Scope
Reference
MLFPC1/2025
Description
Mareham le Fen Parish Council, Lincolnshire seeks contractors to provide a grass-cutting service for the Cemetery, Churchyard and road and path verges throughout the village. Plus periodic hedge cutting around the Cemetery and Churchyard during the growing season. A contract starting in May 2025 until late-October 2025 is available with the potential for one annual extension until 31 October 2026. The contract is broken down into 4 lots based on the frequency and equipment that may be required for each part.
Total value (estimated)
- £34,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 May 2025 to 31 October 2025
- Possible extension to 31 October 2026
- 1 year, 6 months
Description of possible extension:
In the event that the parish council considers that the contracted work has been satisfactory, market conditions suit an extension or there are circumstances that would limit the ability of the parish council to tender for the work. Mutual consent to the extension would be required.
Options
The right to additional purchases while the contract is valid.
Additional cuts due to local events, the growing season and weather situation.
Main procurement category
Services
Contract locations
- UKF3 - Lincolnshire
Not the same for all lots
CPV classifications are shown in Lot sections, because they are not the same for all lots.
Lot A. Cemetery and Cemetery Extension
Description
All grass areas to be cut every two weeks from late-April/early-May to late October ready for Remembrance Day service at the War Memorial. More cuts may be required during the peak growing period as agreed with the Parish Clerk. Part of the Cemetery may have a 'no-mow' or limited cutting during the growing season as part of the Council's biodiversity policy and this chosen area will be identified to the contractor.
All fences and boundaries to be strimmed along. To include strimming around/under benches, gateways, memorials and other obstructions
All paths around the grassed areas to be cleaned by sweeping or with a blower after each cut. All paths to be straight edged and kept weed free.
All grass/cuttings may be stored in the compost bin area and removed from site as required (as the concrete bins fill up).
The Cemetery extension area (the uncultivated area behind the main Cemetery hedge) should be kept trimmed and weeds kept under control throughout the contract.
Lot value (estimated)
- £6,000 including VAT
CPV classifications
- 77314000 - Grounds maintenance services
Same for all lots
Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot B. St Helen's Church, Mareham le Fen Churchyard
Description
All grass areas to be cut every two weeks from late April - October. More cuts may be required during the peak growing period as agreed with the Parish Clerk.
All church walls and boundaries to be strimmed along.
God's Acre - Wild Flower Meadow in the churchyard must not be cut until September.
To include strimming around/ under benches, gateways, memorials and other obstructions.
All paths around the grassed areas to be cleaned by sweeping or with a blower after each cut.
All paths to be straight-edged and kept weed free.
All grass/ cuttings to be removed from the site as required.
Lot value (estimated)
- £2,000 including VAT
CPV classifications
- 77314000 - Grounds maintenance services
Same for all lots
Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot C. Grass verges along roads, along pavements, paths and residential area verges
Description
All grass verges identified on the maps must be cut two-weekly late-April/early-May until late-October.
Cuts should be two weeks apart and no more than four weeks apart.
Flail, mower or strimming may be used to achieve the specified standard of cut.
The cutting of grass verges in this Lot has been delegated to Mareham le Fen Parish Council under the annual Lincolnshire County Council Parish Highways Agreement. Detailed maps are provided to ensure all the areas covered by the agreement are cut. There are approximately 16,000 square metres to be cut.
To include strimming around/ under benches, gateways and other obstructions.
All paths around the grassed areas to be cleaned by sweeping or with a blower after each cut.
The cutting of verges in this Lot has been delegated to Mareham le Fen Parish Council under the annual Lincolnshire County Council Parish Highways Agreement. Detailed maps are provided to ensure all the areas covered by the agreement are cut.
Lincolnshire County Council provides a document called 'H3 Verge Mowing by Parishes'. Contractors must be aware of this document and ensure that they comply with its provisions.
Lot value (estimated)
- £24,000 including VAT
CPV classifications
- 77314000 - Grounds maintenance services
Same for all lots
Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Lot D. Hedge Cutting and trimming around St Helen's Church churchyard and Mareham le Fen Cemetery
Description
The contractor is expected to keep the hedges trimmed and in good shape around these two sites. The hedges must not block the public footpaths alongside the churchyard. The hedges in the Cemetery must not obstruct or damage Memorials or block easy passage.
It is expected that two cuts will be undertaken during the growing season. Preferably avoiding any bird nesting period.
All hedge trimming and cuttings must be removed by the contractor immediately after being cut.
Lot value (estimated)
- £2,000 including VAT
CPV classifications
- 77342000 - Hedge trimming
Same for all lots
Contract locations, contract dates and options are shown in the Scope section, because they are the same for all lots.
Participation
This procurement is reserved for
- Suppliers from Lincolnshire
- Small and medium-sized enterprises (SMEs) and voluntary, community and social enterprises (VCSEs)
Particular suitability
Lot A. Cemetery and Cemetery Extension
Lot B. St Helen's Church, Mareham le Fen Churchyard
Lot C. Grass verges along roads, along pavements, paths and residential area verges
Lot D. Hedge Cutting and trimming around St Helen's Church churchyard and Mareham le Fen Cemetery
- Small and medium-sized enterprises (SME)
- Voluntary, community and social enterprises (VCSE)
Submission
Enquiry deadline
22 April 2025, 5:00pm
Tender submission deadline
25 April 2025, 12:00pm
Submission address and any special instructions
Email: grass-cuttingcontracts@marehamlefen-pc.gov.uk
Postal Address: Mareham le Fen Parish Council, C/O Linghall Farm, Sandy Bank, New York, Lincoln. LN4 4YG.
Tenders may be submitted electronically
Yes
Procedure
Procedure type
Below threshold - open competition
Documents
Associated tender documents
Grass cutting specification 2025 App A-D.pdf
Grass-cutting Specification
Grass cutting tender and response appendices - March 2025.docx
Form of tender and quotations.
Contracting authority
Mareham le Fen Parish Council
- Public Procurement Organisation Number: PVTW-2825-GBWY
C/O LINGHALL FARM
LINCOLN
LN4 4YG
United Kingdom
Region: UKF30 - Lincolnshire
Organisation type: Public authority - sub-central government