PARKS & HERITAGE SERVICES
TENDER
FOR
PARK & PLAYGROUND EQUIPMENT
OJEU Ref: 2007/S 150-186796
FOR
CHELMSFORD BOROUGH COUNCIL
PARKS & HERITAGE SERVICES
Sue Ireland
Director of Parks & Heritage Services
Chelmsford Borough Council
Civic Centre
Chelmsford CM1 1JE
File Ref: CL/PPE/2007
Date: October 2007.
Document1
CONTENTS
Instructions to Tenderers
Form of Tender
Freedom of Information Act
Non-Collusion Certificate
Description of the Borough and Services Required
Example playgrounds
Pricing Schedule
Document1
INSTRUCTIONS TO TENDERERS
1.
For the purposes of these instructions, the expression “Contractor” means the person, firm
or company to whom an invitation to supply an offer by way of tender has been made by
Chelmsford Borough Council (“The Council”)
2.
The Contractor shall make themselves fully conversant with the Council’s requirements by
reading and being aware of all documents enclosed with the Council’s invitation to tender,
and visiting and inspecting the sites of the examples set out in the Pricing Schedule. The
Contractor is required to raise any issues on which they require clarification prior to
submission of their tender as no claims arising from their failure to do so will be entertained
by the Council.
3.
Tenders are to be sent by first class post or delivered by hand in an envelope using the prepaid address label provided, addressed to the Head of Legal & Democratic Services,
Chelmsford Borough Council, Civic Centre, Duke Street, Chelmsford, Essex CM1 1JE so as
to be received not later than 12.00 noon on FRIDAY 30 NOVEMBER 2007.
4.
If any tender is sent by post, the envelope containing it may be placed inside another
envelope provided that the actual envelope containing the tender MUST be labelled as
required in paragraph 3 above.
5.
Contractors are required to note that Chelmsford is the location for the head office of both
Chelmsford Borough Council and Essex County Council at different sites. It is the
Contractor’s responsibility to ensure that any tender delivered by hand in response to this
invitation is actually received by Chelmsford Borough Council by the above date and time.
6.
Tenders submitted in envelopes, other than those marked as above, may be disqualified.
7.
Envelopes which bear any mark or information that enables the sender to be identified will
be disqualified.
8.
All prices are to be quoted exclusive of VAT.
9.
The Contractor’s attention is further drawn to the insurance requirements of the Council,
contained in the terms and conditions of contract. The successful Contractor will not be
allowed to commence the Works until acceptable evidence of the insurance, has been
approved by the Council
10.
Tenderers are required to provide a fixed price sum for carrying out the example Works
set out in the schedule. These sums will relate to fixed hourly rates and specific tasks. They
will be used to award the framework contract and as benchmark prices for any ongoing
business during the contract term. During the course of the contract, contractors will be
asked to quote for specific tasks described by the Council’s nominated officer who will
select suppliers from the framework on the basis of experience, qualifications and with
regard to these benchmark prices.
11.
Each task contracted under the terms of this framework contract will be the subject of an
official written order provided by the Council’s supervising officer.
12.
Whilst this framework contract is with Chelmsford Borough Council it will be available for
use by members of the Procurement Agency for Essex using the same contract application
methodology. The current relevant members of the PAE are: Basildon D.C.; Braintree D.C.;
Brentwood B.C.; Castle Point B.C.; Chelmsford BC; Colchester BC; Epping Forest DC;
Document1
Essex CC; Harlow DC; Maldon DC; Rochford DC; Southend-on-Sea BC; Tendring DC; and
Uttlesford DC.
13.
The Council will write to all tenderers at the conclusion of our tender selection process
advising of our decision and its rationale. Should you require it and if you notify us of this
requirement within 2 working days of our decision notification we will give an additional
debriefing during a 10 day standstill period prior to contract award.
Document1
TENDER FOR PARK & PLAYGROUND EQUIPMENT
IN CHELMSFORD
The Mayor and Councillors of the Borough of Chelmsford
Mayor, Ladies and Gentlemen,
I/WE having read the Conditions of Contract (and the amendments and additions thereto
prescribed in the Specification) the Specification and Invitation to Tender Documents
delivered to me/us (hereinafter referred to as "the said Documents") do HEREBY OFFER to
undertake the Works specified for the sums outlined in the pricing schedule which are
inclusive of all expenses and disbursements we may incur in respect of the Works.
The prices detailed in the pricing schedule are fixed for the term of the contract.
Under the terms of this contract we understand that the Council will seek fixed price
quotations for specific tasks during the term of this contract.
We undertake to enter into a contract to be prepared by the Council's Head of Legal
Services (substantially in the form supplied with the Council’s invitation to tender) within 14
days of being requested so to do.
We understand you are not bound to accept the lowest or any offer you may receive in
respect of the Works, and you will not pay any expenses incurred by us in connection with
the preparation and submission of this offer. We also understand that you are not bound to
extend the contract period.
Signed………………………… on behalf of ………………………………..(company name)
Document1
GIFTS INDUCEMENTS AND REWARDS
If we are awarded the contract the Council shall be entitled to determine our employment
under the contract and to recover from us the amount of any loss resulting from such
determination if we shall have offered or given or agreed to give to any person any gift or
consideration of any kind as an inducement or reward for doing so, forbearing to do so, or
for having done or forborne to do any action in relation to the obtaining of execution of the
contract with the Council or any other contract with the Council, or for showing or
forbearing to show favour or disfavour to any person in relation to the contract or any
other contract with the Council, or the like acts shall have been done by any person
employed by us or acting on our behalf (whether with or without our knowledge) or if in
relation to the contract or any other contract with the Council we or any person employed
by us or acting on our behalf shall have committed any offence under the Prevention of
Corruption Acts, 1889 to 1916, or any amendment or re-enactment thereof, or shall have
given any fee or reward the receipt of which is an offence under Sub-section (2) of Section
117 of the Local Government Act 1972.
Document1
FREEDOM OF INFORMATION ACT AND DISCLOSURE
Chelmsford Borough Council, as every public authority, is subject to the Freedom of
Information Act 2000 (“the Act”) which gives a right of access to information held by them.
Details of the Council’s policy can be found at: http://www.chelmsfordbc.gov.uk/foi/
As part of our duty under the Act, when a Freedom of Information request is received, we
may have to disclose information that forms part of your tender or associated
documentation unless an exemption applies as defined by the Act.
There are, for example, exemptions:
- against disclosing information where that would constitute an actionable breach of
confidence
- against disclosing trade secrets
- against disclosing information likely to prejudice any person’s commercial interests
(and this includes the Council’s commercial interests).
The Council will be mindful of the potential commercial risks to you as a prospective
supplier and will comply with its obligations of confidentiality where they arise, subject to its
legal obligations.
If you consider that any of the information you submit to the Council should not
be disclosed because of its sensitivity, then this should be stated with the reason
for believing it to be exempt in accordance with the Act. The Council will then, in
future, seek to consult with you in considering any Freedom of Information request
received, before replying to the request within the mandatory timescales.
It should be noted, however, that disclosure is assumed to be required under the law unless
an exemption under the Act can be applied and, subject to the enforcement role of the
Information Commissioner, the Council has to make a judgment as to the applicability of any
exemption on the basis of all the facts in its possession, including its assessment as to
whether there is a public interest in such disclosure.
If you wish to discuss this issue further please contact the Corporate Procurement Manager
on 01245 606485.
Document1
NON-COLLUSION CERTIFICATE
(No tender will be considered unless the following declaration has been completed).
We DECLARE that we are not a party/parties to any scheme or arrangement under which
(a) we communicate the amount of our offer to any other person or body before the
contract is let
(b) any other person invited to submit an offer for the Works is reimbursed any part of his
offer costs
(c) our offer prices are adjusted by reference directly or indirectly to the prices of any
other person invited to submit an offer for the Works
No provision is made in our tender price for any such reimbursement or adjustment or any
contribution thereto
(Signature) .....................................................................
(Name-printed) ........................................................................................................
For and on behalf of (if a company or a firm)...........................................................................
Date............................................2007
Document1
DESCRIPTION OF THE BOROUGH AND SERVICES REQUIRED
The Borough of Chelmsford is in the heart of Essex and covers an area of approximately
132 square miles. Chelmsford has been the County Town of Essex for almost 750 years,
and has a long and proud history that traces back to Roman times and beyond. With its
surrounding rural area, the Borough has a population of almost 156,000, which makes it one
of the largest non-unitary authorities in England following the local government
reorganisation. The economy is varied with the town supporting established and new
industries, the service and retail sectors. The town centre is a large and popular shopping
centre, and has been the focus of international events, as well as hosting the annual “V”
concerts.
The Borough Council is rightly proud of its Parks and open green spaces. Parks & Heritage
Services maintain approximately 686ha (1,695 acres) of parks and green spaces across the
Borough. These include:










17 urban parks
Green amenity spaces
4 gardens
1 country park
2 nature reserves
47 football pitches
6 rugby pitches
8 cricket pitches
9 bowling greens
Over 107 play areas
The Borough Council has a long history, and yet is seeking to be at the forefront of modern
local government. Our vision: “The borough of Chelmsford will be at the leading edge for
economic, social and environmental excellence at the heart of Essex, where people choose
to live, work and visit because of the ever-improving quality of life available to all, now and
for future generations.”
The Council is offering this contract for the provision and installation of park and
playground equipment for a period of two years with the possibility of 2 annual extensions,
and is seeking to appoint up to six suitably experienced and qualified contractors to this
framework contract.
The estimated total value of Chelmsford Borough Council works covered is in the region of
£400,000. This is based on previous expenditure on similar services. This sum represents
the estimated total value of the contract. It does not indicate any expected level of income
for suppliers awarded a place on the contract, and as a large proportion of works required
by the Council will be the subject of a competitive process between contractors awarded a
place on the Contract, the Council cannot guarantee any minimum levels of expenditure
with any of the contractors.
The Council also reserves the right to award specific items of work on the basis of a
contractor’s suitability for a task, availability, and the prices quoted as part of this tender
process.
Document1
Area 1: CORONATION PARK
1.1 The Site
Coronation Park, Timsons Lane, Springfield, Chelmsford.
1.2 Aim
To remove all the existing equipment and surfacing; supply and install new equipment and
specified impact absorbing surfacing.
1.3 Removal of Equipment
Removal of all existing equipment along with their impact absorbing surfaces. It is
emphasised that the equipment and / or surfacing must not be sold or given to a third party
for use.
1.4 New Equipment
All equipment must be designed, manufactured and installed in accordance with BSEN 1176.
At the end of the contract the contractor will be required to certify in writing, that this is
the case.
All equipment shall be constructed mainly of metal with components made of steel-cored
rope and colour fast plastics.
Document1
The equipment shall be suitable for use by children aged 3-12 years. It must include swings
plus one major piece of equipment involving movement and climbing. It must fit within the
existing area and be themed around “sport”.
Additionally 2 of Streetmaster Harlech 1800mm Bend with pedestal legs in Streetough
Brown finish Streetmaster Products, Unit 4, Woodlands Business Park, Ystradeylais,
Swansea (01639 845394) shall be provided and installed by the contractor.
One litterbin shall be collected from the Councils nearby depot and installed by the
contractor.
1.5 Surfacing
The entire area within the fence should be surrounded by concrete edging.
Impact absorbing surfacing shall be provided by either Lay Tex Safety Surfaces or Charles
Lawrence Ltd in black beneath all items of play equipment regardless of critical fall height.
The area to be surfaced shall be:
Either: (a) a minimum of 1.75m from the extremities of the individual item of equipment.
Or: (b) in accordance with BSEN 1176/1177
Whichever is the greater:
The remaining area within should be laid with at least 150mm depth type 1 aggregate (or
similar) and top coat with 35mm of open textured macadam.
The total surface within the gate shall be flat.
1.6 Fencing Refurbishment
The existing fencing shall be treated with two coats of Dark Brown “Sadolin”.
Document1
Area 2: MELBOURNE PARK
2.1 The Site
Melbourne Park Junior Site, Melbourne Avenue, Chelmsford.
2.2 Aim
To remove all the existing equipment and surfacing; supply and install new equipment and
prepare for specified impact absorbing surfacing.
2.3 Removal of Equipment
Removal of all existing equipment along with all impact absorbing surfacing and base surface.
It is emphasised that that the equipment and / or surfacing must not be sold or given to a
third party for use.
2.4 New Equipment
All equipment must be designed, manufactured and installed in accordance with BSEN 1176.
At the end of the contract the contractor will be required to certify in writing that this is
the case.
All equipment shall be constructed mainly of metal with components made of steal-cored
rope and colour fast plastics.
Document1
The equipment shall be suitable for use by children aged 8-14 years. It must include:
 At least 6 flat swing seats
 A 4 tower multi play including:
o At least 2 slides
o Fireman’s pole
o Net access/egress
o One other access/egress suitable for those with locomotion difficulties
o Net bridge
Additionally 2 of Streetmaster Harlech 1800mm Bend with pedestal legs in Streetough
Brown finish Streetmaster Products, Unit 4, Woodlands Business Park, Ystradeylais,
Swansea (01639 845394) shall be provided and installed by the contractor.
One litterbin shall be collected from the Councils nearby depot and installed by the
contractor.
2.5 Surfacing
All areas where bases have been removed shall be levelled and turfed in accordance with
the following:
All works shall be carried out in accordance with BS 4428, 2989 recommendations for
general Landscape Operations. The contractor shall ensure that the correct grass seed
mixture is used and that turves are in accordance with BS3969, 1990 recommendations for
turf for General Landscape Purposes.
Steam cleaned topsoil shall be imported if necessary. The topsoil shall be medium, slightly
acid and not more than stony soil to BC3822, recommendations and classified of topsoil.
Turves shall not contain weed grasses such as Annual Meadow Grass, Cocksfoot, Creeping
Soft Grass, Meadow Barley, Yorkshire Fog or perennial weeds. The grass shall be healthy,
free of pests, of close texture and of even density. The grass shall have been mown to a
height between 15 and 20mm up to 48 hours before lifting. Turves shall be of a rectangular
shape and of uniform thickness. The turves shall be of a rectangular shape and of uniform
thickness. The turves shall be a minimum thickness of 25m and a width of 300mm. The soil
of the turf should be of a loamy nature and free from stones exceeding 15mm in any one
dimension.
Turf shall not be laid until the topsoil has been cultivated to an even tilth and firmness.
Turves shall be laid on the prepared soil bed and firmed into position in consecutive rows
jointed as in stretcher bond brickwork. Turves shall be closely butted and to correct levels.
Any inequalities in finished levels shall be adjusted by raking the topsoils and/or packing fine
soil under the turf. The fine soil shall be a mixture of 50% sharp, washed sand and 50%
medium, slightly acid, not more that slightly stony soil to BS 3882.
The area shall be handed over, clean and level to Matta Products to surface the entire area
within the fence. This quote should include that cost.
Document1
Area 3: BADDOW HALL PARK
3.1 The Site
Baddow Hall Park, New Road, Great Baddow, Chelmsford.
The attention of contractors is drawn to the difficult access via a private road (not in the
Councils ownership) to this site: where it is anticipated that work will need to be carried
out January – March 2008. The road is closed each morning and afternoon to allow
unimpeded pedestrian access to the school.
3.2 The Aim
To remove all the existing equipment within the main fences sites. Refurbish the existing
aerial runway. Supply and install new equipment and make ready for specified impact
absorbing surfacing.
3.3 Removal of Equipment
Removal of all existing equipment along with all impact absorbing surfacing and base surface.
It is emphasised that that the equipment and / or surfacing must not be sold or given to a
third party for use.
Document1
3.4 New Equipment
All equipment must be designed, manufactured and installed in accordance with BSEN 1176.
At the end of the contract the contractor will be required to certify, in writing, that this is
the case.
All equipment shall be constructed mainly if metal with components made of steel-cored
rope and colour-fast plastics.
3.4.1
Refurbish the existing aerial runway.
3.4.2 The equipment shall be suitable for use by children aged 3 – 11. The
favourite equipment currently there are the swings and slides. The climbing
apparatus is least popular. The budget for this section of the works (supply and
install) is a maximum of £30,000.
3.4.3 Additionally 2 of Streetmaster Harlech 1800mm Bend with pedestal legs in
Streetough Brown finish Streetmaster Products, Unit 4, Woodlands Business Park,
Ystradeylais, Swansea (01639 845394) shall be provided and installed by the
contractor.
3.4.4 One litterbin shall be collected from the Councils nearby depot and installed
by the contractor.
3.4.5 The quotation must include one of A3 or A4 (NO LARGER) illustration for
public consultation.
3.5 Surfacing
All areas where bases have been removed shall be levelled and turfed in accordance with
the following:
All works shall be carried out in accordance with BS 4428, 2989 recommendations for
general Landscape Operations. The contractor shall ensure that the correct grass seed
mixture is used and that turves are in accordance with BS3969, 1990 recommendations for
turf for General Landscape Purposes.
Steam cleaned topsoil shall be imported if necessary. The topsoil shall be medium, slightly
acid and not more than stony soil to BC3822, recommendations and classified of topsoil.
Turves shall not contain weed grasses such as Annual Meadow Grass, Cocksfoot, Creeping
Soft Grass, Meadow Barley, Yorkshire Fog or perennial weeds. The grass shall be healthy,
free of pests, of close texture and of even density. The grass shall have been mown to a
height between 15 and 20mm up to 48 hours before lifting. Turves shall be of a rectangular
shape and of uniform thickness. The turves shall be of a rectangular shape and of uniform
thickness. The turves shall be a minimum thickness of 25m and a width of 300mm. The soil
of the turf should be of a loamy nature and free from stones exceeding 15mm in any one
dimension.
Document1
Turf shall not be laid until the topsoil has been cultivated to an even tilth and firmness.
Turves shall be laid on the prepared soil bed and firmed into position in consecutive rows
jointed as in stretcher bond brickwork. Turves shall be closely butted and to correct levels.
Any inequalities in finished levels shall be adjusted by raking the topsoils and/or packing fine
soil under the turf. The fine soil shall be a mixture of 50% sharp, washed sand and 50%
medium, slightly acid, not more that slightly stony soil to BS 3882.
The area shall be handed over, clean and level to Matta Products to surface the entire area
within the fence. This quote should include that cost.
Document1
Area 4: SONTERS DOWN
4.1 The Site
Sonters Down, Rettendon, Chelmsford.
The attention of contractors is drawn to the difficult access to this area during the likely
works period.
4.2 The Aim
To remove all existing equipment within the fenced area EXCEPT the swings. Supply and
install multiplay equipment and make ready for specified impact absorbing surfacing.
4.3 Removal of Equipment
Removal of all existing equipment along with their impact absorbing surfacing and base
surface.
It is emphasised that the equipment and / or surfacing must not be sold or given to a third
party for use.
Document1
4.4 New Equipment
All equipment must be designed, manufactured and installed in accordance with BSEN 1176.
At the end of the contract the contractor will be required to certify, in writing that this is
the case.
All equipment shall be constructed mainly of metal with components made of steel-cored
rope and colour fast plastic.
There shall be two of:


2 tower multiplays each containing a slide and an access / egress suitable for those
with locomotion disabilities plus 2 other play opportunities each,
One mulitplay shall be suitable for those aged 3 – 6 and one for those aged 5 – 11.
The maximum total budget for these (including supply and installation) shall be £20,000.
Additionally 1 of Streetmaster Harlech 1800mm Bend with pedestal legs in Streetough
Brown finish Streetmaster Products, Unit 4, Woodlands Business Park, Ystradeylais,
Swansea (01639 845394) shall be provided and installed by the contractor.
One litterbin shall be collected from the Councils nearby depot and installed by the
contractor.
The quotation must include up to two of A3 or A4 (NO LARGER) illustration for public
consultation.
4.5 Surfacing
All areas where bases have been removed shall be levelled and turfed in accordance with
the following:
All works shall be carried out in accordance with BS 4428, 2989 recommendations for
general Landscape Operations. The contractor shall ensure that the correct grass seed
mixture is used and that turves are in accordance with BS3969, 1990 recommendations for
turf for General Landscape Purposes.
Steam cleaned topsoil shall be imported if necessary. The topsoil shall be medium, slightly
acid and not more than stony soil to BC3822, recommendations and classified of topsoil.
Turves shall not contain weed grasses such as Annual Meadow Grass, Cocksfoot, Creeping
Soft Grass, Meadow Barley, Yorkshire Fog or perennial weeds. The grass shall be healthy,
free of pests, of close texture and of even density. The grass shall have been mown to a
height between 15 and 20mm up to 48 hours before lifting. Turves shall be of a rectangular
shape and of uniform thickness. The turves shall be of a rectangular shape and of uniform
thickness. The turves shall be a minimum thickness of 25m and a width of 300mm. The soil
of the turf should be of a loamy nature and free from stones exceeding 15mm in any one
dimension.
Document1
Turf shall not be laid until the topsoil has been cultivated to an even tilth and firmness.
Turves shall be laid on the prepared soil bed and firmed into position in consecutive rows
jointed as in stretcher bond brickwork. Turves shall be closely butted and to correct levels.
Any inequalities in finished levels shall be adjusted by raking the topsoils and/or packing fine
soil under the turf. The fine soil shall be a mixture of 50% sharp, washed sand and 50%
medium, slightly acid, not more that slightly stony soil to BS 3882.
The area shall be handed over, clean and level to Matta Products to surface the entire area
within the fence. This quote should include that cost.
Document1
PRICING SCHEDULE
The figures quoted below must be the total fixed price, excluding VAT for the works
concerned, including all parts, materials, labour and ancillary costs.
Playground
1. Coronation Park
2. Melbourne Park
3. Baddow Hall Park
4. Sonters Down
Document1
Playground works
£
Impact absorbing surface
£