VILLAGE GROUNDS MAINTENANCE CONTRACT

{
  "buyer": {
    "id": "GB-PPON-PYPP-5317-VXRD",
    "name": "Chobham Parish Council"
  },
  "date": "2025-03-27T14:34:18Z",
  "id": "011584-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-04f995",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Chobham, Woking",
        "postalCode": "GU24 8AJ",
        "region": "UKJ25",
        "streetAddress": "Chobham Pavilion, Chobham Recreation Ground, Station Road"
      },
      "contactPoint": {
        "email": "admin@chobhamparishcouncil.org",
        "name": "Vikki Dawson"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://chobhamparishcouncil.org/"
      },
      "id": "GB-PPON-PYPP-5317-VXRD",
      "identifier": {
        "id": "PYPP-5317-VXRD",
        "scheme": "GB-PPON"
      },
      "name": "Chobham Parish Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": false,
    "description": "VILLAGE GROUNDS MAINTENANCE CONTRACT\nThis contract is made between Chobham Parish Council (the Council) and  (the Contractor) for the maintenance of Chobham Village Grounds.\nPeriod of Contract - the contract shall be in force for a period of three years, commencing on 1st June 2022 and ceasing on 31st May 2025.\nSpecification of work - details of the work to be completed under this contract is shown in Appendix A.\nHours of maintenance work -The maintenance work must be undertaken between the hours of 8.00am and 6.00pm Monday to Friday and must not take place on Saturdays, Sundays, or Bank Holiday Mondays, unless agreed with the Clerk due to exceptional circumstances. All work should be carried out with the minimum noise and disturbance to the public. \nExecution of work - the contractor shall be required to carry out and complete the specified work within the general horticultural/ agricultural practices. The Council expects the Contractor at all time to undertake the highest standards of customer care when dealing with the general public. The Contractor shall use only approved weed killers and fertiliser and provide the Parish Administrator with the COSHH paperwork.\nManagements of contract - the Parish Administrator is responsible for overseeing the day to day management of the contract.\nRisk Assessments - the Contractor shall complete risk assessments schedules for the works as required by the Parish Council. \nEquipment - the Contractor shall provide his own equipment and ensure that all machinery is maintained in good working order at all times. The maximum acceptable breakdown period in respect of mechanical breakdown will be 48 hours.\nStandard of grass cutting - all grass must be cut cleanly and evenly, to the same height on each site without damaging the existing surface. Mowing must take place on the full area of the grass at the site, up to the paving, fencing and any other boundaries.\nFrequency of grass cutting - grass cutting is to be undertaken weekly during the growing season (April - September) as per specification. Flexibility is allowed for fewer cuts when the weather is hot, on the basis that these cuts may be held over and undertaken during wetter period. \nRepair of damage - should the Contractor cause any damage to Council property he must reinstate and make good any damage to the satisfaction of the Council. The Contractor shall indemnify the Council against any claim or proceedings for any injury or damage to any property or persons or animals as a result of negligence, poor workmanship or failure to notify the Council of any action likely to cause injury or damage to a third party.\nStaff and Supervision - the Contractor shall ensure that at all times during the contract period, all Staff of the Contractor are properly supervised and act in accordance with the Health and Safety at Work Act of 1974 and any other acts, orders, regulations and codes of practice relating to health and safety which may apply. The Council shall request that any employee of the Contractor whose behaviour or actions is considered to be unsatisfactory, shall be removed from the contract.\nInsurance - throughout the period of the contract, the Contractor shall hold Public Liability Insurance and Employers Liability Insurance (if applicable).  A copy of these policies should be given the Clerk annually. \nNon- completion of works - if the Contractor shall omit or fail to perform any part of the work in accordance with the specification, the Council shall require the Contractor to complete the work within 24 hours. \nBreach of contract - the Council will make a written complaint to the Contractor for omission or failure to complete the specified work to a satisfactory standard. Should the Contractor receive more than two written complaints, a meeting between the Council and the Contractor shall take place to discuss appropriate remedial actions. The Council reserve the right to terminate the contract giving one months\u0027 notice if the Contractor continues to breach the contract after the meeting with the Council has taken place.\nTermination of the contract - either party may terminate the Contract by giving three months\u0027 notice in writing.\nPayment - the Contractor shall submit invoices to the Council on a monthly basis in arrears. The Council shall pay the Contractor\u0027s invoice within 30 days of the date of invoice",
    "documents": [
      {
        "documentType": "biddingDocuments",
        "format": "application/vnd.openxmlformats-officedocument.wordprocessingml.document",
        "id": "A-353",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-353"
      },
      {
        "datePublished": "2025-03-27T14:34:18Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "011584-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/011584-2025"
      }
    ],
    "id": "Village Maintenance contract CPC",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Grounds maintenance services",
            "id": "77314000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKC"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKD"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKE"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKF"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKG"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKH"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKI"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKJ"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "description": "AWARD CRITERIA: the following weightings will be applied\nExperience of public ground maintenance contracts - two references required 50%\nValue for money - 30%\nLocal contractors - 10 miles radius from Chobham 20%"
        },
        "contractPeriod": {
          "endDate": "2028-05-31T23:59:59+01:00",
          "startDate": "2025-06-01T00:00:00+01:00"
        },
        "id": "1",
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amount": 24000,
          "amountGross": 28800,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "otherRequirements": {
      "reservedParticipationLocation": {
        "description": "Surrey",
        "gazetteer": {
          "identifiers": [
            "E10000030"
          ],
          "scheme": "GB-ONS"
        }
      }
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Below threshold - open competition",
    "status": "active",
    "submissionMethodDetails": "Chobham Parish Council\nStation Road\nChobham\nGU24 8AJ\nemail admin@chobhamparishcouncil.org",
    "submissionTerms": {
      "electronicSubmissionPolicy": "notAllowed"
    },
    "techniques": {
      "frameworkAgreement": {
        "description": "Section A: CHURCHYARD surrounding St Lawrence Church in Chobham High Street GU24 8AA\nArea/task\tRequirement\tTiming\tOther notes\nGrass\tClose cut mowing avoiding damage to headstones and similar structures\nCuttings can be left if grass less than 2inches/5cm.\nCut and clear if grass more than 2 inches/5cm\t1st April to 30th September: Once a week \n1st October to 31st March: mow when the grass reaches 2 inches/5cm\t\n\tTo strim around trees, headstones and similar structures avoiding damage.\n\t1st April to 30th September: Once a week \n1st October to 31st March: mow when the grass reaches 2 inches/5cm\t\nTrees and Shrubbery\n\tClear undergrowth under the trees\tOnce a month\tBe careful not to damage the spring bulb growth\n\tTidy shrubbery. Clear rubbish and weeds\tOnce a month\t\n\tRemove fallen branches\n\tAs necessary\tReport incidents to parish office\nParking area and paths\tSweep and clear away debris to maintain a tidy appearance.\tWeekly  \t\n\tApply approved moss and weedkiller\tOnce a year \t\n\tProvide COSHH paperwork\tAs required\t\n\tCut back path edges\tOnce a year\t\n\tPaved path to be treated with Qualgex or suitable approved chemical\tTwice a year\t\n\tProvide COSHH paperwork\tAs required\t\nLitter\tClear all litter from the area and empty litterbins. Remove arisings from site.\tOnce weekly \tReport excesses and incidents to the Parish clerk\nSection B: BENHAMS CORNER, green area at junction of Vicarage Road and High Street, Chobham GU24 8LY, \u0026 CANNON CORNER, small green and war memorial at High Street Chobham\nArea/task\tRequirement\tTiming\tOther notes\nGrass \n\tClose cut mowing \nCuttings can be left if grass less than 2inches/5cm.\nCut and clear if grass more then 2 inches/5cm\t1st April to 30th September: Once a week \n1st October to 31st March: mow when the grass reaches 2 inches/5cm\t\n\tCut path edges in line with natural boundaries and pathways\n\tOnce a year\t\nPaths\tSweep and clear away debris to maintain a tidy appearance \n\tWeekly\t\n\tApply approved moss and weedkiller\tTwice a year\t\n\tApply Qualgex biocide or suitable alternative to brick paths to control algae\tTwice a year\t\n\tProvide COSHH paperwork\tAs required\t\nTrees, Hedges \u0026 Shrubbery \n\tClear and remove leaves\tWeekly in Autumn and as needed throughout the rest of the year\t\n\tRemove fallen branches\tAs and when occurring \tReport incidents to the Clerk.\n\tCut beech hedge adjacent to museum\tTwice a year in July and November.\t\n\tMaintain the flower bed at Benhams Corner which runs along the side of the path by the wall, keeping it weed free and trimming back plants to keep the path clear\tAt all times\t\nBus Shelter\tClear leaves and ivy\tAs and when occurring\t\nWar memorial\tYew bushes to be cut\tTwice a year in July and early November (in the week before Remembrance Day). \nWar Memorial for the week before Remembrance Day and afterwards\n\tEnsure area immediately adjacent is neat and tidy.  \nIn addition to regular mowing, the grassed area to be mown and grass clippings removed in the week before Remembrance Day.\tAnnually\t\n\tRemove tributes placed on Remembrance Day\tAs they deteriorate, but no later than 1st March of the following year\t\nHigh Street Poppies\tPoppies to be put up on High Street lampposts during the last week in October and taken down by the end of the first week of December every year\tAnnually\t\nSection C: THE LEAT, High Street, Chobham\nWeekly maintenance\nArea/task\tRequirement\tTiming\tOther notes\nGrass verge\tTo cut grass on the verge on the top of the bank. Leave a neat and well-cut finished\tWeekly\t\nBankside\tTo strim edge of the bank overhanging the waterway to the leading edge\tWeekly\t\nGeneral\tTo clear all leaves from the site \nTo remove suckers from base of trees\tWeekly\nAs required\t\nSection D: \tVALLEY END WAR MEMORIAL, Valley End Road, Valley End, Chobham, GU24 8TD, opposite St Saviour Church \nJUBILEE MOUNT, Chobham Common, access off Staple Hill.\nVALLEY END WAR MEMORIAL\nArea/task\tRequirement\tTiming\tOther notes\nGrass \n\tClose cut mowing\nCuttings can be left if grass less than 2inches/5cm.\nCut and clear if grass more then 2 inches/5cm\t1st April to 30th September: Once a week \n1st October to 31st March: mow when the grass reaches 2 inches/5cm\t\n\tTo strim around the posts and ditch during the dormant period, from October to March, to maintain a tidy appearance \tWhen over 2 inches/5cm high\t\nPaths\tSweep and clear away debris to maintain a tidy appearance\tWeekly\t\n\tIn addition to regular mowing, the grassed area to be mown and grass clippings removed in the week before Remembrance Day.\tNovember\t\n\tApply Qualgex biocide or suitable alternative to brick paths to control algae\tTwice a year\t\n\tAny litter to be removed from the War Memorial site\tAs needed\t\n\tRemove tributes placed on Remembrance Day\tAs they deteriorate, but no later than 1st March of following year\t\nJUBILEE MOUNT\n\tTo mow grass areas and leave cuttings in situ\tAnnually at the end of September",
        "method": "withAndWithoutReopeningCompetition",
        "type": "closed"
      },
      "hasFrameworkAgreement": true
    },
    "tenderPeriod": {
      "endDate": "2025-05-09T23:59:59+01:00"
    },
    "title": "VILLAGE GROUNDS MAINTENANCE CONTRACT",
    "value": {
      "amount": 24000,
      "amountGross": 28800,
      "currency": "GBP"
    }
  }
}