Grounds Maintenance - Studley (Various areas)

{
  "buyer": {
    "id": "GB-PPON-PXBW-1394-YDDN",
    "name": "Studley Parish Council"
  },
  "date": "2025-10-02T14:30:25+01:00",
  "id": "061769-2025",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-05a6ef",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Studley",
        "postalCode": "B807SG",
        "region": "UKG13",
        "streetAddress": "Studley Village Hall"
      },
      "contactPoint": {
        "email": "clerk@studleyparishcouncil.gov.uk",
        "name": "Liza Rose",
        "telephone": "+441527853204"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://studleyparishcouncil.gov.uk/"
      },
      "id": "GB-PPON-PXBW-1394-YDDN",
      "identifier": {
        "id": "PXBW-1394-YDDN",
        "scheme": "GB-PPON"
      },
      "name": "Studley Parish Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": false,
    "description": "Location: Studley Cemetery, Castle Road B80 7AB.  \nWhat three words: weeks.foods.dices\nDuration of contract - 3 years from 1st April 2026.\nRequirements - \na) Cut grass (ride on mower allowed in open areas).  Smaller hand mower to be used adjacent to grave stones. \nNumber of cuts per year = 20\nb) Strim around graves and trees.  Blow grass off headstones after strimming.\nNumber of cuts per year = 6 \nc) Edge and tidy pathways and strim perimeter.\nNumber of cuts per year = 4\nd) Weed and tidy beds around gazebo.\nNumber of cuts per year = 6 \ne) Cutting/strimming grass on the outside of the Cemetery Car Park.\nNumber of cuts per year = 2\nIf you intend to submit a bid Grounds Maintenance at Studley Cemetery or other areas, listed below you are required to attend a site familiarisation visit with a member of staff at 8.30am on either the following dates:\nMonday 6th October 2025\nMonday 20th October 2025\nPlease arrive at Parish Council office at 8.30am on either date.\nTender submission deadline is 10am on the 14th November 2025.\nThe council\u0027s finance committee will meet end of November to agree contract awards.  \nIn addition to Studley Cemetery area the Studley Parish Council  are inviting Grounds Maintenance tenders for other areas in the parish, as follows:\n- Studley Village Hall, High Street, Studley -\nContract duration 3 years\n- Crooks Lane Recreation Ground - \nContract  duration 12 months\n- Brickyard Lane Recreation Ground -\nContract duration 12 months \n- Two allotment sites; Station Road and Redditch Road (Redditch Road allotments are known as Dunstall site).\nContract duration - 3 years\n- Studley War Memorial, Alcester Road, Studley \nContract duration - 3 years\n- Railway Green, opposite the Railway Inn on Station Road, Studley.\nContract duration - 3 years \nPlease email office@studleyparishcouncil.gov.uk or call our office on 01527 853204 for specifications and pricing documents.\nTenders will be presented to the finance committee with a scoring matrix as follows -\nValue per year - Weight (importance) - 30\nPublic Liability Insurance Value - Weight (importance) 20\nLocal Business - Weight (importance) 20\nTraining and Qualifications - Weight (importance) 20\nRisk Assessment - Weight (importance) 15\nHealth and Safety Policy - Weight (importance) 10\nMethod Statement - Weight (importance) 10\nTrade References Provided - Weight (importance) 10\nNumber of years trading - Weight (importance) - 5\nWaste Carrier Licence - Weight (importance) - 5\nEach category has a rating of between 1-3 (3 is the highest/best score).  For example, if the value of the tender received is the lowest/ most competitive you will be awarded a rating of 3.  We then multiply the rating by the weighted score, which is 30.  This equals the overall score for that category = 90.  Contracts will be awarded based on the total score and all supporting documentation.\nGeneral:\nThe scope of work will comprise of grounds maintenance, at various locations within the parish of Studley, as identified in the section \ntitled \"Site Location Plans, Scope and Specification of Works\".\nThe term of the contract for each area is included on page 6.\nPrices are to be fixed for the whole term of the contract as stated above.\nAll individual sections of the Description of Works are to be priced.  Failure to price all sections may invalidate your tender.\nThe prices to be included in the Form of Tender are to be the full inclusive value of the work described for the whole term, including all profit, costs and expenses, and all general risks, liabilities and obligations. \nPrices should not include VAT.\nThe council is not bound to accept the lowest or any tender.\nAny queries regarding the interpretation of any part of the contract documents should be addressed to the Parish Clerk by 10am 14th November 2025.\nIf you intend to submit a contract bid you must be available on either 6th October 2025 or 20th October 2025 from 8.30am to visit each area with a member of Studley Parish Council staff.\nNo alteration to the text of any document is to be made by the contractor tendering. If any alteration, amendment, note or addition is made, the same will not be recognised and the reading of the printed schedule will be adhered to. \nThe successful tender together with the Council\u0027s written acceptance shall form a binding agreement in the terms of the Contract documents. \nTenders and all related documentation should be delivered to the council office by 10am on 14th November 2025.\nTenders received late will not be considered. \nTender envelopes submitted must not bear any marking to indicate the identity of the sender.\nGeneral Conditions\nWork and equipment must be of the highest standard and shall conform to all relevant British Standards, Specifications, Codes of Practice and as set out in the Tender document. \nStudley Parish Council require that all operatives are professional, courteous and respectful at all times.  The council expects a high standard of conduct and demeanour from all personnel representing your company.\nPrior to carrying out any work, the Contractor will ensure that the affected area is free of significant obstructions such as stones, paper, tins, bottles and other debris. \nThe Contractor will also inspect each site for areas of ground sinkage/potholes and other areas of potential hazard and will inform the Council immediately of any specific hazards.  Near miss/Hazard reporting forms are available from the Parish Office, within the Village Hall.\nThe Contractor will at all times during the period of the Contract, ensure that all machines engaged in works are sharp and properly set, in order to produce a true and evenly finished job. Any damage or areas of work not carried out to the approval of the Council from such lack of maintenance will be made good by the Contractor at his own expense and to the satisfaction of the Council. \nThe Contractor will at all times during the period of the Contract ensure that machines are properly guarded and maintained in order to present no danger to the operator, surrounding structures, vehicles or any person in the vicinity of operations.  \nThe Contractor will provide all staff with relevant safety equipment, (such as boots, reflective vests, goggles, ear defenders, gloves etc.), and will ensure that staff use appropriate items commensurate with the type of work being carried out. \nDuring the period of the Contract no growth regulators of any form will be applied to any area of turf without the Council sanctioning such an operation in writing, in advance. \nAll grass cutting, strimming, hedge cutting, etc. will be executed cleanly and evenly and without damaging the existing surface and overall appearance. \nThe Contractor will ensure as far as possible that grass clippings are cleared from all paved areas, playground equipment, safety surfaces, memorial stones, paths and  public footpaths, etc., by sweeping or using a blower as appropriate.\nSoft vegetative growth, such as clover will be deemed to be part of the Contract where it falls within large areas of grass. \nSince it is not possible to predict accurately the precise number of mowings which may be required on any site in any one year due to the prevailing weather conditions through the growing season, the Schedule of Works includes a given number of mowings, but the Contractor will be paid on a pro-rata basis for more or less than this number. Any increase in the number of cuts required to be approved by the Clerk prior to commencing the  work. \nMowing will take place on the full area of grass at the site, up to the paving, fencing obstacles and any other boundaries. Works not carried out to the satisfaction of the Council will be revisited by the Contractor at the Contractor\u0027s own expense. \nIn very wet conditions all operations involving grass cutting shall cease until conditions allow operations to recommence without damaging the surface levels and contours of the ground or grass cutting \"divots\" from the machine rollers or cutters. \nShould the Contractor cause damage to the surface or levels of the ground, or create divots during grass cutting operations, the Contractor will at his own expense reinstate such damage forthwith to the satisfaction of the Council. \nWork will be carried out as close as possible to fixed obstructions. Moveable obstructions can be removed to facilitate cutting, but must be replaced before the Contractor leaves the site. \nCutting around obstructions including seats, trees, fence lines, gates, posts, memorial stones, kerbs and the like, and in the proximity of margins, will be undertaken using methods, tools and machines as appropriate.\nIf used, strimmers must not cause damage to any trees, shrubs etc or permanent or removable fittings. \nAll persons using cutting machinery must be competent in their operating methods, satisfactorily trained, and comply with the appropriate Health and Safety legislation. The Council reserves the right to ask the Contractor to provide adequate proof that his operators are properly trained, and competent to carry out the described work. \nNone of the sites have access to running water - so if required the contractor will need to provide their own. \nA regular inspection will be carried out by the Council throughout the period of the contract to ensure the work is completed in accordance with the Specification of Works. \nOver and above this contract there may be times or occasion when bespoke one-off tasks are required by the Parish Council.  For this purpose we also require a set hourly rate to be quoted for these works.\nThe Council reserves the right to call a Contract Review Meeting with the Contractor at a mutually agreed date and time.",
    "documents": [
      {
        "documentType": "biddingDocuments",
        "id": "L-1",
        "url": "https://studleyparishcouncil.gov.uk/2025/10/02/invitation-to-tender-ground-maintenance/"
      },
      {
        "documentType": "biddingDocuments",
        "id": "L-2",
        "url": "https://studleyparishcouncil.gov.uk/2025/10/02/invitation-to-tender-ground-maintenance/"
      },
      {
        "documentType": "technicalSpecifications",
        "id": "L-3",
        "url": "https://studleyparishcouncil.gov.uk/2025/10/02/invitation-to-tender-ground-maintenance/"
      },
      {
        "datePublished": "2025-10-02T14:30:25+01:00",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "061769-2025",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/061769-2025"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2025-11-07T10:00:00Z"
    },
    "id": "KJ 2025",
    "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": "Tender Evaluation Criteria \nWe will be using a Scoring Matrix for the following information submitted with each tender-\nValue per year \t\t\t\t\t\t        Weight (importance) -30\nPubic Liability Insurance value \t\tWeight (importance) -20\nLocal Business\t\t\t\t\t\tWeight (importance) - 20\nTraining and Qualifications\t\t\tWeight (importance) - 20\nRisk Assessment\t\t\t\t\t        Weight (importance) - 15\nHealth and Safety Policy \t\t\t\tWeight (importance) -10\nMethod Statement\t\t\t\t\tWeight (importance) - 10\nTrade References provided \t\t\tWeight (importance) - 10\nNumber of years trading \t\t\t        Weight (importance) - 5\nWaste Carrier Licence\t\t\t\t        Weight (importance) - 5\nEach category has a rating of between 1-3 (3 is the highest/best score).  For example, if the value of the tender received is the lowest/ most competitive you will be awarded a rating of 3.  We then multiply the rating by the weighted score, which is 30.  This equals the overall score for that category = 90.  Contracts will be awarded based on the total score and all supporting documentation provided.\nA scoring Matrix is used to consider all bids in a fair and consistent manner.  Contract awards will be agreed by the Finance Committee in November 2025.  All contractors will be notified of any decisions to award the contract(s)."
        },
        "contractPeriod": {
          "endDate": "2029-03-31T23:59:59+01:00",
          "maxExtentDate": "2030-03-31T23:59:59+01:00",
          "startDate": "2026-04-01T00:00:00+01:00"
        },
        "hasOptions": true,
        "hasRenewal": true,
        "id": "1",
        "options": {
          "description": "Over and above this contract there may be times or occasion when bespoke one-off tasks are required by the Parish Council.  For this purpose we also require a set hourly rate to be quoted for these works."
        },
        "renewal": {
          "description": "Potential extension period - 1 year."
        },
        "selectionCriteria": {
          "criteria": [
            {
              "description": "Must attend a site familiarisation visit on either 6th October 2025 or 20th October 2025.  Arrive at the Parish Council office for 8.30am on either date.\nDocuments required with tender submission -\nForm of Tender\nPricing document\nMethod Statement\nProof of Insurance \nRisk Assessement\nSupplier Questionnaire with associated documents.\nTender submission date - 10am on the 14th November 2025."
            }
          ]
        },
        "status": "active",
        "suitability": {
          "sme": true
        },
        "value": {
          "amountGross": 35000.0,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "otherRequirements": {
      "reservedParticipation": [
        "smeVcse"
      ],
      "reservedParticipationLocation": {
        "description": null,
        "gazetteer": {
          "identifiers": [
            "K02000001"
          ],
          "scheme": "GB-ONS"
        }
      }
    },
    "procurementMethod": "open",
    "procurementMethodDetails": "Below threshold - open competition",
    "status": "active",
    "submissionMethodDetails": "Tenders must be submitted to the Clerk at Studley Parish Council.\nTenders are accepted via email -\nclerk@studleyparishcouncil.gov.uk \nor post at the following address:\nStudley Parish Council \nHigh Street\nStudley \nWarwickshire\nB80 7HJ",
    "submissionTerms": {
      "electronicSubmissionPolicy": "notAllowed"
    },
    "tenderPeriod": {
      "endDate": "2025-11-14T10:00:00Z"
    },
    "title": "Grounds Maintenance - Studley (Various areas)",
    "value": {
      "amountGross": 35000.0,
      "currency": "GBP"
    }
  }
}