Contracts
Includes Best Practice Documents
A sub-page of LANDSCAPES/Public Realm
Hixon Parish Council Grass Cutting Tender:
You are most welcome to download this document to use as a template for your own contract(s). A markdown copy is proffered below for AI Search engine purposes. Thank you to Hixon Parish Council for the provision of this documenthttps://app.gitbook.com/o/0k84O32WvC7WyHzCDU7c/s/V1LZ4mqWJXNbNi9oyyBX/~/changes/576/landscape/public-realm/contracts
Note: Great Collaboration strongly recommends the use of a digital mapping system (eg Parish Online) to map the verges to be mown by a contractor, and included with the tender, sa that a much clearer vision (and area by square metres, for instance) can be used by all parties
Markdown copy of contract:
Hixon Parish Council — Grass & Hedge Cutting Contract (2024–2026)
*Structured summary of the tender pack extracted from “1 HPC Grass Cutting Tender
V4 - Contract Documents 2024.pdf”Contents
1. Invitation to Tender – page 2
2. Contract conditions – page 2
3. Specification of works – page 5
4. Schedule of works – page 7
5. Site plan & Schedule 2, sketch plans – page 11
6. Tender form – page 12
Tendering Timetable
Deadline for receipt of completed Issue Tender Documents ………………………………………..23th November 2023
Deadline for Tender questions ………………………………… 14th December 2023
Tender documents……………5th January 2024
Evaluation of Tenders …………...…………………………….…… 9th January 2024
Notification to preferred Tenderer…… …………… ……………..19th January 2024
Notification to Unsuccessful Tenderers………………….…….....5th February 2024
Date of commencement of contract ……………………….…………1st March 2024
Date of completion of contract………………………………….30th November 2026
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 1 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
1. Invitation to Tender
Hixon Parish Council (the Council) is seeking Tenderers to carry out its annual
grass and hedge cutting requirements.
A. Please find below Tender documents for your completion. The Clerk to the
Council, together with other Councillors, will be available to meet Tenderers
on site to view the locations and answer any questions you may have up to
the ‘’Deadline for Tender questions’’ as stated above.
B. Prices submitted must indicate the rate for carrying out each section of the
Contract excluding VAT
C. Prospective Contractors should ensure they are completely familiar with the
nature and extent of the work to be undertaken should their tender be
accepted.
D. The tender shall be submitted ONLY on the attached Form of Tender.
E. Prospective Contractors should note that the Council is not bound to accept
the lowest, or any tender.
F. References regarding workmanship maybe asked for by the Council prior to
awarding the Contract
G. The successful Tenderer and Tender documents together with the Council's
written acceptance, shall form the terms of the Contract.
H. If, having examined the Tender documents, you wish to submit a Tender you
should: -
a. Return the Tender documentation provided.
b. Return the fully completed Tender Form
I. The Council requires Tenders to be received on or before ‘’Deadline for
receipt of completed Tender documents’’ as stated above in the
enclosed unmarked self-addressed envelope.
J. Tenders received late will not be considered.
Note: The Tender documentation provided includes: - Invitation to tender; Standard
Contract conditions; Specification of works; Schedule of works; Site plan and
schedule 2, sketch plans A,B,C.D,E F, & G, and Tender form.
2. Contract Conditions
Hixon Parish Council Contact Details.
Clerk to the Council: Mrs Catherine Gill
Address: 79 Sycamore Drive, Hixon, Stafford. ST18 0FB
Email: [email protected]
Telephone: 01889 272679
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 2 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
Extent of Work. The work comprises the works as described in the attached
schedules 1, 2 and 3; the associated site plan and schedule 2, sketches A, B, C, D,
E, F & G
Grass Cutting:
The height of cut to be appropriate for the use of each space and as agreed with the
Clerk / Chair. To also include strimming around play equipment, outside furniture,
path edges, trees, bushes, fences, hedges and all other authorised site fixtures and
fittings. To include grass removal from all play safety surfaces as well as footpaths
and seating areas by sweeping or blower. Although a specific frequency of cuts has
been set for the tender schedule these may be varied according to seasonal grass
growth and by agreement with the Clerk / Chair.
Hedge Trimming:
Hedges, as defined on the site plan, to be trimmed / cut once each year as
prescribed in schedule 3.
Fruit Orchard
The fruit orchard situated on Church Lane playing fields. Grass between fruit trees to
be cut once each year in September / October. Grass cuttings to be removed from
site.
Site Details:
The site details are as those shown on the attached site plan and schedules.
Before tendering, the Contractor is advised, at their own discretion, to visit the sites
to satisfy themselves as to the full extent of the works to be undertaken. No claims
arising from failure to do so will be accepted.
Workmanship and Equipment:
The workmanship must be of the highest standard and shall conform to all relevant
British Standards, Specifications and Codes of Practice.
Additional Erections/Installations
The Council may, at any time, add or remove outside fixtures and fittings (play
equipment, benches, planting etc.) during the period of the Contract and no
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 3 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
application from the Contractor to adjust the Contract price as a consequence will be
considered.
Duration of Contract:
The duration of the Contract will be THREE YEARS commencing 1st MARCH 2024
to 30th NOVEMBER 2026 inclusive, with annual performance reviews. Tenders are
to be priced on an annual basis. There will be no opportunity to alter the rates
tendered during the full term of the contract.
Payment to Contractor:
The Contractor shall submit a monthly invoice, in arrears, for all works undertaken
during that period.
All invoices submitted shall be accompanied by supporting statements of work
undertaken during the period covered by the invoice. Upon receipt, the Council will
check work undertaken and, if correct the invoice will be paid within THIRTY days
of receipt. If an invoice is submitted incorrectly, the Council will ask the Contractor
to provide a correct invoice.
Termination of Contract:
Either party may, without reason, terminate the Contract in writing giving no less than
Three Months’ Notice.
Insurance:
The Contractor is required to have a minimum of £5,000,000 public liability insurance
for Contracts. A current Certificate of Insurance to this effect must be produced to
the Clerk prior to commencement of the Contract and annually thereafter. The
Contractor shall indemnify the Council against any claim or proceedings for any
injury or damage to any property or persons or animals as a result of negligence,
poor workmanship or failure to notify the Council of any action likely to cause injury
or damage to a third party.
Health and Safety:
The Contractor shall accept full responsibility for compliance with Health and Safety
at Work Act and all other Acts and Regulations in respect of the works comprised in
this Contract.
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 4 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
Notes to Tenderers:
i) ii) iii) iv) v) vi) vii) Attention is drawn to the Form of Tender and Standard Contract Conditions.
These documents must be read in conjunction with the Specification of
Works, Plans and Schedule of Works. Contractors are advised to carefully
read all documentation.
Prices to be included in the Form of Tender are to be the full inclusive value
of the work as described, including all profit, costs and expenses, and all
general risks, liabilities and obligations, but EXCLUDING VAT (if applicable).
A price shall be inserted against each schedule type (Schedule 1, 2, and 3)
on the Form of Tender for each year of the Contract. An extra over item
shall also be inserted for the annual removal and appropriate disposal
of grass cuttings to an approved site by the Contractor from Church
Lane Playing fields.
No alteration to the text of the Form of Tender is to be made by the
Contractor tendering. Should any alteration, amendment, note or addition be
made, the same will not be recognised and the reading of the printed
Schedule will be adhered to.
A regular inspection will be carried out by the Council throughout the period
of the Contract to ensure the work is completed in accordance with the
Specification of Works.
Contractors are asked to contact the Clerk / Chair if any clarification is
required.
The works as a whole or part thereof contained within this Contract,
shall not be Subcontracted without the written approval of the Council.
3. SPECIFICATION OF WORKS
1. Prior to cutting or trimming any area, the Contractor will ensure that the site is free
of any significantly large stones and all paper, tins, bottles and other debris on the
cutting area.
2. The Contractor will also inspect each site for areas of potential hazard and will
inform the Council immediately of any such potential hazards.
3. The Contractor will always during the period of the Contract, ensure that all
machines engaged in grass cutting operations are sharp and properly set, to
produce a true and even cut. Any damage or areas of grass not cut to the approval
of the Council by reason of lack of maintenance will be made good by the Contractor
at his own expense and to the satisfaction of the Council.
4. The Contractor will at all times during the period of the Contract ensure that
machines are properly guarded and maintained so as to present no danger to the
operator, surrounding structures, vehicles or any person in the vicinity of operations.
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 5 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
The Contractor will provide site personnel with all safety equipment, (boots, reflective
vests etc.), and will ensure that site personnel always use such items when they are
engaged in work for the Council.
5. All persons operating grass cutting machinery must be appropriately trained, and
the Council reserves the right to ask the Contractor to provide adequate proof that
operators are well trained, conversant with Health and Safety legislation and
competent in their operating methods.
6. All grass will be cut cleanly and evenly without damaging the existing surface and
with sufficient overlap between passes of the cutter.
7. The Contractor will complete one area of grass cutting before moving onto the
next, and immediately after cutting a scheduled area, the Contractor will ensure that
all grass clippings and other arising’s are cleared from all paved areas, playground
equipment safety surfaces, paths and public footpaths, etc., by sweeping or using a
blower.
8. The Schedules 1,2, and 3 prescribe the frequency of the activities required on any
site in any one year / season. If additional cuts are required, the Contractor will be
paid on a pro-rata basis for those additional cuts. Any additional / variations of the
cutting frequency to be agreed with the Clerk/ Chair.
9. Should the Contractor cause damage to the surface or levels of the ground, or
create divots during grass cutting operations, the Contractor will at its own expense
reinstate such damage forthwith to the satisfaction of the Council.
10. Mowing around obstructions including seats, trees, fence lines, posts, kerbs and
the like, will be undertaken using methods, tools and machines as appropriate to
ensure neat edges to paths etc.
11. If strimmers are used they must not cause any damage to trees, shrubs
flowerbeds etc. or permanent or removable fittings.
12. Hedge trimming equipment must be suitably maintained to produce a clean cut
and neat finish.
13. Hedges are to be trimmed to maintain good healthy growth and shape whilst
providing a natural screen and wildlife habitat.
14. All debris from hedge cuttings to be removed from site and disposed of
responsibly by the Contractor.
15. Hedges must not be trimmed /cut during the recognised nesting season between
1st March and 31st August.
16. There are 8 No. flowerbeds measuring 0.9 x 1.2m each, which are maintained by
volunteers. Care should be taken when strimming around the flowerbeds. The
flowerbeds are situated on New Road (visibility splay at entrance to the industrial
estate); Church Road open space; High Street, three number flowerbeds in the
verges surrounding Hixon Parish Council car park; Ridgway open space; Sycamore
Drive open space and Hammonds Croft open space.
17. NOTE: The Contractor will be required to make arrangements for its personnel’s
welfare with regards to toilets, handwashing / sanitisation and drinking water.
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 6 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
4. SCHEDULE OF WORKS
GRASS CUTTING FROM MARCH TO END OF NOVEMBER EACH YEAR
Hixon Parish Council - Schedule of Works
Please note, schedules below should be read in conjunction with site plan provided.
SCHEDULE 1
VERGES AND VISIBILITY SPLAYS - Frequency, every two weeks
unless otherwise stated in the schedule below.
NOTE: IN GENERAL, VERGES TO BE CUT ONE SWATHE WIDTH
FROM THE BACK OF FOOTWAY / HIGHWAY ON EACH VISIT.
VISIBILITY SPLAYS TO BE CUT IN FULL ON EACH VISIT.
DURING SEPTEMBER, THERE WILL BE TWO CUTS TO ALL VERGES
AND VISIBILITY SPLAYS, IN FULL, TO THEIR BOUNDARIES.
101 New Road. From the beginning of the 30mph limit to the junction with
Church Road including visibility splays both sides of the highway at
the junction with Church Road.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line.
2 Weeks
102 Church Lane/Martins Way. From 30mph sign near the entrance to
Pasturefields Lane, both sides of highway to the junction with New
Road/ Featherbed Lane; exclude the verge on the left-hand of the
highway between Pasturefields Lane and the school entrance as this
is private land.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line
2 Weeks
103 Stowe Lane. From 30mph limit to the junction with Back
Lane/Church Road.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line
2 Weeks
104 Church Road. Verges both sides of the highway up to junction with
New Road.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line
2 Weeks
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 7 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
105 Meadow Glade entrance. Visibility splays to be cut in full from
highway kerb to footways
2 Weeks
106 Back Lane. The embankment bordering the Millennium Green.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line
2 Weeks
107 Greenfields. The embankment at end of cul-de-sac. To be cut twice
in September.
Annually
108 Lea Road. Verge from the Co-op to 30mph signs. Including visibility
splays on entrance to Broadmoor Lane.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line
2 Weeks
109 Legge Lane/Puddle Hill Junction. Triangular island (Opposite the
Co-op).
2 Weeks
110 Puddle Hill. Verges both sides of highway from junction with Legge
Lane to Lamppost No 2, including visibility splays either side of the
entrance to Highfields Road.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line
2 Weeks
111 High Street. East side - verge opposite Back Lane, together with the
verge from Highfield Road to Egg Lane.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line
2 Weeks
112 High Street/Egg Lane Junction. Triangular island. 2 Weeks
113 Egg Lane. Verges from junction with High Street to junction with
private road.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line
2 Weeks
114 Smithy Lane. Verges to the frontages of housing from the mini
roundabout junction Sycamore Drive to No 30, Smithy Lane (south
side). Verges, on the north side, to the frontages of the houses
including area by grit bin. Verges on both sides of Hill Croft for
approx. 20m from entrance.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line
2 Weeks
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 8 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
115 SCHEDULE 2
PUBLIC OPEN SPACES - Frequency, every two weeks
CONTRACTOR TO REFER TO SKETCH PLANS A,B,C,D,E, F and G
WHICH INDICATE, BY MEANS OF CROSS HATCHING, THE EXTENT
OF THE GRASS CUTTING FOR 16 No. CUTS.
DURING SEPTEMBER, THERE WILL BE TWO CUTS TO ALL OPEN
SPACES, IN FULL, TO THEIR BOUNDARIES
Featherbed Lane. Bank on south side from junction with Martins way
to driveway rear of No 1 Martins Way. Verge from junction with High
Street to the bungalows.
Verges to be cut one swathe wide.
Visibility splays to be cut in full.
In September, verges and visibility splays to be cut, in full, up to their
boundaries / hedge line
201 2 Weeks
Sycamore Drive Entrance. Area on south side. Please note, a slim
triangle of grass from the boundary wall of No 1 to the edge of this
house holders drive is owned by the house owner. The owner agrees
that the Council can mow this small area, but the Contractors must
make sure they do not damage the area or leave grass cuttings on
the drive. Care should be taken when strimming around flowerbed.
SEE SKETCH PLAN A
2 Weeks
202 Hammonds Croft. Area around public footway leading from Church
Lane into Hammonds Croft. Care should be taken when strimming
around flowerbed.
SEE SKETCH PLAN B
2 Weeks
203 Hammonds Croft. Public open space between numbers 8 & 10,
Hammonds Croft up to the boundary with Footpath No 1.
SEE SKETCH PLAN B
2 Weeks
204 Church Road. Public open space (either side of private drive)
between Jasmine Cottage and No 51 Church Road. Care should be
taken when strimming around flowerbed.
SEE SKETCH PLAN C
2 Weeks
205 Meadow Glade. Public open space between houses 8 & 10 in
Meadow Glade
SEE SKETCH PLAN D
2 Weeks
206 Ridgeway. Public open space adjacent to No 61 Ridgeway.
Contractor must take particular care not to damage trees when
strimming this area. Care should be taken when strimming around
flowerbed. Please note there is restricted access to this area.
SEE SKETCH PLAN E
2 Weeks
207 Featherbed Lane. Embankment on north side, the area bounded by
private gardens up to the steps which connect Featherbed Lane to
Walnut Crest.
2 Weeks
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 9 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
208 Parish Council Car Park. The grassed area on two sides of the car
park up to the bollards on the Millennium Green as described on
accompanying plan. Care should be taken when strimming around
flowerbeds.
2 Weeks
209 High Street- west side verge. Full width of verge from highway to
Parish Council car park boundary.
2 Weeks
210 Hixon Playing Fields. Main area of playing field, including the bank
behind the play equipment.
2 Weeks
211 Hall Farm Close, open space in the middle of the close.
SEE SKETCH PLAN F
Vicarage Way open space adjacent to No. 6.
SEE SKETCH PLAN G
2 Weeks
SCHEDULE 3
ANCILLARY WORKS - Frequency see below
301 Hammonds Croft. Leylandii hedge on the West side of open space
to be cut down to a height of 3m in September / October. Brash /
debris to be removed from site.
Annually
302 Hixon Playing Fields. Hedge alongside Church Lane playing field to
be cut to a maximum height of 1.8m in September / October.
In addition, strim along base of hedge. Brash / debris to be removed
from site.
Annually
303 Hixon Playing fields. Strim and remove undergrowth, brambles etc.
from under trees on the bank in September / October. Grass cuttings
/ debris to be removed from site.
Annually
304 Hixon Playing Fields Fruit Orchard. Grass between fruit trees to be
cut once a year in September / October. Grass cuttings to be
removed from site.
Annually
305 Ridgeway. A small area on this parcel of land will be for wildflowers.
Cut once a year in September / October. Grass cuttings to be
removed from site.
NOT
Required
306 Allotments. Strim grass, approximately 1m width, around all edges
to the main driveway and car parking area in May / June. NOTE, the
grass is on top of compacted type 1 stone.
Annually
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 10 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
5. SITE PLAN
Please find attached site plan ref HPC_GCC_01
Please find attached sketch plans for schedule 2 items:
Sketch Plan A Sycamore Drive
Sketch Plan B Hammonds Croft
Sketch Plan C Church Road
Sketch Plan D Meadow Glade
Sketch Plan E Ridgeway
Sketch Plan F Hall Farm Close
Sketch Plan G Vicarage Way
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 11 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
6. TENDER FORM – To be submitted to the Council
PRICES QUOTED ARE TO BE EXCLUSIVE OF VAT
Schedule 2024
Season
£
2025
Season
£
2026
Season
£
Schedule 1
Price per season (16 Cuts) for
schedule 1. Based on a cut and
drop regime. Verges to be cut
one swathe width, visibility splays
cut in full.
(Do not include removal of grass
cuttings in price).
Price per season (2 Cuts in
September) for schedule 1 to cut
all verges and visibility splays in
full to their boundaries
(Do not including removal of
grass cuttings).
Extra over per season for
schedule 1, for removal of all grass
cuttings to a designed area on
Church Lane playing field.
Extra over the above per season
for schedule 1, for the annual
removal and disposal of all grass
cuttings from Church Lane playing
field responsibly off site by the
Contractor.
NOTE Additional cuts will be paid
on a pro-rata basis for schedule 1
Schedule 2
Price per season (16 Cuts) for
schedule 2. Based on a cut and
drop regime.
(Do not including removal of
grass cuttings).
Price per season (2 Cuts in
September) for schedule 2 to cut
all open spaces in full.
Based on a cut and drop regime.
(Do not including removal of
grass cuttings).
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 12 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
Extra over per season for
schedule 2, for removal of all grass
cuttings to a designed area on
Church Lane playing field.
Extra over the above per season
for schedule 2, for the annual
removal and disposal of all grass
cuttings from Church Lane playing
field responsibly off site by the
Contractor.
NOTE Additional cuts will be paid
on a pro-rata basis for schedule 2
Schedule 3
Price for item 301 per season
Price for item 302 per season
Price for item 303 per season
Price for item 304 per season
Price for item 305 per season Not Required Not Required Not Required
Price for item 306 per season
Please complete and sign the Tender Form and submit to the Hixon Parish Council
by 5th JANUARY 2024 at the latest.
I/We agree to complete the work in accordance with the Invitation to Tender,
Standard Contract Terms, Specification of Works, Schedule of Works and site
location plan.
I/We understand that Hixon Parish Council is not bound to accept the lowest Tender.
The Council will not be responsible for any expense incurred by the Contractor in
preparing this Tender.
I/We certify that the amount of the Tender has not been calculated by agreement or
arrangement with any other person, firm or company and that the amount of the
Tender has not been communicated to any person and will not be communicated to
any person until after the closing date for the submission of Tenders.
Company or Business Name: …………………………………….
Business correspondence address
……………………………………………………………….
…………………………………………………………………………
Postcode: …………..……...
VAT Reg No. (if applicable) …………………………..
Contacts:
Landline ……………………
Mobile ………………………
Email: ………………………
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Page 13 of 14Hixon Parish Council ------Grass and Hedge Cutting Contract
2024, 2025 and 2026
By signing and submitting this tender form you agree that you fully understand the
commitments and requirements contained therein and, if successful are willing to be
bound to the Contract as expressed therein.
Signed: …………………………
Print Name: …………………………
Position. …………………….……..
Date: ……………………………
Upon acceptance of the preferred Contractor, this document together with the site
plan reference HPC_GCC_01 and Sketch Plans A, B,C,D,E,F & G, will form the
Contract and will be signed by the Clerk on behalf of Hixon Parish Council.
Signed: …………………………
Print Name: …………………………
Date: ……………………………
Document produced by Susan McKeown on behalf of Hixon Parish Council. October 2023
Last updated