- Scope of the procurement
- Lot 1. Floral displays- planting
- Lot 2. floral displays- Watering
- Lot 3. Grassed areas and hedges
- Lot 4. Highway verges
- Lot 5. Ardleigh Millennium Green maintenance
- Lot 6. Ardleigh Recreation Ground and Village Hall grounds
- Lot 7. Street/ footpath light maintenance and servicing
- Lot 8. Tree survey and maintenance
Section one: Contracting authority
one.1) Name and addresses
ARDLEIGH PARISH COUNCIL
Po Box 12865,Great Bromley
COLCHESTER
CO77EZ
Contact
Rachel Fletcher
Telephone
+44 1206619532
Country
United Kingdom
NUTS code
UKH34 - Essex Haven Gateway
Internet address(es)
Main address
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted to the above-mentioned address
one.4) Type of the contracting authority
Regional or local authority
one.5) Main activity
General public services
Section two: Object
two.1) Scope of the procurement
two.1.1) Title
Maintenance of grounds, trees, grass, hedges, verges, street lights and
two.1.2) Main CPV code
- 77300000 - Horticultural services
two.1.3) Type of contract
Services
two.1.4) Short description
Tenders are invited for Ardleigh Parish Council Contracts for three years starting 1 April 2022. Areas of work include maintenance of Ardleigh Recreation Ground, Millennium Green, Cemetery and/or Churchyard and other grassed areas, verge cutting, street lighting, planting and watering floral displays and tree surveys.
Details https://bit.ly/APCcontracts
Bids will be considered from suitably qualified and experienced contractors, organisations or individuals for any or all
of the items in a particular section.
Quotations are requested on the basis of price per item per cut/attendance, with recommendations as to number of
cuts/attendance expected to be required per year, where appropriate. Please also provide cost of additional or oneoff work, which may be requested, with hourly rate.
two.1.6) Information about lots
This contract is divided into lots: Yes
Tenders may be submitted for all lots
two.2) Description
two.2.1) Title
Floral displays- planting
Lot No
1
two.2.2) Additional CPV code(s)
- 77330000 - Floral-display services
two.2.3) Place of performance
NUTS codes
- UKH - East of England
Main site or place of performance
Ardleigh Village Centre
Ardleigh
Essex
two.2.4) Description of the procurement
1a. To supply and maintain the floral tubs and baskets around the village of Ardleigh as detailed;
1b. To supply and plant ready for summer colour, 14 barrels of varying sizes and 24 'lamppost' half baskets.
1c. To empty and refill the 14 barrels for winter colour
1d. To maintain the barrels and baskets throughout the year
1e. To replace the barrels where necessary (this can be additionally charged if and when replacement is
required)
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
floral displays- Watering
Lot No
2
two.2.2) Additional CPV code(s)
- 77330000 - Floral-display services
two.2.3) Place of performance
NUTS codes
- UKH - East of England
Main site or place of performance
Ardleigh Village centre
Ardleigh,
Essex
two.2.4) Description of the procurement
2a. To fit and remove the baskets on lampposts (24).
2b. To water 14 barrels and 24 high level baskets regularly throughout the summer season and until end of
September.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Grassed areas and hedges
Lot No
3
two.2.2) Additional CPV code(s)
- 77310000 - Planting and maintenance services of green areas
two.2.3) Place of performance
NUTS codes
- UKH - East of England
Main site or place of performance
Ardleigh Parish
Ardleigh
Essex
two.2.4) Description of the procurement
3a. Ardleigh Churchyard grass cutting.
3b. Ardleigh Churchyard strim and weed the base of trees
3c. Ardleigh Churchyard gravestones to be carefully strimmed avoiding damage to memorial items.
3d. Trim cemetery boundary hedges as necessary.
3e. Ardleigh Cemetery grass cutting.
3f. Ardleigh Churchyard strim and weed the base of trees
3g. Ardleigh Churchyard all gravestones to be carefully strimmed avoiding damage to memorial items.
3h. Paths in cemetery/churchyard to be weed control as required
3i. Clear leaf fall on paths -seasonal leaf fall to be cleared from site.
3j. Cutting of Grassed area outside church lych-gate
3k. Grass cutting opposite church near bench, including adjacent Jubilee gardens and surrounding hedges.
3j. Hedges to Jubilee Gardens where abut pavement especially along Station Road and hedge to boundary of
public car park to be trimmed as necessary to prevent overhang on pavements. Including pedestrian access
to car park and adjacent public footpath.
3l. Cutting grassed area around notice board and bus shelter adjacent to junction of A137/Station Road,
behind pavement, including maintenance of shrubs etc on adjacent seating area.
3m. Cutting grassed area outside Littlecourt.
3n. Cutting grassed area opposite the old squash club now Piccotts Place (Dedham Road).
3o. Cutting grassed areas, two triangles at junction Dead Lane/ Dedham Road.
3p. Colchester Road Play Area grass cutting including weed control and removal as necessary
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Highway verges
Lot No
4
two.2.2) Additional CPV code(s)
- 45233139 - Highway maintenance work
- 45233229 - Verge maintenance work
two.2.3) Place of performance
NUTS codes
- UKH - East of England
Main site or place of performance
Ardleigh Parish
two.2.4) Description of the procurement
4a. To cut the highway verges within the parish of Ardleigh. 16.91km of classified roads and 63.59km of
unclassified roads in conjunction with Essex County Highways.
4b. In addition, the dangerous junction at Wick Lane/Dead Lane is to be cut every 6 weeks during the
growing season.
4c. To undertake additional work on request which is on or adjacent to Highways eg to clear vegetation
around road signs or encroaching on pavements.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Ardleigh Millennium Green maintenance
Lot No
5
two.2.2) Additional CPV code(s)
- 77310000 - Planting and maintenance services of green areas
two.2.3) Place of performance
NUTS codes
- UKH - East of England
Main site or place of performance
Millennium Green Ardleigh
two.2.4) Description of the procurement
5a. Grass cutting of the main grass and play areas.
5b. To control the weeds (especially brambles) along all fence edges, hedge line, paths and the two shrub
gardens.
5c. Maintain the area surrounding the pond.
5e. Cutting of the wild flower meadows in liaison with the Millennium Green Trustees.
5f. Pruning and trimming of the shrubberies, as required, especially where abut footpaths.
5g. Grass cutting at the Mary Warner road entrance to the green.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Ardleigh Recreation Ground and Village Hall grounds
Lot No
6
two.2.2) Additional CPV code(s)
- 77310000 - Planting and maintenance services of green areas
- 77320000 - Sports fields maintenance services
two.2.3) Place of performance
NUTS codes
- UKH - East of England
Main site or place of performance
Recreation Ground and Village Hall, Station Road, Ardleigh, Essex
two.2.4) Description of the procurement
6a. The open grassed area, (EXCLUDING THE CRICKET SQUARE), will need regular cutting throughout the
growing season.
6b. Outer boundary strimming, to include the removal of brambles, weeds etc spreading from the hedge to
the bottom.
6c. The car park edges to be cut as required and the central area weed controlled.
6d. Grassed areas surrounding the village hall, to the rear and front bank adjacent to the footway, to be cut
as required.
6e. Annual treatment of weeds in and around the perimeter of the Galleon play area.
6f. Village Hall garden grassed area in the will need a regular cut to a suitable length for children during April
to July with additional cuts as required in the remaining months of the year.
6g. Village Hall Garden Pruning, strimming and weed control as required and all cuttings to be removed.
6h. Village Hall Car Park perimeter weed control as necessary.
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Street/ footpath light maintenance and servicing
Lot No
7
two.2.2) Additional CPV code(s)
- 50232100 - Street-lighting maintenance services
two.2.3) Place of performance
NUTS codes
- UKH - East of England
Main site or place of performance
Ardleigh Essex
two.2.4) Description of the procurement
7a. To carry out a visual structural inspection, supply and fit replacement lamps, clean lantern bowl and
column base compartment, clear vegetation around lights, if needed. To provide a report to the Council
following the inspection.
7b. To attend site for emergencies as required. To provide costs for emergency call outs.
7c. To supply costs for replacement equipment- using LED lights where possible.
See specification for locations
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
two.2) Description
two.2.1) Title
Tree survey and maintenance
Lot No
8
two.2.2) Additional CPV code(s)
- 77211500 - Tree-maintenance services
two.2.3) Place of performance
NUTS codes
- UKH - East of England
Main site or place of performance
Ardleigh Parish
two.2.4) Description of the procurement
8a. To carry out an annual tree condition survey with management recommendations of all communal trees
above 150mm diameter when measured at 1.3m from ground level. This will include a ground only visual
inspection from within the communal grounds. All established trees will be surveyed, necessary details
recorded and plotted on a map, any management recommendations will be put on a priority schedule. To
provide an annual report to the Parish Council in Spring of each year (March - June).
8b. To carry out a 'walk over' inspection of each site after severe weather events and report on any gross
defects to the trees
See specification for location of trees
two.2.5) Award criteria
Price is not the only award criterion and all criteria are stated only in the procurement documents
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
36
This contract is subject to renewal
No
two.2.10) Information about variants
Variants will be accepted: Yes
two.2.11) Information about options
Options: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.1) Suitability to pursue the professional activity, including requirements relating to enrolment on professional or trade registers
List and brief description of conditions
The following conditions will apply to all contracts.
• Contracts are for a period of three years from 1 April 2022 until 31 March 2025 unless otherwise agreed
• Evidence of public liability insurance, at an appropriate level, is required.
• Ardleigh Parish Council (APC) will assume for any tender submitted that the bidder has inspected the
relevant areas to fully acquaint themselves with the areas, the work etc. Any failure to have inspected will be
at the contractor's own risk and APC will not accept any application for additional costs due to the
contractor's failure to fully inspect.
• The contractor will be expected to provide all necessary equipment, including specialist equipment where
required to allow them to competently carry out the contract specification.
• The contractor will be required to dispose of any waste in a lawful manner and hold the necessary waste
disposal registration (unless stated otherwise).
• Evidence of up-to-date training/ qualification of personnel involved in carrying out the contract may be
requested including training to work on/ adjacent to the Highway if relevant.
• Note that wildflower and other areas and use of chemical weedkillers may be reviewed and some elements
of specifications may be subject to further discussion.
• Successful bidders may be asked to provide schedule of work with dates.
• Invoices, in an agreed format, submitted to APC will be paid after the following Council meeting, normally
the 2nd Monday of the month. Closing date for invoices is 7 days prior to the meeting.
• Either party can terminate this contract by providing a minimum of 60 days written notice to terminate.
• The contractor is required to report any observed damage to the Parish Council within 24 hours.
three.1.3) Technical and professional ability
Selection criteria as stated in the procurement documents
three.2) Conditions related to the contract
three.2.3) Information about staff responsible for the performance of the contract
Obligation to indicate the names and professional qualifications of the staff assigned to performing the contract
Section four. Procedure
four.1) Description
four.1.1) Type of procedure
Open procedure
Accelerated procedure
Justification:
opportunities have been advertised via local magazine, website and social media since 17 December. This is the first time that Ardleigh Parish Council has advertised on Contract Finder as previous contracts were for a shorter duration and were below the threshold. It has taken more time the expected to obtain the DUNS number to enable us to register.
The short turnaround is necessary for bids to be considered by the Council and contracts awarded before the existing contracts expire.
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: No
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
7 February 2022
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.7) Conditions for opening of tenders
Date
7 February 2022
Local time
1:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: Yes
six.2) Information about electronic workflows
Electronic invoicing will be accepted
Electronic payment will be used
six.4) Procedures for review
six.4.1) Review body
Ardleigh Parish Council
Colchester
Country
United Kingdom