Totton & Eling Town Council, Grounds Maintenance Contract

30/01/26 Question: Clarification on duplication of maps across sections - Please be mindful that colours on duplicated maps may differ or that colours on maps may only be reference in one section and not the other e.g. Section 3, Map 7 and Section 4, Map 7. Section 3 schedule (pages 16 and 17) refers to grass cutting (green) and weeding. Section 4 schedule (page 19) refers to ditch maintenance (yellow with black hatching). 03/02/26 Question: Contradiction in Section 2 schedule - Page 13, 2.2.1. stated "The Contractor shall provide a grounds maintenance service" "from February to November inclusive" whereas 2.2.9 stated "excluding December, January and February" making clear that works only take place between March to November. 2.2.1 of the Grounds maintenance contract scan 2026 (A4 Amended) document has since been amended. 03/02/26 Question: Clarification on herbicide use in Section 2 schedule - Page 13, 2.2.10 offers the option of weeds being "sprayed with an approved herbicide (in areas approved by the Council)". We have done so to provide bidders flexibility in performing the required task. In certain instances, it might be more appropriate/effective to apply herbicide, in others, it may not be suitable e.g. play areas or may require additional control measures e.g. temporary closures of areas etc. We would ask for more detail of any herbicide intended for use prior to its application on site. 03/02/26 Question: Safeguarding/Disclosure and Barring Service (DBS) requirement - Section 2, Map 6 refers to Hounsdown Hall and there was concern that a pre-school operated within this setting and that bidders might require a DBS. Said pre-school is no longer in operation. There are fixed locations where workers may potentially operate within reasonably proximity to young people but, they are protected by secure boundaries therefore a DBS is not required. 03/02/26 Question: Bird nesting season - concern over activities during bird nesting season (start of March to end of August) expressed. Bidders must adhere to the Wildlife and Countryside Act 1981by not intentionally or recklessly disturb wild birds, while they are building a nest, or are at/near a nest with eggs or young etc. Bidders should assess areas where bird presence likely prior to commencing task or immediately halt activities should any evidence of bird presence be determined during with tasks rescheduled. 03/02/26 Information: rewilding tasks stated on map 41 did not match those stated in the schedule Page 22, 2.5.15. This has since been updated. 06/02/26 Question: Clarification of cost breakdown within sections - it was queried why only tasks with defined schedule timelines have been included in the cost breakdown for each section. Equally why the cost breakdown of defined schedule timelines not broken down further. This was to simplify the breakdown of costings for our benefit to determine approximate costs for services performed. Tenders will ultimately be scored on the total value presented for each section. 06/02/26 Question: Clarity on less defined tasks - tasks e.g. Page 21, "2.5.12 Cut back trees, hedges, shrubs and brambles etc to planted areas where they encroach onto footpaths, paved areas, seats, tarmac and car parks etc coloured brown on map number 41 in May, August and February" may not require such regular cutting frequency. Only when it is apparent that vegetation is encroaching on paths and/or build infrastructure. 06/02/26 Question: Location of water for transportation - We have an external tap behind Totton and Eling Town Council, Civic Centre, Testwood Lane, Totton, Hampshire SO40 3AP and other external taps at a few of our recreation grounds. 06/02/26 Information: a mistake was identified on page 13, 2.2.9 whereby map 3c was referenced as being cut both "FORTNIGHTLY" and "EVERY THREE WEEKS". This has since been updated to just "EVERY THREE WEEKS". 06/02/26 Information: mistakes were identified on pages 14, 2.1.22 where it should have read 2.2.22, on page 17, 2.1.9 where it should have read 2.3.9, on page 22, 2.1.15 where it should have read 2.5.15 and page 22, 2.1.16 where it should have read 2.5.16. This has since been updated. 06/02/26 Information: New document added to find a tender being a revised version of Grounds maintenance contract scan 2026 (A4 Amended) with the previous since been removed. 06/02/26 Information: Additional paragraphs have been added to the Award Criteria section on Find a Tender.

Organisation

Totton and Eling Town Council

Totton and Eling Town Council, Civic Centre, Testwood Lane, Totton, Hampshire, SO40 3AP

2.1.1. The Contractor shall provide a grounds maintenance service at the locations shown coloured green, red, purple, light blue, orange and brown on map numbers 1, 1a, 2, 2a, 3 and 5 from April to March excluding December, January and February. 2.1.2. The grounds maintenance service includes grass cutting, hedge trimming, weed control and other seasonal work relating to footpaths, grass, tree, plant, shrub maintenance and the like.

2.2.1. The Contractor shall provide a grounds maintenance service at the locations shown coloured green, blue, orange with black stripe, orange and brown on map numbers 3b and 3c to 6, 13a, 15A & 33 to 35 from February to November inclusive. 2.2.2. The grounds maintenance service includes grass cutting, hedge trimming, weed control and other seasonal work relating to footpaths, grass, tree, plant, shrub maintenance and the like.

2.3.1. The contractor shall provide a grass cutting and weed control service at the locations shown coloured green, green with blue dots and hatched areas on map numbers 7 to 15, 36, 40 & 40b from April to March excluding December, January and February. 2.3.16. Clear the Town Park ponds shown dark blue on map number 1 of reeds to a maximum of 70% by hand and arisings removed from site, the Council will indicate which reeds are to remain. Spray reeds and parrots feather with a suitable aquatic herbicide.

2.4.1. The Contractor shall provide a grounds maintenance service at the locations shown coloured green, yellow, yellow with black hatching and pink on map numbers 7, 9, 10, 11, 16, 16A, 16B, 17 to 23, 23a, 23b to 31 & 37 to 39 from April to March excluding December, January and February.

2.5.1. The Contractor shall provide a grass cutting, grounds maintenance and rewilding service at the locations shown coloured orange, brown, brown chequered, green chequered, green crosshatched, blue crosshatched, pink dotted on map number 41 from April to March excluding December, January and February. 2.5.2. The grounds maintenance service includes grass cutting, hedge trimming, weed control and rewilding work relating to footpaths, grass, tree, plant, shrub maintenance and the like.

Document pack· 2 files

8

total contracts

£2.8m

total value

£470,671

average contract size

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Application Deadline

20 February 2026

Closed

Estimated Value

£526,247

WAC Reference

WAC-551822

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