Supporting a Grounds Maintenance Contractor to Re-Secure a High-Value Framework Contract
We supported a long-standing grounds maintenance contractor with a re-tender for a public sector framework they were already delivering. The contract covered a wide range of sites including schools, fire stations, libraries, adult care facilities, parks and other public spaces, with an annual value of around £2 million.
The aim was simple: help them clearly show the value they had already been delivering and put them in the strongest possible position to retain the work.
The Challenge
Even though the client was already on the contract, re-tendering still meant they had to compete against other providers.
The submission needed to clearly set out the full scope of their services and prove consistent delivery across a large and varied estate.
This included routine work like grass cutting on a 14-day cycle, hedge maintenance, pruning, weed control, border maintenance and seasonal leaf clearance.
It also covered more specialist areas such as sports pitch preparation, synthetic surface maintenance, line marking and playing field repairs, along with wider responsibilities like waste bin emptying, tree maintenance and play equipment inspections.
Our Approach
We worked closely with the client to build on what they were already doing well and shape it into a clear, structured bid.
We reviewed the specification alongside their current delivery model to make sure everything lined up and to highlight their key strengths.
The response focused on showing their proven track record, reliability and ability to manage a large and varied estate without compromising on quality.
We made sure each service area was clearly explained, from routine grounds maintenance through to more specialist sports and surface works, so evaluators could easily see how they met every part of the contract.
Why this matters to you
Many organisations already deliver strong performance on existing contracts, but still lose them at re-tender stage.
The difference is often not how well you deliver, but how clearly you can evidence and present that delivery in your submission.
If you cannot clearly show what you are already doing, aligned to the specification and scoring criteria, you put your contract at risk even when performance is strong.
The Takeaway
If you are bidding to retain existing contracts, focus on more than just describing what you do.
You need to clearly evidence performance, structure your response around the specification, and make it easy for evaluators to understand and score your delivery.
Strong contracts are not retained by default. They are retained through clear, well-evidenced, and well-structured submissions.
(Case Study 16)
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