Transparency & Procurement

Grounds Maintenance Services Tender: Clarifications for Bidders

Submitted Questions & Answers:

1. Is the opportunity currently live and still accepting submissions?

Yes. The opportunity is live and tenders are being accepted until the published submission deadline.

2. The tender cover, procurement timetable and other sections state a submission deadline of 12 noon on Thursday 3 December 2026. However, clause 7.3 states 12 noon on Friday 27 November 2026. Which date is the binding submission deadline?

The binding submission deadline is 12 noon on Thursday 3 December 2026. The version of the tender document currently available on the Council’s website has been corrected and clause 7.3 now confirms this date.

3. Have any amendments, corrections or additional clarification documents been issued since the tender pack was published?

The tender document has been corrected to ensure that the submission deadline is consistently stated as 12 noon on Thursday 3 December 2026. No separate clarification or additional tender documents have been issued. The Council will also issue an amendment on Find a Tender to reflect this correction.

4. Is a hard-copy postal tender required, with an emailed copy permitted only in support of the hard copy, or can a fully electronic submission be accepted?

A hard-copy tender is required. It must be submitted in a sealed envelope or package to the Town Clerk at the address stated in the tender document. An emailed copy may be provided to support the hard-copy submission but does not replace the requirement to submit the hard copy.

5. Is there an estimated total contract value or annual budget that the Council can disclose?

The Council has published an estimated contract value of £25,000 excluding VAT on Find a Tender. Bidders are required to provide their own fixed prices for each element of the work for each year of the four-year contract.

6. Must one contractor tender for and cover all seven sites, or may suppliers tender for individual sites or portions of the work?

The tender is for a single grounds-maintenance contract covering all seven sites and all the activities included within the specification. Bidders should therefore complete the full pricing schedule and provide a total tender price covering elements A to G. The tender is not divided into separate lots for individual sites or portions of the work. Clause 3.6.2 does, however, permit the use of subcontractors.

7. What exact public liability, employers’ liability and any other insurance levels must bidders hold at the point of submission?

Bidders must provide evidence of a minimum of £10 million public liability insurance and £10 million employers’ liability insurance for the type of work included in the tender. Insurance documentation must be provided with the tender submission and will be assessed on a pass-or-fail basis. The tender does not specify a separate minimum level for any other type of insurance.

8. Are any accreditations, health-and-safety schemes or operator qualifications mandatory at submission, for example CHAS or another SSIP scheme, a particular ISO standard, or certificates relating to pesticides, chainsaws and grounds-maintenance equipment?

The tender does not require bidders to hold CHAS, another SSIP accreditation or a particular ISO standard. Bidders must submit a company health and safety policy, an example risk assessment, a method statement and relevant employee training certificates. The successful contractor will also be required to demonstrate that the work is undertaken by suitably trained and competent people. Relevant operator or competency certificates should therefore be included where they relate to the activities proposed within the tender.

9. Are site visits optional, and is 3pm on 18 November 2026 still the deadline for arranging one?

Yes. Site visits are optional and are undertaken at the bidder’s discretion. The deadline remains 3pm on Wednesday 18 November 2026, and visits should be arranged by appointment through the Town Council office.

10. Is 3pm on 20 November 2026 still the final deadline for enquiries and requests for information?

Yes. The final deadline for enquiries and requests for information remains 3pm on Friday 20 November 2026.

11. Who is the correct officer to contact with any further procurement questions while Ian is on annual leave?

In Ian Parker’s absence, further procurement questions should be directed to Lewis Murray, Community Services Manager, by email at csm@penrithtowncouncil.gov.uk or by telephone on 01768 899773.