Spelthorne Borough Council

Providing Quality Services to the People of
Ashford, Laleham, Shepperton, Staines, Stanwell & Sunbury

Grounds maintenance contract tender information

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This is the Invitation to Tender for the provision of Grounds Maintenance services across all Spelthorne Borough Council's parks and open areas. Please read the Invitation to Tender carefully for the instructions on submitting your tender. Fully completed and signed Bill of Quantities, including the Pricing Document (“Volume 6”) should only be submitted electronically to tender@spelthorne.gov.uk no later than 12 noon on the 12 September 2008.  Two hard copies of the whole tender duly completed and signed should be returned to Jackie Taylor at the White House Depot, Kingston Road, Ashford, Surrey TW15 3SE, so that they are received between the 15-17 September 2008 . Tenderers should seek to clarify any points of doubt or difficulty before submitting their tender. Tenders will be considered on the basis that all investigations and enquiries have been exhaustively completed. Detailed questions should be submitted in writing to Jackie Taylor (the Project Manager) and these and their answers may, at the Council’s discretion, be sent to all Tenderers. Details of the questions and responses may, at the Council’s discretion, be displayed on this page of the Council's website Links to: Volume 1: Invitation to Tender (Word 101kb) Volume 2: Conditions of Contract (Word 349kb) Volume 3: Specification (Word 357kb) Volume 4: Tenderers’ Information (Word 152kb) Volume 5: Bill of Quantities (including Volume 6: Pricing Document) (Excel 431kb) In line with the tender process this page will be updated regularly with questions and answers raised in communications with all prospective tenderers. Question - Please advise whether you require us to provide our method statements and supporting information within the 'Tenders Information' section or whether additional material can be attached to the submission by way of PDF files. Answer - Please refer to the guidelines in the first paragraph above Question - Please confirm whether the playground inspections are carried out at present by a sub-contractor or whether the current contractors have their own qualified staff carrying out this operation (who would transfer under TUPE) Answer - Please refer to the following points- Specification 16 and 5.6.6 and Bill 12, TUPE information will be forwarded once a written request is received. Question - Please could you confirm the approximate values of additional work raised under the Schedule of Rates during the last year. Answer - Very little additional work is currently carried out under the schedule of rates, however prospective tenderers are reminded that the new Grounds Maintenance Contract is structured in a different way. Question - We have made plans to spend a few days in the borough in order to thoroughly research the scope of the contract.  It would be very helpful to us if you or one of your staff was able to spend a couple of hours discussing aspects of the works out on site. Answer - In order for us to be able to treat all prospective tenderers fairly this is not possible.  However all areas of our parks and open spaces are available for you to visit seven days a week.  Please submit any questions you may have to Jackie Taylor in writing following your visit and they along with the answers will be published on this page. Question - Please can we have a list of available depots with info on peppercorn rents per depot as per 14.6 of the specification Answer - The list of all available depots will be forwarded upon receipt of a written request, the rate for each depot will be a peppercorn which has no monetary value. Question - In 5.6.6 of the spec there is reference to "Playsafe" software - is this provided free of charge by the client or must the contractor purchase the software? Is it licence based and if so how much does this cost? Answer - The contractor will be required to purchase and maintain the software, details of all costs can be obtained via the contact details given in 5.6.6 Question - In section 10 of the spec there is reference to Special Events-is there a list of regular special events and any idea of how many annual "one off" events that there may be (from past history) Answer - Special events are the annual activities that take place in parks and open spaces i.e. Village Fairs Art Fairs and Fun Fairs-this year there were approx 10 such events.  In most cases all that is required of the contractor is to facilitate the opening and closing of the gates, pavilions and/or barriers. There were no "one off" events this year however this could change in line with the Councils policy of increasing the scope of recreational opportunities within the borough. Question-Can the Council indicate which facilities are linked to the individual lots, i.e if the contract is awarded to three contractors for example how will the Council decide who can use these facilities? Answer-The depot/storage facilities within the Cemeteries will be for use by the contractor who successfully wins the lot.  It is likely that the tenderer who wins the parks and open spaces grass cutting lot will operate out of the Fordbridge Park depot and use the other areas for storage, however this can be subject to variation.  The Highways grass cutting teams would be expected to operate from the White House Depot where storage facilities for vehicles and plant will be made available at no extra cost. Question-Further to a recently raised question requesting an accompanied site visit and your subsequent response, would the Council consider an accompanied site visit for all prospective tenderers at the same time, ensuring fairness and consistence? Answer-We have considered this further but our response remains the same in that we are no prepared to offer an accompanied site visit, however all facilities are open seven days a week should you wish to view them. Question-Further to a recently raised question you refer the tenderer back to clause 5.6.6, please clarify which document this clause relates to we are unable to find reference to TUPE under any clause with this number. Please clarify. Answer-The reference refers to the "Playsafe" software and not TUPE details. Question-Conditions of Contract, Clause 16 Insurance-We note the contract requires tenderers to have Professional Indemnity Insurance, for what purpose is this clause present in the Conditions? Answer-This is part of the standard requirements needed to work with any Public Sector client, so that their liability would not be engaged in case of events whose responsibility would lie with the contractor or their staff”. Question-We can find no specification for BBQ Tennis/Chess, Walls, Cricket, Football, Netball, Multiplay etc. Answer-Refer to the specification point 1.3. Standards of performance and reference to the BS standards. The BBQ units are a new facility and at present the only work requirement in relation to these is to empty the ash as required and report issues or damage. Question-Are you able to let us know the approximate expenditure on the contract over the past twelve months and differentiate between core and additional works Answer-The approximate expenditure for all grounds maintenance including highway verges in this current year is expected to be approximately £1.5 million however prospective tenderers are reminded that the new contract is structured in a different way. Question-In viewing the various verges around the Borough, there does appear to be some variation in the frequency of cutting, Will the cutting regime be set at 4 No per annum across the Borough or will there continue to be variations in frequencies. Answer-Reference should be made to the specification point 2.2 Grass cutting requirements and also the change in the wording on Bill 11b, which has been amended to read Fine cut un-boxed. Question-We appreciate the provision for a discount in Lot 4 if no strimming is to be carried out. Does this mean that under this provision no strimming will be done or that it will be done on an ad-hoc basis Answer-Prospective tenderers should assume that the provision for a discount should assume that no strimming is to be carried out. Question-It is very useful to have copies of the questions and answers raised by other contractors to ensure that we are all subject to the same information when putting together our bids. Answer-All questions raised by all prospective tenderers are published on this web page Question-We are having trouble finding the specification for the maintenance of shrub borders and hedges.  Can you direct us to the specification on your web site. Answer-Refer to the specification point 1.3. Standards of performance and reference to the BSi standards Question-We would be very grateful for the opportunity to meet up with one of your officers for a couple of hours and visit a cross section of the sites. To get an idea of what is required directly from a client officer lifts the contract off the page and gives it life. Answer-We have considered this further but our response remains the same in that we are not prepared to offer an accompanied site visit, however all facilities are open seven days a week should you wish to view them. Question-Is it possible that more than one contractor could be awarded the contract based on the different Lots? If so we would be grateful to have a breakdown of which members of staff on the TUPE information list supplied, are alloted to which element of work.  In this way way we will be able to assess our costs against the relevant tranche of work. Answer-It is possible that a number of contractors could be awarded individual lots.  The TUPE information supplied for employee numbers 3353/3311/3350/3355/3351/2396 would be alloted to highway verge maintenance employee number 1124 alloted to play areas.  All other TUPE information will be clarified with the current contractor and a further update will be available on this web page. Question- Due to the constraints of the holiday period, we politely request the Council to consider an extension to the return date of a further two weeks. Answer-We have considered this request but are not willing to grant an extension to the original return time/date of 12 noon on 12 September 2008 Question-With regards to TUPE information re the Highways/Parks employees what does Temp Status mean? Answer-These employees are directly employed by Spelthorne Borough Council on 12 month fixed term contracts until 9 March 2009. Question-Essential car user allowance-how does this work? What is the numerical value of the allowance? Answer-The numerical value of the allowance is £1095 per annum paid in 1/12ths per month with a mileage allowance of 45.8p per mile on all miles travelled during working hours (dependent on the cc of the vehicle). Question-Should all sports area grass cutting for the year be included within this section or are football fields and cricket outfields included within Lot 4 "mowing of grassed areas" Answer-All grass should be included within Lot 4 mowing of grassed areas. All requirements in relation to sports fields should also be taken into account within Lot 2 Maintenance of Sports Areas. Question-I note that "Crazy Golf" grass area is included within Lot 4. Putting greens are not. Is this correct? Answer-Yes this is correct the only operational crazy golf course that we intend to operate is within the Lammas Recreation Ground, there will be no putting greens in the new contract. Question-Other maintenance regimes are referenced as being part of sports areas e.g Stanwell Recreation Ground Bowling Green includes several shrub beds and a berberis hedge. Should these be included in Lot 2 or Lot 1. Answer-Included in Lot 1 Question-Volume 6 pricing document lot 5-Litter collection, I assume Bill 13 should read Bill 14 Answer-This has been now been amended on the Bills of Quantities on the web site. Question-Pricing document Lot 6-Dog waste Collection-Can you confirm that the only items to be priced within this lot are codes PKFD Dog bins and PKFP Dog waste bag dispensers from the Bill of Quantity Answer-These are the 2 codes used in the bills of quantity but reference should be made to item number 9 in the specification "The collection of dog waste", as this whole section should  be priced within Lot 6 Question-Specification items 2.3.1 2.4.1 2.5.1 2.6.1 2.7.1 2.8.1, all of these sections have the phrase "detailed in the relevant specification", I am unable to find these specifications. Answer-The exception and referral is to certain areas detailed in the relevant bills of quantities other than general grass areas.  However this type of work will only be carried out after consultation with the Supervising Officer. Question-Specification item 5.6.6 Playsafe Software, Do the Council run "playsafe software" at present Answer-No Question-Evaluating the applicability of TUPE Q - Confirmation that none of these people are agency staff.  A- A - We confirm that none of the employees listed on the TUPE lists are agency staff Q - The percentage of total work time spent by each person in performing the contract A - We assume 100% Q - The percentage of total work time spent by each person in performing each lot for the Council. A - The current contract is not individually broken into Lots and we are unable to supply this information Q - The percentage of total work time spent by each person in performing other contracts for other clients. A - We assume 0% Q - SBC employees have fixed term contracts until 9/3/08.  Does the authority believe these staff have the right to transfer?  Is it possible the fixed term contracts will be extended beyond this date.  Can the authority confirm what activities these staff will work on during the period 1/11/08 to 9/03/09 A - We believe that these staff have the right to transfer. If this service remains with Spelthorne we may consider an extension to the current employee contracts.  Between the period 1/11/08 and 9/3/09 the staff will work on general highway maintenance. Note to all prospective tenderers to clarify the amendments made to the current bills & specifications please see the following:- Q - Plans-are there any site maps available showing the extent of the grounds maintenance A - These are available and can either be collected from White House Depot or posted on request Q - Bowling Greens-Are the the bowling greens included in the he new contract A - No Q - Bishop Duppas Park- Are the flower beds close to the bowling green included in the new contract A - No shrub beds within bowling green areas should be included within the new grounds maintenance contract Q - Putting Green-In reply to a previous question, it was stated that there were to be no Putting Greens in the new contract. Within Lot4 Mowing of grassed areas a putting green area is referred to in Fordbridge Park-is this to be a putting green. A - This is an existing putting green that will be removed before the start of the new contract and will be subject to a Fine cut unboxed Q - Janitorial Maintenance of Buildings please could you supply a list of the 10 No buildings referred to in the Bill of Quantity A - Littleton Rec, Shepperton Rec, Fordbridge Park, Lammas, Long Lane, Ashford Rec, Bishop Duppas, Laleham, Staines Park, Cedars, Q - Open/Close pavilion complexes etc- please could you supply a list of the 6 No complexes that are referred to in the Bill of Quantity A - Ashford Rec, Fordbridge Park, Bishop Duppas, Long Lane, Lammas, Laleham Q - Open/Close car park gates and cemeteries-please could you supply a list of the 14 No sites at which gates are to be opened/closed. A - Cedars Rec, Fordbridge Park, Littleton Rec, Ashford Rec, Bishop Duppas, Groveley Rec, Lammas Rec, Long Lane Rec, Staines Park, Stanwell Rec, Stanwell Cemetery, Ashford Cemetery, Staines Cemetery, Sunbury Cemetery 21 August 2008 Question - Conditions of Contract-Page 9 General-Obligations-Item Number 13 This item refers to Schedule 2 and states “ where Schedule 2 specifies that the CONTRACTOR is appointed as LEAD CONTRACTOR, the CONTRACTOR will be responsible for the co-ordination and integration of the services being provided by other contractors” Schedule 2 as supplied has not been completed therefore can you provide further clarification of this requirement and what these responsibilities would be.   Answer - Schedule 2 will be the agreed method of payment and terms of working with the successful contractor or contractors. Question - Conditions of Contract Page: 30 The form on this page refers to “ this Framework  Agreement” can you provide a definition of what you mean by the term Framework Agreement”   Answer - Where there is a need to work with other contractors working in an area within the contract for whatever reason. Question - Conditions of Contractor Page 31 Section: Schedule 1 Interpretations This schedule provides a definition of the term “ Working Day” this refers to Clause  1.5.2. We are unable to find Clause 1.5.2. can you please help us to locate this. Answer - Clause 1.5.2 has been removed Question - Grounds Maintenance and Ancillary Works Specification Page 16 Section: 5.4 Football Item Number 5.4.2 We note that there is no requirement for the supply of nets and their putting up and taking down on match days as is currently required is this correct.   Answer - Spelthorne Borough Council will be responsible for the supply of football nets, the contractor will be responsible for the putting up and taking down for pre booked matches. Question - Grounds Maintenance and Ancillary Works Specification Page 17 Section 6.2 Sweeping Litter and Refuse Clearance Item Number 6.2.1. This item includes a number of terms for which we would like definitions including;
  1. Will be swept daily: can you confirm that all areas are to be physically swept every day Monday to Sunday inclusive.    
  2. Debris: does this include hazardous waste and white goods  
  3. Unwanted material ; does this include hazardous waste and white goods
Answer - 1.Yes     2.Yes    3.Yes Question - Grounds Maintenance and Ancillary Works Specification.Page 19 Section 6.7 Park Furniture Item Number 6.7.1 and 6.7.13 These items specifically 6.7.3 – 6.7.9 identified and outline the requirement for the contractor to paint Park Furniture to an agreed programme, please can you confirm that we are to include the cost of this work against the item PKFS  contained within the BOQ supplied for each area.   Answer - Yes although a large number of these seats are made of recycled plastic and require little or no maintenance Question - Grounds Maintenance and Ancillary Works Specification Page 18 Section 6.3 Fly tipping / Dead Animals Item Number 6.3.1 Can you please define the term “Fly tipping” does it include hazardous waste and white goods. When does “debris” and “unwanted material” as identified in Section 6.2 become fly tipping.   Answer - Any material deposited by a person or persons within the contract area.reference should be made to the EPA 1990 Grade A as the expected standard Question - Grounds Maintenance and Ancillary Works Specification.Page 18 Section 6.4 Drains and Gutters Item Number 6.4.1. This item identifies the need for all drainage systems to be kept clear of any impediments to allow free drainage of water. Does this requirement include underground drainage runs requiring the use of rods or jetting equipment. Answer - No Question - Grounds Maintenance and Ancillary Works Specification.Page 20 Section 6.10 Paint Item Number 6.10.1 – 6.10.2 Are these items to be applied to and costed as part of item PKFS  contained within the BOQ supplied for each area.   Answer - Yes Question - Grounds Maintenance and Ancillary Works Specification.Page 20 Section: 6.10 Paint Item Number: 6.10.1 – 6.10.2 These items identify a requirement to paint park/open space furniture. Can you define the term park/open space furniture i..e does it include bollards, litter bins, seats, notice boards etc or does it solely refer to seats and benches. Answer - This item refers only to seats and benches within the contract areas Question - Grounds Maintenance and Ancillary Works Specification Page 21 Section 7 Leaves Item Number 7.1 This item identifies a requirement that at least 80% of all leaves are to be removed once a fortnight from all areas covered by the contract. Can you confirm that the term “ covered by the contract”  includes the following
  1. Highway verges
  2. Grass areas including sports pitches and large open spaces with park i.e Laleham Park.    
Answer - 1.No    2.Yes Question - Grounds Maintenance and Ancillary Works Specification.Page 25 Section 11 The Maintenance of Allotments Item Number: 11.1.3 This item instructs the contractor to price works as contained in the Bills of Quantities, can you confirm that all works required to allotments are contained within Bill 6 Allotments. It is noted that the only work identified within this Bill is hedge cutting can you confirm that we are not required to cut grass on allotment sites.    Answer - The reference to grass cutting is made within the BOQ under Sheet 2 Mowing of grassed areas Question - Grounds Maintenance and Ancillary Works Specification.Page 25 Section 11.2 Water Supplies Artesian Item Number: 11.2.1.– 11.2.2 These items identify a requirement to maintain all pitcher spout artesian hand pumps on allotment sites, however this work is not included with Bill 6 Allotments can you please advise where we are to submit a price this work.    Answer - This item will remain the responsibility of Spelthorne Borough Council and therefore there is no cost element. Question - Grounds Maintenance and Ancillary Works Specification.Page 31 Section 14.6 Garages, Tool Sheds, Yards and Other Storage Areas Item Number: 14.6.1 This item refers to the above being available at a PEPPERCORN rent and subject to a Lease with this Council. Can a draft lease be supplied prior to submission of tender in order to allow us to cost any liabilities ( repair and maintenance requirements ) that maybe include in any future agreed lease. Answer - Reference should be made to section 14 of the specification, in addition to this the successful contractor or contractors will be responsible for all aspects of insurance and maintenance whilst occupying the premises. Question - Grounds Maintenance and Ancillary Works Specification.Page 33 Section 16 Certified Inspections Monthly, Annually, Risk Assessments Item Number 16.3 This item states that a full time Council Officer may be transferred under TUPE to carry out this role. Can you confirm that this person will transfer or will not transfer in order that we can make a decision regarding the inclusion of their labour within our method statements and costs in our bid price. Answer - Please see "Note to all prospective tenderers"above Question - Grounds Maintenance and Ancillary Works Specification.Page 33 Section 16 Certified Inspections Monthly, Annually, Risk Assessments Item Number 16.3 This item states that a full time Council Officer may transfer under TUPE to carry out this role. In order that we can fully evaluate the current and future role of this person could we request that the post holder’s job description is supplied in addition to the TUPE information supplied to date. Answer - The job description for the post will be e-mailed under separate cover. Question - Grounds Maintenance and Ancillary Works Specification.Page 33 Section 17 Replacement Parts Item Number 17.1 and 17.3 These item identify the requirement for the contractor to keep a reserve stock of replacement parts, can you confirm who is responsible for the cost of these parts, are they to be recharged to the client as and when used in addition to the Bills of Quantities price submitted or are we required to include this cost within our price submit in Bill 12 Play Areas, Equipment, Inspection and Maintenance, Item Code PLAY.    Answer - The cost for stock and replacement parts will be charged directly to Spelthorne Borough Council . Question - Our current understanding is that the “Crazy Golf” is not included in the contract area to be maintained as it is leased to another provider. Can you confirm what works we our required to undertake on this site within the new contract specifically in relation to attendance duties i.e. taking of fees and issuing of equipment. Answer - The future of this site at the Lammas has not been decided, however the only requirement under the new contract is for the grass to be cut within the "Crazy Golf" area. Question - We refer to the question and answer Q - Janitorial Maintenance of Buildings please could you supply a list of the 10 No buildings referred to in the Bill of Quantity - Littleton Rec, Shepperton Rec, Fordbridge Park, Lammas, Long Lane, Ashford Rec, Bishop Duppas, Laleham, Staines Park, Cedars, We note that the above list supplied does not include cemeteries toilets is this correct. The only reference we can find to cemeteries toilets is in Section 5.5 Cemeteries, Item 5.5.1 which identifies a requirement to unlock and lock public toilets. Can you confirm if we our to include for cleaning cemeteries toilets and if so within which Bill.   Answer - The janitorial maintenance of toilets within Ashford & Staines Cemeteries should be included in Bill 13c , this will increase the number of sites to 12 Question - Lot 7 Grounds Maintenance of Highways Areas Please confirm that we are correct in our view that the only work scheduled to be undertaken in this area is grass cutting and that no horticultural works i.e. shrub bed maintenance, hedge cutting etc is required.   Answer - The successful tenderer of Lot 7 would be expected to work out of the White House Depot facilities and be allocated to other works on highway verges when grass cutting is not required, such as the manual cutting of hedges within the borough. The team allocated to this work must be dedicated to Highway Verge maintenance for 12 months of each year, allocation of work will be at the discretion of the Supervising Officer in consultation with the successful tenderer. Question - Bills of Quantities (various) Item Number: TENN, NETD and PAVE   Can you confirm that we are to include the cost of re-marking sports pitch lines on hard surfaces as part of the cost submit for items TENN and NETD. In addition can you clarify your requirements regarding the re-marking of parking and traffic lines on hard surfaces, again is this required and if so are we to include this cost in items PAVE Answer - TENN and NETD should include the cost of remarking hard surface courts etc. There is no requirement to for the marking or re-marking of parking & traffic lines. Question - Bills of Quantities (various) Item Number: SCRN   Can you confirm what work you require to be performed under this item as it is not immediately obvious to us, are we to treat these screen as field hedges to be cut as and when required with a side-arm flail, please clarify.   Answer - This item should be maintained as recommended in the British Standards., refer to page 6 and 7 of the specification. Question - Bills of Quantities (various) FLWD Can you confirm who is responsible for the cost of supply of the seasonal bedding plants required under this item. Answer - Spelthorne Borough Council will be directly responsible for the cost of the supply of seasonal bedding 26 August 2008 Question - What are the requirements/specification for Bill 13a Assistance with Removal of Travelling People Answer - This is an unknown sum and a reserved item and as such does not need to be costed. Question - Can you confirm that the only requirement for Park Attendance is the one at the Walled Garden in Sunbury Park as detailed in Bill 13b. How does this vary to the existing contract? Answer - Attendance is required in the Walled Garden in Sunbury and The Lammas sprayground, the existing contract allows for attendance in Primary Parks, both of which are currently included Question - Please confirm the requirement for box mowing of cemetery grass e.g. Ashford Cemetery 20,240m2 of box mowing. Also clarify the requirement at Stanwell Churchyard for 560m2 of strimming around graves in the Box mow column. Answer - The requirement is as stated in the bills to box mow cemetery grass.  Stanwell churchyard 560m2 of strimming should be priced as if it were in the un-boxed column. Question - Pricing – we presume we are to price each lot as a stand alone contract. Where do you want to see discounts for the award of more than one lot? Answer - The contract is packaged in 7 Lots to enable:- Spelthorne Borough Council would expect Tenderers who are confident in their ability to deliver all areas of the contract to the standards required to reflect any "economy of scale" discounts in their pricing. Question - Highways Grass – please clarify the extent of the requirements for Chapter 8. Sites have been identified within the BoQ. Are these subject to Lane Closures Answer - Chapter 8 requirements which are subject to lane closures are required on Staines Road West(Sunbury X to Fordbridge roundabout), Staines by pass(Fordbridge roundabout to Crooked Billet roundabout), Halliford by pass, Convent Road and the airport section of the Stanwell Moor Road. Question - Spec Clause 5.8 Lammas Interactive Water Feature - where is this to be included in the Pricing? Answer - Bill 1 Question - Spec 6.2.1 states “All parks and open spaces including grassed areas, play areas, roads, paths, car parks or any other paved area including hogging and pebble paths will be swept daily………..”. Please confirm you want all grassed areas swept. Answer - This requirement is for the removal of litter from grassed areas. Question - Lot 3 Grounds Maintenance of Highway Areas – we assume the measurements are the grass areas. Is the price for this lot therefore just based on grass cutting and not any other grounds maintenance? Answer - The measurements are the grassed areas however the successful tenderer of Lot 7 would be expected to work out of the White House Depot facilities and be allocated to other works on highway verges when grass cutting is not required, such as the manual cutting of hedges within the borough. The team allocated to this work must be dedicated to Highway Verge maintenance for 12 months of each year, allocation of work will be at the discretion of the Supervising Officer in consultation with the successful tenderer. Question - Please can Quadron supply details of current annualised hours and details of shift pattern(s) and which members of staff each of these refers to. Answer - All available TUPE information has already been supplied to all prospective tenderers Question - White House Depot – Will there be an area set aside within this depot for the successful contractor and if there is, will there be a lockable shed included. Answer - An area will be set aside for successful contractor along with a shared lockable storage container Question - With reference to the question regarding strimming of Lot 4: a) Does this mean no strimming of obstacles, trees, posts, narrow areas within playgrounds, fencelines, walls etc? b) If yes, what distance away from obstacles would be acceptable? c) Would you consider spraying of obstacles as an alternative to either of these options? Answer - a)this refers to no strimming around trees    b)This would depend on the age and species of tree    c)Yes Question - Are annual bedding plants to be provided by Spelthorne or are we required to price these within the tender? Answer - See previous request for information above Question - Have you a count of the number of gates within sites that are to be locked/unlocked? Answer - The vehicle entrance gates that are to be locked/unlocked are:-
  1. Cemeteries-Ashford 1-Stanwell 1-Sunbury 1-Staines 1
  2. Parks-Groveley 1-Cedars 1-Staines 2-Littleton 1-Lammas 1-Fordbridge 2-hengrove 1-Ashford 1-Kenyngton 1-Bishop Duppas 1 (barrier)-Lomg Lane 1-
Question - Within Lot 7 – Verge area staff: When asked ‘Can the authority confirm what activities these staff work on during period 1/11/08 to 9/03/09’ you replied that they work on general highway maintenance. Could you please clarify what this work entails and, if it is part of the tender, where it can be found. Answer - See previous request for information above Question - Is there any additional work carried out on the verges other than grass cutting and strimming? Answer - See previous request for information above Question - Within the Bill of Quantities for Highway Areas the verges that require Chapter 8 to be employed do not appear to have any area quantities. Do you have measurements of these areas? Answer - Accurate measurements are not available because lengths & widths of grass vary considerably along each of these carriageways, and we would recommend that all tenderers visit these sites to assess the resources required. Question - With regard to the provision of Chapter 8 do the grounds maintenance staff carry this out at present? If they do not, are there restrictions stating that the county council should carry out the lane closures?  Are there any restrictions on times when lane closures are permitted i.e. would it have to be at a weekend? Answer - Chapter 8 provisions are carried out by an external contractor.  Please refer to Chapter 8 of the Traffic Engineering Manual for requirements Question - Could you please confirm that a presence at Sunbury Walled Garden is required 7 days of the week throughout the year? Answer - Confirmed, refer to 5.7 of the specification Question - Which operatives correspond to which of the job titles on the pay rates in the offer to the unions – the information at the moment states that everyone is a grounds maintenance operative, but some of them are on higher hourly rates already than what is the agreed hourly rate for a grounds maintenance operative in 2009 Answer - The differing pay scales are as a result of staff having previously been subject to TUPE from Spelthorne Borough Council Question - Has the offer to the unions as set out in the letter of 29 July been accepted? Or is it just an indicative offer? Answer - This offer has been formally accepted Question - In the highways bills the measure of grass has been provided.  However some entries are down as Chapter 8 with no measure.  Could you please clarify if there is any work to be done in these areas and what the measure is for the affected areas? Answer - Accurate measurements are not available because lengths and widths of grass vary considerably along each of these carriageways, and we would recommend that all tenderers visit these sites to assess the resources required. Question - Various allotments details in the bill do not have any quantities against them.  Does this mean that there is no work to be carried out at these allotments? Answer - The work within the contract for allotments is as specified in Bill 6 and Bill 11 Question - Some sites detailed in the bills, such as village halls have the words reserved sum against them. Please clarify and confirm if any works are required on these sites Answer - Prospective tenderers are not required to include costs for reserved sums. Question - Are you able to supply postal addresses for the depot plans Answer - These will be e-mailed under separate cover Question - Grounds Maintenance and Ancillary Works Specification. Page 31 Section 14.6 Garages, Tool Sheds, Yards and Other Storage Areas Item Number: 14.6.1
This item refers to the above being available at a PEPPERCORN rent and subject to a Lease with this Council. Can a draft lease be supplied prior to submission of tender in order to allow us to cost any liabilities ( repair and maintenance requirements ) that maybe include in any future agreed lease. Answer - Reference should be made to section 14 of the specification, in addition to this the successful contractor or contractors will be responsible for all aspects of insurance and maintenance whilst occupying the premises. In light of the above answer can you confirm that a condition survey of the buildings will be made available or undertaken at the commence of the contract for both parties to agree in order to clearly identify future liabilities. Answer - We can confirm that a condition survey will be undertaken at the expiration of the current contract which will be made available and agreed at the commencement of the new contract term. Question - Litter Collection as the incumbent contractor we are aware of a number of events which take place each year in the Boroughs parks. These events generate considerable volumes of additional litter, will the additional work required to clear this litter be paid for as a variation to the contract as and when it occurs or are we expected to make an allowance within our tendered rates for this work.   Answer - The successful contractor will be required to accommodate the regular cycle of events within the contract, payments for variations or "one-off" organised events will only be made as and when agreed with the Supervising Officer. Question - Specification Page 8   2.2. Grass Cutting Requirements Item Number: 2.2.2 This item lists four categories of grass as follows The Bill of Quantities document however refers to the following four categories as follows Are we correct in assuming that Rough Cut Boxed is the same as Biodiversity type Areas.   Answer - Yes Document: Bills of Quantities Page No 3 Highways The above bill identifies a number of sites which require Chapter 8. Unfortunately in the following cases this information has been inserted in the measurement column therefore no measurements have been supplied for these sites. The sites are as follows: Can the above measurements please be supplied. Answer - Accurate measurements are not available because lengths & widths of grass vary considerably along each of these carriageways, and we would recommend that all tenderers visit all sites above and the Stanwell Moor Road which has not been mentioned to assess the resources required. Question - Can you confirm who is responsible for arranging and paying for the road closures required on the above sites. Answer - Reference should be made to the wording in Bill 11 which clearly states that "this must be included in the price" Question - Can you confirm which grass specification we are to apply to the sites identified as requiring chapter 8 / road closures in order to undertake grass cutting operations, are we correct in assuming that we need top apply Rough cut unboxed ( i.e. 4 cuts per year)   Answer - The "Note to all prospective tenderers" above answers this question and reads as follows:"-Bill 11b change of wording-now reads "Fine cut un-boxed" 28 August 2008 Question - Could you clarify which items are to be included in Lot 2 Maintenance of Sports areas. Answer –We have updated the BoQ and identified which items are to be included within Lot 2 and include the following codes:- TENN/FOOT/NETB/BALL/CRIK/PAVE(on all hard surfaced sports areas only) Question - Is Bill 13c Janitorial maintenance of pavilions to be included in Lot 2 or Lot 1 Answer - Lot 1 Question - Can you confirm that the following list covers all the elements that should be included within Lot 2 – Sports Areas? Crazy Golf Tennis courts / chess Spray Ground Multiplay courts Kickabout Courts Football Tennis Courts Tennis Padders Cricket Answer – We have updated the BoQ and identified which items are to be included within Lot 2 and include the following codes:- TENN/FOOT/NETB/BALL/CRIK/PAVE(on all hard surfaced sports areas only) Question - The specification refers to four grass cuts per season. Are we allowed to schedule this programme over four periods of eight weeks or is there a requirement to complete each cycle within a time frame of four or six weeks? Answer - We would expect four cuts between the beginning of March and the end of October with even breaks between cuts, this is subject to change by the Supervising Officer in consultation with the contractor. Question – With regards to the Professional Indemnity Insurance that we are required to have for events, can you advise the extent of our responsibility/liability for such public events Answer - This is part of the standard requirements needed to work with any Public Sector client, so that their liability would not be engaged in case of events whose responsibility would lie with the contractor or their staff and does not relate to specific “Public events”. Question - Can you confirm that the BoQ's detail the following sports facilities to enable the pricing as requested for Lot 2. Answer - We have updated the BoQ and identified which items are to be included within Lot 2 and include the following codes:- TENN/FOOT/NETB/BALL/CRIK/PAVE(on all hard surfaced sports areas only) Question - Has consultation begun regarding the re-allocation of site based staff to other depots/duties? Answer - Unite the Union are aware of the format of the new contract and the potential implications to staff currently employed on the contract including site based staff. Question - Can you confirm that should annual pay award disputes/discussions continue beyond the contract commencement date that Spelthorne Borough Council and Quadron will honour the respective backpay to all staff and that the liability will not transfer should any of the contract lots be awarded to a third party. Answer - Confirmation has already been given together with the details of both the 2008/09 and 2009/10 pay award agreed with Unite the Union. Therefore the situation outlined above will not arise.    Question - Lot 7 - regarding other verge work. Can you confirm on what basis this extra work will be paid? Answer – (Previous answer taken from web site)  The successful tenderer of Lot 7 would be expected to work out of the White House Depot facilities and be allocated to other works on highway verges when grass cutting is not required, such as the manual cutting of hedges within the borough. The team allocated to this work must be dedicated to Highway Verge maintenance for 12 months of each year, allocation of work will be at the discretion of the Supervising Officer in consultation with the successful tenderer. Question - Would it be possible to number the questions for ease of supplementary questions? Answer – The final date for the receipt of questions is Friday 29 August 2008 at 3pm and it is now too late to action this. Note to all tenderers There are some informal facilities such as individual goal posts an kick about areas that require no special maintenance and have not been listed.  Any additional works required to these facilities will be agreed by the Supervising Officer with the contractor based on day work rates. Bill of Quantities There have been a number of amendments to the Bills of Quantities all of which have now been updated in the version that is now available on the web site.  The changes that will affect pricing include the addition of 1 extra football pitch at Littleton Recreation Ground, the addition of two tennis courts at Stanwell Rec and the deletion of four Tennis Courts at Long Lane Rec. 29 August 2008 Question - With reference to your answer to query regarding carrying out of Chapter 8 provisions, who are the external contractors presently? Answer - Ringway are the current contractors used on Chapter 8 but it should be noted that their only role is to carry out the management of traffic. Question - Will there be any rates charge on the depots that are to be provided to the successful contractor/s? Answer - No Question - With reference to Lot 7 – Verges-Do you wish us to price for the cost of staff for a 12 month period ( to include machinery for grass cutting and hand held power equipment for winter works) or only for the cost of grass cutting during the ‘summer’ Answer - Refer to specification 1 September 2008 Question - The specification makes reference to either the contractor or the client supplying various materials (e.g. Clause 2.9 & 3) please clarify whether we are to include the cost of such materials within the tender. Answer - Refer to specification Question - Several items state that ‘this item will not normally be required except on ….’ or similar wording. Please advise on whether we are to assume that we only include for these items where they are normally required. Answer - Yes Question - We note the availability of depot and mess rooms at a peppercorn rental charge – please confirm if any utility charges are payable by the company and if so what is the charge. Please confirm that the authority will maintain the structure of buildings at no cost to the contractor. Answer - Answers have already been given to these questions above Question - Clause 1.1.6. Please confirm that this only applies to items priced in the B of Q Answer - Confirmed Question - Clause 2.1.7. This clause implies that we are liable for litter deposited in the two hours after grass cutting. Please confirm that, if the site is clear at the time of mowing a further litter pick is not required two hours later. Answer - This clause is to allow up to 2 hours for any litter or debris after grass cutting has taken place to be removed. Question - Clauses 5.3 & 5.4 Can you provide details of the number of sports matches (i.e. cricket, football etc) taking place on each site and their frequency. Answer - There are 11 football pitches in the new contract with usually no more than 2 games per week on each pitch during the football season.  A similar situation would apply to the 1 cricket pitch. Question - Clause 6.5.2 & 9.2.3 Please confirm that you require the liner (bag) changing even if the bin has not been used. Answer - Yes Question - Clause 10 – Is extra work for special events to be paid for as an additional to the contract or is it to be included in the base price and if so where and could you give an indication of the number of such events in the past 12 months. Answer - See 10.3.5 Question - Clause 12 – Please indicate the number of burials & cremations and whether these are machine or hand dug over the last 3 years. Answer - Refer to 12.3.1a  and 12.1.7 and 12.6 Question - Clause 13-c If possible please could you provide a breakdown of where these items are located Answer - There is no 13c Question - Page 13 – Acceptance of ITT. Please confirm if the return of this is required now or with tender. Answer - Fully completed and signed Bill of Quantities, including the Pricing Document (“Volume 6”) should only be submitted electronically to tender@spelthorne.gov.uk no later than 12 noon on the 12 September 2008.  Two hard copies of the whole tender duly completed and signed should be returned to Jackie Taylor at the White House Depot, Kingston Road, Ashford, Surrey TW15 3SE, so that they are received between the 15-17 September 2008 . Question - Page  6 – Discrepancies states that the specification will prevail over the Bill of Quantities in the event of dispute. This implies that if something is contained in the specification and not included in the bill a price must be included. Please confirm where such an item should be priced and how the quantity should be assessed. Answer - Should anything of this nature occur it will be resolved at the time with the Supervising Officer and the Contractor Question - Page 10  clause 16.1 This specification was further clarified and confirmed as a requirement for Professional Indemnity insurance (without limitation)…..  Such insurance can only be obtained for known and specified risks and amounts, please therefore advise the risks to be insured and the amount of indemnity required. Answer - .This is part of the standard requirements needed to work with any Public Sector client, so that their liability would not be engaged in case of events whose responsibility would lie with the contractor or their staff”. Any further clarification on this issue may take place at the evaluation stage. Question - Page 19 Clause 44 – Payment of Sub Contractors – You state that sub contractors must be paid 30 days from date of their invoice. Please confirm that your payments to main contractors will be on the same basis. Answer - Confirmed Question - Page 20 Clause 49 – Suspension - Please explain the meaning of this clause with regards to staff resources etc and how and when it would be invoked. Answer - Other than in exceptional circumstances this would be dealt with under the default procedure (page 29 conditions of contract)
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