Writing a Grounds Maintenance Tender

Competing for grounds maintenance tenders through the competitive tender procedure is becoming increasingly difficult. As an industry with relatively low barriers to entry, there are a surprising number of organisations all competing for the same work. This is a trend not seen to this extent across other industries where barriers to entry include cost, expertise, investment in technology and registration with regulatory bodies.

However, there may be low barriers to entry but it is clear from the scope of specifications that emerge from many tender opportunities that the industry, and contracts available, are much more complex than perhaps one would expect. As a strategic area of facilities management, grounds maintenance tenders can cover a wide scope, ranging from housing association garden maintenance to sea front and cemetery public spaces, and many incorporate cleaning of communal areas. It can be a challenge for tender writers to demonstrate competence across all functions and only the best companies win the bids.

As the competition for grounds maintenance tenders increases, some companies are constantly seeking the best ways to stand out from the crowd. So what can you do if you are a grounds maintenance specialist company and wish to stand out from the competition?

Read our top tips for success below


Consider registration with Constructionline or CHAS – Registration with Constructionline certifies that you have met the pre-qualification requirements for both public and private sector procurement. All applications are vetted by the Department for Business Innovation and Skills who manage the register for both suppliers and buyers. The PQQ requires detailed and comprehensive information relating to the activities of the company in the areas of health and safety, equality and diversity, environmental management, employee training and development, qualifications, experience and quality standards. Also consider accreditation from Contractor Plus, a confirmation of rigorous health and safety standard qualified by an external body.

Obtain ISO 9001 accreditation – a proven emblem of quality that appeals to buyers and increases your chances of winning grounds maintenance tenders. The cost of this standard certification is far outweighed by the status and benefits it commands.

Apply for professional membership – voluntary registration to strict codes of practice is of huge appeal to potential buyers. Registration with BALI or the Institute of Groundmanship, the Horticultural Trades Association or whichever professional body best suits your business strategy and potential client base.

Tenant Liaison- Make sure you have robust tenant liaison processes and systems in place. You should ensure that someone has direct responsibility for this very important aspect of the work. Even better if they are a dedicated resource. You will need systems in place for dealing with vulnerable residents and for resident involvement in the quality inspection process.

Hire a professional tender writing company – Look in particular for companies with a strong record of grounds maintenance tender wins. They can guide you through the entire process, map your organisation to the tender specification and ensure that your tender appeals directly to the buyer. If you prefer to write your own tenders, a tender consultant can be employed to evaluate your tender prior to submission and advise on any detrimental or missing elements.

The above examples show that to increase your grounds maintenance tender win rate, investment in proving to potential clients that your organisation is professional, trustworthy, well-respected and above board in all areas relating to health, safety and quality, will ensure that you are amongst the favourites for each contract you tender for.