Multi-Party Framework for Landscape Maintenance Services 2026 – 2030

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

Dublin City Council seeks to establish a multi-operator framework agreement for landscape maintenance services across eight distinct lots. This framework will cover the period from 2026 to 2030, with an initial contract duration of four years and the option for two one-year extensions. The estimated maximum spend under this framework is €15,000,000, excluding VAT.

The scope of services includes, but is not limited to:

• Grass Maintenance: Mowing to various height standards.
• Vegetation Management: General upkeep and control of other plant growth.
• Weed Control: Application of treatments to manage weed proliferation.
• Litter Picking: Removal of refuse from designated areas.
• Hedge Pruning: Maintenance and shaping of hedges.
• Hard Surface Cleaning: Sweeping and cleaning of paved and other hard areas.
• Traffic Management: Provision of associated traffic management services for works on or near roads.

The eight lots are geographically or functionally defined as:

• Lot 1: Central and South Central Parks District Landscape Maintenance.
• Lot 2: South East Parks District Landscape Maintenance.
• Lot 3: North Central Parks District Landscape Maintenance.
• Lot 4: North West Parks District Landscape Maintenance.
• Lot 5: Housing Landscape Maintenance – city wide.
• Lot 6: Roads Landscape Maintenance – city wide.
• Lot 7: Libraries, Fire Stations – city wide.
• Lot 8: Burial grounds – city wide.

Tenderers can apply for one or more lots. Dublin City Council will evaluate each lot separately and establish a distinct framework for each. The first-ranked tenderer in each lot will be awarded the initial contract. The framework may also be used for additional areas requiring landscape maintenance services during its duration, though there is no guarantee of these additional contracts. Sites may be added to or removed from a lot during the contract term, with corresponding price adjustments. A dedicated contract manager is required for each successful tenderer.

3. Background & buyer context

Dublin City Council (DCC) is the local government authority responsible for the social, economic, infrastructural, and cultural development of Dublin city. With a population exceeding 500,000, DCC provides a diverse range of services across various programme groups, including Housing & Building, Road Transportation & Safety, Environmental Protection, and Recreation & Amenity. The council's facilities are spread throughout the city and beyond. This procurement aligns with DCC's ongoing need to maintain public spaces and infrastructure, ensuring the city remains functional and aesthetically maintained for its residents and visitors. The establishment of this multi-operator framework aims to streamline the procurement of landscape maintenance services for a defined period.

4. Eligibility & selection criteria

To be considered for this tender, bidders must meet the following minimum requirements, assessed on a pass/fail basis:

• Turnover requirement: Confirmation that the tendering party's average annual turnover exceeded €500,000 during one of the last three years. Firms established more recently must have been in existence for at least 6 months and demonstrate pro-rata turnover.
• Insurance: Confirmation of the following insurances being in place:
• Employer’s Liability: €13,000,000
• Public Liability: €6,500,000
• Product Liability: €6,500,000
• Insurances must be authorised for the Irish jurisdiction.
• Certifications:
• Membership for the Association of Landscape Contractors of Ireland (ALCI) or a similar professional body is required.
• Demonstration of health & safety systems and procedures in line with relevant Safety Health & Welfare at Work legislation.
• Demonstration of a commitment to quality assurance, with details of policies and systems, and whether 3rd party certified.
• Demonstration of an appropriate environmental management system, whether 3rd party certified or in-house.
• Past experience: Tenderers must demonstrate successful delivery of at least 2 previous comparable contracts/experience. These must include features such as:
• Associated traffic management services.
• Working in live/busy/occupied environments.
• Working in constrained work areas.
• Details of restrictive access.
• Experience encompassing grass maintenance to various height standards, other vegetation management, weed control, litter picking, hedge pruning, and cleaning of hard surfaces.
• Personnel: Not specified as a minimum requirement for selection, but CVs for proposed personnel are required for award evaluation.
• Geographic / facility constraints: Not specified as a selection criterion, but services are for Dublin City Council areas.

5. Award criteria & scoring

The framework will be awarded on the basis of the Most Economically Advantageous Tender (MEAT), considering both qualitative and cost elements.

Tenderers must achieve a minimum of 50% for criteria A, B, and C to avoid elimination. The cost criterion (D) will be scored in inverse proportion to the lowest cost valid tender. Tie-break rules prioritize qualitative assessment scores, then specific criteria (A, B, C, D) in descending order, and finally random selection.

6. Submission requirements

Tenderers are required to submit their proposals via the eTenders portal using the specified Tender Response Document (TRD). Key submission components include:

• Tender Response Document (TRD): This document must be completed in full, providing all requested information for each lot tendered.
• Pricing Schedule: A separate Excel document containing pricing for each lot. Tenderers applying for multiple lots can include percentage discounts.
• CVs: CVs for proposed project managers and team members, detailing expertise and workloads.
• Organogram: A clear organogram of the proposed project team, including the Project Manager/Lead.
• Responsibility Assignment Matrix: Identifying the responsibilities of all proposed team members.
• Declarations:
• Declaration of Bona Fides (Article 57).
• Declaration regarding compliance with relevant Statutory Obligations.
• Article 5k Declaration regarding EU Regulation 2022/576.
• Confirmation of tax compliance.
• Insurance Confirmation: Evidence of required insurance policies.
• Previous Contracts/Experience: Details of at least 2 comparable previous contracts.
• Health & Safety, Quality Assurance, Environmental Management System Information: As detailed in the TRD.
• Professional Body Membership: Evidence of membership in ALCI or a similar body.
• Framework Terms and Conditions: Acceptance of DCC's Framework Terms and Conditions and the General Terms and Conditions for Services 2021.

A mandatory site visit is not specified.

7. Key dates & process

These dates are estimates and not guaranteed.

8. Contract terms that matter

The framework agreement will be for four years, with an option for two additional one-year extensions. Prices quoted must remain firm for the first 12 months, after which reviews will occur in consultation with DCC, with increases not exceeding CPI inflation. All prices must be inclusive of transport costs and duties, excluding VAT. Invoicing will be monthly, requiring a DCC purchase order number. Successful tenderers will undergo a 12-month probationary period, subject to review every six months thereafter. Termination is at DCC's discretion for various reasons, including uncompetitive commercial arrangements due to external factors. Performance will be monitored based on quality of service, cost competitiveness, and turnaround time.

9. Risks, red flags & unusuals

• Multi-Operator Framework with Cascade: The framework will admit five operators, but contracts will be awarded using a cascade method. This means the first-ranked operator in each lot gets the initial contract, but if they cannot deliver, the next ranked is approached. This introduces uncertainty for lower-ranked firms regarding actual contract awards.
• No Guaranteed Expenditure: While the estimated value is €15 million, there is no guaranteed expenditure under the framework.
• Right to Tender Outside Framework: DCC reserves the right to procure requirements outside this framework without reference to framework members.
• Site Additions/Removals: Sites can be added to or removed from lots during the contract, requiring price adjustments and potentially impacting workload predictability.
• Probationary Period & Performance Reviews: A 12-month probationary period followed by 6-monthly reviews means contracts can be terminated if performance is unsatisfactory, with the right to revert to the second-ranked tenderer.
• No Minimum Score for Cost: While qualitative criteria have minimum score requirements, the cost criterion does not, meaning a very high cost could still win if qualitative scores are exceptionally high.

10. SME fit assessment

This tender is structured as a multi-operator framework with eight distinct lots, suggesting it is open to a range of landscape maintenance providers. Small to medium-sized enterprises (SMEs) are encouraged to participate and can form relationships with other SMEs or larger enterprises to meet capacity requirements. Consortiums or joint ventures are permitted, but they must establish legal personality if successful. The bid preparation effort would likely be significant, requiring detailed responses for each lot applied for, including technical capacity, past experience, and detailed pricing. The requirement for 2 comparable past contracts and specific insurance levels may present a barrier for very small or newly established firms. The cascade award mechanism means that even a high-scoring tenderer is not guaranteed the initial contract, potentially reducing the 'probability of winning' for any single bid, but offering multiple chances within the framework.

11. Where to dig deeper

• Source RFT Filename: V5 MPFWA RFT Landscape .pdf
• eTenders CFT ID: Not specified in the provided text.
• Contact for Queries: Via www.etenders.gov.ie only.
• Key Attachments:
• Appendix A: Landscape services brief (for full details of services and lots).
• Appendix B: Pollinator Sward Maintenance regime.
• Tender Response Document (TRD) - the template for submissions.