Grounds maintenance service level agreement and call-off contract 2022

Grounds Maintenance Service Level Agreement and Call-off Contract 2022

Tender Brief

Purpose Frodsham Town Council wishes to commission a contractor for the overall maintenance of its land assets, which include playing fields, play areas, community orchards, cemetery, woods etc. A separate schedule detailing the sites to be maintained, the tasks required to be performed, and an estimate of the quantity of work is attached.

Tender The contract will split between regular activities included in the Service Level Agreement and activities which will be requested on a call-off basis when and if required. The spreadsheet, attached should be used to prepare your quotation by indicating a unit price for each activity. The spreadsheet will automatically add up the quotation.

Other requirements Most of the activity will be during the spring, summer and autumn, although some including litter picking with be year round.

At the start of the contract, and annually if a 3-year SLA is awarded, a year plan of proposed monthly activities will be submitted. Obviously there will be times when it isn't possible to carry out planned activities due to weather conditions or other unexpected incidents and this should be reported straight away to the Town Clerk. Day-to-day on the ground contact will be with the Town Clerk. There will be a start of contract meeting with the Town Clerk to go through the schedule and year plan to ensure the smooth running of the SLA/contract.

Monthly reports must be sent to the Town Clerk.

At the end of each month an invoice must be submitted for the work carried out under the Service Level Agreement. Any call-off contract activities will be invoiced separately on completion.

Documentation Required with Tender

Full Tender will include: Submission Form Appendix A (Budget Form) Health & Safety Policy Insurance & Indemnity Certificates Operator Certificates inc pesticides Waste disposal certificate Street Works Certificate Play area operation certificates.

Process: Release tender documentation week beginning 20th September Advert on Council website and noticeboards week beginning 20th September Site visits can be arranged from 27th September

Deadline for questions 22nd October

Deadline for FTC responses 29th October

Deadline for submission of Tenders Noon on 5th November Submission must be by email: The email must be sent with the subject heading: Confidential. Grounds Maintenance Tender

Committee meeting to consider tenders 9th November & award contract

Full Council meeting to ratify award of Contract 29th November Contract start date 1st December

Deadline for submission of Tenders by noon on 5th November Submission must be by email to: Jo O'Donoghue Town Clerk [email protected]

Attachments required:

Submission Form Appendix A (Budget Form) Health & Safety Policy Insurance Certificates Operator Certificates Waste Certificate Street Works Certificate Quality Assurance Certificates (if any)