CONTRACT NOTICE – NATIONAL

1 Authority Details

1.1

Authority Name and Address

1.2

Address from which documentation may be obtained

1.3

Completed documents must be returned to:

2 Contract Details

2.1

Title

Ground Maintenance Contract 2027-2030

2.2

Description of the goods or services required

Llanrhidian Higher Community Council invites suitably experienced contractors to submit tenders for the provision of grounds maintenance services across Council-owned land and facilities.

The contract includes, but is not limited to:

• Grass cutting and grounds maintenance; • Sports pitch maintenance and renovation works; • Bowling green maintenance; • Cemetery maintenance; • Playground inspections; • Pavilion and changing room cleaning; • Woodland and open space maintenance; • Biodiversity enhancement and environmental management; • Tree, hedge and shrub maintenance; • Invasive species management; • Contract reporting and performance monitoring.

The contract covers a range of Council assets including recreation grounds, sports pitches, bowling facilities, cemeteries, play areas, woodlands, memorial gardens, car parks and other public open spaces within the Llanrhidian Higher Community Council area.

NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=173143.

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at https://www.sell2wales.gov.wales/sitehelp/help_guides.aspx.

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

2.3

Notice Coding and Classification

2.4

Total quantity or scope of tender

The Contract comprises the provision of comprehensive grounds maintenance services across Llanrhidian Higher Community Council owned and managed land and facilities for the period 1 April 2027 to 31 March 2030, with an option to extend for up to a further 24 months.

The services include grass cutting, sports pitch maintenance and renovation, bowling green maintenance, cemetery maintenance, playground inspections, pavilion and changing room cleaning, woodland and open space maintenance, biodiversity enhancement, hedge, shrub and tree maintenance, invasive species management, and associated reporting and performance monitoring.

The Contract covers recreation grounds, sports pitches, bowling facilities, cemeteries, play areas, woodlands, memorial gardens, car parks and public open spaces within the Llanrhidian Higher Community Council area.

3 Conditions for Participation

3.1

Minimum standards and qualification required

Conditions for Participation

Tenderers must demonstrate that they possess the technical capability, experience, qualifications, financial standing and resources necessary to undertake the Contract.

Tender submissions must include:

• Completed Form of Tender; • Completed Pricing Schedule; • Completed Supplier Declaration; • Method Statement; • Evidence of Public Liability Insurance with a minimum indemnity of £5 million; • Evidence of Employers’ Liability Insurance with a minimum indemnity of £10 million; • Relevant Health and Safety Policy and procedures; • Relevant qualifications and certifications, including pesticide application qualifications where applicable; • Details of experience delivering comparable grounds maintenance contracts; • References from previous or current clients.

The successful tenderer will be required to maintain the insurances specified within the Contract throughout the Contract period.

The Council reserves the right to seek clarification of any information submitted and to verify statements, qualifications, references and supporting documentation.

Failure to provide the required information may result in a tender being excluded from further consideration.

4 Administrative Information

4.1

Type of Procedure

Single stage

4.2

Reference number attributed to the notice by the contracting authority

LHCC-GMC-2027-2030

4.3

Time Limits

4.5

Language or languages in which tenders or requests to participate can be drawn up

4.6

Tender Submission Postbox

5 Other Information

5.1

Additional Information

Additional Information

This procurement relates to the provision of grounds maintenance services for Llanrhidian Higher Community Council for the period 1 April 2027 to 31 March 2030, with an option to extend the Contract for up to a further 24 months, subject to satisfactory performance and Council approval.

The procurement is being undertaken through an open and competitive tender process. Tenderers are strongly advised to inspect all contract locations and satisfy themselves as to the extent, nature and condition of the services required before submitting a tender.

The Contract will be awarded on the basis of the Most Advantageous Tender using the published evaluation criteria of 40% Price and 60% Quality.

Requests for clarification must be submitted in accordance with the Instructions to Tenderers. Clarification responses that may affect tender preparation will be communicated to all tenderers to ensure fairness, transparency and equal treatment.

The Council reserves the right not to award the Contract and shall not be bound to accept the lowest priced or any tender received.

The Council welcomes correspondence in Welsh and English. Any tender, clarification request or other correspondence submitted in Welsh will be treated no less favourably than correspondence submitted in English.

Tenderers should note that certain locations identified within the tender documentation, including St Gwynour’s Cemetery and Dinan Green, are subject to completion of transfer arrangements and may be omitted from the Contract should those transfers not complete.

(WA Ref:173143)

5.2

Additional Documentation

5.3

Publication date of this notice