INVITATION TO TENDER FOR THE PROVISION OF TREE MAINTENANCE SERVICES

Basingstoke and Deane Borough Council (the Council) is committed to maintaining and enhancing the boroughs natural environment. Protecting and improving the attractive environment that residents enjoy is important; Basingstoke’s trees provide an enormous asset and make it one of the greener towns in the south.

The Council is seeking to appoint a contractor to provide a tree maintenance service throughout the year across the borough of Basingstoke & Deane. The contractor will work closely with the councils in-house Tree Team who will be identifying and issuing orders for the tree works. Works will include mostly pruning, felling and planting. The contractor will be responsible for providing a 24 hour/365 day emergency call out service.

The Council are conducting this procurement using an Open procedure in accordance with the provisions of the Procurement Act 2023. This is a single-stage process, and the Council will evaluate and award the contract solely on the basis of tenders submitted by Tenderers. The purpose of this process is to procure tree maintenance services (the Procurement). The Council are committed to the ethos and principles of the National Procurement Policy Statement for contracting authorities and endorses best practice procurement to maximise value, harness innovation and deliver services that best meet resident and community needs.

The services to be supplied will support the two corporate priorities set out in the Council Plan, namely:
- a place where people can have pride in their communities and the borough; and
- a borough where we protect, restore, reconnect and enhance our natural environment.

This contract will be for five years with an option for a further two-year extension and is expected to commence on Monday 5th January 2026.
Dispatch of ITT: Friday 10th October 2025
Questions & Answers: Friday 10th October 2025 – Tuesday 4th November 2025
Return of Tender: Before 12:00:00 Midday Friday 14th November 2025
Evaluation of Tender: Week Commencing Friday 14th November – Tuesday 2nd December 2025
Notification of Contract Award to Tenderers: Tuesday 9th December 2025

The Council reserves the right to change the above timetable, and Tenderers will be notified accordingly where there is a change in the timetable.

The Council is utilising an electronic tendering tool to manage this procurement and communicate with Tenderers. Accordingly, there will be no hard copy documents issued to Tenderers and all communications with the Council, including the submission of Tenderers’ Responses, will be conducted via the ProContract system, which can be accessed using the following link: https://sebp.due-north.com/

For the information of Tenderers, advice on accessing the system is available using the following link: https://supplierhelp.due-north.com

If you need further assistance using the ProContract system please contact the PROACTIS support team or Email ProContractTenderers@proactis.com OR log a support call directly using the following link: http://proactis.kayako.com/procontractv3/Core/Default/Index

Please note expressions of interest must be registered before 11:00:00 Tuesday 4th November 2025.
Completed tenders and supporting information should be returned no later than 12:00:00 on Tuesday 14th November 2025.

Guidance on submitting a response
Please remember that you must complete and submit your tender response BEFORE THE TENDER CLOSING DATE listed above.

You will not be able to submit your response until it is showing as “100% complete”, once this shows you will be able to click the SUBMIT button. Once successfully submitted your status will change to “submitted” and you should receive an email notification to confirm this.

Please also note that purely just indicating your “expressing of interest” or “intend to respond” does not complete your response, the only way to ensure your bid is received is to complete all the relevant information and submitting your response as detailed above.

Please make sure that you leave plenty of time to upload your full response documents, including time to check nothing is missing.