UK Public Sector Contracts & Tenders

The Parish Council of Middleton Cheney cuts grass seasonally on open spaces and verges across the village. The services sought include grass cutting, strimming, blowing, shrub maintenance and weed control. During this contract, in line with the Council's ecological and biodiversity considerations, some areas may be reallocated as wildflower areas and the contractor should be prepared to adapt schedules to accommodate. The contract term is 3 years and covers the satisfactory completion of the works outlined in this document. The award of the contract is also dependent on the receipt of evidence of appropriate public liability insurance, professional qualifications and policies. The point of contact is the clerk to Middleton Cheney Parish Council and the contractor should be prepared to work harmoniously with the Council's employees and other service contractors. Any considerations not identified in this document may be addressed with the Council at the point of tender, or negotiated with the clerk and Council as they arise. Please refer to the specifics and process contained in the document "Middleton Cheney Parish Council - Green Spaces Contract Tender 2023-2026". Tenders are to be submitted in hard copy on the attached Form of Tender in a sealed marked envelope clearly marked "Grass Cutting Tender Response" to The Parish Clerk at Middleton Cheney Parish Meeting Room by 12 Noon, Monday 27th February 2023

Middleton Cheney Parish Council wishes to provide a programme of Christmas illuminations centred along its High Street. This will involve the introduction of a small annual 'Switch On' expected to be held on the last Saturday of November. The Council is tendering with a view to agreeing a contract with a supplier from 20th August 2024. The contract will then run for three years to include Christmas 2024, 2025 and 2026 and will end on 31st January 2027. REQUIREMENTS 1. Provision of a design to furnish lamp posts along the High Street, alleyway and potentially other lamp posts around the village with festive illuminations operating from commando socket supply points. The design must consider limitations of the areas (no over-highway decorations or low-hanging motifs) and will be agreed in collaboration with the Parish Council and Clerk. 2. A scheme of approximately 20 LED lamp post motifs in total. These shall be supplied by the contractor on a lease/hire agreement. The Council may consider hire or purchase of solar items for the village green. For the purpose of this tender, the Parish Council require a proposed lighting scheme to be submitted, including locations of the lighting and imagery of the designs of the proposed motifs. The contractor shall arrange for the carriage, installation, testing, maintenance, switching on/off and dismantling and storage of festive illuminations. The Council may agree to additional costs only by resolution to increase the scope or extent of the illumination scheme. These will be negotiated should the need arise. Any considerations not identified in this document may be addressed with the Council at the point of tender, or negotiated with the clerk and Council as they arise. Any queries or questions raised prior to the contract award will be shared with all parties that have indicated a wish to tender. The point of contact is the clerk to Middleton Cheney Parish Council and the contractor should be prepared to work harmoniously with the Council's employees and other service contractors. TENDER SUBMISSION Tenders are to be submitted and received by the Council by 12 noon on 5th August 2024. The tender pack must be sealed so as to prevent the contents becoming known. The packs shall have no external means of identifying the potential supplier. The completed pack must be marked 'Confidential : Christmas Lights Tender" and sent to: The Clerk, Middleton Cheney Parish Council Parish Meeting Rooms Main Road Middleton Cheney OX17 2LR Email submissions are also accepted and should be sent to clerk@middletoncheney.org.uk with the subject 'Confidential: Christmas Lights Tender'. The same deadline applies for electronic submissions.

1. Background The Council seeks a qualified contractor to provide comprehensive maintenance for its 200-unit street lighting network, comprising primarily 5-6 metre columns with LED lanterns. 2. Asset Profile • Total Units: 200 • Column Heights: Predominantly 5m and 6m • Lantern Types: "Mini Aspire LED" retrofit units, few "heritage" type. • Ownership: All assets of the contract are the responsibility of the Parish Council • Power Supply: Unmetered supply (UMS) via DNO 3. Scope of Works 3.1 Routine Inspections • Night-time patrols - monthly visual inspections of all units • Annual physical checks - of lanterns, brackets, control gear • Electrical safety testing - Once per contract (BS 7671 compliant) • Structural inspections - Once per contract (in line with ILP GN22/19) 3.2 Reactive Maintenance • Lamp failure / lantern outage: diagnosed and repaired • Control gear, photocell, cut-out replacement (like-for-like) • Minor cabling repairs • Reporting of third-party damage or vandalism • Make safe emergency repairs (within 3 hours) 3.3 Planned Maintenance • Agreed schedule for batch component replacements • Identification of obsolete stock and recommendation of equivalents 3.4 Emergency Works • Danger to life, exposed wiring, fallen columns • Immediate site attendance and public hazard mitigation 4. Technical Standards, as listed or similar • Electrical Installations: BS 7671 (18th Edition) • Street Lighting Design & Maintenance: BS 5489-1:2020 • Column Structural Integrity: ILP GN22/19 • Work on Highways: Chapter 8, Traffic Signs Manual • PPE & Health & Safety Compliance: CDM Regulations 2015 5. Record Keeping Requirements • Asset register maintenance • Repairs log with date, unit ID, fault, action taken • Components used with batch/serial reference • Quarterly submission of maintenance summaries • Open access to records on request by the Council 6. Highway Authority Liaison • Submit permits for any road works affecting carriageway or footway • Arrange closures or traffic management as needed • Notify Council of scheduled works that may affect public access

Scope The contract is for the seasonal cutting, trimming, cleaning and ancillary maintenance of grass, verges and related amenity areas across Middleton Cheney parish. The work includes strimming, blowing, weed control, shrub and edge maintenance, sweeping or blowing of cuttings from footpaths, seating, play surfaces and adjacent fixtures. It also covers maintenance around headstones, trees, fences, hedges, and trimming or weed control of paths, as well as occasional ad hoc works such as footpath maintenance and weed spraying. The number of cuts may be varied seasonally in consultation with the Parish Council. Locations Key locations include: the cemetery , Stanwell Park and Astrop play area, Village Main Green, smaller greens on Main Road, The Washle, Stanwell, and local roadside verges. Term From 1 March 2026 to 31 October 2028 (approx. 2 years and 8 months) Estimated contract value Approx. £75,000 excluding VAT CPV code Main CPV code: 77314000 - Grounds maintenance services Award criteria Bids will be assessed on a mix of price, quality / ability to perform, and compliance (insurance, health & safety, statutory requirements). ojeu.com Additional services The Council reserves the right to vary quantities or engage the Contractor for related grounds-maintenance tasks not specifically covered in the schedule (e.g. alleyway maintenance).