Arboreal Maintenance

Description

Cosby Arboreal Maintenance contract for the period 1st September 2025 to 31st March 2030. Lot 1: Principle Scope of Works: - a) Cosby Cemetery. Bi-annual inspection and maintenance of Cosby Cemetery tree stock to include pruning, pollarding, removal, planting, removal of Ivy and disposal of all arisings. b) Cosby Victory Park. Bi-annual inspection and maintenance of Cosby Victory Park tree stock to include pruning, pollarding, removal, planting, removal of Ivy and disposal of all arisings. c) Cosby Village and Conservation Area. Bi-annual inspection and maintenance of Cosby Villlage tree stock to include pruning, pollarding, removal, planting, removal of Ivy and disposal of all arisings. d) St Michael and All Angels Church. Quinquennial inspection and maintenance of the Closed Church Yard to include pruning, pollarding, removal, removal of Ivy and disposal of all arisings. e) Ad-hoc arboreal work as requested. f) Liaison with relevant Local Government Authorities for tree works within Cosby Conservation area and any work on stock with Tree Preservation Orders. g) Christmas lights Maintenance, replacement and trouble-shooting of the Christmas Lights display around the village comprising of strung or wrapped LED strings in mature trees powered from approved lighting columns or power outlets Re: Arboreal Maintenance Contract 1st September 2025 - 31st March 2030 Cosby Parish Council are inviting tenders for the Parish of Cosby Arboreal Maintenance contract for the period 1st September 2025 to 31st March 2030. Tenders are invited from suitably qualified and experienced providers who must be able to demonstrate a proven track record of providing a full arboreal inspection and maintenance service within public open spaces and public domains; knowledge of the areas to be maintained, a clear commitment to carbon neutrality within the business and the resilience, modern equipment and sustainability to undertake a medium-term service. The Parish Councils arboreal management and responsibility falls into 4 distinct categories: - 1. Inspection and maintenance of Cosby Cemetery 2. Inspection and maintenance of Cosby Victory Park 3. Inspection and maintenance of trees within the wider village, to include the ongoing installation, maintenance and servicing of the Christmas lighting displays within the tree stock. (Safety awareness and competence of working with 240V power supplies, is essential) 4. Inspection and maintenance of St Michael and All Angels (Closed churchyard) as required. Works are based upon a recurring bi-annual cycle with arboreal work scheduled across two alternating programmes. The Parish Council is open to considering sharing the contract between two suppliers where specific areas of expertise or experience are demonstrated and the sharing of the contract is in the Parish Councils and the suppliers overall best interest and represents best value. The Parish Council recognises the seasonality and inherent variability of any work required and invites suppliers to bring forward their own pricing mechanism and proposals. Tenders should itemise and price the works for the 4 individual categories set-out in items 1 to 4 immediately above. Outline contract requirements:  Inspection and maintenance of trees and shrubs to agreed schedule.  Pollarding of trees as required.  Removal and replacement of tree stock as required.  Pruning of shrubs and hedgerows as required.  Removal or all arisings  Non-contractual Ad-hoc requests on a chargeable basis within the suppliers' capabilities  Undertaking works to Christmas lights to include installation, fault finding and replacement as required.  Emergency response to arboreal work and matters of Health and Safety.  Key contact and full public liability insurance.  Modern and well-maintained equipment with fully trained staff. Tender process: Tenders should be submitted no later than 5.00pm Friday 27th June 2025 in a sealed envelope bearing "Confidential Tender" on the front, to the address above. Interested parties are welcome to request a tour of the village and work required by contacting the Parish Manager by email to clerk@cosbyparishcouncil.gov.uk Cosby Parish Council will endeavour to award the contract no later than Friday 25th July 2025 Contract length and termination: The contract will run from 1st September 2025 to 31st March 2030 with an annual 12-month break clause and early termination with a minimum three months' notice in the event of unacceptable and unresolvable performance issues. Key Contacts: The Cosby Parish Council, Parish Manager or a nominated member of the team will be the main point of contact for suppliers. Suppliers will be required to provide a main point of contact with direct telephone and email access and demonstrate adequate supervision when working within the Parish of Cosby. Health and Safety: Staff employed to work on the contract must be fully trained, be aware of the risks associated with working in the public domain, awareness of working with a 240v power supply and adhere to any method statements, codes of conduct and safe working practices set out by the supplier. Where an unexpected matter of the health, safety and welfare of members of the public within the public domain has been identified, suppliers must be prepared to respond to requests from the Parish Council for support within 48 hours as a general rule, or within 24 hours in more severe circumstances. Standards of Operation: Tenders should include a copy of your Public Liability Insurance, PPE policy or sample of; "sample" proof of staff training and the number of staff that will be routinely employed on the contract. All arisings are to be collected and removed unless otherwise agreed. Outline details of the age and type of plant and equipment to be employed in servicing this contract would be welcome. Suppliers should be prepared to undertake Ad-hoc unplanned works if and as required on a job-rate basis but within the suppliers' scope of capability. Invoice and payment terms: Payment terms to be agreed and Cosby Parish Council is in agreement with the 30-day prompt payment code. Principle Scope of Works: - a) Cosby Cemetery. Bi-annual inspection and maintenance of Cosby Cemetery tree stock to include pruning, pollarding, removal, planting, removal of Ivy and disposal of all arisings. b) Cosby Victory Park. Bi-annual inspection and maintenance of Cosby Victory Park tree stock to include pruning, pollarding, removal, planting, removal of Ivy and disposal of all arisings. c) Cosby Village and Conservation Area. Bi-annual inspection and maintenance of Cosby Villlage tree stock to include pruning, pollarding, removal, planting, removal of Ivy and disposal of all arisings. d) St Michael and All Angels Church. Quinquennial inspection and maintenance of the Closed Church Yard to include pruning, pollarding, removal, removal of Ivy and disposal of all arisings. e) Ad-hoc arboreal work as requested. f) Liaison with relevant Local Government Authorities for tree works within Cosby Conservation area and any work on stock with Tree Preservation Orders. g) Christmas lights Maintenance, replacement and trouble-shooting of the Christmas Lights display around the village comprising of strung or wrapped LED strings in mature trees powered from approved lighting columns or power outlets.