LYDIATE PARISH COUNCIL

INVITATION TO TENDER – GRASS CUTTING CONTRACT

Introduction

Tenders are invited for the cutting of grass on various sites managed by or belonging to Lydiate Parish Council.

Contract Term

The contract is for a four year period, running from 1 April 2016 to 31 March 2020.The first two years will be at the fixed price of the tender submission, following which the contract value may be reviewed.

Submission of tender

Tender documents should be submitted in a sealed envelope, clearly marked “GRASS CUTTING TENDER ” and must be received no later than noon on Thursday 18 February 2016. They should be sent to:

Barbara Weightman

Parish Clerk

Lydiate Parish Council

Lydiate Village Centre

Lambshear Lane

Lydiate

Merseyside

L31 2LA

Tender documents should consist of:

  • Completed Form of Tender
  • Completed Contractor Information Form
  • Copy of Public Liability Insurance Certificate

SCOPE OF WORK

Geographical Areas

The eight sites are spread across the Lydiate area and are highlighted on the enclosed location map. They have different cutting requirements, as follows:

Specification A

Sandy Lane Playing Field

Specification B

Clent Gardens

Kenyons Lane

Mallory Avenue

Oakhill Park

Ridgeway Park

Village Centre Lambshear Lane

Weld Blundell

Specification

Grass areas to be cut from April to September:

Specification A /
  • Regular weekly visits, at approximately seven day intervals
  • Grass height to be between 25mm and 30mm
  • 26 cuts

Specification B /
  • Regular fortnightly visits, at approximately 14 day intervals
  • Grass height to be between 25mm and 60mm
  • 13 cuts

Grass cut frequencies are influenced by weather conditions and increased or reduced visits may be required, with prior agreement of the Parish Clerk.

After mowing, grassed areas should be even and neat in appearance.

Grass clippings can be left on site, evenly distributed over the area.

Adjacent paved and tarmac areas must be left clean and tidy at the end of each visit.

In addition to the regular grass cutting, an annual weed and feed treatment may be carried out at the start of the growing season. Additional prices should be provided for this work, as per the schedule on the Form of Tender, but would only be carried out when specifically requested by the Parish Clerk.

Note: The strimming of boundaries, hedge lines, obstacles and upstanding kerbs is not included in the contract. These tasks are carried out by the Council’s own staff and it will be necessary for the successful contractor to liaise with them on a weekly basis, with regard to actual work carried out.

Contractor requirements

The successful contractor must:

  • Deploy competent and experienced employees with relevant qualifications, ability, experience and competency.
  • Comply with all relevant statutes, e.g. the Health and Safety at Work Act, COSHH Regulations and other agreements in respect of safety, health and welfare.
  • Take all necessary measures for the protection of work people, the public and adjoining property.
  • Have Public Liability Insurance with a minimum cover of £5million.
  • Provide the Parish Council with a written Method Statement and Risk Assessment, prior to commencing the contract.

The contractor shall not assign the contract nor sub-contract any part of the work, without the Council’s prior consent.

Payment

Payment will be made by cheque or bank transfer on receipt of an invoice. The contractor should submit invoices on a monthly or quarterly basis, listing all relevant visit dates covered in that period.

Termination

The grass cutting contract may be terminated by either party giving three month’s notice in writing. However, in the event of poor performance, the Council reserves the right to terminate the contract with immediate effect.

Grass cutting tender exercise – January 2016