Municipal District of Bray - Grass Cutting and Landscape Maintenance Tender

AI-generated analysis of the documents. Check the official notice and any amendments for current submission details.

1. At a glance

2. Scope of Work

The contract encompasses grass cutting and landscape maintenance for open spaces within the Municipal District of Bray, managed by Wicklow County Council. The contractor is expected to provide a comprehensive maintenance service over a period of 10 months, commencing on March 1, 2024. The scope includes:

• Grass Cutting: Regular cutting at varying frequencies across designated areas.
• Litter Collection: Routine inspections and collection of litter in public spaces.
• Shrub Border Work: Maintenance of shrub borders adjacent to grass areas.
• Hedge Management: Trimming and management of hedges in public areas.
• Site Inspections: Monthly inspections to ensure compliance with maintenance standards.
• Reporting: Submission of monthly reports detailing completed works and inspections to the Council.

The contractor must commence the first cut within 7 days of contract award and is required to familiarize themselves with all locations prior to the start of work.

3. Background & buyer context

This tender is issued as part of Wicklow County Council's ongoing commitment to maintaining public spaces in Bray. The procurement aligns with local government policies aimed at enhancing community amenities and ensuring environmental sustainability. The Council seeks to engage a contractor who can deliver high-quality maintenance services while adhering to budget constraints. There is no mention of an incumbent contractor, indicating an opportunity for new bidders.

4. Eligibility & selection criteria

Bidders must meet the following eligibility and selection criteria:

• Turnover requirement: Not specified for this tender.
• Insurance:
• Public Liability Insurance: €6,500,000 for any one event.
• Employer's Liability Insurance: €13,000,000 for any one event.
• Certifications: Not specified for this tender.
• Past experience: Bidders must demonstrate experience in at least one similar contract completed within the last five years.
• Personnel: Not specified for this tender.
• Geographic / facility constraints: Not specified for this tender.

5. Award criteria & scoring

Bids will be evaluated based on the most economically advantageous tender (MEAT) principle, with a scoring breakdown as follows:

A minimum score may be required for certain criteria, but specific thresholds are not detailed in the documents.

6. Submission requirements

Bidders must submit the following documents:

• Method statement / response document: Use the provided template with no specified page limit.
• CVs: For key personnel involved, with no specified page count.
• Pricing schedule: Must be submitted using the designated template.
• Case studies: At least one case study of a similar project, detailing value and scope.
• Declarations: Including ESPD, Bona Fides, Tax clearance, and Conflict of Interest statements.
• Mandatory site visit: Not specified for this tender.
• Submission portal: Tenders must be submitted via eTenders, adhering to any specified format rules.

7. Key dates & process

8. Contract terms that matter

Key contract terms include:

• Term: The contract duration is 10 months, with a potential for extension based on performance.
• Payment terms: Payments are made monthly, with interim payments limited to 10% of the contract amount until completion.
• Key SLAs/KPIs: Monthly reporting on completed works is required, with penalties for non-compliance.
• Liquidated damages: A penalty of 1/18 of the overall contract value may be applied for failure to submit required reports.
• Termination clauses: The Council reserves the right to terminate the contract if the contractor fails to meet performance standards.
• IP ownership: Not specified for this tender.
• Sub-contracting rules: No part of the works may be subcontracted without prior written consent from the Engineer.

9. Risks, red flags & unusuals

Potential risks and concerns include:

• Turnover threshold: The absence of a specified turnover requirement may indicate a low barrier to entry, potentially leading to a high number of bids.
• Geographic constraints: Not specified, but bidders should consider the local knowledge required for effective service delivery.
• Tight timelines: The requirement to commence work within 7 days of contract award may pose challenges for some bidders.
• Performance monitoring: The Council's strict reporting requirements could lead to penalties if not met.

10. SME fit assessment

This tender is suitable for small to medium-sized enterprises (SMEs) with experience in landscape maintenance and facilities management. Viable bidders should possess:

• Relevant experience in grass cutting and landscape maintenance.
• The capacity to manage multiple sites and adhere to strict timelines.
• Insurance coverage meeting the specified limits.
• The ability to provide necessary documentation and reports.

Consortium or subcontracting arrangements are not permitted without prior consent. Bid preparation may require several days of effort to compile the necessary documentation. The incumbent's strength is not mentioned, indicating a potentially open field for new bidders.

11. Where to dig deeper

• Source RFT filename: 1_Instructions To Tenderers.docx
• eTenders CFT ID: not specified
• Contact email: Queries must be directed through the eTenders portal.
• Important attachments:
• "Conditions of Contract"
• "Appendices" (specific details not provided in the summary)