Early Market Engagement

Early Market Engagement – Open Spaces Parks and Reserves Maintenance Services
Update to Registered Suppliers – Open Addendum through GETS

Waikato District Council's procurement plan for the tendering of services to maintain the Open Spaces assets is now confirmed.

The contract is to be split into four groups of services, which may be considered for further unbundling into geographical area if tenderers can offer better value through smaller packages.

The contracting packages are as follows:

Responsibilities under new Contract Model:

Procurement for the first three packages will be advertised through a single RFT to be issued in January 2026 for a six-week tender period.

 The Supplier Selection Methodology is as follows:

• Single RFT (boat ramps excluded – for later procurement).
• Weighted Attributes including both non-price and price weighted evaluation 50:50 price quality split.
• An advanced procurement method will be used to enable suppliers the option to tender by geographical area as well as by services – with separate pricing schedules for each option.
• Suppliers can win a single or multiple packages.
• Suppliers must hold a health and safety prequalification certification with an accepted provider (we will accept ISO45001 accreditation, SHE, Tōtika, Qualify 365, or Impac PREQUAL). 
• Economic Outcomes are included to value use of local and iwi businesses and employees, and commitment to sustainable outcomes for the community.

Contracting of the services will be structured as follows:

• NZS3917 2013 Conditions of Contract;
• Use of KPIs to measure performance;
• Measure and Value payment mechanism will allow payment for work done – to be verified by supplier’s data records and regular audit by Contract Managers (CMs);
• Technical specifications updated to align with Recreation Aotearoa spec and tailored to our district.

Scope of services to be Procured:

Contract 1: Parks and Cemeteries Maintenance

• Parks and reserves grounds maintenance, including litter clearance, mowing, edge trimming.
• Gardens maintenance – including annuals, roses, shrubs, revegetation gardens and naturalized bush.
• Cemeteries maintenance and management, including grave digging, supply of internment equipment, aftercare grave maintenance, grave plot probe and disinterment.

Contract 2: Sports Fields and Equipment Maintenance

• Sports grounds and fields mowing and maintenance.
• Pitches and courts maintenance.
• Line marking.
• Sports Equipment coordination.
• Sports turf renewal activities, including irrigation, fertilization, physical treatment – summer and winter, renovation (provisional based on performance and value for money).

Contract 3: Playgrounds, Structures, Furniture and Hard surfaces (non-sports) Maintenance

• Playgrounds maintenance, including structures and surfacing
• Playground monthly routine inspections.
• Hard Surfaces maintenance, including paved, concrete, boardwalks and gravel paths.
• Cleaning of civic centres and carparks in specified locations, including algae control.
• Graffiti removal.
• Trails maintenance, including Walkways/Cycleways, BMX tracks and mountain bike tracks.
• Maintenance of structures, barriers and handrails including boardwalks, staircases, viewing platforms, Handrails & Safety Barriers, Retaining Walls, Band Rotunda and Stages, Fences & Gates (excluding shared boundary fences).

Contract 4: Boat Ramps and Coastal Structures Maintenance (to be procured after the first three – likely March – April 2026)

• Boat ramps, Wharves and Jetties maintenance and sea access (eg Raglan Wharf tidal steps and terraces) maintenance.

Excluded from these four contracts is:

• Asphalt and chipseal resurfacing and repairs in carparks and footpaths/cycleways
• Sport field lighting and pathway lighting.
• Beach cleaning.
• Litter bin emptying.

Note: this procurement plan detail is subject to change, more detail will be provided in the RFT.

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Let’s work together to deliver outstanding services and lasting value for the Waikato District.