grounds maintenance contract contract...

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GROUNDS MAINTENANCE CONTRACT

CONTRACT SPECIFICATION

I N D E X ITEM NUMBER PAGE NUMBER A. The Service A.1 Purpose 1 A.2 Supply of Plants and Materials 2

B. Specification Item Page Number

B.1 Annual Bedding 3

B.2 Cemetery Services 7

B.3 Dayworks 14

B.4 Edging to Grass Areas 16

B.5 Fertilising 18

B.6 Flood Prevention and Annual Clearance of Streams 20

B.7 Grass Cutting 22

B.8 Grass Overseeding 27

B.9 Grass Seeding 29

B.10 Hanging Baskets 31

B.11 Hard Surfaces 33

B.12 Hedge Maintenance 35

B.13 Leaf Clearance 37

B.14 Litter Clearance 38

B.15 Mulching 40

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B.16 Pesticides 42

B.17 Pitch and Putt Courses 44

B.18 Play Area Maintenance 47

B.19 Putting Greens 50

B.20 Scarifying 52

B.21 Shrub Bed Maintenance 53

B.22 Shrub Planting 55

B.23 Snow Clearance 57

B.24 Spiking/Hollow Tining 58

B.25 Sports Area Maintenance 59

B.26 Temporary Fencing 63

B.27 Top Dressing 64

B.28 Tree Lifting 65

B.29 Tree Maintenance 66

B.30 Tree Planting 68

B.31 Turf Laying 71

B.32 Top Soil 74


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SPECIFICATION

A.1 Purpose

Vision

To provide a high quality grounds maintenance service which is effective, efficient and responsive to the needs of people within the Vale and South Oxfordshire districts.

Aims and Objectives • Operate consistently high standards of grounds maintenance ensuring staff are

skilled, trained, motivated, reliable and flexible. • Maximise the use of available resources whilst demonstrating value for money. • To develop processes, procedures and systems to enable the cost effective and efficient delivery of the contract. • To be innovative in the development and promotion of the service whilst

encouraging increased use of the Council’s Parks and Open spaces. • To have the highest regard for Health and Safety.

Core Service Requirements The core service of the Grounds Maintenance Contract will include: • grass cutting including highway verges • maintenance of horticultural features:

flower beds hanging baskets rose beds shrub beds mixed borders

• maintenance of hedges • litter clearance • vegetation control to hard surfaces • tree works • maintenance of sports facilities • landscape and horticultural improvements throughout the district • maintenance of play areas • cemetery services.

The service will be delivered to ensure that all plants, flowers, shrubs, trees and other living matter supplied for planting are maintained, nurtured, cultivated, handled and transported in accordance with good horticultural practice. The client and Contractor will keep full and proper records of all operations carried out, as agreed by the Contract Management Team.


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A.2 Supply of Plants and Materials

The Contractor is to purchase all plants required for the contract. The source and cost is to be agreed in advance with the Authorised Officer and a handling cost of 5 per cent will be paid to the Contractor. All other materials required to carry out this contract will be provided by the Contractor at his own expense and on the approval of the Authorised Officer.


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B1 ANNUAL BEDDING

Key Aims

• to provide high quality floral displays that are healthy, vigorous and allowed to reach their full flowering potential

• achieve weed and litter free displays. B1.1 General

a) The Authorised Officer will provide the Contractor with planting plans showing location, species and approximate number of plants required for each bed/container.

b) Rates quoted by the Contractor are to include removal of all arisings and leaving the site clean and tidy at each visit.

c) All operations are to be carried out using good recognised horticultural

practices, by suitably skilled labour only, to the complete satisfaction of the Authorised Officer. The Authorised Officer will implement the default clause of the conditions of contract for any omissions or actions he considers unsatisfactory.

d) Work is only to be carried out when ground conditions are conducive

to bedding operations. If delays occur for whatever reason then the Contractor is to provide additional labour in order to keep within approved timescales.

B1.2 Planting Times

a) The date for planting to commence will be issued to the Contractor no less than ten working days prior to that date, as a general guide the commencement date will be the end of May for summer bedding and the beginning of October for spring bedding.

b) All planting is to be completed within ten working days from the

commencement date. B1.3 Supply of Plants and Bulbs

a) The Contractor is to purchase all plants and bulbs required for the contract. The source and cost is to be agreed in advance with the Authorised Officer and a handling cost of 5 per cent will be paid to the Contractor.

b) From the time of delivery and until planting the Contractor is

responsible for the well being of the plants. Any plants that die or suffer from any ailment that impairs their full growing or flowering potential, for whatever reason, are to be replaced with the same or, with the agreement of the Authorised Officer, similar plants.


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B1.4 Preparation for Summer Bedding

a) On the instruction of the Authorised Officer, the previous season’s spring bedding, and any perennial weeds are to be completely removed and taken to an approved disposal site unless otherwise instructed.

b) Bulbs are to be carefully lifted, cleaned of surplus soil, labelled and stored appropriately for future use as directed by the Authorised Officer. On no account are any bulbs to be left in the beds/containers unless otherwise instructed by the Authorised Officer.

c) Once cleared the whole bed/container is to be cultivated to a depth of

275mm, all traces of weeds and other debris are to be removed and an approved fertiliser evenly applied at the manufacturers recommended rate, in accordance with specification B.5 (fertilising).

d) The bed/container is to be firmed by treading, and raked to produce a

fine even tilth; it is to be left in a flat level condition with a 45° banked edge. The Authorised Officer is to approve the preparation work before planting commences.

B1.5 Preparation for Spring Bedding

a) On the instruction of the Authorised Officer the previous season’s summer bedding, and any perennial weeds, are to be completely removed, and taken to an approved disposal site unless otherwise instructed.

b) Once cleared the whole bed/container is to be cultivated to a depth of

275mm. On alternate years the bed/container is to be single dug, with well-rotted manure or other approved organic material being supplied and added to the bottom of the trench. The Authorised Officer will agree which beds are to be treated in this way prior to work commencing.

c) The bed/container is to be firmed by treading, and raked to produce a

fine even tilth, it is to be left in a flat level condition with a 45° banked edge. The Authorised Officer is to approve the preparation work before planting commences.

B1.6 Planting General a) All plants are to be well watered prior to planting.

b) All plants are to be planted to the same depth as grown in the nursery. The planting hole is to be of a sufficient size to accommodate the roots of each plant without restriction.

c) In periods of very dry weather the Contractor will be required to water

the bed/container prior to planting.


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d) Before commencing, the plants of the same species are to be graded

according to their size. The larger plants are then to be used in the centre or rear of the bed as appropriate.

e) Plants of the same species are to be evenly spaced appropriate to

that species. Such spacing is to be agreed in advance with the Authorised Officer.

f) Plants will be firmly planted, avoiding excessive consolidation. Any

plants requiring support will be staked using approved canes and ties supplied by the Contractor.

g) Where bulbs are to be planted they will be evenly spaced over the

area as indicated on the planting plans. The depth of the bulb top is to be 75 mm beneath the finished surface, unless otherwise instructed.

h) On completion of planting, the bed is to be lightly cultivated to remove

any footprints or other marks. B1.7 Maintenance of Spring and Summer Bedding

a) Immediately following planting the bed/container is to be watered sufficiently for the top soil to be moist to a depth of 150mm.

b) The Contractor will provide sufficient water throughout the season to

ensure vigorous extended growth, to enable the plants to maintain their full flowering potential. Watering is to take place either in early morning or late afternoon unless agreed in advance with the Authorised Officer

c) For a period of one month following planting the Contractor is to replace any plants that have either failed to establish or have been vandalised. These plants will be provided in accordance with B1.3

d) Bed/containers are to be hoed weekly and all weeds and litter

removed until the plants have grown sufficiently to make this impractical, then it will be necessary to weed by hand. On no account is the Contractor to use chemicals as a means of weed control on flower beds.

e) Dead flower heads and any dead leaves are to be removed as and

when necessary to encourage continued flowering.

f) The Contractor is to report any pest and diseases, or acts of vandalism immediately to the Authorised Officer, who will then issue the necessary instruction.

g) All plant supports, stakes and ties are to be maintained by the

Contractor and replaced as necessary.


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B1.8 Defects

a) If the Authorised Officer believes plants have died or not grown adequately due to the Contractor’s poor horticultural practices or omissions then it will be deemed a “default in performance” and the default clause of the conditions of contract will be implemented.


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B2 CEMETERY SERVICES

Key Aims

• To provide a high quality customer focused service relating to cemetery management and burials.

• To manage the district councils cemeteries in a sympathetic and considerate manner having due regard for the sensitive nature of this service.

• To provide a cemetery where relatives and friends can visit which is clean, tidy and quiet.

B2.1 General

a) The council has a statutory duty to manage its cemeteries and carry out burials within the law, as laid down in the Local Government Act 1972 and the subsequent statutory instrument, the Local Authority Cemeteries Order 1977. The Contractor is to follow the Institute of Cemetery and Crematorium Management’s (ICCM) Guiding Principles for Burials and Cremation as the framework for providing best practise in the Council’s bereavement service.

b) The Contractor is responsible for the preparation and excavation of

graves and other forms of interment, ongoing care of graves and general horticultural practices within the cemetery.

c) The Contractor is to liaise with the Councils Licensing Department

and ensure all necessary arrangement are in place prior to any interment.

B2.2 Records and Record Keeping

a) The Contractor is to ensure that he maintains plans of the cemeteries and details of burials, and shall ensure that all information requested by the council’s licensing team (or equivalent) is provided to enable the up dating of the cemetery registers. The making of entries and the signing of the registers is the responsibility of the council.

B2.3 Staff and Working Hours

a) Many members of the public that visit the cemeteries are in a distressed or emotional state and have a higher expectation of the people who work there. Therefore the Contractor shall ensure that staff comply with the following standards at all times:

• Employees are to be neatly dressed with a minimum clothing of t-

shirt/shirt and trousers/jeans. Any clothing worn should not have slogans, pictures or advertising material printed on them other than the approved Council and Contractor logos.

• Employees must be well behaved at all times and shall not swear

or use profane language at any time. A polite, calm and helpful response to the public is required at all times.


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• The Contractor shall assist in the maintenance of good order in the

cemeteries. In particular, this must deter vandalism and assist in the apprehension of vandals and report and dissuade anyone causing a nuisance in the cemeteries.

• Cars or other vehicles owned or driven by members of the

Contractor’s staff shall not be parked on the grass areas or left where they will obstruct traffic entering or leaving the cemetery. In particular they must not obstruct the access of funeral processions.

• The playing of transistor or car/van radios or CD players by the

staff in the cemeteries is prohibited at all times as this may disturb or be offensive to visitors.

b) If the Authorised Officer should object to a member of staff for any of

the above reasons and so notify the Contractor, the Contractor at no cost to the Council shall remove the employee from the site until the problem has been corrected to the satisfaction of the Authorised Officer.

c) The Contractor shall only work in the cemeteries during the following

hours unless agreed in advance with the Authorised Officer:-

• Monday - Friday 7.30am – 8.30pm or dusk (whichever is earlier)

• Saturdays 7.30am – 5.30pm

• Sundays 10.00am – 6.00pm or dusk (whichever is earlier)

• Bank Holidays No work to be carried out. d) No machine work is to take place on a Sunday or when a funeral is in

progress e.g. between the time a funeral cortege arrives at the cemetery and the time the undertakers leave the cemetery.

e) The Contractor shall permit to enter and work on site any other

Contractors as authorised by the Authorised Officer. These Contractors may include stonemasons, builders and other persons engaged in repairs, construction or other improvement works.

B2.4 Funeral Preparations and Attendance

a) Two working days notice has to be given to the council by funeral directors when making a booking for a funeral. This is a minimum requirement and normally more notice will be given. Funerals can take place on any day except Saturdays, Sundays and public holidays.

b) The bookings shall be passed to the Contractor as soon as they are

received by the Council and at least one clear working day before the funeral is to take place. The Contractor is to make allowance for this potentially short period of time.


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c) The Contractor shall examine all graves no later than 8.30 on the morning of the funeral to ensure they are in satisfactory condition. All water is to be removed from the grave up until the time of the funeral service.

B2.5 Graves - General

a) Graves are numbered by a continuous number system which

coincides with the lines of graves. The Contractor must familiarise itself with the grave numbering system.

b) When an existing grave is being re-opened for a subsequent

interment, the grave number and the name of the deceased are given. If this name is different from that of the present occupant then the name of the present occupant will be given. In the case of a grave that has been reserved in advance of the burial then only the number of the grave space shall be given. It shall be the responsibility of the Contractor to ensure that the correct site is being used for the interment. If as a result of the Contractors negligence the wrong grave is re-opened then the Contractor shall remedy the error at its own expense.

c) Where an error has been discovered it shall be dealt with in the

following manner:

• If the error is discovered before the burial takes place then the correct grave shall be prepared and the other to be filled in to the satisfaction of the Authorised Officer.

• Where the burial has already taken place before the error is

discovered, then the Contractor shall be responsible for all legal costs and those associated with an exhumation including any compensation claims as a result. The exhumation is to take place as soon as possible and the Contractor shall be required to apologise promptly to the relatives of the deceased in writing, copies of all such correspondence is to be forwarded to the Authorised Officer.

d) New burials shall be carried out in the next available space in the

section dedicated to the appropriate faith. Should problems arise due to the suitability of the ground for burial then the Contractor shall consult the Authorised Officer. The number of the grave shall be entered onto the burial form this is to be sent to the Council and shall be checked by the Council before being entered onto the burial register.

e) Timing for burials - All graves shall be dug to size on the working day

prior to the funeral taking place. Only in exceptional circumstances shall a grave be completed on the day of the funeral, and only with the approval of the Authorised Officer.


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f) All open graves are to be covered by boards when staff leave the grave site and at the end of every day. Such boards shall cover the graves adequately and be secure as to prevent people from falling into the grave. On busy days the entire area should be roped off.

g) Failure to cover an open grave shall be classed as a default and repeated occurrences of this fault shall lead to termination of the Contract.

h) If there is any doubt as to the location of any grave the Contractor

may contact the Authorised Officer to request an identification prior to excavation commencing. The Contractor shall not commence work if there is any doubt as to the location of the grave.

B2.6 Graves - Sizes

a) Graves for standard burials shall be dug at one of two depths:

• New double graves 2.4metres • Re-opened and new single graves 1.8metres

b) A minimum cover of 0.9 metres of soil is to be placed over the top of

the coffins. c) The length and width of the graves shall depend on the size of the

coffin to be buried. The Contractor shall be notified of the size by either the council or the undertaker. The grave shall be dug 100mm wider and 100mm longer than the size given. Where a re-opened grave is being prepared it will be necessary to dig into the original hole size and extend it to the above dimensions.

d) Cremated remains are to be buried at a depth of 0.6metres and the

size of the excavation is normally 0.6metres by 0.3metres where a cremation plot is being used. The interment of cremated remains in a kerbed grave will be via instructions from the Authorised Officer.

B2.7 Graves – Re-opened Graves

a) These graves shall always be dug by hand unless authorised by the Authorised Officer. If a memorial stone is positioned at such graves then the undertaker shall arrange for the stone to be removed prior to digging.

b) Soil from such a grave shall only be mounded on an adjacent grave if

the grave has first been covered with wooden boards and plastic sheeting to protect the surrounding ground and masonry.

a) The soil is to be mounded on only one side of the grave and a clear

space of 450mm wide is to be left along the entire length of the grave to allow lowering of the additional coffin.


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d) If the sides of the grave show signs of collapsing as digging progresses grave shore units shall be used to hold the soil in place. The provision of shoring is the responsibility of the Contractor and the most appropriate method of shoring should be used depending on the circumstances. The Contractor shall ensure that the hole is large enough to accommodate such supports.

B2.8 Graves – Machine Dug Graves

a) These graves are to be dug with no shaping at the sides and in a rectangular shape. The Contractor shall ensure that minimum damage is done to the ground by the digger and any damage caused is to be made good immediately after the digging operation.

b) The Contractor shall ensure that the sides of the grave are trimmed to

allow the safe lowering of the coffin. The sides of the grave are to be clean, vertical and the bottom of the grave to be flat and level.

B2.9 Graves – Finishing / Site Clearance

a) All graves shall be boarded and matted at least 1 hour before the booked time of the funeral. Sufficient boarding shall be used to provide a safe surface for the pall bearers to work from. Grass mats shall be used to cover the planks and to surround the grave and to extend to a depth of at least 2ft down the sides of the grave. The top of the grave shall be covered by boards until 15 – 20 minutes before the funeral is due to arrival.

b) In the event of snow, the Contractor shall ensure that an area at least

2.5metres wide and extending at least 2.5metres in all directions from the grave is cleared. All snow shall be removed from the site and the grass cleared.

c) As soon as the grave is uncovered the grave shall be inspected to

ensure no soil slippage has occurred and that all tools/equipment are out of sight. Should soil slippage have occurred then it shall be immediately removed and if necessary the funeral delayed to allow additional shoring to be put in place.

d) Not more than 25 minutes nor less than 15 minutes before the funeral

is due to arrive 2 trestles shall be placed at the foot of the grave to take the coffin and 2 webbing straps coiled evenly from each end of the strap shall be placed by each trestle.

e) Staff shall remain in the cemetery for the duration of the funeral to

provide any assistance that may be required although they shall remain at a discreet distance from the grave site.

f) Backfilling is to be carried out by hand and before finishing work on

the day of the funeral. During backfilling the soil should be thoroughly compacted each time that a 600 mm layer of soil has been placed on the grave.


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g) Upon completion of the backfilling, the soil shall be mounded upon the grave. The mound is not to exceed 200mm, the last 150mm of backfill soil shall be the topsoil removed from the site earlier. The turfs cut from the site shall then be laid evenly over the grave.

h) Floral and other tributes shall then be laid over the grave and left in

accordance with specification B14.3 i) Site clearance must be done on the day of the funeral except where

the time of the funeral makes this impossible because of lack of daylight. In such circumstance clearance will take on the following day.

j) All surplus soil shall be removed from the site and stored. All loose

debris is to be removed from the burial areas and from adjacent graves and memorial stones. Mud on adjacent memorial stones shall be removed and the stone cleaned within 24 hours of the funeral to the satisfaction of the Authorised Officer.

k) The Contractor shall be aware due to the close proximity of excavated

graves there is a tendency for side walls to collapse during grave digging operation. In the event of such a collapse the Contractor is to take all practical steps to prevent adjoining graves from collapsing. The Contractor shall contact the Authorised Officer immediately he considers the ground conditions to be such that the grave cannot be safely excavated. Should the Authorised Officer agree that the grave is unusable, the Contractor will immediately backfill the affected grave and commence on a fresh plot identified by the Authorised Officer.

B3.0 Levelling of Grass Areas

a) A consequence of burial is that of soil settlement during the 6-8

months after interment. There is also a secondary compaction after a number of years as coffins decompose. The Contractor shall make good any form of soil settlement by infilling depressions with topsoil follows:

• Turf covering the grave shall be removed before the depression is

infilled and the turf then re-laid so that it is at the same level as the surrounding area.

• Where there is no good turf the topsoil is to be added as

appropriate so that the area can be raked level and sown with grass seed.

B3.1 Levelling of Kerbed Grave Sites a) Where settlement of the ground occurs on graves that are surrounded

by kerb stones the Contractor shall make good the depression but only under instruction from the Authorised Officer as it is normally the responsibility of the grave owner to make good such a settlement.


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b) Depressions are to be filled with topsoil to the top of kerbs, raked to a fine tilth and sown with grass seed. Any layers of broken stone/concrete shall be buried at the bottom of the depression under the soil infill.

B3.2 Exhumations

a) Exhumations are only required when a body has been placed in the wrong grave or on request of the Coroner. These are an infrequent occurrence and therefore no detailed Specification is given. Should the need for an exhumation arise then details shall be given to the Contractor who shall submit a price for the work, unless the exhumation is required as a consequence of an error made by the Contractor when he shall be responsible for the cost. The exhumation shall be carried out in accordance with instructions given by the Authorised Officer.


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B3 DAYWORKS

Key Aim

• To provide a skilled, qualified, trained, motivated and responsive workforce to undertake unprogrammed works and provide an emergency response if required.

B3.1 General

a) Day work rates will only be used on the instruction of the Authorised Officer and where the work required is not specifically covered in the Bill of Quantities.

b) The Contractor is to use suitably qualified, skilled and experienced

staff for the particular tasks required. B3.2 Pricing Planned Dayworks

a) The rates inserted in the bill of quantities for planned day works should be comprehensive hourly rates inclusive of administration, travelling, supervision, equipment including vehicles and all other costs incurred directly or indirectly in providing the additional service.

b) The day rate is to be used between the hours of 7.00am and 6.00pm

The night rate is to be used between 6.00pm and 7.00am with the weekend rate being used on Saturday, Sunday and all other public holidays.

Emergency Dayworks a) The Contractor is to allow for providing an immediate response to

such works as determined by the Authorised Officer which may include out of hours work. These works will be paid for at the rates inserted in the bill of quantities for emergency day works and should be inclusive of administration, travelling, supervision, equipment including vehicles and all other costs incurred directly or indirectly in providing the service. A list of telephone numbers should be provided to enable 24 hour emergency contact.

b) The day rate is to be used between the hours of 7.00am and 6.00pm.

The night rate is to be used between 6.00pm and 7.00am with the weekend rate being used on Saturday, Sunday and all other public holidays.


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Materials a) The Authorised Officers permission is required for all materials and

hire of specialist equipment, which does not form part of the contracts routine tasks. Such material and equipment will be provided by the Contractor and paid for by the client at net trade cost plus the Contractor’s agreed percentage increase identified in the bill of quantities.

B3.3 Working Procedure

a) For all day work authorised by the Authorised Officer in writing, excluding emergency works, the Contractor will inspect the site and provide an estimated quantity of labour, plant, materials and time scales required to carry out the works. The Contractor is not to exceed this time scale without authority from the Authorised Officer.

b) Twenty four hours notice is to be given by the Contractor to the

Authorised Officer before commencing work on site, other than for emergency work, and any delay in starting is to be reported immediately. No additional payment will be made for any lost time for whatever reason.

c) The Contractor is to inform the Authorised Officer on completion of the

works and is to supply a detailed Day work sheet indicating labour time spent and any agreed materials.


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B4 EDGING TO GRASS AREAS

Key Aim • To provide a neat and tidy finish to edges using appropriate horticultural

techniques. B4.1 General

a) As part of the grass cutting operation edging will be required to those areas, and at the frequency specified, within this Specification.

B4.2 Equipment

a) Unless the Authorised Officer agrees otherwise the Contractor shall only use long handled edging shears for trimming grass edges. These will be kept sharpened at all times to ensure a neat clean cut is made.

b) For areas that abut footpaths or other hard surfaces the Contractor

will use a half moon edging iron to cut back any grass encroachment. B4.3 Frequency

a) To category “a”, “b” and “c” grass areas the Contractor shall edge the grass at every other grass cutting visit.

b) To category “d” grass areas the Contractor shall edge the grass that

abuts a shrub bed at each maintenance visit. B4.4 Working Practices

a) The Contractor is to maintain the overall size and shape of the grass area at all times. All finished edges are to be sharp, neat and vertical.

b) All rates quoted for edging will be deemed to include for keeping the

adjacent channel, flower bed, shrub bed, path, tree bed, etc., clean and tidy each time edging is carried out.

c) All arisings are to be removed and disposed of to an approved

disposal site. B4.5 Edge Re-forming

a) During October all category “c” areas will have their edges regulated to form a straight line or smooth curve, whichever is appropriate for the area. The Contractor’s attention is drawn to B4.4 a, whilst carrying out this operation. If the work involves grass seeding or turfing, then it is to be carried out in accordance with the relevant specification.


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B4.6 Additional Services

a) In addition to the regular edging operations the Contractor may be required to carry out edging to areas such as housing estates or highways where grass areas abut paths, paved areas and kerb lines for example.

b) This work will be carried out on the instruction of the Authorised

Officer and may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “edging to grass”.


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B5 FERTILISING

Key Aims • To encourage a healthy, good quality grass sward fit for the purpose it is

intended. • To encourage healthy vigorous growth of all plants in accordance with good

horticultural practices. B5.1 General

a) The Contractor is required to supply and apply approved fertilisers to those areas specified within the bill of quantities and this specification.

b) The manufacturers recommended application rates are to be followed

unless otherwise instructed by the Authorised Officer.

c) No containers or bags of fertiliser are to be left on site unattended, and all empty packaging is to be removed to an approved disposal site.

B5.2 Grass Areas

a) To Category “a” areas the Contractor is to supply and apply an approved spring/summer fine turf granular fertiliser in March and again in July, unless otherwise instructed by the Authorised Officer.

b) To Category “a” areas the Contractor is to supply and apply an

approved autumn/winter fine turf granular fertiliser in October, unless otherwise instructed by the Authorised Officer.

c) To sports areas the Contractor is to supply and apply an approved

fertiliser in September when conditions are suitable. B5.3 Working Procedure

a) An approved fertiliser spreader suitable for the area being treated will be used, to apply the fertiliser evenly over the whole area.

b) The grassed area shall be cut with a suitable approved mower three

days prior to application and shall not be cut again until three days following, unless otherwise instructed by the Authorised Officer.

c) Fertiliser is not to be applied in windy conditions or in periods of

drought. Once applied and if required the area is to be watered with sufficient quantities of water to prevent scorching.

d) Any area damaged following fertiliser application is the responsibility

of the Contractor, who at his own expense will make good any such damage. If turfing or seeding is required to make good the damage then the work is to be carried out in accordance with the relevant specification, and to the entire satisfaction of the Authorised Officer.


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e) Any treated area that the Authorised Officer considers is not showing

signs of growth stimulation will be retreated at the Contractor’s own expense, in accordance with this specification.

B5.4 Shrub/Flower Beds

a) The Contractor will apply an approved fertiliser to those areas and at the time specified within this specification (B1.4, B21.6).

b) The fertiliser will be applied evenly over the whole area by hand

ensuring that no fertiliser is allowed to fall and remain on existing plant material.

c) If instructed to do so the Contractor will hoe the fertiliser into the

surface of the soil. B5.5 Additional Services

a) In addition to those areas specified the Contractor may be required to supply and apply approved fertilisers to other areas. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “supply and apply fertiliser”.


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B6 FLOOD PREVENTION AND ANNUAL CLEARANCE OF STREAMS

Key Aims

• To provide a service that assists in the prevention of flooding within the districts.

• To provide a reactive service when required during periods of heavy rain.

B6.1 General

a) Areas to be maintained by the Contractor include parts of the River Stert, Larkhill Stream, Creek Stream, Radley Park Stream, Tilsley Park Stream in Abingdon, Fogwell in Cumnor and Humber Ditch in Wantage.

b) In order that the flow of water is not impeded the Contractor is to

ensure those areas specified within the bill of quantities are kept clear at all times. Particular attention is to be given to all gratings, bridges and culverts. During wet weather a minimum of a weekly inspection is required.

c) Debris removed from the streams is to be disposed on the side of the

stream for a period of 24 hours before being removed to an approved disposal site. All sites are to be left clean, tidy and to the entire satisfaction of the Authorised Officer.

B6.2 Annual Clearance

a) The annual clearance of the streams and adjacent banks will take place during the months of November and December, with the work being carried out by hand unless previously agreed with the Authorised Officer.

b) All vegetation, shrubs and tree growth affecting the flow of the stream

or affecting easy access for maintenance is to be cut back and removed. This includes a minimum one metre wide strip directly adjacent to either side of the stream.

c) Any debris adjacent to the stream, which is likely to fall in and cause a

problem with flooding, is to be removed to an approved disposal site.

d) The bottom of the stream is to be completely cleared of all vegetation, mud, silt, debris and litter. On agreement with the Authorised Officer the Contractor may under certain circumstances spread and leave silt on the adjoining banks, provided it is level and tidy, otherwise all arisings are to be disposed of to an approved disposal site 24 hours following removal.


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B6.3 Defects

a) Any omissions or work not to the entire satisfaction of the Authorised Officer will be deemed to be a “default in performance” and the default clause of the conditions of contract will be implemented.


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B7 GRASS CUTTING

Key Aims

• To provide a good quality sward, within agreed levels, which is fit for the particular purpose it is intended.

• To ensure each site is left tidy and free from litter. B7.1 General

a) The grass cutting season is taken to be from early March until late October except for Category “f” and “g” where the season is from early February until late November. The Authorised Officer will inform the Contractor of the exact dates at the start of the season each year.

b) The Contractor is to follow, and adhere to, approved mowing

schedules, completing one area before moving onto the next. The mowing schedules are to be submitted to the Authorised Officer, for approval, one month prior to the start of the grass cutting season each year.

c) The Contractor should make allowances for grass cutting on days that

coincide with refuse collection of household litter bins. The Contractor will need to modify the schedule to cater for this.

d) The Authorised Officer will agree with the Contractor the starting dates

prior to each cut commencing and the Contractor is to provide regular progress reports.

e) Mowing will take place over the whole area of grass as indicated, on

the plans provided. The Contractor will cut as closely as possible to trees, gravestones, obstructions, boundaries etc, without damage to them. Areas where mowers cannot cut will be cut immediately by hand or strimmer to obtain a uniform appearance over the whole area. On no account are strimmers to be used directly adjacent to trees, shrubs or other features and the Contractor should make provision for hand cutting these areas.

f) There is a presumption against the use of herbicides, and these will

only be used by agreement with the Authorised Officer, if chemical means are authorised for use then the following widths shall be the maximum allowable:

• fence lines and wall – 150mm • manholes, lampposts, signs, seats and other furniture and

mature trees – 150mm.

Spray lines beyond the outlined widths will be treated as damage due to the Contractor’s negligence and reinstated (re-soiling and turfing) at the Contractor’s expense.


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g) Grass is defined as to include all other vegetation within the specified

area. Any weed growth, such as nettles, from adjoining properties/land that overhangs the grass areas indicated is to be cut back flush to the boundary on each occasion.

B7.2 Machinery

a) The machinery being used is to be of an appropriate type and size for the area being cut, all persons operating such machinery will have been properly trained and competent in its use.

b) All machinery being used is to have been approved by the Authorised

Officer, in accordance with B7.10 of this specification.

c) All grass is to be cut cleanly and evenly using sharp and correctly adjusted equipment that has been serviced regularly.

B7.3 Litter

a) Prior to mowing, the Contractor is to inspect the site and ensure all litter, branches and other debris is removed to an approved disposal site. Any litter mown over is to be cleared by the Contractor before leaving the site. Failure to do so will be considered a “default” in performance.

b) For category “a”, “b” and “c” areas, litter is defined as to include dog

waste. B7.4 Liability

a) The Contractor is liable for any damage caused by his operatives or equipment and is required to make good any such damage; he will be held responsible for any claims for compensation arising from his actions or omissions.

b) In the case of trees, hedges and shrubs, any damage that may affect

their future viability, will be replaced by the Contractor at their own expense, with a suitable sized replacement approved by the Authorised Officer in the next planting season.

c) In the case of damage to gravestones, the Contractor is to make good

any damage using qualified and experienced stonemasons, as well as informing the Authorised Officer who will make contact with the relevant persons.

B7.5 Inclement Weather

a) In very wet conditions, with the agreement of the Authorised Officer, grass cutting must cease until conditions allow operations to continue without damage to the ground surface. Any damage arising from a failure to cease operations must be fully re-instated at the Contractor‘s own expense and to the Authorised Officers satisfaction.


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b) If inclement weather has prevented the Contractor from mowing they

must resume as soon as the conditions allow, and the Contractor will be expected to provide additional resources to catch up any lost time.

B7.6 Grass Clippings

a) Any grass clippings falling on adjacent hard surfaced areas or beds shall be swept back onto the grassed area at the time of cutting.

b) Category “a” and “c” areas are to be cut with mowers with collection

boxes attached. c) All other category areas are to be cut and the clippings left on site,

dispersed evenly over the whole area.

d) On category “a” and “b” areas seed heads or bents must not be allowed to develop, any such growth is to be cut with a rotary mower immediately prior to cylinder mowing.

B7.7 Edging

a) Edging is to be carried out to grass categories “c” and “d”, areas in accordance with specification B4 (edging to grass areas).

B7.8 Frequency

a) The cuts are to be spaced according to the growing season so that at all times the grass is maintained within the performance levels identified. The number of cuts identified in B7.10, is the number anticipated in the average season. Any additional cuts approved by the Authorised Officer in advance, will be paid for at the rate inserted in the bill of quantities for that category of grass. Similarly, any reduction in the number of cuts will be deducted at the rate inserted in the bill of quantities for that category of grass.

b) The maximum height of grass identified on B7.10 is the highest

permitted length that the grass is allowed to grow to. Any grass beyond this level will be deemed to be a “default in performance” and the default clause of the conditions of contract will be implemented.

c) The proposed starting date for each cut is to be indicated on the

annual programme of works which shall take into account the peak growing periods. Any change to this programme, in order to keep the grass within the performance levels stated, is to be agreed with the contract management team in advance

d) Category “h” areas are to be cut six times a year spaced throughout

the growing season. All grass is to be evenly distributed over the whole area with any grass falling on adjacent hard surfaces being swept back onto the grassed areas.


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B7.9 Areas Planted with Bulbs/Wild Flowers

a) The Authorised Officer will inform the Contractor of the following areas prior to the grass cutting season.

b) Certain areas within the contract are planted with bulbs; these areas

shall be left uncut until instructed by the Authorised Officer. The Contractor will then cut the areas to the same standard as the surrounding area, any arisings from this cut are to be collected and removed to an approved disposal site.

c) Certain areas within the contract are planted as wild flower meadows;

these category “i” areas shall be cut approximately three times throughout the growing season at times to be agreed by the Authorised Officer. The Contractor should allow for the large scale collection of arisings from these areas which are to be removed from site to an approved location.

B7.10

category max height of grass

max cutting height

min cutting height

cutting frequency

recommended machinery

a 25mm 15mm 10mm 33 boxed cylinder

b 30mm 20mm 15mm 30 unboxed cylinder

c 40mm 30mm 20mm 30 boxed rotary

d 110mm 55mm 30mm 11 rotary

e 50mm 35mm 25mm 15 rotary

f 40mm 30mm 20mm 17 unboxed cylinder

g 75mm 50mm 45mm 17 rotary

h 160mm 75mm 50mm 6 rotary

i 325mm 75mm 50mm 3 rotary

B7.11 Defaults

a) If the Authorised Officer considers an area of grass to have been unsatisfactorily cut then the Contractor is to re-cut the area immediately, for which no extra payment will be made. In addition, the Contractor shall, at their own expense, carry out any such work as the Authorised Officer considers necessary, to bring the area back to an acceptable standard.


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b) Any omissions, areas of grass not cut within the specified frequencies, or work not to the entire satisfaction of the Authorised Officer may be deemed to be a “default in performance” and the default clause of the conditions of contract will be implemented.


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B8 GRASS OVERSEEDING

Key Aim • Repair damaged grass areas with a good quality sward which is fit for the

purpose it is intended. B8.1 General

a) To those areas indicated in this specification the Contractor will carry out the following operation.

B8.2 Supply of Seed

a) Grass seed will be provided by the Contractor subject to the Authorised Officers approval.

B8.3 Ground Preparation

a) The area to be over sown shall be mown using an approved mower appropriate to the area.

b) With either a springbok type rake or an approved mechanical scarifier,

the Contractor shall loosen the soil surface, ensuring no damage to existing grasses.

c) On areas where the Authorised Officer considers it appropriate the

Contractor will lightly prick the soil using a hand fork. B8.4 Sowing

a) The Contractor will sow seed either by hand or using an approved mechanical sower, evenly over the whole area required at the manufacturers recommended rate.

b) Following sowing the Contractor will supply and lightly cover the seed

with an approved screened top dressing.

c) If instructed by the Authorised Officer to do so the area will be lightly rolled.

B8.5 Maintenance

a) The Contractor will provide sufficient water until the grass seed has established and is no longer in danger of dying.

b) Prior to germination any existing grass shall be topped to 50mm once

it has reached a height of 90 mm, using an approved rotary mower.


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c) During the period of establishment, the grass area is to be cut twice, each cut reducing the growth height by one third. The first and second cut will take place when the growth height reaches 75mm. Subsequent cuts will reduce the growth height until it is incorporated into the regular maintenance schedule.

B8.6 Completion

a) Areas will only be accepted as completed when the grass area is established and incorporated into the regular mowing schedule.

b) If the grass does not establish to the Authorised Officers satisfaction,

then the entire operation is to be repeated at the Contractor’s own expense.


a) In addition to those areas specified the Contractor may be required to overseed certain grassed areas indicated on a plan provided by the Authorised Officer. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “overseed grassed areas”.


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B9 GRASS SEEDING

Key Aim

• To provide a good quality grass area, which is suitable for its intended purpose.

B9.1 General

a) The Contractor may be required to sow grass seed in a position shown on a plan, provided by the Authorised Officer. The work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “sow grass seed”.

b) Timing of this work will generally be confined to spring and autumn,

but may be required at other times if instructed by the Authorised Officer.

c) Work is only to be carried out when ground conditions are conducive

to the grass seeding operation. B9.2 Supply of Seed

a) Grass seed will be provided by the Contractor subject to the Authorised Officers approval.


a) The whole area is to be cultivated to a depth of 200mm, avoiding any disturbance of the sub soil. Any machinery the Contractor wishes to use is to have been agreed with the Authorised Officer before commencing work.

b) The area is to be brought to a fine friable tilth, by raking and treading

to form running levels with the surrounding area. The Contractor is to take into account any settlement that may occur when determining these final levels.

c) All stones, weeds, roots and old turf are to be removed from site to an

approved disposal site. B9.4 Fertilising

a) The area to be seeded is to be dressed with an approved granular pre-seeding fertiliser, comprising 6N 9P 6K, applied evenly over the whole area then lightly raked into the surface.

B9.5 Sowing

a) Seed is to be evenly distributed over the whole area either by hand or using an approved mechanical seed sower in two passes at right


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angles to each other. Seed is to be applied at the manufacturers recommended rate.

b) After sowing, the area is to receive a light raking followed by a light roll

either by hand or an approved mechanical means. c) The Contractor is to allow for providing, maintaining and subsequent

removal of adequate protection to prevent traffic and pedestrians from crossing the area until it is established. Any such protection is to have been agreed with the Authorised Officer before commencing work.

B9.6 Maintenance

a) The Contractor is to establish a good sward free from pernicious weeds. Sufficient water is to be applied until the grass is established and no longer in danger of dying.

b) The Contractor will lightly roll the area at a time specified by the

Authorised Officer.

c) During the period of establishment, the grass area is to be cut twice, each cut reducing the growth height by one third. The first and second cut will take place when the growth height reaches 75mm. Subsequent cuts will reduce the growth height until it is incorporated into the regular maintenance schedule.

B9.7 Completion

a) Areas will only be accepted as completed when the grass is fully established and incorporated into the regular mowing schedule.

b) If the grass does not establish to the Authorised Officers satisfaction,

then the entire operation is to be repeated at the Contractor’s own expense.


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B10 HANGING BASKETS

Key Aims • To provide quality floral displays that are healthy, vigorous and allowed to

reach their full flowering potential. • Achieve weed and litter free displays.

B10.1 General

a) A schedule including numbers, locations and date for installation will

be provided by the Authorised Officer two weeks prior to the installation date.

b) All operations are to be carried out using good recognised horticultural

practices, by suitably skilled labour only, to the complete satisfaction of the Authorised Officer. The Authorised Officer will implement the default clause of the conditions of contract for any omissions or actions he considers unsatisfactory.

B10.2 Supply

a) Hanging baskets will be grown by the Council’s own supplier and will

be delivered to site ready for installation by the Contractor, normally at the beginning of June. Alternatively the Contractor may be asked to purchase hanging baskets. The source and cost is to be agreed in advance with the Authorised Officer and a handling cost of 5 per cent will be paid to the Contractor.

b) The baskets are to be handled in such a way as to avoid any damage

to the structure of the basket and their contents, particular care is to be taken to avoid adverse effects of drying winds.

B10.3 Installation

a) Prior to installation the Contractor is to inspect all fixture and fittings for safety and security. Any defects are to be reported to the Authorised Officer immediately.

b) The baskets are to be installed in the specified locations in a safe and

secure manner. All health and safety procedures are to be followed to ensure the safety of both the Contractor’s staff and the public at all times.

B10.4 Maintenance

a) The baskets are to be kept sufficiently watered on a regular basis to ensure vigorous growth and to enable the plants to maintain their full flowering potential throughout the season. On no account are they to be allowed to dry out or become waterlogged.


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b) Dead or dying blooms and foliage will be removed as and when appropriate throughout the season. The baskets are to be kept weed free at all times and any pruning required is to be undertaken.

c) At a time determined by the Authorised Officer, normally mid July, the

Contractor will commence feeding the baskets with an approved liquid feed at the manufacturers recommended rates. The feed will be supplied by the Contractor at the Authorised Officers approval. They will continue to feed on a weekly basis until otherwise instructed.

d) In the event of vandalism or missing baskets the Contractor is to

immediately inform the Authorised Officer, who will determine what action is to be taken.

e) Throughout the season the Contractor is to ensure that the baskets

remain securely fastened to their fixings. B10.5 Removal

a) On the instruction of the Authorised Officer, the Contractor will take down all baskets, normally mid-October, empty them and dispose of arisings to an approved disposal site. The baskets are to be returned to the supplier in such a manner as to avoid any damage to their structure.

B10.6 Defects

a) Any damage caused to the baskets or their contents due to the Contractor’s actions or omissions or any work not to the entire satisfaction of the Authorised Officer will be deemed to be a “default in performance” and the default clause of the conditions of contract will be implemented.


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B11 HARD SURFACES FOR EXAMPLE PATHS

Key Aims

• To keep hard surfaces and paths free from weeds and moss. • To remove all debris so providing safe areas to walk.

B11.1 General

a) This specification include all footpaths, drying areas, courtyards, bridges, gullies, parking areas and any other hard surface indicated within the bill of quantities.

B11.2 Categories of Hard Surface

a) category 1 Those areas specified within the bill of quantities are to be kept weed and moss free at all times. This is to be achieved with the application of approved herbicides supplied and applied in accordance with specification B.16 (pesticides). The area is to be swept or raked depending on the type of surface every two weeks using a hard bristled yard broom or springbok rake. All surface detritus and litter is to be removed to an approved location.

b) category 2

Those areas specified within the bill of quantities are to be kept weed and moss free at all times. This is to be achieved with the application of approved herbicides supplied and applied in accordance with specification B.16 (pesticides). The area is to be swept every four months using a hard bristled yard broom. All surface detritus and litter is to be removed to an approved location.

c) category 3 Those areas specified within the bill of quantities are to be kept weed and moss free at all times. This is to be achieved with the application of approved herbicides supplied and applied in accordance with specification B.16 (pesticides).

B11.3 Bridges Those areas specified within the bill of quantities are to be kept clean,

safe and free from a build up of litter, debris and detritus. This is to be achieved by fortnightly sweeping with a hard bristled broom and an additional monthly power wash.

B11.4 Defects

a) If the treatment for weeds and moss is not 100 per cent successful then the Contractor is to re-treat the area at their own expense, and to the complete satisfaction of the Authorised Officer.


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a) In addition to those areas specified within the bill of quantities the Contractor may be required to treat and/or sweep additional areas.

b) The Authorised Officer will provide the Contractor with plans indicating

the area to be treated. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule items “supply and apply approved herbicide” and “sweep hard surfaces”


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B12 HEDGE MAINTENANCE

Key Aims

• To provide neatly clipped hedges which are weed free. • To prevent hedges affecting footpaths or vision splays.

B12.1 General

a) All hedges indicated in the bill of quantities are to be kept clipped to present a neat and tidy appearance.

B12.2 Equipment

a) The Contractor will use sharp secateurs, shears, or hand held reciprocating mechanical cutters to cut the hedge. Permission from the Authorised Officer is to be obtained if the Contractor wishes to use any other type of equipment.

b) All equipment is to be kept sharpened to achieve a neat clean cut; any

chewed or torn growth will not be accepted. B12.3 Cutting Times

a) Annually during August, September and October, unless in the Authorised Officers opinion particular hedges require an additional cut or are of a species that requires cutting at a different time, in order to maintain a neat and tidy appearance, or to keep footpaths, roads etc clear of obstructions.

b) In order to retain the size and shape of some hedges the Contractor

will need to cut back the growth to the main body of the hedge. The Contractor is therefore to allow within their rates, for cutting a proportion of the hedges each year in this manner, approximately 20 per cent. The Authorised Officer will instruct the Contractor which hedges require this operation each year.

B12.4 Method of Cutting

a) Cutting will be to remove current seasons growth, so as to encourage a stable hedge with a straight level even appearance to top, sides and ends.

b) The hedge is to be cut back to the same height, width and general

shape as that which existed at the completion of the last approved cut, except where B12.3 b applies.

c) All arisings, including clippings lodged in the hedge will be cleared

from site at the end of each working day and disposed of to an approved disposal site.

d) Any rogue plants, such as elderberry, are to be completely removed.


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B12.5 Hedge Bases

a) All hedge bases are to be kept clean, tidy and weed free with any litter, leaves or debris being removed to an approved disposal site. This operation is to be carried out four times a year at regular spacing.

B12.6 Work Defects



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B13 LEAF CLEARANCE

Key Aim

• To clear fallen leaves to prevent damage to underlying features and to provide safe areas to walk.

B13.1 General

a) To those areas specified within the bill of quantities, the Contractor shall clear all fallen leaves between 1 November and 1 January, consisting of three visits spread evenly over this period.

b) Leaf clearance to those areas indicated is to include any shrub or

flower beds, paths, grass, hard surface or any other landscape feature.

B13.2 Working Practices

a) Collection is to be by hand or an approved mechanical method, all arisings must be taken to an approved disposal site, on the day of collection.

B13.3 Defects

a) Care is to be taken to avoid any damage to underlying features, plants or materials, any damage caused by the Contractor’s actions or omissions or not to the entire satisfaction of the Authorised Officer will be deemed to be a “default in performance” and the default clause of the conditions of contract will be implemented.


a) In addition to those areas specified within the bill of quantities as routine work, the Contractor may be required to clear leaves from defined areas on a one off basis in accordance with B13.2.

b) The Authorised Officer will provide the Contractor with plans indicating

the areas to be cleared. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “clear fallen leaves”.


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B14 LITTER CLEARANCE

Key Aims

• To keep areas clear of litter and to dispose of arisings in a safe and approved manner having due regard to the environment.

B14.1 General

a) The Contractor is required to keep all those areas identified within the bill of quantities clear of litter at all times, and allow within their rate for a minimum number of visits on the days specified in B14.4. The Contractor is to ensure adequate resources are provided for this element of the service.

b) The Contractor shall have due regard to the Environmental Protection

Act 1990, Code Of Practice on Litter and Refuse, Control of Waste Regulation 1992, Registration of Waste Carriers and Waste Management the “duty of care” Code of Practice.

b) All arisings are to be disposed of to an approved disposal site on the

day of collection. d) The Contractor’s attention is drawn to the possible presence of sharps

for which the Contractor should provide suitable containers. The Contractor is to dispose safely of any such containers to an approved location.

B14.2 Litter Bins

a) All bins within the site are to be emptied at a frequency that prevents them from becoming more than three-quarters full or at the frequency shown in B14.4.

b) The initial emptying of the bins will take place before 10am, and any

subsequent emptying will be as and when necessary.

c) The bins are to be completely emptied and if necessary washed out to remove any litter sticking to the base of the bin.

c) In addition to B14.2 c the Contractor is to wash out each bin on a

monthly basis. B14.3 Litter Clearance

a) At each visit the Contractor is to clear all litter/debris from the whole site having due regard to the health and safety of the operators. As part of this procedure and in order to meet the councils environmental objective “rising to the challenge of climate change”, the Contractor is to allow for the separate collection of material from the council’s recycling bins located within the contract areas. Also, when litter picking from parks and open spaces, the Contractor is to allow for the separation of recyclable and non – recyclable material so that the council is limiting the amount of litter going to landfill.


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All recyclable waste is to be disposed of to an approved location identified by the Authorised Officer.

b) Floral tributes left on graves within the council’s cemeteries shall be

left for a period of 28 days, the Contractor is allowed an element of discretion with this timescale if the floral tributes remain in a good condition. After this period they are to be removed and disposed of as waste from litter bins.

B14.4 Categories of Clearance class a - daily: 1 April – 30 September Monday and Friday: 1 October – 31 March class b - Monday and Friday: 1 April – 30 June Monday, Wednesday

and Friday: 1 July – 30 September Monday: 1 October – 31 March class c - Monday and Friday: 1 July – 30 September Monday: 1 October – 30 June class d - Monday: all year. woodland - monthly all year B14.5 Additional Services

a) In addition to those areas specified within the bill of quantities the Contractor, may be required by the Authorised Officer to clear litter and/or empty bins from other areas. These sites will be identified on plans provided by the Authorised Officer and the work may be paid for at the rate inserted in the bill of quantities (non routine) schedule items “clear litter from defined areas” and “empty bins per occasion”.


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B15 MULCHING

Key Aim

• To reduce weed germination and promote healthy plant growth whilst using recycled materials.

B15.1 General

a) The Contractor may be required to apply a mulch dressing to areas specified on a plan provided by the Authorised Officer.

b) This work may be paid for at the rate inserted in the bill of quantities

(non routine) schedule item “apply mulch”, with the cost of the mulch being paid by the Authorised Officer on production of the appropriate invoice.

B15.2 Time of Mulching

a) The mulch is to be applied on the instruction of the Authorised Officer, when soil conditions are moist, on no account is it to be applied to ground that has dried out.

B15.3 Site Preparation

a) The Contractor shall ensure that all areas to be treated with mulch are weed free. All perennial weeds, litter and other surface debris is to be removed and disposed of to an approved disposal site.

b) Where mulch is to be applied to shrub beds, the area is to be

cultivated and any shrubs pruned in accordance with specification B21.3 (shrub bed maintenance).

c) The area is then, if instructed, to receive an application of an

approved herbicide. B15.4 Type of Mulch

a) All mulches are to be weed seed free and of a quality approved by the Authorised Officer.

B15.5 Application

a) The mulch will be applied at an even depth over the whole area, ensuring it is up to the base of any shrubs.

b) The depth of processed bark mulch will be as follows, unless

otherwise instructed:

• fine grade bark: 50mm • medium grade bark: 75mm • course grade bark:100mm


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c) The Authorised Officer will instruct the Contractor on the depth of any

other type of mulch which may be used. B15.6 Maintenance

a) Any subsequent weed growth through the bark will be treated with an approved herbicide during the first twelve months, at the Contractor’s expense, after which time it will enter the regular shrub bed maintenance schedule.

b) Three months following the application of the mulch the Contractor is

to inspect the site for areas of settlement that have left it below the required depth. Any such area is to be topped up to the required depth using identical materials at no additional cost to the council.


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B16 PESTICIDES

Key Aim

• To encourage efficiency savings whilst having due regard to the environment and the impact the use of chemicals has.

• To maintain plants in a healthy manner.

B16.1 Definition

a) A “pesticide” will mean any agent exerting control over any living organism and will include herbicides, insecticides, fungicides, moss killers and all such similar products.

B16.2 General

a) The Contractor must have obtained authority from the Authorised Officer, prior to use, for any materials/chemicals that are to be used in carrying out pesticide operations within this contract.

b) All chemicals are to be selected from a current “U.K. Pesticide Guide”

and be approved under the control of pesticides regulations.

c) All materials, methods of working, storage facilities and mixes shall be in accordance with the following:

• Food and Environmental Protection Act 1985 • Control of Pesticides Regulation 1986 • Control of Substances Hazardous to Health 1988.

d) The Contractor’s attention is drawn in particular to staff training and

certification, protective clothing, safe storage, calibration and manufacturers recommendations.

e) Prior to use the Contractor will provide the Authorised Officer with a

COSHH Assessment for the product being used. The Contractor will retain written records of usage in accordance with current recommendations. These are to be available to be viewed by the Authorised Officer upon request.

B16.3 Equipment

a) All equipment used in the application of pesticides shall be carefully maintained throughout the contract period to ensure correct application rates and that no leakages occur. Any spillage or accident is to be dealt with immediately and reported in writing to the Authorised Officer


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a) Prior to carrying out any pesticide application the Contractor is to notify the Authorised Officer of the proposed schedule, giving two working days notice. The progress of such a schedule is to be reported daily.

b) The Contractor shall ensure all work is carried out in such a manner

as to cause no damage or injury to any plant (other than those being treated), humans, animals, machines, or equipment. The Contractor will be required, at their own expense, to make good any such damage, and will be responsible for any claims for compensation arising from such action or omissions.

c) The Contractor shall provide all appropriate signage to warn the public

that spraying is taking place. d) In certain areas the time that spraying can be carried out will be

restricted by public use, therefore, the Contractor will need to modify their schedule to accommodate this.

B16.5 Defects

a) Any area treated with a pesticide where the Authorised Officer considers the results unsatisfactory will be retreated at the Contractor‘s own expense.

b) Any damage caused due to the Contractor’s actions or omissions or

any work not to the entire satisfaction of the Authorised Officer will be deemed to be a “default in performance” and the default clause of the conditions of contract will be implemented.


a) In addition to those areas included within the bill of quantities the Contractor may be asked to treat additional areas. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “supply and apply approved pesticide”.


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B17 PITCH AND PUTT COURSES

Key Aims

• To provide a high quality, safe, fun playing facility maintained to a high standard.

• To promote and encourage increased usage of the facilities.

B17.1 General

a) This specification covers those aspects associated with the maintenance of pitch and putt courses.

b) The Authorised Officer will give the Contractor one month’s notice of

the proposed seasonal opening dates, this generally being the beginning of April.

B17.2 Grass Cutting

a) Refer to specification B.7 (grass cutting), categories “a”, “b” and “e”.

b) Grass cutting to category “a” and “b” areas is to be completed by 10.30am so as to cause the minimum of inconvenience to the public.

B17.3 Golf Cups

a) The day before the seasonal opening the Contractor will provide and fit golf cups to the putting greens, in a position agreed with the Authorised Officer.

b) The hole for the golf cup is to be made using an approved golf cup

borer to a depth suitable to accommodate the cups correctly.

c) During the playing season the Contractor is to move the position of the cups at a frequency that prevents excessive wear around the hole. The Contractor is to make good any repairs necessary to the previous position of the cup and its surrounds.

d) Any cups that go missing during the playing season are to be replaced

immediately by the Contractor, at their expense.

e) At the close of season the cups are to be removed, cleaned and stored by the Contractor ready for the following year. The positions of the final holes are then to be reinstated, using good quality approved topsoil and a suitably approved grass seed mixture.

B17.4 Tees

a) The artificial tees are to be kept swept and clear of any surface debris at all times. Any damage to the tees is to be reported to the Authorised Officer immediately.


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B17.5 Bunkers

a) The bunkers are to be kept weed free, raked and the grass edges cut, on a monthly basis between April and October.

B17.6 Drag Brushing

a) Prior to each mowing operation, category “a” areas are to be drag brushed to remove worm casts and early morning dew.

B17.7 Fertilising

a) This work is to be carried out in accordance with specification B.5 (fertilising).

b) An approved spring/summer fine turf fertiliser is to be supplied and

applied in March and again in July to category “a” areas, unless otherwise instructed.

c) An approved autumn/winter fine turf fertiliser is to be supplied and

applied in October to category “a” areas unless otherwise instructed. B17.8 Herbicide

a) Category “a” and “b” areas are to be kept weed and moss free at all times. This is to be achieved with the application of approved herbicides applied in accordance with specification B.16 (pesticides).

B17.9 Watering

a) The Contractor will irrigate category “a” areas, as necessary to ensure the grass continues to grow in a healthy condition. Water will be supplied in sufficient quantities for it to penetrate to a depth of 100mm on each occasion.

b) In periods of severe drought conditions, watering will continue until

otherwise instructed by the Authorised Officer. B17.10 Autumn Renovations

Immediately following the closure of the pitch and putt course the following operations will be carried out to category “a” areas, unless otherwise instructed. All autumn renovation works are to be completed within one month of the course closing. a) Scarify - refer to specification B.20 (scarifying). b) Spiking/hollow tinning - refer to specification B.24 (spiking/hollow

tinning). The Authorised Officer will inform the Contractor each year whether solid or hollow tines are to be used.

c) Top dressing - refer to specification B.27 (top dressing).


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d) Worn areas - all worn areas within category “a” and “b” areas are to

be re-instated to provide a full coverage of grass. This work will be carried out in accordance with specifications B.8 (grass overseeding) or B.31 (turf laying). The Authorised Officers decision will be final as to which areas require turfing or which require over seeding.

B17.11 Work Defects

a) Any omissions or work not to the entire satisfaction of the Authorised

Officer will be deemed to be a “default in performance” and the default clause of the conditions of contract will be implemented.


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B18 PLAY AREA MAINTENANCE

Key Aim • To comply with current recommendations for play areas. • To ensure that the equipment is maintained in a clean and safe condition at

all times and all potential hazards are minimised. • To provide a fun place for children to play.

B18.1 General

a) The Contractor is to allow for carrying out the following operations to those play areas specified within the bill of quantities. The play areas are to be kept litter free at all times and the Contractor is to allow within their rates for a minimum number of visits on the days specified in B18.2.

b) All inspections must be undertaken by a responsible and suitably

experienced person registered with the Register of Play Inspectors International Ltd.

c) Inspection report forms must be completed for each individual site on

each occasion. These forms are to be kept and made available for inspection by the Authorised Officer with a monthly summary being submitted.

e) Any defects and actions taken are to be reported to the Authorised

Officer immediately and supported by a copy of the inspection form within 24 hours.

e) The Contractor will be expected to hold a stock of screws, nuts and

bolts etc appropriate for the equipment to enable rectifications of minor faults.

B18.2 Frequency

The following categories of inspection frequencies may be required as specified within the bill of quantities: cat. one - daily: 1 April – 30 September

Monday and Friday: 1 October – 31 March cat. two - Monday and Friday: 1 April – 30 June Monday, Wednesday

and Friday: 1 July – 30 September Monday: 1 October – 31 March cat. three - Monday and Friday: 1 July – 30 September Monday: 1 October – 30 June

cat. four - Monday: all year.


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B18.3 Inspections

a) On each occasion all items within the play area including seats, bins, fences, surfacing and equipment etc. are to be inspected with particular attention being paid to:

• Any vandalism or malicious act which may result in injury to any

person using the equipment. • Any defects or faults including damage, wear and misalignment. • Any loosening of a fixed structure or faults with moving parts.

Tighten any nuts, bolts or screws which are loose. • Twisted or tied swing chains which are to be released to allow for

proper usage. B18.4 Wet Pour Surfacing

a) On each occasion areas of wet pour and safety tiles surfacing are to be swept using a hard bristled broom with all debris being removed to an approved disposal site.

B18.5 Bark Surfacing

a) On each occasion areas of safety bark surfacing are to be raked level and checked for contamination. Any such contamination is to be removed from site to an approved disposal site.

b) Any bark encroaching onto adjacent surfaces is to be swept back into

the designated area. c) During the months of March, June, September and December the

Contractor is to allow within their rates for forking the bark over the entire area to a depth of 300mm. On completion the area is to be left level and to the satisfaction of the Authorised Officer.

d) From time to time the Contractor may be asked to top up / change the

bark within a safety area. The Contractor is to allow for forking the existing area, importing bark and levelling to an agreed level. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “spread bark”.

B18.6 Hard Surfacing

a) In addition to removing litter the Contractor is to allow for sweeping these areas once a month or as necessary to remove broken glass.


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B18.7 Immobilisation of Equipment

a) If as a result of an inspection or other work on the site, the Contractor becomes aware of the presence of damaged or dangerous equipment /surface, the Contractor will immediately take steps to fence, secure or immobilise the item by what ever means are considered appropriate, to ensure the public’s safety. The Contractor is to notify the Authorised Officer immediately of such action followed by written confirmation within 24 hours.

B18.8 Work Defects

a) Any omission or work not to the entire satisfaction of the Authorised Officer for any element of this play area maintenance specification will be deemed to be a “default in performance”. The default clause of the conditions of contract will be implemented based on the price submitted for the whole of this specification item.


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B19 PUTTING GREENS

Key Aims

• To provide a high quality, safe, fun playing facility maintained to a high standard.

• To promote and encourage increased usage of the facilities. B19.1 General

a) This specification covers those aspects associated with the maintenance of putting greens.

b) The Authorised Officer will give the Contractor one month’s notice of

the proposed seasonal opening dates, this generally being the beginning of April.

B19.2 Grass Cutting

a) Refer to specification B.7 (grass cutting) category “a” and “b”.

b) Grass cutting to category “a” and “b” areas is to be completed before 10.30am so as to cause the minimum of inconvenience to the public.

c) It is the Contractors responsibility to ensure that during the winter

period they are able to identify the putting strips (category “a” mowing) in preparation for the following season.

B19.3 Golf Cups

a) The day before the seasonal opening the contractor will provide and fit approved golf cups to the putting strips in a position agreed with the Authorised Officer.

b) The hole for the golf cup is to be made using an approved golf cup

borer to a depth suitable to accommodate the cups correctly.

c) Any cups that go missing during the playing season are to be replaced immediately by the Contractor, at their own expense.

d) At the close of season the cups are to be removed, cleaned and

stored by the Contractor ready for the following year. The position of the hole is then to be re-instated, using good quality approved topsoil and a suitable grass seed mixture.

B19.4 Drag Brushing

a) Prior to each mowing operation category “a” areas are to be drag brushed to remove worm casts and early morning dew.


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B19.5 Fertilising

a) This work is to be carried out in accordance with specification B.5 (fertilising).

b) An approved spring/summer fine turf fertiliser is to be supplied and

applied in March and again in July to category “a” areas, unless otherwise instructed.

c) An approved autumn/winter fine turf fertiliser is to be supplied and

applied in October to category “a” areas unless otherwise instructed. B19.6 Herbicide

a) The putting square is to be kept weed and moss free at all times. This is to be achieved in accordance with specification B.16 (pesticides).

B19.7 Watering

a) The Contractor will irrigate category “a” areas, as necessary to ensure the grass continues to grow in a healthy condition. Water is to be supplied in sufficient quantities for it to penetrate to a depth of 100mm on each occasion.

b) In periods of severe drought conditions, watering will continue until

otherwise instructed by the Authorised Officer. B19.8 Autumn Renovations

Immediately following the closure of the putting greens the following operations will be carried out to category “a” areas, unless otherwise instructed. All autumn renovation works are to be completed within one month of the closure date.

a) Scarify - refer to specification B.20 (scarifying).

b) Spiking/hollow tinning - refer to specification B.24 (spiking/hollow

tinning). The Authorised Officer will inform the Contractor each year whether solid or hollow tines are to be used.

c) Top dressing - refer to specification B.27 (top dressing).

d) Worn areas - all worn areas within category “a” and “b” areas are to be

re-instated to provide a full coverage of grass. This work will be carried out in accordance with specifications B.8 (grass overseeding) or B.31 (turf laying). The Authorised Officers decision will be final as to which areas require turfing or which require over seeding.


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B20 SCARIFYING

Key Aim

• To provide a good quality grass sward which is fit for the particular purpose it is intended.

B20.1 General

a) This work will be carried out to those areas specified within the bill of quantities at a time when ground conditions are conducive to scarifying and as instructed by the Authorised Officer.

B20.2 Machinery

a) The Contractor will use an approved pedestrian operated mechanical scarifier suitable for the area being treated.


a) The whole area being treated is to have two passes made at right angles to each other with the tines of the machine penetrating the surface soil to a depth of 5mm.

b) All arisings are to be collected and disposed of to an approved

disposal site. B20.4 Additional Services

a) In addition to those areas specified in the bill of quantities the Contractor may be required to scarify other areas, these will be identified on a plan provided by the Authorised Officer. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “scarify grass areas”.

b) The Contractor may also be required to contravate certain areas using

approved mechanical means. The area to be treated is to have two passes made at right angles to each other. Seed is to be applied at the manufacturers recommended rate. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “scarify grass areas”

B20.5 Work Defects

a) Any omission or work not to the entire satisfaction of the Authorised Officer will be deemed to be a “default in performance” and the default clause of the conditions of contract will be implemented.


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B21 SHRUB BED MAINTENANCE

Key Aims

• To provide high quality shrubs that are healthy, vigorous and achieve the maximum quantity of flowering wood.

• To achieve weed free shrub beds. • To ensure shrubs do not encroach across footpaths, windows or sight

lines. • To recycle all arisings.

B21.1 General

a) The Contractor is to maintain all shrub beds detailed within the Bill of Quantities, these will include beds containing roses, climbers, herbaceous plants, perennials and trees.

b) Each bed is to be kept weed and litter free with all growth kept cut

back from footpaths, windows etc.

c) All work is to be carried out by suitably experienced and skilled staff using good horticultural practices. The Contractor is to be familiar with the different species of shrubs, roses etc. included within this contract and the relevant maintenance required for each species.

B21.2 Weed Control

a) Beds are to be kept weed and litter free.

b) Weed free beds are to be achieved with a monthly visit by hoeing, hand weeding or forking. In certain circumstances the Contractor may be permitted to apply a single herbicide application in February. The Authorised Officer’s decision is final as to which beds may be treated, and all work is to be in accordance with specification B.16 (pesticides).

B21.3 Pruning

a) All shrubs, roses, etc. are to be pruned in a manner and at a time suited to their species and their location, using clean sharp implements. The Contractor is to familiarise himself with the species within the shrub beds to ensure they are pruned at the appropriate time. Mechanical hedge cutters are not to be used without prior approval from the Authorised Officer.

b) Pruning is to be carried out in order to build a strong framework,

remove dead flowers, keep shrubs healthy and vigorous and enable the shrubs to grow to their full potential, ensuring the maximum amount of flowering wood is produced and to prevent them from creating a hazard to thoroughfares or a nuisance to windows/buildings etc.


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c) The Contractors’ attention is drawn to newly planted shrubs where pruning will only be carried out on the Authorised Officer’s instruction.

B21.4 Forking

a) Between 1 November and 31 January the Contractor is to fork all beds, except those containing mulch, to a depth of 150mm. The result is to be a uniform and evenly graded appearance. During the final year of the contract the Contractor is to complete all forking by the last working day of December.

b) Care is to be taken to avoid any damage to existing plants or areas of

bulbs. B21.5 Mulched Beds

a) Any weed growth through the mulch is to be removed by hand. On each visit the Contractor is to re-distribute the mulch to maintain an even depth.

b) Any overspill of mulch onto surrounding areas is to be swept back

onto the beds. Between November and December the mulch is to be lightly forked to relieve any areas of compaction.

B21.6 Fertiliser

a) The Contractor will apply an approved fertiliser to all shrub beds during March in accordance with specification B.5 (fertilising).

B21.7 Pest and Diseases

a) Any pests or diseases affecting the shrubs, roses etc, are to be reported to the Authorised Officer immediately. An application of an approved pesticide will be applied in accordance with specification B.16 (pesticides) and may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “supply and apply approved pesticide”.

B21.8 Work Defects

a) Any omission or work not to the entire satisfaction of the Authorised Officer will be deemed to be a “default in performance” and the default clause of the conditions of contract will be implemented.


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B22 SHRUB PLANTING

Key Aim

• To provide high quality plants suitable to the location which will be able to achieve their full growth and flowering potential.

B22.1 General

a) The Contractor may be required to plant shrubs or roses in a position shown on a plan provided by the Authorised Officer.

b) The work may be paid for at the rate inserted in the bill of quantities

(non routine) schedule item “plant shrubs/roses”. B22.2 Supply

a) The Contractor is to purchase all plants required for the contract. The source and cost is to be agreed in advance with the Authorised Officer and a handling cost of 5 per cent will be paid to the Contractor.

B22.3 Ground Preparations

a) Where new shrub beds are to be prepared in grassed areas, the area shall be marked out and cut to shape, cultivated to a depth of 300mm with the turf thoroughly buried at a depth of not less than 275mm. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “prepare new shrub/rose bed”.

b) In existing shrub beds all perennial weeds, unwanted shrubs and any

other surface rubbish are to be removed and the area cultivated to a depth of 300mm.

B22.4 Fertiliser

a) An approved slow-release fertiliser is to be applied in accordance with specification B.5 (fertiliser).

B22.5 Handling

a) Whilst in their possession the Contractor is responsible for the well being of all plant material. Roots are to be protected with a suitable covering and on no account allowed to dry out.

b) Plants awaiting planting are not to be left unattended on site, the

Contractor will be responsible for the full cost of replacement for any plants that are damaged or lost.

B22.6 Planting

a) The Contractor shall not remove any pots, polythene, hessian or other type of packaging until the planting pits have been prepared.


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b) All plants are to be thoroughly watered prior to planting.

c) Plants are to be placed upright in the centre of a hole large enough to accommodate the roots without restriction. Plants are to be set at the same height as grown in the nursery with allowance for any settlement.

d) The hole is to be back filled in stages, firming by treading at each

stage. Care is to be taken to avoid damage to the root ball.

e) Once planting is completed the area is to be lightly cultivated to remove all footprints and other marks with the finished result being a uniform and evenly graded appearance.

B22.7 Maintenance

a) Immediately following planting and as necessary, to maintain the plant in a good healthy condition, the Contractor shall provide sufficient irrigation.

b) The Contractor needs to allow within their rate for twelve months

maintenance in accordance with specification B.21 (shrub bed maintenance), particular attention being given to B.21.3c.

B22.8 Defects

a) Any plant that fails to establish, for whatever reason, in the first year is to be replaced at the Contractor’s own expense. The replacement is to be of the same species and size or a substitute agreed by the Authorised Officer.

b) Any omissions or work not to the entire satisfaction of the Authorised



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B23 SNOW CLEARANCE

Key Aim

• To provide a preventative and reactive service in the event of snow or ice which could be a potential safety hazard.

B23.1 General

a) In the event of snow fall the Contractor may be required, and needs to allow for the provision of labour and equipment, to clear snow, and grit/salt certain areas on the instruction of the Authorised Officer. The work is to be paid for at the rate inserted in the bill of quantities (non routine) schedule item “clear snow, grit and salt”

b) The grit/salt is to be supplied by the Authorised Officer unless

otherwise instructed. If the Contractor is requested to supply an approved grit/salt the source and cost is to be agreed in advance with the Authorised Officer and a handling cost of 5 per cent will be paid to the Contractor.


a) Snow will be cleared by hand or by approved mechanical means. Under no circumstances is damage to occur to any underlying feature. Any such damage is to be made good at the Contractor’s own expense.

b) Cleared snow is not to be piled in such a manner as to cause access

difficulties to buildings or car parks etc., and will not be piled onto flower beds, tree pits or category “c” grass areas. If necessary the snow is to be cleared from site to an approved location.

c) Immediately following snow clearance or on the instruction of the

Authorised Officer the Contractor will apply grit/salt at the rate of 10gms/m. The Contractor is to ensure no damage is caused to grass areas, trees or shrubs. Any surplus grit/salt on the paths is to be cleared to an approved disposal site once it is no longer required.


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B24 SPIKING/HOLLOW TINING

Key Aim

• To provide a good quality grass sward which is fit for the purpose it is intended.

B24.1 General

a) This work will be carried out to those areas specified within the bill of quantities at a time when ground conditions are conducive to spiking/hollow tinning and as instructed by the Authorised Officer.

b) The Authorised Officer will inform the Contractor if solid or hollow tines

are to be used prior to work commencing. B24.2 Machinery

a) The Contractor will only use approved machinery suitable for the area being treated.

b) The machinery being used shall provide a tine pattern not greater than

75mm centres and to a depth not less than 100mm. B24.3 Working Practices

a) The Contractor is to notify the Authorised Officer immediately prior to the work commencing.

b) Spiking will only be carried out when ground conditions are conducive

i.e. sufficiently moist to allow penetration. Spiking will not take place during periods of frosty weather.

c) Each pass of the machine is to be immediately adjacent to the last

with all arisings being removed to an approved location. B24.4 Additional Services

a) In addition to those areas specified the Contractor may be required to treat other areas indicated on a plan provided by the Authorised Officer. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “spike/hollow tine grass area”.


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B25 SPORTS AREA MAINTENANCE

Key Aims

• To provide a high quality, safe, uniform playing facility maintained to a high standard.

• To promote and encourage increased usage of the facilities. B25.1 General

a) This specification covers those items associated with football/rugby pitches, athletics field and synthetic pitches.

b) The work is to be carried out to those areas specified within the bill of

quantities.

c) From time to time the Contractor may be asked for additional line markings to football, javelin and discus/hammer areas. This work may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “additional line marking”

B25.2 Football/Rugby Pitches

a) Grass Cutting: (i) Refer to specification B.7 (grass cutting) category “f” (football)

and “g” (rugby). The grass cutting season is taken to be from 1 February until the end of November.

b) Spiking:

(i) In October the Contractor is to spike the whole area when weather conditions are conducive to spiking. The operation is to be carried out in accordance with specification B.24 (spiking/hollow tinning).

c) Pitch Marking:

(i) On the instruction of the Authorised Officer the Contractor will

set out and mark all pitches as required in accordance with football and rugby association rules.

(ii) Marking will be undertaken using an approved non-toxic white

lining material unless otherwise instructed by the Authorised Officer.

(iii) Subsequent re-markings will be required as necessary to

maintain a clear visible line throughout the playing season.


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d) Goal Posts:

(i) On the instruction of the Authorised Officer, at the start of the season, the Contractor will erect the posts into their respective positions, ensuring all health and safety requirements are met.

(ii) On the instruction of the Authorised Officer, at the close of

season, all football or rugby posts are to be dismantled and transported to a safe and secure storage area.

(iii) Goal post sockets are to be capped and their surrounds

reinstated with turf in accordance with specification B.31 (turf laying).

(iv) During the closed season the Contractor will be required to

service all posts. They are to be washed down to remove dust and grease and then wire brushed to remove any loose paint.

(v) A suitable undercoat followed by white gloss paint is then to be

carefully applied.

(vi) Whilst in his possession and during transport the posts are the responsibility of the Contractor. The Contractor at their expense will repair any damage caused.

e) Renovations:

(i) The Contractor will carry out all necessary renovation works to provide complete grass cover, to goal mouth areas, immediately following the close of the playing season. This work is to be in accordance with B.8 (grass overseeding).

f) Fertilising:

(i) The Contractor is required to supply and apply an approved autumn/winter fertiliser to all football pitches in September, in accordance with specification B.5 (fertilising).

B25.3 Athletics Field

a) The Contractor is to ensure all operations associated with work on the athletics field is undertaken in such a way as to prevent any damage to the athletics track. Particular attention being given when accessing and exiting the field.

b) Grass Cutting:

(i) Refer to specification B.7 (grass cutting) category “e”.


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c) Spiking:

(i) In October the Contractor is to spike the whole area when

weather conditions are conducive to spiking. The operation is to be carried out in accordance with specification B.24 (spiking/hollow tinning).

d) Sector Marking:

(i) On the instruction of the Authorised Officer, at the start of the

season, the Contractor will set out and mark the athletics field in accordance with the amateur athletics association guidelines. The athletics field includes two javelin sectors and a discus/hammer sector. The season normally runs from the beginning of March to the end of September.

(ii) Marking will be undertaken using an approved non-toxic white

lining material unless otherwise instructed by the Authorised Officer.

(iii) Subsequent re-markings will be required as necessary to

maintain a clear visible line throughout the playing season. The Authorised Officer will inform the Contractor of dates for specific events.

(iv) The Contractor is to ensure the sectors are marked

immediately prior to any such event.

e) Fertilising:

(i) The Contractor is required to supply and apply an approved autumn/winter fertiliser to the athletics field in September in accordance with specification B.5 (fertilising).

f) Renovations:

(i) At the end of the season the Contractor is to carry out all necessary renovation works to provide complete grass cover and a level surface, particular attention being given to areas within the discus/hammer sector. All such work is to be in accordance with B.27 (top dressing) and B.8 (grass overseeding) and completed within 12 working days of closure.

(ii) In addition to B.25.3 (f) (i) the Contractor is to make good any

damage caused by the discus/hammer on a weekly basis. This will involve lifting any depressions using hand forks and/or levelling with a good quality screened top soil.

B25.4 Synthetic Pitches

a) The Contractor is to ensure all operations in these areas are undertaken in such as way as to prevent any damage or contamination of the synthetic matting.


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b) Sweeping:

(i) The Contractor is to sweep synthetic pitches twice a week on a Monday and a Friday morning before 10.00am. Before commencing all litter and debris is to be removed and disposed of to an approved disposal site.

(ii) The equipment for this operation will be provided by the

Authorised Officer, although the Contractor is required to make provision for the supply of fuel.

(iii) Sweeping is to be carried out in one direction on each occasion

with the pitches being swept at 90° to the previous occasion. The Contractor is to ensure the minimum amount of sand is allowed to fall onto adjacent surfaces.

(iv) If weather conditions prevent sweeping then the Contractor will

be expected to undertake the work as soon as conditions permit. The Authorised Officer will inform the Contractor when conditions are not suitable.

(v) In addition to the weekly sweeping the Contractor is to, on a

monthly basis, vacuum the surrounding tarmac areas to remove all sand and debris.

B25.5 Defects



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B26 TEMPORARY FENCING

Key Aim

• To provide a re-active service for the erection of fencing to prevent unauthorised access.

B26.1 General

a) The Contractor may from time to time be required to supply, erect, maintain, and subsequently remove temporary fencing at a site indicated on a plan provided by the Authorised Officer.


(non routine) schedule item “supply, erect and maintain temporary fencing”.

B26.2 Materials

a) Unless otherwise instructed the Contractor will use chestnut fencing 1.5metres high which complies with BS 1772.

b) Supporting posts are to be 75mm diameter and driven into the ground

no more than 1.8metre apart. The chestnut fencing is to be supported to these posts with suitable sized galvanised staples.

B26.3 Maintenance

a) Fences are to be maintained in a safe and secure manner ensuring the continued protection of the fenced area at all times.

B26.4 Removal

a) On the instruction of the Authorised Officer all fences and posts are to be removed from site and any re-instatement to the area carried out to the entire satisfaction of the Authorised Officer.


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B27 TOP DRESSING

Key Aim

• To provide a good quality grass sward which is fit for the particular purpose it is intended.

B27.1 General

a) To those areas specified the Contractor will supply and apply approved top dressing immediately following specification B.24 (spiking/hollow tinning).

B27.2 Material

a) The top dressing is to be approved by the Authorised Officer and is to include sterilised soil, neutral sand and humus. The top dressing is to improve the soil structure, drainage, and encourage a stronger grass root system.

B27.3 Application

a) The top dressing is to be applied evenly either by hand or an approved mechanical spreader.

b) The normal rate of application is to be 5 kg per sq m or as instructed.

This is to be worked well into the surface of the grass using a true lute or drag brush. The Contractor must fill all holes and create a true level surface.


a) In addition to those areas within the bill of quantities the Contractor may be required to treat other areas. These will be identified on a plan provided by the Authorised Officer and may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “supply and apply top dressing”.


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B28 TREE LIFTING

Key Aim

• To carefully lift trees with the minimum of disturbance to the roots with the intention of replanting.

B28.1 General

a) The Contractor may be required on the instruction of the Authorised Officer to lift trees from a position indicated on a plan provided by the Authorised Officer.


(non routine) schedule item “lifting trees”. B28.2 Lifting

a) Trees are to be lifted by hand with the whole of their fibrous root systems intact and in a condition suitable for successful transplanting.

b) The Contractor is to maintain as much soil attached to the root system

as possible. B28.3 Handling

a) The roots of the trees are to be protected at all times in order to keep them moist, on no account are they to be allowed to dry out.

B28.4 Transporting

a) Once lifted the trees may be transported to a site within the districts’ boundaries, indicated by the Authorised Officer. Any tree to be stored by the Contractor is their responsibility and any maintenance required to keep the tree in a healthy condition is to be carried out.

B28.5 Defects

a) Any tree that is damaged during the lifting procedure is to be replaced with a tree of the same species and size, at the Contractor’s own expense. The Authorised Officer will inspect any such tree to confirm its suitability.

b) Any omission or work not to the entire satisfaction of the Authorised



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B29 TREE MAINTENANCE

Key Aims

• To provide high quality trees that are healthy, vigorous and maximises their aesthetic qualities.

• To ensure trees are not allowed to grow to a point where they are a potential hazard to users of the facilities.

B29.1 General

a) The Contractor is responsible for inspections and maintenance, as laid down in this specification, for all trees within the Contractor’s maintenance areas in the Vale of White Horse District Council’s boundaries only.

b) All work associated with tree maintenance is to be carried out to the

highest standard by fully trained competent operators in accordance with BS 3998 (tree work), using only suitable and well maintained equipment.

c) Tree maintenance is divided into three categories:

• newly planted trees • staked trees • established trees.

B29.2 Newly Planted Trees

a) This is for a period of one year following planting and is covered by specification B.30 (tree planting).

B29.3 Staked Trees

This includes trees from the end of their first year until the tree is sufficiently established to support itself, without the need for staking. The following maintenance is to be undertaken:

a) A one metre diameter circle around the tree is to be kept clear of all

vegetation at all times, with the application of an approved contact herbicide in accordance with specification B.16 (pesticides).

b) In January the Contractor is to check all ties and stakes. Any that are

broken, causing restriction to growth or chaffing are to be replaced within 48 hours. This procedure is to be repeated on a quarterly basis throughout the year. Any obviously dead trees are to be removed along with the stakes, and the Contractor is to advise the Authorised Officer in writing as to their location.

d) Formative pruning during the winter to remove all dead, diseased or

crossing branches. Where competing leaders exist, the least appropriate is to be removed.


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e) The Contractor is to allow within their rates for the removal of stakes from trees no longer requiring staking. The Authorised Officer will instruct the Contractor of any such trees. It is anticipated that this will be when the tree has been established for two years.

B29.4 Established Trees

From the time of stake removal up to and including fully mature trees, the Contractor will only be required to carry out the following:

a) Remove any ivy, epicormic growth, dead, diseased, dying or damaged

branches up to a height of six metres.

b) Crown lift, trees above footpaths and roads to a height of 2.5metres. c) Crown lift those trees likely to cause injury to members of the public or

the Contractor’s operatives. d) Keep the area directly around the base of the tree clear of grass/weed

growth as directed by B.7.1b (grass cutting). B29.5 Additional Services

a) The Contractor may be required to water staked trees (B.29.3) on the instruction of the Authorised Officer at the rate inserted in the bill of quantities (non routine) schedule item “water staked trees”.

b) Water is to be supplied at a rate which will avoid excessive run-off and

not less than twenty litres per tree per occasion.

c) The Contractor may be invited to tender, along with other tree surgeons, for major tree surgery works on established trees, as required by the Authorised Officer.


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B30 TREE PLANTING

Key Aim

• To increase the tree stock and to maximise the aesthetic qualities of parks and open spaces.

B30.1 General

a) The Contractor is to purchase all trees required for the contract. The source and cost is to be agreed in advance with the Authorised Officer and a handling cost of 5 per cent will be paid to the Contractor.

b) The Contractor is to allow within their rates for taking delivery of the

trees and planting them in a position indicated on a plan provided by the Authorised Officer. The work being paid for at the rate inserted in the bill of quantities (non routine) schedule item “plant trees”

c) From the time of delivery the Contractor is accepting full responsibility

for the well being and survival of the trees.

d) All work and material associated with tree planting is to be in accordance with BS 3936, BS 4043 and BS 4428.

e) Any planting work that has been started is to be completed on the

same day, on no account are planting pits to be left unattended or open over night.

B30.2 Materials

a) Tree stakes are to be tannalised timber, and 75mm in diameter at the butt. The length is to be sufficient to support the tree vertically and may be either 1.8 – 2.00metres or 0.5metres above ground. The Authorised Officer will instruct which method to use.

b) Tree ties are to be of an approved type made of rubber or plastic

material consisting of strapping and spacers. The strapping is to be 30mm in width. The strapping is to be secured to the stake with two 40mm galvanised nails.

c) Tree Guards, the Authorised Officer will instruct the Contractor as to

the type to use. B30.3 Timing

a) Planting will take place at the time instructed by the Authorised Officer, normally this would be during the dormant season that is the end of October until the end of February.

b) Planting is to be suspended in periods of severe frost or during water

logged conditions.


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B30.4 Tree Pits

a) The size of the tree pit is to be at least 60cm diameter greater than the root spread and 25cm deeper, the bottom of the pit is then to be cultivated to a further 25cm.

b) During excavation any good top-soil is to be put to one side for re-use

and any un-usable sub-soil replaced with good quality top-soil. B30.5 Handling

a) At all times the roots of trees are to be kept moist and protected, on no account are they to be allowed to dry out. Particular attention is to be given when transporting trees. Any packaging or protection is to be left around the tree until the tree pits have been completed.

b) Any broken or damaged roots or branches are to be tidied by cutting

with sharp secateurs. c) Trees that are crown tied will have their fastening removed before

planting. B30.6 Planting

a) The stake is to be positioned, windward side, as close to the final planting position as possible. Unless otherwise instructed one stake per tree is to be used.

b) The tree is to be positioned in the centre of the hole, in an upright

position, roots spread evenly without restriction and at the same depth as it was growing in the nursery, allowing for settlement.

c) Backfilling will take place using good top-soil mixed with one tenth of

its volume, of approved tree planting compost. In addition an approved fertiliser is to be added at the manufacturers’ recommended rate.

d) The maximum layer of soil to be consolidated at any one time is

100mm, consolidation is to take place by treading to eliminate air pockets.

e) The tree is then to be secured to a single stake using the approved

tree tying material. Tying will take place at the top of the stake with the spacer placed between tree and stake. With an additional tie placed a third of the way up the stake. For larger advanced nursery stock and containerised or root balled trees an additional stake may be required, positioned either side of the root ball.

B30.7 Maintenance

For twelve months following planting the Contractor will carry out the following works:


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a) A one metre diameter circle is to be kept clear of all vegetation around each tree at all times. This is to be achieved with the use of approved contact herbicides or by hand weeding.

b) Throughout the growing season trees are to be kept watered to

ensure survival and to promote good healthy growth.

c) The Contractor is to maintain all ties and stakes as necessary and following severe winds is to inspect all newly planted trees and re-firm if wind rock has occurred.

B30.8 Whip Planting

All the foregoing conditions apply as for tree planting with the following exceptions:

a) The tree pit is to be excavated to a least 10cm diameter larger than

the root system.

b) The Authorised Officer will inform the Contractor as to which type, if any, of stakes, guards and ties to use.


The Contractor may be required to undertake the following additional works during the tree planting operation. These will be paid for at the rate inserted in the bill of quantities (non routine) schedule item “mulch tress”.

a) Mulch, using an approved method, such as 1m square mulch mats

which have been secured to prevent lifting at the edges, followed by an application of a 50mm layer of approved wood chippings.

b) Incorporate a 70mm perforated water pipe laid across the bottom of

the tree pit to allow maximum penetration of water to the root system. c) On occasions the Contractor will be asked to take part in tree planting

ceremonies which may involve some additional work. Any such work will be paid for at the rate inserted in the day work schedule.

B30.10 Defects

a) Any tree that fails to establish, for whatever reason, in the first growing season is to be replaced at the Contractors own expense. The replacement is to be of the same species and specification or an agreed substitute.

b) Any omissions or work not to the entire satisfaction of the Authorised



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B31 TURF LAYING

Key Aim

• To provide a good quality grass area, which is suitable for its intended purpose.

B31.1 General

a) The Contractor may be required to supply and lay turf to areas specified by the Authorised Officer.

b) The work is to be paid for at the rate inserted in the bill of quantities

(non routine) schedule item “supply and lay turf” B31.2 Turf

a) The Contractor is to supply an approved good quality turf conforming to BS 3969, free from moss and treated for pernicious perennial weeds. If requested the Contractor will provide the Authorised Officer with the source of his turf and a sample.

b) The soil of the turf shall be free from stones and be of a consistent

medium to light loam texture. Turfs are to have been cut to a uniformed thickness not less than 25mm and no greater than 30 mm.

c) The grass shall be close textured, even density and green in colour.

The turfs shall be sufficiently fibrous to hold together during handling and free from disease, matted and dead grass. The grass shall have been closely mown to a minimum of 15mm and should not exceed 25mm in height.

B31.3 Handling

a) The Contractor should make provision for the safe storage of the turf whilst in their possession and will take all necessary steps to maintain them in a good healthy condition. Laying is to take place within 36 hours of lifting.

b) If stacked, turfs will be placed grass to grass, or in rolls.


a) The whole area is to be cultivated to a depth of 200mm, care being taken to avoid disturbance to the sub-soil, and damage to tree roots, plants or kerbs etc.

b) All stones, roots, old turf and any other surface debris is to be

removed to an approved disposal site.


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c) The cultivation is to result in a friable tilth being produced by raking

and treading at true running levels to the surrounding area. The Contractor is to take into account any settlement of the area when establishing these levels.

B31.5 Fertiliser

a) An approved pre-turfing fertiliser is to be applied in accordance with specification B.5 (fertilising) and then lightly worked into the surface using a rake.

B31.6 Turf Laying

a) All turf laying is to be carried out in accordance with BS 4428. Each turf is to be laid in stretcher bond format closely butted to each other.

b) Planks or boards are to be used to work from, to protect previously

laid turf and also to transport staff and turf to the site.

c) Turfs are to be lightly and evenly firmed using wooden turf beaters, the bottoms of which are to be kept constantly cleaned.

d) A dressing of finely screened topsoil, to a depth of 10mm will be

applied evenly over the area, and brushed into the joints. B31.7 Maintenance

a) The Contractor is responsible for providing, maintaining and subsequent removal of adequate protection, to prevent traffic and pedestrians from crossing the area until is has established. Any such protection is to have been agreed with the Authorised Officer before commencing work.

b) Sufficient water is to be applied to the areas until the grass is fully

established and no longer in danger of dying.

c) During the period of establishment, the grass areas is to be cut twice, each cut reducing the growth height by one third. The first and second cut will take place when the growth height reaches 75mm. Subsequent cuts will reduce the height until it is incorporated into the regular maintenance schedule.

B31.8 Completion

a) Areas will only be accepted as completed when the grass area is fully established and accepted into the regular mowing schedule.


a) In addition to B31.1 the Contractor may be required to lay turf only, this will be supplied by the Authorised Officer and may be paid for at the rate inserted in the bill of quantities (non routine) schedule item “lay turf”.


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B31.10 Defects

a) If the grass does not establish to the Authorised Officers satisfaction, then the entire operation is to be repeated at the Contractor’s own expense.


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B32 TOP SOIL

Key Aim

• To provide good quality approved top soil suitable for its intended purposes.

B32.1 General

a) The Contractor may be required to supply a good quality screened topsoil to a position shown on a plan provided by the Authorised Officer and paid for at the rate inserted in the bill of quantities (non routine) schedule item “supply and spread top soil”.

b) All top soil shall comply with BS 3882 and the Contractor is to provide

the Authorised Officer with the source of supply for verification of this and a sample if requested.

c) Any top soil which does not in the opinion of the Authorised Officer

comply with the British Standard is to be replaced with soil that does, at the Contractor’s own expense.


a) The Contractor is to allow within their rates for distributing the top soil, firming by treading, and raking to running levels with the surrounding areas.

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