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Invitation To Tender (ITT) Grounds Maintenance Contract: Autumn/Winter 2022

Invitation To Tender (ITT) Grounds Maintenance Contract: Autumn/Winter 2022 150 150 hw_deputyclerk

Haydon Wick Parish Council in North Swindon, wishes to seek a Grounds Maintenance Contractor to conduct an enhanced specification of the autumn/winter 2022 hedge cutting schedule.
The required works described in this tender specification are expected to be executed by the Contractor in a manner that enhances the reputation of the Council for the maintenance of its open spaces. In general, what is required is the best horticultural / arboriculture practices to be implemented and the maintenance of rigorous standards of discipline, cleanliness, and tidiness.
The quality of finish of the cut is currently of reasonable standard, and the Contractor will be expected to maintain, and where practical over the contract period, enhance the standard.

The Head of Parks & Open Spaces is currently updating the grounds maintenance maps (shown below) with further local grounds knowledge and information of any additional shrubs that have not been included on the maps provided. If you wish to review the updated and detailed maps, please contact Dave Hunt (Head of Parks & Open Spaces) on POSTManager@haydonwick.gov.uk

If you wish to tender for this contract, the documents should be received back at 10am on Friday 5th August 2022.

Invitation To Tender Documents:
Autumn Winter Hedge Cutting 2022
HW Shrubs-Hedges-Bushes North
HW Shrubs-Hedges-Bushes South

The initial contract period for the Autumn/Winter ITT is October 2022 – February 2023. A key factor when setting this duration is giving consideration to the bird nesting season and not being able to do hedge cutting works in the spring, as per legislation and best practice.

The Council intends to conduct an Invitation To Tender (ITT) in 2023 for a three year Hedge, Shrub and Low Lying Trees Maintenance Contract. This initial five month contract will provide benchmark data for both parties to assess the unprecedented changes to a wide range of external factors (for example fuel prices, supply chain delays and staff recruitment/retention).

Potential suppliers should not be deterred by this initial short duration because it may be open to discussing future service arrangement, in line with the Council’s procurement policy. The Council also recognises there will be a potential for additional ad-hoc works to accompany the contract for example; more extensive tree works and areas outside of the scope of the contract.

CLARIFICATION QUESTIONS RECEIVED TO DATE (21/07/2022)

Q) The above contract is advertised as a PIN, however, there seems to be a tender deadline. Can you confirm whether this is a PIN or open to tender?
A) Thanks for bringing the wrong category to our attention. It has now been reuploaded and is live for viewing now.

Q) Apologies, I cannot find the link to the tender portal or how I register interest. Please can you forward it to me?
A) Try this link for the public contracts finder listing https://www.contractsfinder.service.gov.uk/notice/4a8c9f61-5124-4842-8ccb-e17d57542943. If not, I am happy to send the documents to you via email or the documents are available on the Parish Council’s website https://haydonwick.gov.uk/invitation-to-tender-itt-grounds-maintenance-contract-autumn-winter-2022/

Q) Please could you send me a key of the maps?
A) The map key is identified in colours below:

Yellow – Parish Boundary
Red – Low Level Shrubs
Blue – Large hedges to be cut by tractor flail, but maintenance to sides and borders from ground level can be achieved
Pink – Either leased land under separate contracts or private property, notes and location should establish
Green – Grass to be cut by Haydon Wick Parish Council
Olive – Low Level Tree maintenance, overall maintenance and tree works over 12ft is for Swindon Borough Council

Q) Would it be possible to provide the tender document in Microsoft Word format?
A) Of course, please find this attached.

Q) Do you have any feature measurements to accompany the maps?
A) The Head of Parks & Open Spaces is working on updating the maps and any measurements. This will be available shortly, but in the meantime, I can ask him to send any details across. Site visits also welcomed to discuss further and show the maps.

Q) We note the budget stated is £60k – please can you confirm if this is the budget for just the 2022/23 work, or whether the contract term is longer?
A) Yes £60,000.00 for the initial contract term, which is October 22 – February 23 to conduct the autumn winter/cut only. In 2023 the Council will be looking for something more permanent over a three contract. Earlier discussions could take place if the contract was going well and there is scope for ad-hoc works when required. The Council has issued a statement regarding the duration of the contract which can be found below.

Q) Can you confirm the duration of the contract?
A) The initial contract period for the Autumn/Winter ITT is October 2022 – February 2023.

A key factor when setting this duration is giving consideration to the bird nesting season and not being able to do hedge cutting works in the spring, as per legislation and best practice. The Council intends to conduct an Invitation to Tender (ITT) in 2023 for a three year Hedge, Shrub and Low Lying Trees Maintenance Contract. This initial five month contract will provide benchmark data for both parties to assess the unprecedented changes to a wide range of external factors (for example fuel prices, supply chain delays and staff recruitment/retention).

Potential suppliers should not be deterred by this initial short duration because it may be open to discussing future service arrangement, in line with the Council’s procurement policy. The Council also recognises there will be a potential for additional ad-hoc works to accompany the contract for example, more extensive tree works and areas outside of the scope of the contract.

Q) We would very much like to tender for the Grounds Maintenance Bushes/Shrubs/Hedge/Low-Level Tree Works (Autumn – Winter 2022) and would like to attend site and have a drive around to look at the extent of works, to provide a competitive price for these works. Could you please forward me the detailed maps, to enable us to complete the tender?
A) Attached are the maps showing locations and works required as part of this tender.  Measurements are not currently included as the Head of Parks & Open Spaces is in the process now of trying to update the maps with some square meter measurements. Site visits are welcomed, and information will be provided as soon as its available

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