Area Grounds Maintenance Contract 2004 -2010
Introduction
The Council has two horticultural maintenance contracts - Central Park (Including Acacia Hall) / Hesketh Park and an Area Contract. These contracts are currently both held by English Landscapes and run to December 2010.
It is the Area horticultural maintenance contract that has the major impact on the public realm and Housing sites in particular.
It covers most Council or Highway owned, maintained land througout the Borough, and includes grass cutting, bed maintenance and associated work on a frequency/performance basis across over 4900 individual specified areas.
"Multi tasking" The current horticultural contract requires, "multi tasking", whereby all operations are to be carried out at each site before moving on to the next.
This was specifically included in this contract following disquiet from the public over the previous contract where the contractor may attend to do one operation only before moving on, thus leaving the public confused over when works would be completed. In some parts of the Borough where there are large grass areas and minimal shrub areas different teams will carry out grass cutting/shrubs but at the same time.
"Grassed areas" These range from highway verges and adjacent grassed open spaces, to playing fields, lawns in sheltered units, and some rural land. The majority of grass is cut as near as possible to fortnightly between March and October.
The exceptions are some "environmental" areas which are cut either 4 weekly or once or twice a year. In "naturalised" areas where bulbs are planted, the first grass cut is not until June.
In general, grass should be cut with cylinder type mowers, with cuttings not collected and allowed to "fly", except at sheltered units where they are "collected" or otherwise raked up. Before each cut, litter should be removed by the contractor to avoid it being shredded by the mowers.
After mowing, cuttings should be swept or blown back on to the grass and off adjacent paths. Strimming around fence posts, lamp columns and the like should take place immediately after the cut.
Edging of grassed areas using a half moon iron is carried out once per year usually in February, although trimming of bed edges should be carried out at each visit.
Rural highway edges are "tractor side flailed" twice per year, normally in June and October to keep them from obstructing sightlines and kerbs.
Coverage & frequencies
| Grass | Frequency | Frequency PA | Machinery | Further Information |
|---|---|---|---|---|
| DBC verges & open | 2 Weekly | 18xMar-Oct | Cylinder Mower | GM specifies cut and fly which means the grass cuttings are not collected |
| Communal Areas | 2 Weekly | 18x Mar-Oct | Cylinder Mower | |
| Drying Areas | 2 Weekly | 18x Mar-Oct | Hand Mowers | |
| Highway Verges | 2 Weekly | 18x Mar-Oct | Cylinder Mowers | |
| Highway Enviro | 4 Weekly | 9x Mar-Oct | Rotary Mowers | |
| Sheltered/Semi | 2 Weekly | 18x Mar-Oct | Box Mower | cut and collect |
| Rural verges | 6 Monthly | Twice | Side Arm Flail | Approx June & October |
| Strimming Obstacles | Every Visit | Every Visit | Strimmer | |
| Half Moon Edging | Yearly | Once | Edger | |
| Sweep cuttings | Every Visit | Every Visit | Blower/Broom | Blown from path/roads back onto the grass |
| Litter Picking | Before Mow | Every Visit | Operative | Light litter not dumping |
| BEDS | Frequency | Frequency PA | Machinery | Topping PA | Side Prunig | Information |
|---|---|---|---|---|---|---|
| Shrub Beds | 2 Weekly | 21 | Secateurs | Once | inspect | Prune back from path/roads |
| Rose Beds | 2 Weekly | 21 | Secateurs | Twice | inspect | Prune back from path/roads |
| Herbaceous | 2 Weekly | 21 | Secateurs | Once | inspect | Prune back from path/roads |
| Naturalized Shubs | 4 Weekly | 12 | Secateurs | Once | inspect | Prune back from path/roads |
| Tree Wells | 2 Weekly | 21 | Hoe | 0 | 0 | clear weeds |
| Hedges | 6 Monthly | Twice | Hedge cutters | Twice | Twice | Timing according to species |
| Weeding | Every Visit | 21 | Hoe | 0 | 0 | as needed |
| Hardstandings | 2 Weekly | 26 | Broom/weed killer | 0 | 0 | Sheltered sites only |
| Gravel Areas | 2 Weekly | 26 | Broom/weed killer | 0 | 0 | Sheltered sites only |
| DBC Alleyways | 6 Monthly | Twice | Strimmer/cutters | 0 | Off Paths | do not clear dumping |
"Seasonal Bedding" These are beds where summer and winter "annuals" are planted out for summer and winter/spring effect. Summer bedding is bought in by the Council and the contractor is to plant it in July and winter bedding, including bulbs, in October. Beds will be weeded, any dead flower heads removed and grass edge trimmed approximately fortnightly March to October and monthly November to February. Any fallen leaves will be removed from the bed before Christmas.
"Beds"The majority of bed areas are shrub beds, although there are a few seasonal bedding areas, rose beds and herbaceous beds within the contract. These should all be maintained fortnightly during the growing season from March to October, removing weeds and litter at each visit. During the winter, monthly visits are made to remove litter and dead foliage.
Pruning is specified once per year, at different times dependant on plant type.
With vigorous shrubs the regrowth is described as "extension growth" which is the growth of that year this is removed back to the main shrub as a part of "winter works".
The exception is growth across windows, door or paths etc. which must be kept cut back as necessary. The specification is for minimal pruning based on good horticultural practice, which unfortunately can conflict with the wishes of residents if high rates of growth are experienced.
"Hedges"They are cut twice a year, the timing being dependent on the type of plant. As with other pruning only new growth is removed; the contractor is not required to make major reductions to the overall size of hedges.
"Hard standings"These are generally patios / paths in sheltered accommodation and playgrounds although a few communal drying grounds are included in the contract. They are to be visited every two weeks and kept clear of weeds, moss, litter etc. This work does not include the large number of non highway paths around Council housing blocks, which are not currently covered by any contract nor self seeded plants which grow out of drains/against buildings etc.
"Alleys & footpaths" Those alleyways which are the responsibility of the Council are trimmed back twice a year, normally in May and September - these are generally alleys on Council estates or "definitive" footpaths. Works are to cut down vegetation, not to clear them of accumulated rubbish. The majority of other alleys and paths are private and are not maintained.
"Green Team" During the last contract difficulties were experienced getting work done which fell outside the contract. In view of this, the contractor now has to provide the services of a "Green Team", of two qualified and experienced operatives with equipment, whose workload is specifically allocated by the Horticultural Department.
In this way a quick response can be given to urgent jobs and other matters can be achieved quicker than if quotations had to be sought before works could be undertaken.
Monitoring
Monitoring is carried out by the Horticultural Section, of Leisure Services under the control of the Landscape Manager. Routine contract monitoring of highway verges, open spaces and sheltered housing schemes is by the Contracts Supervisor (horticulture).
In addition specialist grounds maintenance work, such as sports facilities and specific horticultural problems are monitored by the Horticultural Officer who is responsible for the Horticultural Contract, liaising with English Landscapes plus providing works for the "Green Team".
Additional works such as supervising the work of the children's playgrounds contractor, tree works, design and implementation of ad hoc improvement schemes, and numerous other horticulture related tasks are allocated within the section as appropriate.
Schedules to meet the horticultural maintenance specification are required to be provided by the contractor at the start of the contract, and these cover all different work types across more than 5100 locations.
Throughout the contract the schedules are updated when necessary. These are not issued to persons outside the contract monitoring staff as wet weather or machinery breakdown can change them on a daily basis.
A monitoring scheme for Sheltered Unit gardening works involving the Housing Wardens has been developed and the contractor posts "work returns" through scheme letterboxes or to Sue Middleton if sites do not have one.
Because of weather conditions, machinery breakdowns etc., locations may not be visited exactly on the same day each cycle - monitoring is based on the overall two weekly cycle.
Exceptions and Omissions
Trees are not generally within the contract, other than for young trees, and work is arranged separately. Normally this will be through a specialist aboricultural contractor or via contract rates within the horticultural contract.
Trees on Council Housing land, especially within gardens, are an increasing source of complaint and Leisure Services will pass requests to Housing staff to clarify tenants responsibilities. If any action is needed then this will be specifically requested by the Estate Officer following their inspection.
The contract specification for shrub pruning is limited, both in frequency and extent. Naturally large shrubs planted some years ago are often now seen as outgrowing their position causing daylight or security problems.
They either have to be replaced or pruned severely (often not ideal from a horticultural viewpoint) and such work is not in the basic contract. Even on otherwise acceptable shrubs and vegetation, rates of growth are subject to weather conditions and the specified pruning and alley clearance regimes can prove insufficient at times of high growth.
The same applies to heavy rates of grass growth, where additional cutting may need to be ordered. Where summer grass growth rates are low, the contractor can omit cuts if they would achieve little or nothing.
"Gapping up" or replacement of dead, damaged or vandalised plants is not within the basic contract. Neither is weedkilling or fertilising of grassed areas.
Summary
The above is a brief summary of the service covered by the horticultural maintenance contract, monitoring arrangements, and those areas not within the basic specifications. Not all of the approved budgets are allocated to routine works and there is a small reserve for ad hoc works that are necessary from time to time.
Thus whilst the "exceptions & omissions" list may seem significant, many items can be accommodated by use of the "Green Team" or appropriate contractors as required.
For more precise contract details, or specific problems, please contact the Council on:
01322 343434 during office hours
0845 634 1212 outside office hours
