Colne Town Council - Grounds Maintenance Contract

Description

Tenders are invited in respect of two contracts, with a duration of three to five years, detailed below on an individual or combination basis effective from 1st April 2026. The contracts for Tender: GM1 Monitoring & Cleaning of Benches (155 Benches), and Inspection, cleaning, repair & maintenance of Bus Shelters in Colne (20 Shelters) GM3 Inspection of Playgrounds and Multi-Use Games Areas (MUGAs) Equipment and Cleaning and Maintenance of Playgrounds and MUGAs and Miscellaneous Grassed Areas in Colne (6 Playgrounds, 3 Multi Use Games Areas, 1 Kick about area and approximately 157 items of equipment/benches). Tenders are invited for each item above on an individual or combination basis. Lot GM1: Monitoring & Cleaning of Benches (155 Benches), and inspection, cleaning, repair & maintenance of Bus Shelters in Colne (20 Shelters) To be submitted within one month of award of tender To undertake an initial inspection of Bus Shelters as specified in Schedule of Bus Shelters - Appendix 1E and to: a) plan a detailed programme / route of cleaning to ensure that Bus Shelters are kept clean and clear of all detritus and immediate area of location kept clear of weeds and general rubbish, placed into existing nearby refuse receptacles available for public disposal. b) Taking into account the condition of existing shelters, to recommend by priority based on current condition, a programme over a 3-year period to repaint/refurbish, subject to a maximum of 1/3rd of all bus shelters per annum for which a separate contract may be awarded. To maintain a high standard of cleanliness of all 21 Bus Shelters detailed on the Schedule of Bus Shelters Appendix 1A in order to ensure that each shelter is visited on a fortnightly rotational basis, kept clean, including the underside of the roof, the footprint of each shelter tidy and clean, including free of weeds. Inclusive of minor repairs, light testing, replacement bulbs as required and each shelter left in a safe condition, any fly posters removed and electronic evidence of each shelter checked and cleaned to be submitted on a fortnightly basis. (Only chemicals approved by the MAPP to be administered.) More information can be found on https://secure.pesticides.gov.uk/garden/prodsearch.asp To undertake an annual inspection of each Bus Shelter in September of each year, to include a full maintenance check, deep clean of all surfaces of the seat (including underside) and sides/stanchions of the seat and all structure surfaces and a jet wash/clean of all internal and external roof panels to ensure clear of all mould, detritus, and mulch. To provide in each bus shelter notices of where the public can report vandalism, damage, or faults to, and to ensure on each cleansing visit, this sign remains visible for use. To provide Monday - Friday, daily as and when, by email and or telephone, details of each time of report and type of incident with an indicative cost of material cost and time involved to repair such incident. To be submitted within one month of being awarded the tender contract and each April thereafter for the duration of the contract To undertake an inspection of the existing benches as specified in Bench Location Maps - Appendix 1A and lists of benches in Appendices 1B - 1D and to provide a report which will include: a) Details of individual bench inspections, including the general type of bench, its location, details of its condition and photos of each bench. b) Provide a detailed programme of cleaning to ensure that benches are kept clean and clear of all detritus and immediate area of location kept clear of weeds or moss. c) Taking into account the condition of each bench: To recommend a planned programme for painting / revarnishing ensuring that 1/3 of all benches are repainted/varnished each year and that all benches are repainted/varnished at least once within three-years of the tender being awarded. To recommend a planned programme for repair and maintenance to ensure that all benches are kept to an acceptable standard. (Please note that, the Town Council will utilise its own in-house team to complete repair / refurbishment works). To maintain a high standard of cleanliness for all benches detailed on the Appendix 1A Bench Location Plan, Appendix 1B, 1C and 1D in order to ensure that each bench is kept clean, the surrounding area of each bench kept tidy and free of weeds, and that each bench is visually inspected at the time of cleaning and left in a safe condition. (Only chemicals approved by the MAPP to be administered.) More information can be found on https://secure.pesticides.gov.uk/garden/prodsearch.asp Each bench should be inspected quarterly and cleaned as required but no less than once every Quarter. To provide quarterly evidence of the condition of each bench and confirmation that it has been left in a clean and safe condition in electronic format. Lot GM 3: Inspection of Playgrounds and Multi-Use Games Area (MUGA) equipment and cleaning and maintenance of Playgrounds and MUGA's and Miscellaneous Grassed Areas in Colne To visually inspect on a fortnightly basis all equipment contained within each Play Area and MUGA, as specified in Appendices 3A, 3B, 3C and 3D. Any bolts requiring tightening or joints lubricated should be dealt with on-site with any other faults discovered to be reported immediately and, following each visit, to provide an electronic condition report and safety inspection checklist. N.B One or two members of the Contractor's staff will be expected to attend a course on visual playground inspections and pass the associated test administered by the course provider. More complicated repairs and maintenance will be carried out by Colne Town Council's specialist playgrounds contractor and inspector. To ensure that the whole surface area of each Play Area and MUGA and Small Kick-about Area in Alkincoates Park are kept clear of litter, debris and general rubbish and that litter waste receptacles are regularly emptied to enable use by the public between 6 am and 8 pm excluding bank holidays and that all such waste and rubbish is safely disposed of (including disposal of sharps) and that plastic bin liners will be replaced on each occasion of removal and to provide evidence of proper waste disposal. To keep all grassed areas within Play Area and MUGA sites as defined by boundary fencing, free of litter, bottles, cans, stones and other debris and to ensure before any cutting of grass takes place such areas are cleared in this way. To cut all grass in Play Area and MUGA areas and remove cuttings - maintaining the height between 30mm and 50mm at all times and in periods of strong growth, noting that one-off grass cuts requested by the Council are to be made without additional cost. To ensure that a programme of effective weed killing is implemented at all sites, including the areas immediately outside of the boundaries and where such treatment has failed, the contractor shall at their own cost cut down weed growth or diseased plants, replant, and remove all detritus from the site. (Only chemicals approved by the MAPP to be administered.) More information can be found on https://secure.pesticides.gov.uk/garden/prodsearch.asp To power wash bounce matting bi-annually for all sites. To provide signage to each area providing contact details for members of the public to report their concerns to your company. To provide Monday - Friday, between 8am and 5pm daily as and when by email and/or telephone, details of each time of report and type of incident with an indicative cost of material cost and time involved to repair such incident.