Grounds Maintenance Contract · UK public procurement notice

A. Grass Cutting & Litter Collection

The Contractor must carry out grass cutting (either standard 'cut and drop' or 'cut and collect' - please specify in the application) and litter picking across all designated sites, ensuring that grass does not exceed the agreed height limit of 10cm.

Using the map and documents in Appendix 1 and 2, all the sites under this Lot are detailed. Areas highlighted green must be maintained so that grass never exceeds 10cm, and vegetation encroaching on pathways must be cut back to the path edge to ensure full and unobstructed use of the path. The blue areas are designated wildlife zones and must only be cut once per annum in September/October (weather dependent and may take place earlier in cases of wildfire risk). The areas in purple indicate the location of a sports pitch; dark blue shows the cricket outfield; yellow indicates the dual-use pitch, pink shows the areas to be cut twice per-annum, orange pins indicate playgrounds, green pin shows our tennis court and lastly, the blue pins show site specific info.

The Contractor is also responsible for routine cutting back of vegetation (as detailed in Appendix 1 and 2 and any other locations that may arise within the areas already covered under this Lot.) to ensure the footpaths, signage or sightlines are not encroached upon, as well as to maintain safe access and a tidy appearance. This excludes specialist arboricultural works (e.g. major tree surgery, felling, or works at height requiring a qualified tree surgeon), which will be instructed separately if necessary.

All trees, benches, and other fixed structures within green spaces must be actively avoided to ensure they are not damaged. Any damages must be reported to STC according to section 4J. The Contractor must also make themselves aware of any trees subject to Tree Preservation Orders (TPOs) as any works on these require prior written permission from STC.

B. Playground Maintenance

At the following sites:

• The Salts Playground
• The Salts Skatepark
• The Crouch

Contractor must maintain playgrounds and associated areas:

• Maintain the sandpit by topping up with certified play-grade sand, ensuring safety and compliance with relevant playground standards.
• Cut grass in play areas as soon as it exceeds 10cm in height or sooner.
• Maintain up to date records/logs of all maintenance carried out, including:

o Date of work performed

o Description of tasks completed

o Any issues identified and actions taken

o Photographic evidence of completed work

o Records must be available for inspection by STC.

C. Sports Pitch Management

The Contractor shall manage the Council's sports pitches and associated facilities. This contract does not include the provision of fine turf or specialist grounds services (e.g cricket squares, bowling greens). Works are limited to maintaining safe, playable grass surfaces for football, rugby, cricket outfield, and stoolball, as set out below, ensuring all areas are maintained to a safe, playable and visually acceptable standard. For the purposes of this contract, 'playable' and 'match-ready' refers to the Grounds Management Assocation's standards - see Standards and Guidance section below.

Responsibilities are:

• Football (STFC at the Crouch and Premier Football at The Salts):

o Prepare pitches to a match-ready standard, including line marking and top-ups, which must only be carried out when instructed by STC, using the Contractor's own marking equipment unless otherwise directed.

o Maintain grass at an appropriate height for football (during August-May, maximum 20-35mm).

o Inspect & repair pitches regularly for hazards, including litter, broken glass, holes, divots, waterlogging or other obstructions.

o Undertake seasonal maintenance: mowing, aeration, reseeding, fertilising, sanding, rolling, and topdressing to ensure safe, playable surfaces.

o Observe a rest period for grass from mid-May to August to support regrowth and pitch health.

o Provide pre-season preparation, including seeding, sanding, scarifying and rolling, prior to the start of the playing season.

o Water, provided by STC, may be accessed at the point indicated in Appendix 1 and 2. The Contractor shall provide all necessary equipment, including hoses of sufficient length to service the designated work areas.

• Rugby (at The Salts):

o Prepare pitches to a match-ready standard, including line marking and top-ups, which must only be carried out as instructed by STC, using the Contractor's own marking equipment unless otherwise directed.

o Remove and securely store rugby posts at The Salts Recreation Ground, outside of playing season.

o Strim around goal storage areas and inspect and remove hazards (including litter, broken glass, or damage to posts).

o Maintain grass at appropriate playing height (typically 25-75mm) through regular mowing.

o Repair divots, bare patches and high-wear areas to maintain a safe and playable surface, as well as keeping the pitch and surrounding areas clean, removing litter and debris.

o Undertake seasonal maintenance and end-of-season renovation (overseeding, aeration, fertilisation) as agreed with STC.

o Report any damage to rugby posts, sockets, or equipment and agree remedial action agreed with STC and stakeholders.

o Water provided by STC may be accessed at the point indicated in Appendix 1 and 2. The Contractor shall provide all necessary equipment, including hoses of sufficient length to service the designated work areas.

• Cricket (at The Salts):

o Maintain the outfield throughout the cricket season (April-September).

o Prepare the outfield to a match-ready standard, ensuring grass does not exceed 25mm and is free of hazards (e.g divots or broken glass) and debris.

o Repair bare patches and high-wear areas to maintain a safe and playable surface.

• Dual-Use Pitches

o Appendix 1 identifies the area of The Salts highlighted in yellow. This area is a dual-use pitch and must be prepared for cricket during the summer months and for rugby durin…

STC manages approximately 129,378 m² of grass verges. Contractors are required to cut urban grass verges, as shown on the maps in Appendix 3 and 4, four times per annum (April, June, August, and October).

Contractors must also:

• Ensure vegetation does not encroach onto footpaths, signage, or sightlines, so as not to create hazards or reduce visibility for pedestrians, cyclists, or drivers.
• Remove and lawfully dispose of all debris resulting from cutting (e.g. grass clippings, leaves). Debris must not be left on pathways, roads, or neighbouring properties.
• Take care to avoid damage to trees, benches, and other fixed structures within green spaces. Any damages must be reported to STC according to section 4J.

Full site map can be found in appendix 5.

a) Plant and maintain visually pleasing seasonal displays within:

• War memorial beds
• Town planters (23 planters & 13 pole planters)
• Decorative boat planter
• Beds outside Morrisons
• Crouch Peace Gardens

b) Maintain the upkeep of the Crouch Peace Gardens by:

• Cultivating all existing beds and borders, in particular:

o Weeds:

 Hoe emerging annual weeds

 Remove perennial weeds by hand, especially from the middle of shrubs and perennials

 Remove bindweed according to Lewes District Council's policy

• Prune shrubs at the appropriate time and recommended way for each variety and renovate when necessary.
• Deadhead perennials to prolong flowering.
• Lift and divide congested perennials at the appropriate season.
• Feed any plant that shows signs of poor growth.
• Maintain soil quality to a high level. Mulch (50-75mm) with organic matter once a year.
• Replacement of dead or disappeared plants to avoid gaps in planting where possible.
• Undertake thorough watering during dry periods, with particular attention to newly planted stock and plants in sunny or exposed locations, ensuring adequate soil saturation to maintain plant health and presentation.
• Weeding and sweeping of paths & regular litter picking.

c) All bulbs, seeds and plants to be included in the tendered price.

d) Maintain planted areas by watering and de-weeding a minimum of 10 visits per year, plus additional as required depending on weather conditions and other factors affecting presentation.

e) Use only non-chemical fertilisers.

f) Remove weeds and cuttings prior to replanting.

g) At least one staff member on site at all times who holds NVQ Level 1 in Horticulture or RHS Level 1 / 2 qualification or equivalent.

h) Subject to agreement with STC, the Contractor may be required to support modifications for existing beds, including (but not limited to) the conversion of one bed to a wicking system, should funding become available. The Contractor shall also water and maintain as required and undertake seasonal replacement planting to restore the quality of display.

i) Water may be accessed through the access point at the War Memorial. The Contractor shall provide all necessary equipment, including hoses of sufficient length to service the designated work areas.