Section one: Contracting authority
one.1) Name and addresses
East Ayrshire Council
Corporate Procurement Team, London Road HQ
Kilmarnock
KA3 7BU
Contact
Lesley Robertson
lesley.robertson@east-ayrshire.gov.uk
Telephone
+44 1563576000
Country
United Kingdom
NUTS code
UKM93 - East Ayrshire and North Ayrshire mainland
Internet address(es)
Main address
http://www.east-ayrshire.gov.uk
Buyer's address
https://www.publiccontractsscotland.gov.uk/search/Search_AuthProfile.aspx?ID=AA00223
one.3) Communication
The procurement documents are available for unrestricted and full direct access, free of charge, at
https://www.publictendersscotland.publiccontractsscotland.gov.uk
Additional information can be obtained from the above-mentioned address
Tenders or requests to participate must be submitted electronically via
https://www.publictendersscotland.publiccontractsscotland.gov.uk
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
PS/25/145 - Rural Grass Cutting and Urban & Rural Herbicide Application including Litter Picking
Reference number
PS/25/145
two.1.2) Main CPV code
- 77314000 - Grounds maintenance services
two.1.3) Type of contract
Services
two.1.4) Short description
The Contract requires the successful tenderer to carry out rural grass cutting, urban and rural herbicide application and litter picking, as set out in the Contract Document, throughout the East Ayrshire Council Area.
The successful Contractor will also be requested to carry out additional ad-hoc work in the form of scrub clearance, minor tree felling and the cutting of areas of grass. This work will be required throughout the Ayrshire Roads Alliance in both East Ayrshire and South Ayrshire Council areas.
two.1.6) Information about lots
This contract is divided into lots: No
two.2) Description
two.2.2) Additional CPV code(s)
- 45233229 - Verge maintenance work
- 90511300 - Litter collection services
- 77314100 - Grassing services
- 77342000 - Hedge trimming
- 77314000 - Grounds maintenance services
two.2.3) Place of performance
NUTS codes
- UKM93 - East Ayrshire and North Ayrshire mainland
Main site or place of performance
East Ayrshire. However some ad-hoc services may also be required in South Ayrshire.
two.2.4) Description of the procurement
The Contract requires the successful tenderer to carry out rural grass cutting, urban and rural herbicide application and litter picking, as set out in the Contract Document, throughout the East Ayrshire Council Area.
The successful Contractor will also be requested to carry out additional ad-hoc work in the form of scrub clearance, minor tree felling and the cutting of areas of grass. This work will be required throughout the Ayrshire Roads Alliance in both East Ayrshire and South Ayrshire Council areas.
two.2.5) Award criteria
Quality criterion - Name: Methodology / Weighting: 13
Quality criterion - Name: Programme / Weighting: 13
Quality criterion - Name: Fair Work First / Weighting: 2
Quality criterion - Name: Community Benefits / Weighting: 2
Price - Weighting: 70
two.2.7) Duration of the contract, framework agreement or dynamic purchasing system
Duration in months
24
This contract is subject to renewal
Yes
Description of renewals
The contract is for an initial period of 12 months, with the option to extend for a further period of 12 months at the sole discretion of East Ayrshire Council.
two.2.10) Information about variants
Variants will be accepted: No
two.2.11) Information about options
Options: Yes
Description of options
The contract allows for any associated services to be undertaken for the duration of the contract at the agreed rates.
two.2.13) Information about European Union Funds
The procurement is related to a project and/or programme financed by European Union funds: No
Section three. Legal, economic, financial and technical information
three.1) Conditions for participation
three.1.2) Economic and financial standing
List and brief description of selection criteria
Bidders Requirement will be required to provide their General yearly turnover for the previous 3 years.
Tenderers shall note that the Council shall take cognisance of the financial integrity of the Tenderer.
The Council may commission an independent third party Risk Report from Credit Safe using the Company Registration number supplied by the Tenderer and seek clarifications if necessary. If clarifications are not satisfactory the bidder may be excluded from the tender process. Risk or Credit reports from other agencies will not be considered. It is the Tenderers responsibility to ensure that all information held by Credit Safe is current and accurate when submitting their Tender. The Council will not enter into discussions with Tenderers who fail to ensure that their Credit Safe scores are accurate by the due submission date.
Minimum level(s) of standards possibly required
The bidder confirms they already have or can commit to obtain, prior to the commencement of the contract, the levels of insurance cover indicated below:
Employer's (Compulsory) Liability: 10 million GBP
Public Liability: 5 million GBP
Product Liability: 5 million GBP
Motor Vehicle Insurance: To be determined by the Contractor
three.1.3) Technical and professional ability
List and brief description of selection criteria
Bidders should provide 2 examples that demonstrate experience that is relevant to this procurement exercise: Grass Cutting and Rural and Urban Herbicide Application including Litter Picking.
Examples should be from within the last 3 years and be of a similar scale, scope and size to this requirement. Bidders must provide contact details of referees for each experience example. Referees may be contacted to discuss the contract and the performance of the Service Provider. Any Service Provider who fails to have performed satisfactorily in the 2 experience examples may be excluded from the tender process.
Bidders will be required to confirm they they have the following relevant qualifications:
All Operatives are required to be trained to Pesticides PA1, PA6 (or equivalent) for hand held applications and PA2 (or equivalent) standard for quad bike / tractor applications.
The Contractor should also hold a BASIS Certificate (or equivalent) for the main chemical store and for providing advice on chemical usage.
Qualifications shall be held for the duration of the Contract and any extension thereof.
Minimum level(s) of standards possibly required
Quality Management Requirements
1. The bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance in accordance with BS EN ISO 9001 (or equivalent),
OR
2. The bidder must have a documented policy regarding quality management.
Health and Safety Requirements
The bidder must hold a UKAS (or equivalent), accredited independent third party certificate of compliance in accordance with BS EN ISO 45001 (or equivalent) or have, within the last 12 months, successfully met the assessment requirements of a construction-related scheme in registered membership of the Safety Schemes in Procurement (SSIP) forum.
OR,
The bidder must have a regularly reviewed and documented policy for Health and Safety (H&S) management. Bidders that do not hold the relevant Heath and Safety Accreditation BS EN 45001 (or equivalent) must download, complete and return EAC'S Health and Safety Questionnaire.
Environmental Management Requirements
1. The Bidder must hold a UKAS (or equivalent) accredited independent third party certificate of compliance with BS EN ISO 14001 (or equivalent) or a valid EMAS (or equivalent) certificate,
OR
The bidder must have the following a regularly reviewed documented policy regarding environmental management.
three.2) Conditions related to the contract
three.2.2) Contract performance conditions
As per the ITT documents.
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
four.1.8) Information about the Government Procurement Agreement (GPA)
The procurement is covered by the Government Procurement Agreement: Yes
four.2) Administrative information
four.2.2) Time limit for receipt of tenders or requests to participate
Date
10 March 2026
Local time
12:00pm
four.2.4) Languages in which tenders or requests to participate may be submitted
English
four.2.6) Minimum time frame during which the tenderer must maintain the tender
Duration in months: 4 (from the date stated for receipt of tender)
four.2.7) Conditions for opening of tenders
Date
10 March 2026
Local time
12:00pm
Section six. Complementary information
six.1) Information about recurrence
This is a recurrent procurement: No
six.2) Information about electronic workflows
Electronic ordering will be used
Electronic payment will be used
six.3) Additional information
The buyer is using PCS-Tender to conduct this ITT exercise. The Project code is 31028. For more information see: http://www.publiccontractsscotland.gov.uk/info/InfoCentre.aspx?ID=2343
Community benefits are included in this requirement. For more information see: https://www.gov.scot/policies/public-sector-procurement/community-benefits-in-procurement/
A summary of the expected community benefits has been provided as follows:
This tender process will follow the Mandatory Route and Community Benefits are included as scored criteria.
(SC Ref:822058)
six.4) Procedures for review
six.4.1) Review body
Kilmarnock Sheriff Court
Sheriff Court House, St Marnock Street
Kilmarnock
KA1 1ED
Country
United Kingdom