be ordered at the Council’s discretion and carried out at the rates set out in the contractor’s submitted Pricing Schedule.

Companies wishing to tender must be suitably qualified and experienced with commercial grounds maintenance contracts of this size.

Three references (including permission to contact the referees for further information) must be submitted with your tender including those for contracts of a similar scale.

Contract commencement date: 1st October 2026

Contract end date: 30th September 2027

The deadline for clarification questions is: Noon on 28th August 2026

Closing date for tender submissions: 23:59 on 31st August 2026

Late tenders will not be accepted

Kings Worthy Parish Council does not bind itself to accept the lowest or any tender.

Tenderers must submit all documents listed under “Tender Submission Documentation” by the stated deadline. Failure to submit any required document may result in the tender being deemed non-compliant and excluded from further consideration. All costs incurred in the preparation and submission of a tender shall be borne by the tenderer.

Tenderers must also provide a copy of their Health & Safety Policy and copy of their Public and Employers Liability insurance certificates. as specified in the conditions of contract.

Please note: The current grounds contractor has indicated that Transfer of Undertakings (Protection of Employment) Regulations do not apply to this tender.

Tender Documentation:

Note – If the Parish Council receives questions or requests for clarification from prospective tenders, we will publish these updates on this webpage. Please check for any updates before submitting your tender.

• Contract agreement & conditions of contract
• Grounds Contract Specification
• Site maps & information (including map of Parish Council litter bins)
• Grounds-Contract-Interview-Tender-Evaluation-Criteria
• Questions Schedule

All the Parish Council’s sites are open to the public and tenderers are welcome to visit the sites.

Tender submission documentation

All documentation below must be submitted electronically to tenders@kingsworthy-pc.gov.uk.

• Non Collusion Declaration (PDF)
• Non Collusion Declaration (Word)
• Tender Submission Document (PDF)
• Tender Submission Document (Word)
• Maintenance Schedules & Summary Pricing Schedule (PDF)
• Maintenance Schedules & Summary Pricing Schedule (Word)
• Tenderer Declaration of Interests (including conflicts of interest) Form (PDF)
• Tenderer Declaration of Interests (including conflicts of interest) Form (Word)
• Response Document containing answers to all questions in the Question Schedule
• Three references as listed above
• Any required supporting evidence

All documentation has been provided in PDF & Microsoft Word format. If you require the documentation in another format, please contact the Parish Office.