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INDEX

1. Milton Keynes Council - Specification for the Provision of Landscape Maintenance and Associated Services (Pages 3 to 99)

2. Serco – Method Statement for the Provision of Landscape Maintenance and Associated Services (Pages 100 to 350)

3. Grounds Maintenance and Associated Works – Price List – Serco (Pages 351 to 373)

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Milton Keynes Council Contract Ref: CU2334

SPECIFICATION

for the provision of

Landscape Maintenance and Associated Services

Common to All Lots

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Milton Keynes Council

Landscape Maintenance & Associated Services Contract – Schedule 14 Specification Page ii of 97

1 General Requirements ................................................................................................ 4 1.1 Interpretation and Definitions .............................................................................. 4 1.2 General Description of the Services .................................................................... 6 1.3 Aims and Objectives ........................................................................................... 6 1.4 Contract Standards of Service ............................................................................ 7 1.5 Pricing for Contract Standard .............................................................................. 8 1.6 Statutory Obligations .......................................................................................... 8 1.7 Measurements and Quantities ............................................................................ 9 1.8 Scheduled Work ................................................................................................. 9 1.9 Unscheduled Work ............................................................................................. 9 1.10 Hours of Working ................................................................................................ 9 1.11 Performance Standards .................................................................................... 10 1.12 Target Setting ................................................................................................... 10 1.13 Contract Monitoring .......................................................................................... 10 1.14 Service Enquiries and Failures ......................................................................... 11 1.15 Monthly Contract Meetings ............................................................................... 12 1.16 Method Statement ............................................................................................ 12 1.17 Annual Service Improvement Plan .................................................................... 13 1.18 Staff and Operatives ......................................................................................... 13 1.19 Health and Safety ............................................................................................. 15 1.20 Vehicles, Mechanical Plant and Equipment ...................................................... 15 1.21 Materials ........................................................................................................... 17 1.22 Use of Chemicals .............................................................................................. 18 1.23 Disposal of Waste ............................................................................................. 19 1.24 Water usage ..................................................................................................... 19 1.25 Access to and Use of Sites ............................................................................... 20 1.26 Depots .............................................................................................................. 20 1.27 Damage to Property .......................................................................................... 21 1.28 Defective Work ................................................................................................. 22 1.29 Vandalism ......................................................................................................... 22 1.30 Customer Care ................................................................................................. 22 1.31 Events .............................................................................................................. 22

2 Grass Maintenance ................................................................................................... 24 2.1 General Requirements ...................................................................................... 24 2.2 Core Tasks ....................................................................................................... 26 2.3 Schedule of Rates Tasks .................................................................................. 28

3 Shrub Management ................................................................................................... 32 3.1 General Requirements ...................................................................................... 32 3.2 Horticultural Standards ..................................................................................... 33 3.3 Sight Line Clearance Standards ....................................................................... 36 3.4 Core Tasks ....................................................................................................... 42 3.5 Schedule of Rates Tasks .................................................................................. 43

4 Hedge Management .................................................................................................. 44 4.1 General Requirements ...................................................................................... 44 4.2 Core Tasks ....................................................................................................... 45 4.3 Schedule of Rates Tasks .................................................................................. 45

5 Hard Surfaces ........................................................................................................... 47 5.1 General Requirements ...................................................................................... 47 5.2 Core Tasks ....................................................................................................... 47 5.3 Schedule of Rates Tasks .................................................................................. 47

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Landscape Maintenance & Associated Services Contract – Schedule 14 Specification Page iii of 97

6 Trees and Woodlands (Lots 1-6) .............................................................................. 48 6.1 General Requirements ...................................................................................... 48 6.2 Tree Pruning Guidelines ................................................................................... 48 6.3 Core Tasks ....................................................................................................... 49 6.4 Schedule of Rates Tasks .................................................................................. 51

7 Annual Plantings ....................................................................................................... 55 7.1 General Requirements ...................................................................................... 55 7.2 Planting Guidelines ........................................................................................... 55 7.3 Core Tasks ....................................................................................................... 55 7.4 Schedule of Rates Tasks .................................................................................. 56

8 Sports Pitches and Facilities (Lot 3 only) ............................................................... 58 8.1 General Requirements ...................................................................................... 58 8.2 Core Tasks ....................................................................................................... 58 8.3 Schedule of Rates Tasks .................................................................................. 65

9 Cemeteries and Crematoria (Lot 6 only).................................................................. 68 9.1 General Requirements ...................................................................................... 68 9.2 Core Tasks ....................................................................................................... 70 9.3 Schedule of Rates Tasks .................................................................................. 70 9.4 Procedure for Excavation of Earthen Graves at Cemeteries ............................. 71 9.5 Procedure for Exhumation of Earthen Graves ................................................... 74 9.6 Procedure for Interment of Ashes ..................................................................... 76 9.7 Procedure for Exhumation of Ashes Plots ......................................................... 78

10 Specialist Arboriculture (Lot 7 only) ........................................................................ 80 10.1 General Requirements ...................................................................................... 80 10.2 Specific Requirements ...................................................................................... 82 10.3 Additional Health and Safety Matters ................................................................ 83 10.4 General Pruning Procedures............................................................................. 84 10.5 Coronet Cuts .................................................................................................... 85 10.6 Location, Proximity and Accessibility ................................................................ 86 10.7 Core Tasks ....................................................................................................... 86 10.8 Schedule of Rates Tasks .................................................................................. 87

Appendix A - Summary of Events (Not Exhaustive) .................................................... 92

Appendix B - Map of Lot Areas ..................................................................................... 93

Appendix C - Health and Safety Policy ......................................................................... 94

Appendix D - Details of Depots ..................................................................................... 95

Appendix E – Contract Plans ........................................................................................ 96

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Landscape Maintenance & Associated Services Contract – Schedule 14 Specification Page 4 of 97

1 General Requirements 1.1 Interpretation and Definitions Interpretation Words and expressions used shall (save where the context may otherwise require) have the meanings assigned to them in the Conditions of Contract document and the Specification.

In the event of any contradiction or discrepancy between this Specification and the Conditions of Contract document then the terms of the Conditions of Contract document shall prevail.

The headings in this Specification do not form part of and shall not affect the construction of this Specification.

Words importing the singular only shall also include the plural and vice versa where the context requires.

In this Specification, defined terms have the same meaning as those set out in the Conditions of Contract document and, in addition, the following terms shall have the meanings described below:

“Alleged Service Failure”: means a verbal or written statement from a member of the public regarding dissatisfaction with services which is being made for the first time and does not involve a question of policy that is the purview of the Authority’s officers. “Annual Bedding”: means the planting of annual plants in a Bed and includes Winter, Spring and Summer Bedding.

“Bed”: means an area planted with shrubs and trees, and will be subject to weeding and pruning specifications

"Bill of Quantities": means a list of items, giving brief identifying descriptions and estimated quantities of the work comprised in the Contract, in sufficient detail for it to be possible to distinguish between the different classes of work, and between work of the same nature carried out in different locations or in any other circumstances which may give rise to different considerations of cost;

"Borough": means the area of the Borough of Milton Keynes, as may be varied from time to time pursuant to any boundary or other change;

“Burial”: the act or ceremony of putting a dead body into the ground "Complaint": means any verbal or written statement regarding dissatisfaction with any of the Services which is not an Alleged Service Failure (but which may be regarding a failure to act satisfactorily to an Alleged Service Failure);

"Contract Standard": means, in relation to performance of the Services, the Contractor and its Operatives carrying out such Services in accordance with and to the standards defined within this Specification.

“Core Task”, is an item in the Bill of Quantities where the volume of work is fixed until altered by a contract variation;

“Crown”: means the foliage bearing section of the tree formed by its branches and not including any clear stem/trunk. "Daywork Rates": means rates for labour, Mechanical Plant, Vehicles or any other resource that may be used in circumstances or services not outlined in the Specification and included in the Pricing Schedule;

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"Depot": means any workshop, Depot or storage site used in the performance of the Contract;

“Enquiry”: means a verbal or written statement from a service user, questioning the level and standard of any of the Services provided. Dissatisfaction with the response to an enquiry may result in a Complaint;

“Epicormic Growth”: means new growth arising from dormant or new buds directly from main branches/stems or trunks.

“Frequency Based Task”, is a Core Task in the Bill of Quantities which the Contractor is to perform a certain number of times as specified;

"Highway": means (but without prejudice to the generality thereof) the carriageway, adjoining footpaths, roundabouts, service roads, access roads, cycle ways, redways, drainage channels, gullies, public owned highways, paths, walkways, centre islands, "Keep Left" islands, paved areas and verges; car parks which are not public owned highways;

"Kerb": means the line of concrete or masonry marking the edge of the carriageway and footway of a highway so that the footway is elevated above the level of the roadway;

"Key Performance Indicators" (KPI’s): means the performance standards set by the Authority for Year 1 of the Contract and superseded by those set by the Contractor and approved by the Authorised Officer for all subsequent years of the contract;

"Litter": means materials, that are improperly discarded and left by members of the public; or are spilt during business operations as well as waste management operations;

"Litter Bin": means a bin or receptacle for the deposit of Litter;

"Locations": means any land, building, premises or highway at which the Service is to be provided;

"Materials": means all materials, chemicals, minerals, substances, and all other things used or necessary in order to provide the Services other than items of Equipment and Plant;

“Mechanical Plant”: means the Contractor's specialised equipment and includes, but not exclusively, mowers, tractors and other items of equipment required by the Contractor for the provision of the Contract other than items of Equipment and Materials; Where reference is made in this specification to approved mechanical plant, materials and operations, it means such items that are approved by the Authorised Officer to be used.

"Method Statement": means the document (Schedule 19) which the Contractor will provide to the Authority to demonstrate how they will provide the Services.

“Memorial”: a slab of stone placed at the head of a grave as a memorial to the person or people buried there

"Operative": means an employee or agent of or other person for the time being engaged by the Contractor or any sub-contractor of the Contractor deployed in connection with the provision of the Services;

“Performance Based Task”, is a Core Task in the Bill of Quantities which the Contractor is to perform as often as necessary to meet the specified criteria;

“Pricing Schedule” (Schedule 2 of the Contract); summary of rates paid for works undertaken by the Contractor

"Risk Assessment": means an assessment prepared by the Contractor detailing the risks involved in carrying out a Task and which will conform to all applying Health, Safety and Welfare regulations and safe working guidance and Good Industry Practice;

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“Service Failure”: means a failure of the Contractor to carry out a task they are required to do, to maintain a feature at the standard required by this specification, or otherwise to act in accordance with this specification.

"Schedule of Rates": means the list of items where quantities are variable and/or unpredictable. These are included in the Pricing Schedule (Schedule 2 of the Conditions of Contract) and completed on request;

"Task": means one particular type or item of work as may be specified in the Specification;

"Vehicle or Vehicles": means the Vehicle(s) that the Contractor shall use in the performance of the Services;

"Waste": means all refuse and waste which the Contractor is required to collect and deliver to their disposal points in accordance with the Specification;

"Weed": means any plant growing ‘out of context’, e.g. broadleaf weed in grass, plant species not deliberately established or specifically encouraged to grow in a shrub border or woodland .This shall include annuals or perennials, with or without secondary thickening, including woody plants and non-vascular plants such as mosses, Algae’s and Liverworts shall be deemed a ‘weed’ for the purposes of this Contract. For the avoidance of doubt the Authorised Officer shall determine in his absolute discretion what a “Weed” is;

“Woodland”: means an area of land with trees established on it that will be subject to items and tasks within the Specification;

1.2 General Description of the Services The Landscape and Associated Services Contract will manage over 1333 hectares (ha.) 1.2.1

of parks and open spaces. This includes 550 play areas, 1047 ha. of grass, 121 ha of shrubs, 115,000 trees and 92 ha of woodland.

This Specification details the scope and extent of the Landscape Maintenance and 1.2.2Associated Services Lots that are required by the Authority to be provided at the locations contained in the Appendices to the Specification and the Pricing Schedule.

The Schedule of Quantities broadly comprise: -

Lot 1 - Landscape Maintenance and Associated Services in the Northern Area

Lot 2 - Landscape Maintenance and Associated Services in the Rural Area

Lot 3 - Landscape Maintenance and Associated Services in the South Area and Sports

Lot 4 - Landscape Maintenance and Associated Services in the Central Area and Rights of Way

Lot 5 - Landscape Maintenance and Associated Services in the South West Area (Bletchley) and Grid Roads and Roundabouts

Lot 6 – Cemeteries and Crematoria Services

Lot 7 – Arboricultural Services

Lot 8 – All of the above

1.3 Aims and Objectives The aims and objectives of the Services required are to ensure that parks & open spaces 1.3.1

provide individual, community, environmental and economic benefits for all ages and

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abilities. The Authority aims to maximise the benefits for the community and requires the Contractor to work with the Authority to maintain:

a. attractive open spaces that encourage pride in locality;

b. functional parks & open spaces that provide opportunities for recreation;

c. sustainable parks and open spaces for current & future generations in a modern growing city; and

d. all locations to enhance their quality of life, health and well-being.

The Contractor will also be required to assist the Authority maintain and improve the 1.3.2following:

a. Amenity - to improve and maintain the attractiveness of the Borough’s parks and open spaces with due regard to health, safety and welfare of users and visitors.

b. Recreation - to provide and maintain a safe recreational resource for sports teams, clubs, individual and other users. Implicit in this is the objective of maintaining an agreed standard of playing facility.

c. Conservation - to protect and expand the habitat of all places of animal and plant life currently found in the Borough.

d. Education - to develop amenity open space as an educational resource for residents and visitors to the Borough and create environmental awareness.

e. Children’s Play Areas - to create a wide range of safe and stimulating play opportunities for the development and growth of children, e.g. education for leisure.

The Contractor, in pursuance of the above, will have due regard to legislation, BSI 1.3.3Standards, accepted horticultural and Good Industry Practices implicit in the Specification.

1.4 Contract Standards of Service The Authority has a set of service standards relating to Landscape Maintenance and 1.4.1

Associated Services and requires, wherever practicable and feasible, the Contractor to adopt these standards. The Authority’s service standards are:

a. Manage, inspect and maintain parks and open spaces on a programmed basis, against national standards, to ensure that they are clean, well maintained, healthy, safe and secure places for all members of the public to use.

b. Maintain parks & open spaces using environmentally sound methods through the adoption of prevailing Good Industry Practices. Where an appropriate British Standard Specification or British Standard Code of Practice issued by the British Standards Institute is current, all goods / materials used or supplied and all workmanship shall, as a minimum requirement, be in accordance with that Standard unless a higher standard is specifically required by the Specification.

c. The conservation of natural features, flora and fauna and structural features of merit.

d. Encourage the involvement of members’ of the community, who represent as many green space users as possible, in the service.

e. Assess parks and open spaces to ensure equal access for all members of the community.

f. Provide information on and promote parks and open spaces as a community resource.

g. Respond to all emergency situations, e.g. fallen branches, within 24 hours.

h. Answer all telephone calls within 5 rings (helpline).

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i. Answer all correspondence within 14 calendar days. Where detailed investigation is necessary, acknowledge written correspondence within this timescale and respond in detail as soon as possible

The Authority also requires that the Contractor adopts an approach to customer care that 1.4.2includes:

Always to put the customer first and treat them fairly and as an individual

Adopt a friendly and approachable style

Be open, straightforward and listen to the customer

Provide well trained staff who will deal with any Enquiry in an efficient and sensitive manner

Deal with any Enquiry at the first point of contact where possible

Take ownership of the Enquiry

Ensure that the customer is advised of all relevant timescales

Treat the personal information received from the customer in the strictest confidence

Conduct surveys to obtain your feedback

Take notice of, act on and learn from customer feedback

Continually aim to improve the service and performance.

1.5 Pricing for Contract Standard The Contractor should price the Contract with the view that, should they be the 1.5.1

successful Bidder, they should expect to take over the Contract as seen when tendering. There are some standards in the Contract that have been either added or improved upon, compared with the previous Contract, and the Contractor should price accordingly to bring the service up to the standard required by this Contract.. The Contractor shall bring the services up to the Contract standard within one calendar year of the commencement of the Contract. No extra monies will be available to bring the service up to Contract Standard.

1.6 Statutory Obligations The Contractor shall ensure that it complies with all legal obligations. 1.6.1

The Contractor shall ensure that it remains aware of all changes to legislation or 1.6.2regulations which may affect the performance of its duties under the Contract and shall ensure it complies with any future legal obligation placed upon it. The Contractor shall inform the Authorised Officer where, in the Contractor’s opinion, the requirements of this specification are incompatible with any current or future legal obligation.

The change in cost associated with any change in statutory obligations shall be dealt with 1.6.3according to Paragraph 35.2 of the Contract Terms and Conditions.

The Contractor shall indemnify the Authority against any consequential costs resulting 1.6.4from the Contractor’s failure to carry out, or implement, work associated with the Authority’s statutory duties.

The Contractor shall pay all fees and charges legally demanded to the Public Authority, 1.6.5

Statutory Undertakers or Public Service insofar as they affect the execution of their Services.

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1.7 Measurements and Quantities The quantities contained in the Pricing Schedule are believed to be accurate. Errors will 1.7.1

be dealt with in accordance with the provisions contained in the Conditions of Contract.

1.8 Scheduled Work The Contractor shall prepare and submit to the Authorised Officer for approval, an annual 1.8.1

programme scheduling the operations to be executed for the performance and completion of the Services for each year of the Contract Period. The programme shall include the Contractors’ anticipated routine Landscape Services schedules. The Contractor shall submit at the beginning of each month, with the application for payment, the programme updated showing the rate of progress for the previous month. The information shall be supplied using a system or format that is compatible with the Authority’s systems and agreed by the Authorised Officer.

The Contractor shall inform the Authorised Officer of any deviation from the submitted 1.8.2schedule on at least a weekly basis. The Contractor shall allow for informing the public at his own expense in any way that the Authorised Officer considers practical and necessary in the circumstances. No additional payments shall be made to the Contractor in respect of any additional expenses he may incur in complying with this requirement.

The Authorised Officer may require that the Contractor desists from an operation in the 1.8.3schedule. The Authorised Officer shall use reasonable endeavours to provide 5 working days’ notice when this occurs.

In preparing their schedule of working they must take into consideration that no 1.8.4operations shall be carried out at sensitive locations at times that would cause inconvenience, examples would include; near to schools during opening and closing times, public and volunteer events on public open space, busy traffic areas during “rush hour”, events at memorial gardens and religious establishments during services.

1.9 Unscheduled Work Unscheduled work may be priced in accordance with either the Schedule of Rates, the 1.9.1

Daywork Rates or by quotation at the discretion of the Authorised Officer.

The Contractor shall inform the Authorised Officer of when all requested unscheduled 1.9.2work is to be undertaken at the time of request and inform the Authorised Officer of any change of schedule.

If during the course of operations the Contractor deems that a course of action, other 1.9.3than that specified, is required, authorisation/approval must be expressly given by the Authorised Officer before any alternative action is undertaken. No retrospective claims for additional payments will be entertained.

The Authorised Officer may direct the Contractor to vary their programme of planting or 1.9.4maintenance to take account of any judging requirements associated with ‘in Bloom’ schemes and the Green Flag Awards.

1.10 Hours of Working The Contractor shall not commence any operations prior to 7.00 am and cease all 1.10.1

operations by 9.00 pm or dusk whichever is earlier, Monday to Friday, excluding Bank Holidays and other Public Holidays unless work on these days is required by the Specification.

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Where it is necessary to work on weekends, Bank or Public Holidays, or outside of the 1.10.2times specified in paragraph 1.10.1 in order to fulfil the Contractor’s obligations regarding the provision of the services, such work shall be undertaken entirely at the Contractor’s own expense providing the Contractor obtains the prior agreement of the Authorised Officer.

The Contractor shall be required to carry out emergency duties as required by the 1.10.3Authorised Officer during the Working Day. These duties may, from time to time, occur outside of general landscape maintenance areas. The Contractor shall also be required to deploy staff to take remedial action as directed by the Authorised Officer within a specified period. These Services shall be defined as Services required to alleviate danger to persons or damage to property and may occur outside general landscape maintenance areas. These occasions will be priced using the Daywork Rates. Any delay in the completion of Core work caused by such a request will be made up at the Contractors expense.

1.11 Performance Standards All work or services the Contractor is to carry out or execute shall be performed to the 1.11.1

satisfaction of the Authorised Officer. Any work or services not executed in accordance with the Specification or any other obligations contained in the Contract shall be carried out or remedied. The Authority will issue a Remediation Notice to request that this takes place.

A failure by the Contractor to comply with any Remediation notice, shall lead to the 1.11.2application of further sanctions, in accordance with Schedule 12 (Baseline Monitoring and KPI’s) of the Contract Conditions.

Similarly, a failure by the Contractor to comply with this specification which is incapable 1.11.3of being remedied, or where time was of the essence, shall also lead to the application of further sanctions, in accordance with the Schedule 12 (Baseline Monitoring and KPI’s) of the Contract Conditions.

1.12 Target Setting The Authority has set targets for performance against Key Performance Indicators in the 1.12.1

first year of the contract. The Contractor shall propose targets for their performance for the next two years. Thereafter these targets will be reviewed annually and be set by agreement between the Contractor and the Authority.

Performance reports and Key Performance Indicators for the Authority shall be agreed so 1.12.2as to ensure that key statistics are collected that reflect each other’s needs and duplication is avoided. Any change in Key Performance Indicators or reporting requirements shall only be made by the Authority in consultation with the Contractor.

Performance against targets will be reported at the Monthly Contract Meeting the month 1.12.3after they are compiled.

Targets and Key Performance Indicators for each year will be confirmed annually within 1.12.4the Contractor’s Annual Service Improvement Plan.

1.13 Contract Monitoring The Contractor shall put in place systems and procedures to record all work that has 1.13.1

taken place on this contract and to continuously self-monitor the quality of a reasonable proportion of this work as indicated in the relevant Key Performance Indicator. All of

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these records shall be made freely available to the Authorised Officer and a summary shall be presented at each Monthly Contract Meeting in a format approved by the Authorised Officer.

The Contractor shall put in place systems and procedures to capture the Key 1.13.2Performance Indicators relevant to these Services. This shall include the results of all customer surveys undertaken. The Contractor shall include the cost of any financial implication arising from the delivery and achievement of the Key Performance Indicators.

The Contractor shall put in systems and procedures to continually monitor all features of 1.13.3the contract that are performance or frequency based so that pro-active action can be taken to ensure that these features remain within specification.

The methodology used for Contract Monitoring, including KPI monitoring, shall be 1.13.4described in the Contractors method statements.

The results from all systems of contract monitoring shall be summarised and presented 1.13.5to the Authorised Officer as part of the monthly contract meeting each month. These results shall be in a form approved by the Authorised Officer.

The Authorised Officer has the right to inspect all of the Services executed by the 1.13.6Contractor.

The Authorised Officer has the right to inspect any materials used on the contract to 1.13.7ensure they are true to type and within specification. This includes, amongst other things, chemicals, seeds and turves.

Joint inspections will be undertaken by the Authorised Officer and Contractor, at the 1.13.8Authorised Officer’s discretion, to assess performance and quality of work completed in selective or random locations. This shall not normally take more than 2 hours per occasion across the locations selected by the Authorised Officer.

The Authorised Officer may require the Contractor to undertake joint inspections of areas 1.13.9where there has been a Complaint. Thereafter he shall advise the Authorised Officer of the planned and programmed action to be taken if the Complaint is deemed by the Authorised Officer to be justified.

The Authorised Officer will notify the Contractor at the earliest opportunity of any Works 1.13.10requiring rectification. Within 5 working days (maximum) of receipt of such notification or within such other time scale that may reasonably be required by the Authorised Officer according to the circumstances, the Contractor shall rectify any of the Works within the prescribed time scales or will be considered to be in default as may be determined by the Authorised Officer.

From time to time health and safety audits will be carried out by the Authorised Officer, in 1.13.11any areas or locations where operational activities relevant to the contract are taking place.

1.14 Service Enquiries and Failures The Authority shall pass Enquiries or Alleged Service Failures from members of the 1.14.1

public to the Contractor using the Authority’s Public Access System.

Enquiries or Alleged Service Failures received by the Contractor directly from the public 1.14.2shall be logged onto the Authority’s system on the day of receipt in accordance with the Authority’s procedures.

The Contractor shall have in place an interface, compatible with the Authority’s Public 1.14.3Access System (‘Customer Care Portal’) to allow them to access an Enquiry or

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Complaint. This system uses Microsoft Dynamics software and requires ‘Web Services’ for access.

Where an Enquiry involves a service failure that requires immediate remedy the 1.14.4Contractor will do this under the terms of the specific service requirement, and a reply to the enquirer explaining what has been done is to be dispatched by telephone, email, post or in person within 24 hours.

Where the Enquiry does not involve a service failure that requires immediate remedy, the 1.14.5Contractor will provide the enquirer with a full reply within 10 working days of receipt of the Enquiry. The reply will explain what and when, if anything, the Contractor will do in response to the Enquiry. In cases where no specific response is required an explanation will be given as to why this is so.

The Contractor shall enter details of the action taken to progress and/or resolve the 1.14.6Enquiry or Alleged Service Failure into the Public Access System as they occur or as soon as possible.

If an enquirer is not satisfied with the response from the Contractor the matter is to be 1.14.7referred to the Authority’s Complaints procedure.

1.15 Monthly Contract Meetings The Authority will require the Contractor to attend a monthly Contract Meeting. The 1.15.1

purpose of the meetings will be to ensure effective day to day delivery of the Contract and to receive and review performance reports.

The Contractor will present the following information, in advance of the meeting, for 1.15.2discussion:

Results and analysis of contract monitoring (section 1.13)

Details of work carried out in the previous month

Sites where it was either not possible or not necessary to complete the Services in accordance with the programme of work including the reason why

Any damage to property, premises, Highway (street) or park furniture, structures etc. and description of the damage and how it was caused

Any Vehicle, Mechanical Plant and Equipment breakdown or operational staff issues that impacted on Service delivery

Details of any incidents, claims and Alleged Service Failures

Any other information related to the performance of the contract which the Authorised Officer reasonably requires and has requested with reasonable notice.

The Contractor shall ensure that, as a minimum, their Contractor Manager or a 1.15.3competent deputy is available to attend the monthly meetings.

1.16 Method Statement The Contractor shall, develop, submit, monitor, and maintain and thereafter perform the 1.16.1

Service in accordance with a Method Statement that sets out the Contractor’s arrangements for the delivery of the Service. These shall be included within Schedule 19 of the Contract.

The Contractor’s method statements will form part of this Contract. 1.16.2

The Contractor’s method statements will be reviewed as part of the Annual Service 1.16.3Improvement Plan.

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1.17 Annual Service Improvement Plan A draft annual service improvement plan (the ‘Annual Service Improvement Plan’) for 1.17.1

each forthcoming financial year (1st April) shall be submitted by the Contractor to the Authorised Officer on an annual basis before the 1st February preceding the start of the year.

The plan shall be in written form, covering those matters agreed between the parties. 1.17.2

The overall objective of the Annual Services Improvement Plan is to address how future 1.17.3improvements to the Services can be made. The aim will be to improve the way the Services are delivered having regard to a combination of economy, efficiency and effectiveness.

The Contractor shall prepare the Annual Services Improvement Plan and other measures 1.17.4referred to here at its own cost.

Both parties shall endeavour to identify improvements to the Services which do not lead 1.17.5to any increase in the payment or the costs incurred by the Contractor and/or, cost savings that can lead to a reduction in the payment.

In formulating the Annual Services Improvement Plan, both parties shall work together 1.17.6and will take into account any orders or relevant Statutory Guidance issued by the Secretary of State under Part 1 of the Local Government Act 1999.

1.18 Staff and Operatives The Contractor shall appoint a local Contractor Manager. Unless otherwise agreed by 1.18.1

the Authorised Officer the nominated manager must work exclusively for this Contract and be based with the Operatives and Vehicles, Mechanical Plant and Equipment.

The Contractor will make arrangements for their supervisory staff to work on an area 1.18.2basis that reflects the Authority’s Lot areas. Details of the Lot areas are shown in Appendix B. Supervisory staff will be expected to have responsibility for all contracted services undertaken within their designated area.

The Contractor shall ensure that properly qualified and experienced staff are recruited, 1.18.3trained and managed to fully meet the requirements of the Contract.

The Contractor must ensure that every Operative deployed by the Contractor in and 1.18.4about the provision of the Services is at all times properly and sufficiently skilled and/or instructed with regard to:

the Task or Tasks that such Operative has to perform;

any relevant provisions of the Contract;

all rules, procedures and standards referred to in the Contract Documents relevant to the work that the Operative is deployed to perform;

all relevant rules, procedures and statutory requirements concerning health and safety at work;

fire risks and fire precautions and emergency action including evacuation procedures;

the need to maintain the highest standards of hygiene, courtesy and consideration;

the need to recognise situations which may involve any actual or potential risk of personal injury to any person (including members of the public), and the need to make such situations safe;

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the need in the event of any emergency immediately to contact the Contractor Manager (and the Contractor shall ensure that the Contractor Manager shall forthwith notify the Authorised Officer).

All of the Contractor’s Operatives and any others employed by the Contractor in the 1.18.5delivery of the Service related to this Contract must wear a uniform. The uniform shall carry ‘badging’ that recognises the relationship with the Authority e.g. “Contractor’s name - working on behalf of Milton Keynes Council”. Company logos are permitted but shall not dominate the overall appearance of the uniform. All of the Contractor’s Operatives shall wear the approved uniform at all times whilst working in public in association with the delivery of Services related to this Contract.

All employees shall be issued with an approved form of photo identification that must be 1.18.6carried and used at all times.

Details of uniform and photo identification will be subject to agreement with the Authority 1.18.7prior to the commencement of this Contract.

In operating Vehicles, Mechanical Plant and Equipment the Contractor shall ensure that 1.18.8all Operatives:

take all reasonable and practicable steps to ensure that any Vehicles, Mechanical Plant and Equipment are used in a careful, legal and proper manner and for the purpose for which they are constructed, designed and/or modified;

drive safely, responsibly and correctly at all times in accordance with legislation, rules and regulations and that speed limits are observed at all times and with the exception of driver only Vehicles, reversing only takes place under guidance.

Drivers and operators of Vehicles, Mechanical Plant and Equipment are responsible for 1.18.9the safe operation and the use of the same.

Drivers and operators are to be trained and thoroughly competent in all aspects of the 1.18.10safe use of Vehicles, Mechanical Plant and Equipment.

The Contractors Operatives shall at all times be polite, friendly and respectful to 1.18.11members of the public and staff of the Authority and act in a manner that reflects well on the image of the Borough.

The Contractor shall, in the performance of their duties, have due regard for the 1.18.12ramifications of the actions of its Operatives when dealing with the public and the image they project.

The Contractor shall adopt, and adhere to a code (“Staff Code of Conduct”) governing 1.18.13the behaviour of all staff, including agency and sub-Contractors, which as a minimum shall require that staff:

are courteous and helpful to the Authority and any Service user or stakeholder at all times when providing the Service;

carry out their duties and conduct themselves lawfully, in an orderly manner and cause no annoyance, offence, inconvenience or disruption to any Service user, stakeholder or Authority representatives; and

shall, when requested to do so, disclose his/her identity and status as a member of the staff of the Contractor, and offer for inspection an identification card showing the name and details of the staff member.

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The Contractor shall not allow their employees to receive, request, solicit or act in such a 1.18.14manner as to induce payment, or gratuities of any kind, for any work to be carried out in accordance with the Contract.

1.19 Health and Safety Under the ‘Health and Safety at Work etc… Act 1974’, the Authority is required to 1.19.1

prepare a statement of its policies and duties to ensure the health, safety and welfare at work of all its employees. A copy of the Authority’s Health and Safety Policy Statement is included at Appendix C to the Specification.

The Contractor shall be required to prepare his own health and safety policy statement 1.19.2and codes of safe working practice, Risk Assessments and any other safe systems of work documents, the standards of which must be at least equal to those of the Authority. Where any part of the Services is to be sub-contracted out then the Contractor shall ensure that similar documents are prepared by the Sub-Contractor(s).

In providing the Services, the Contractor shall be responsible for all health and safety 1.19.3matters be it their own staff or Sub-Contractors, and must adopt safe methods of work and comply at all times with the requirements of the Health and Safety at Work, etc. Act 1974 and of any other Legislation, regulations or orders pertaining to the health and safety of the public, Operatives, Authority staff and all other persons.

The Contractor shall nominate a competent person or organisation who is able to provide 1.19.4advice on health, safety and welfare matters and provide the Authority with the name and address of this person/organisation.

The Contractor shall ensure that when work on the Highway is carried out and, in 1.19.5particular, when working on central reservations that all signing and guiding is in accordance with Chapter 8 of the Traffic Signs Manual 1991. The Contractors Method Statement and Risk Assessments must clearly define how they would deal with issues arising out of this, including any training requirements.

N.B. There is approximately 140km of national speed limit dual carriageway in the Borough.

The Authorised Officer will adopt a robust approach to Health and Safety monitoring in 1.19.6line with current HSE guidance. This monitoring will include an annual audit of the Contractors compliance, both operational and administrative, with all procedures and policies relating to Health and Safety considerations.

In the event of an incident reportable under the Reporting of Injuries, Diseases and 1.19.7Dangerous Occurrences Regulations (RIDDOR), or Legislation succeeding this, the Contractor shall conduct an urgent review with the Authorised Officer regarding any implications for the delivery of the Service. All accidents, incidents and near misses shall be recorded and submitted in the monthly service report to the Authorised Officer for discussion and review at monthly contract liaison meetings, in addition to the requirements pursuant to Section 1.13 of this Specification.

1.20 Vehicles, Mechanical Plant and Equipment The Contractor shall at all times provide, replace and maintain in proper repair and 1.20.1

condition all Vehicles, Mechanical Plant and Equipment necessary for the performance of the Services associated with this Contract. Unless otherwise agreed all Vehicles used in the performance of this Contract shall meet not less than Euro 6 emissions.

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The Contractor shall be offered the Vehicles and Mechanical Plant included in Schedule 1.20.25 for each Lot for the remaining life of their leases or until the Termination of the Contract whichever is earlier.

The Contractor will be required to maintain the Vehicles and Mechanical Plant in 1.20.3Schedule 5 to ensure it is fit for purpose for the remaining period of the lease period and in a condition to avoid penalties from the leasing company upon its return.

All Vehicles, Mechanical Plant and Equipment shall remain fit for their intended purpose 1.20.4to the satisfaction of the Authorised Officer. The Vehicles, Mechanical Plant and Equipment shall be operated with the minimum of noise and emission of dust and fumes.

Vehicles, Mechanical Plant and Equipment used in connection with the provision of the 1.20.5Services shall comply with relevant applicable construction and use regulations and be of a design which is entirely suitable for the provision of the Services. The Contractor shall ensure that adequate levels of reserve Vehicles, Mechanical Plant and Equipment are available at all times as lack of suitable Vehicles, Mechanical Plant and Equipment shall not be considered a reason for non-performance of the Services.

The Contractor’s attention is drawn to the large areas of open space and parks included 1.20.6in the Lots and the potential need to use specialised off-road Vehicles for the full provision of many of the Services.

So far as is reasonably practicable all Vehicles, Mechanical plant and Equipment shall be 1.20.7capable of working without causing spillage or nuisance. In the event of any type of leakage or spillage the Contractor shall take immediate action to effect proper containment and clear up. The Contractor shall notify the Authorised Officer as soon as practically possible of any spillage likely to give rise to damage to the environment, including the Highway surface or pollution of road gullies.

The Contractor shall at all times be fully responsible for the licensing and payment of all 1.20.8licensing fees, taxes and insurance required in connection with or arising out of the possession or use of all Vehicles, Mechanical Plant and Equipment and parts used in the provision of the Services.

The Contractor shall provide for all fuelling of Vehicles, Mechanical Plant and Equipment. 1.20.9

All Vehicles shall be operated, regularly serviced and maintained, in accordance with all 1.20.10the requirements of the Transport and Road Traffic Acts, and any other relevant legislation. The Authorised Officer can order an emission test on all or any of the Vehicles used in the performance of the Contract. If the Vehicle passes the test, the Authority shall meet any costs incurred. Should the Vehicle fail, then the Vehicle shall not be used until it is re-tested, and the Contractor shall bear all costs of re-instatement of the Vehicle, including the cost of the emission test.

Accurate up to date service, maintenance and repair records are to be kept by the 1.20.11Contractor for Vehicles, Mechanical Plant and Equipment employed in the performance of the Services and the Contractor shall permit the Authorised Officer access to these records at all reasonable times.

The Contractor shall be responsible for the security of all Vehicles, Mechanical Plant and 1.20.12Equipment and parts and the Authority shall not be liable in the event of any loss thereof or damage thereto save in so far as such loss or damage is caused by any deliberate or negligent act of the Authority or any of its employees.

The Contractor shall at their own expense keep all Vehicles, Mechanical Plant and 1.20.13Equipment used in the performance of the Services at all times in safe, good, clean and serviceable repair and condition in accordance (where applicable) with all road transport

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and health and safety legislation and in such condition and appearance as is commensurate with the proper performance of the Contract.

Any Vehicle that, in the opinion of the Authorised Officer, is in such a condition to 1.20.14damage the image of the Authority shall be cleaned, repaired or repainted as necessary to the satisfaction of the Authorised Officer at the Contractor’s own expense.

All road going Vehicles shall be equipped at the expense of the Contractor with an 1.20.15approved communication system to the satisfaction of the Authorised Officer.

The Contractor shall ensure that all Vehicles and, where appropriate, Mechanical Plant 1.20.16display a livery to be agreed with the Authorised Officer that clearly illustrates both the Authority's and the Contractor's identity. No advertising or other logos shall be permitted on Vehicles, Mechanical Plant or Equipment without the prior approval of the Authority.

The Contractor shall give to the Authorised Officer all information concerning the 1.20.17location, condition, use and operation of all Vehicles, Mechanical Plant and Equipment which the Authorised Officer may reasonably require and shall at all times permit the Authorised Officer reasonable access to all Vehicles, Mechanical Plant and Equipment employed in the provision of the Services and to inspect the same. The Authorised Officer shall be entitled to serve upon the Contractor a notice, in writing, requiring the Contractor to put any Vehicles, Mechanical Plant and Equipment in to such condition as is required and the Contractor shall forthwith upon receipt of such notice, cause any necessary work to be carried out to comply with such work In addition the Authorised Officer may serve the Contractor with a notice requiring the Vehicle, Mechanical Plant and Equipment to be removed from use in connection with the provision of the Services until such time as the notice has been complied with.

Unless otherwise agreed with the Authority, the Contractor must promote the Authority’s 1.20.18Public Access System on all Vehicles used in connection with the Services.

In the event of a breakdown, planned maintenance or an emergency that gives rise to the 1.20.19need to use another Vehicle where the requirements detailed above cannot be met then the Contractor shall advise the Authorised Officer as soon as is practicably possible. The Authorised Officer will need to be satisfied that every endeavour has been made to find the most suitable vehicle ensuring that its condition, livery and logos do not compromise the overall objective of the Authority to have a quality service.

Vehicles and, where appropriate, Mechanical Plant may be used in connection with other 1.20.20Contracts provided the Authority’s logos are first removed.

Vehicles and, where appropriate, Mechanical Plant may be used in other Lots and details 1.20.21of this shared usage must be given in the Contractor’s Method Statement.

1.21 Materials Unless otherwise stated, the Contractor shall supply all materials fuel and labour to carry 1.21.1

out the Services.

The Contractor will provide as part of the contract requirement all material necessary for 1.21.2the full execution of Services detailed in the specification. Where specific materials are identified in the specification the contractor will provide these exactly as specified unless suitable alternatives are agreed with the Authorised Officer. No additional cost will be accepted for any substitutes

The Contractor will replace, at their own cost and in a specified time as agreed with the 1.21.3Authorised Officer, any materials found to be defective by the Authorised Officer.

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The Authorised Officer may ask the Contractor to provide samples of any material 1.21.4proposed for use in these Services or to inspect existing stocks to ensure that materials are acceptable.

1.22 Use of Chemicals The Contractors shall comply with all relevant statutes and regulatory guidelines in the 1.22.1

supply, use and storage of chemicals including any successor legislation.

All chemical herbicides used are to be approved by the Authorised Officer (‘Approved’) 1.22.2and shall be applied in strict accordance with manufacturer’s instructions. The Contractor shall provide and make available for inspection containers for measuring quantities of herbicides.

The Contractor shall ensure that all Operatives involved in herbicide application are 1.22.3suitably qualified and assessed, having the appropriate training and shall present proof to the Authorised Officer to this effect on request.

The Contractor shall supply appropriate protective clothing to all staff, ensure their use 1.22.4and that required safety precautions are observed.

The Contractor shall ensure that all chemicals are correctly stored and transported in 1.22.5compliance with the Control of Pesticides Regulations as follows:-

That any recognised storeman is in possession of a Storeman’s Certificate of Competence.

All chemicals shall be securely locked within lockable containers.

The Contractor shall ensure that all waste containers and chemicals are disposed of at licensed tips or incinerators as appropriate.

The Authorised Officer shall be issued with names and addresses of disposal sites.

On no account shall chemicals be decanted from one container to another except when filling application tanks.

All equipment and machinery used in the application of chemicals shall be carefully 1.22.6maintained to ensure correct application takes place and that no leakage occurs.

All machinery used in the application of herbicides shall be properly maintained and 1.22.7spray equipment shall be fitted with an effective guard to prevent drift onto neighbouring areas or plants, a pressure regulating device and an approved spray nozzle. The Contractor shall make good, at his own expense any damage caused by drift or excess.

Application of herbicides and pesticides shall only be carried out under suitable weather 1.22.8conditions in order to avoid spray drift and to achieve the most effective results.

An acceptable period of notice must be given to any facility users before carrying out 1.22.9pesticide applications, especially where this would involve closure of the facility. The period of notice is to be agreed with the Authorised Officer.

The Contractor shall ensure that the method of application in no way leads to the 1.22.10pollution of any watercourse or water supply.

When using pesticides, the Contractor shall have due regard, implicit in current 1.22.11legislation, for the environment, facility users, wildlife, animals and the facility itself.

The Contractor shall ensure that the method of application is carried out in such a 1.22.12manner as to cause no damage or injury to any desirable plant, animal, machine or item of equipment. Any such damage shall be made good at the Contractor’s expense. When

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mixing chemicals, the Contractor shall ensure that no spillages occur causing damage to vegetation, surfaces, plants or equipment, any such damage will be held to be the Contractor’s responsibility.

The Contractor shall ensure that application rates are in accordance with manufacturer’s 1.22.13recommendations, and that the total area specified is treated.

The Contractor shall be held responsible for any claims for compensation arising from his 1.22.14actions or omissions and indemnifies the Authority in against such claims.

In order to reduce the risk of herbicide resistance, herbicides with differing modes of 1.22.15action should be rotated and if possible used in combination with non-chemical control.

1.23 Disposal of Waste The Contractor shall be registered to the satisfaction of the Authority, prior to 1.23.1

commencement of the Contract, as a waste carrier and shall meet all costs in connection with this registration.

The Contractor shall clear all arisings and dispose of at the Contractor’s designated 1.23.2disposal point(s) or local recycling facility unless specified otherwise.

The Contractor shall be responsible for all costs of disposal of Waste. 1.23.3

All green waste (including leaves) collected in the delivery of this Contract must be 1.23.4composted or recycled. Should any green Waste be rejected by the disposal point, it will be the Contractors responsibility to dispose of the rejected materials to their own disposal point.

The Contractor is required, where practicable and where the Authorised Officer requires, 1.23.5to segregate and dispose separately all clean collected recyclable materials other than green waste. Green waste shall be taken to the Materials Recycling Facility at Colts Holm Road, Old Wolverton, MK12 5QD.

Arisings may not be disposed by burning on site. 1.23.6

Controlled waste, such as Japanese Knotweed, is to be disposed of in accordance with 1.23.7the relevant Acts of Parliament.

1.24 Water usage Where water is freely available at any site, the Contractor may use it without charge for 1.24.1

the provision of the Services on that site only. The Contractor shall ensure that water is not wasted.

Where water is transported from another site or taken from the general supply by a 1.24.2hydrant, the Contractor must consult the relevant Water Authority to obtain the necessary permission for the water supply and pay any charges due.

The introduction of any mandatory water restrictions that prevent irrigation operations 1.24.3and adversely affect maintenance standards shall not be subject to default(s).

Water required for the works described in the specification is not always available on the 1.24.4site for use by the Contractor. The Contractor shall make all arrangements for the supply of water for watering plant material at planting. All such arrangements must conform to all Water Authority and Environment Agency regulations.

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All water provided for watering plants shall be free from contamination which may be 1.24.5injurious to plants. The Contractor shall make good any damage caused by contaminated water at their own expense.

1.25 Access to and Use of Sites The Contractor will gain access to sites as indicated on site plans or as instructed by the 1.25.1

Authorised Officer. Any deviation from these instructions will require approval of the Authorised Officer.

Where the Contractor, or staff employed by him, is entering any manned facility, before 1.25.2commencing work they will report their presence on site either to the Officer in Charge, Administrative Officer or other nominated Authority employee.

The Contractor shall avoid, where possible, vehicle encroachment on the grass or other 1.25.3areas except where absolutely necessary for effective performance of the contract and in any event the Contractor will not encroach into such areas during excessively wet ground conditions, unless previously agreed with the Authorised Officer.

Damage caused to any area by the Contractor’s vehicle(s) or plant will be made good at 1.25.4the Contractor’s expense and in a time as agreed with the Authorised Officer.

The Contractor shall not use any site for any purpose other than carrying out the 1.25.5Services and shall obtain the authority of the Authorised Officer for the storage of materials and equipment.

The Contractor shall restrict their activities to the site boundaries as laid down on the site 1.25.6Plans, unless otherwise instructed by the Authorised Officer, and must in no way inconvenience the public, or other authorised users of the site.

The Contractor shall not display advertisements or permit the display of advertisements 1.25.7without the authority of the Authorised Officer.

1.26 Depots Where the Contractor is successful for Lot 8, the Contractor shall use the Depot at Bleak 1.26.1

Hall, per Appendix D.

For lots 1 to 5 the Bidder shall quote a price variation for the use of their own depot. The 1.26.2Authority may accept this at its discretion. Where the Authority does not wish the Contractor to use its own depot, the depot as detailed in Appendix D will be made available.

Use of any Depot supplied by the Authority will be in accordance with the lease supplied. 1.26.3The Bidder should include all associated costs within their rates.

In order to promote local economic development, deliver reduced emissions and improve 1.26.4air quality any Depot used by the contractor to deliver the Services shall be within the Borough or its immediate environs.

All Health and Safety and property requirements of managing such a Depot(s) will be the 1.26.5responsibility of the Contractor, and the costs for doing so included within the rates provided.

The Contractor shall provide, at his own expense, at any local Depot, a telephone and 1.26.6email provision manned during the Working Day, or provide such other equal arrangements as the Authorised Officer shall agree, to receive instructions from the

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Authorised Officer and deal with Enquiries and Alleged Service Failures from members of the public.

The Contractor shall ensure that a senior contract level representative can be contacted 1.26.7at all times.

1.27 Damage to Property The Contractor will be responsible for making good, repairing or replacing any property 1.27.1

belonging to the Authority or other third party damaged by the Contractor by act or omission during the execution of this contract. This will be done entirely at the Contractor’s own expense.

The Contractor shall endeavour not to damage or cause to be damaged any trees, 1.27.2shrubs, hedges, grass or other landscape features. In the event that any damage occurs to any tree, shrub, hedge, or other landscape feature the Contractor shall:

a) in the case of minor superficial damage arrange for any necessary surgery to be carried out by an approved specialist;

b) in the case of damage resulting in the death or serious disfigurement of the tree, shrub, hedge or other landscape feature it shall be removed and replaced as the Authorised Officer may direct. As a general principle, replacement of shrubs or hedging shall be of sufficient numbers to give the same density of cover as previously existed. Replacement of each immature tree (to be defined here as a tree of a size that can be replaced like for like) shall be at the maximum rate of one advanced nursery stock for each tree lost.

c) In the case of mature trees (defined as where it is not possible to replace the lost tree like for like due to the inability to transplant a tree of equivalent size) an evaluation of the tree will be made using the Arboricultural Association’s Amenity tree valuation system. the Contractor will be obliged to carry out local reparations up to the monetary value of the lost tree.

d) The Contractor shall repair or replace on a like for like basis, any damage to fixtures and fittings on site that have been damaged by the Contractor.

e) The Contractor shall bear all costs and expenses relating to work under this section 1.27.

The Contractor must not interfere with the operation of existing services such as gas, 1.27.3water, electricity, telephones, buried cables or sewers, drains and roadside ditches without the permission of the Authorised Officer or private owner as appropriate. The Contractor shall inform the relevant body where the Services may involve encroachment, disconnection or hazard to these services.

The Contractor will take adequate measures for the protection of all pipes, ducts, sewers, 1.27.4service mains, overhead cables and the like during the execution of the Services. If damage is caused to such services, the Contractor shall inform the appropriate body within a reasonable period. The Contractor will bear the subsequent cost of making good such damage.

It is the Contractor’s responsibility to establish the presence of, and ramifications from 1.27.5the presence of, all services on site when carrying out work in accordance with the Contract. The Authorised Officer may assist in this at his discretion.

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1.28 Defective Work The Contractor shall be responsible for making good, repairing or replacing all defective, 1.28.1

incomplete or unsatisfactory work within a reasonable period as determined by the Authorised Officer. This will be done entirely at the Contractor’s expense.

Should the Authority, or the Authority’s customers, suffer additional damages as a 1.28.2consequence of such defective work; the Contractor shall be liable to compensate the Authority for such consequential damage.

1.29 Vandalism The Contractor’s staff or approved sub-contractor shall at all times be alert to the results 1.29.1

of any act of vandalism within the contract area. This shall include damage to Plants, trees, horticultural features and any buildings or structures on the site not necessarily the responsibility of the Contractor. Details of any vandalism must be reported to the Authorised Officer at the earliest possible opportunity.

1.30 Customer Care The Contractor will be acting as a key representative of the Authority and so must ensure 1.30.1

that all matters pertinent to the delivery of this Contract are dealt with professionally. The Contractor shall ensure that in all matters relating to its contact with the public it is clear that the Contractor is working for the Authority.

The Authority seeks to ensure all Service users are treated promptly and effectively and 1.30.2every effort is made to meet their needs to take account of their personal circumstances. The Contractor shall adopt the Authority’s standards (see Section 1.4 of this Specification) and principles and promote them through staff training. The Contractor shall ensure that the Services take due account of the needs of different groups of individuals, so that all groups are included for example, the elderly, persons with disabilities, and customers where English is not the first language.

1.31 Events In pursuance of the Authority’s policy to create recreational opportunity for facility users, 1.31.1

groups and individuals, special events are held in parks and open spaces throughout the year. These vary in scale, length of time and the amount of preparatory work required staging such events. A summary of the events that are typically held can be found in Appendix A.

The Authorised Officer will give the Contractor 15 working days’ notice of events 1.31.2requiring preparatory groundwork. All Services shall be carried out in accordance with the instructions and specifications supplied by the Authorised Officer.

The Authority may request that the Contractor’s Planned Work is rescheduled to co-1.31.3ordinate with programmed events.

The Contractor shall be required to attend site meetings relating to any event with the 1.31.4Authorised Officer or his representative.

The Contractor may be instructed to carry out any preparatory groundwork to the event 1.31.5and also dismantle and make good after the event as specified by the Authorised Officer.

The Contractor shall ensure that resources are not diverted from the landscape 1.31.6maintenance programme or schedule so as to cause a lowering of standards in that

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programme. The Authorised Officer shall be advised of any diversion of resources from the main maintenance programme to event work.

The Contractor shall ensure that he has adequate resources to deal with the workload 1.31.7brought about by landscape maintenance services requirements for events and these may include:-

a change in the usual frequency of grass cutting

additional marking out or preparation of sports pitches

erection of boundary fencing and signs

additional irrigation

additional patrol duties

supply and connection of services

unforeseen or emergency services.

These works will be chargeable at the appropriate price within the Schedule of Rates, or as Daywork.

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2 Grass Maintenance 2.1 General Requirements

This activity covers mowing of all classifications of parks and open spaces and sports 2.1.1grounds administered by the Authority and those areas classified by the Authority as “grassed areas”. Each task shall include edge trimming along footpath edges, around all obstacles within the area and under seats and picnic tables. For the purposes of this section 2, the term grass includes any weed or other vegetative material growing within grass.

Where disturbance of ground has occurred, from whatever cause (such as the 2.1.2excavation of public utility trenches), the Contractor is still required to cut grass employing the best possible method of Cutting to achieve the effect required by the specification.

The Contractor will cut grass to ensure that grassed areas are maintained to the 2.1.3standard described in section 2.2.

The Contractor may be asked to carry out tasks as described in section 2.3 to improve 2.1.4the quality of the grass areas.

All work shall comply with good horticultural practice whether specified or not. 2.1.5

The Contractor shall use machines appropriate in size, shape and method of cutting for 2.1.6the type of work involved. All wheeled grass cutting machinery must be fitted with grassland tyres.

The Contractor shall at all times ensure that all machines engaged in grass mowing are 2.1.7sharp and properly set, so as to produce a true and even cut. Any damage from such lack of maintenance shall be made good by the Contractor at his own expense.

The Contractor shall at all times ensure that machines are properly guarded and 2.1.8maintained so as to present no danger to the operator or any person in the vicinity of operations.

During conditions of dry weather and retarded grass growth, and under agreement 2.1.9between the Contractor and the Authorised Officer, all or part of the mowing operations may be suspended for a period of time. In the case of frequency based tasks the Contractor will not be paid for any cut not carried out. In the case of amenity grass (01-P-2000) the principles of this item as stated in section 2.2 and 2.3 apply.

In conditions of accelerated grass growth the Contractor may be asked to perform for an 2.1.10extra cut. In the case of frequency based tasks, this shall be charged as per the price for the previous cut. In the case of amenity grass (01-P-2000) the principles of this task as stated in section 2.2 and 2.3 apply. An extra cut of this type can only be authorised by the Authorised Officer.

The Contractor shall inspect all areas immediately prior to mowing and remove of stones, 2.1.11bottles, drink cans or any reasonable amounts of litter and debris. Where such littering is excessive, the Contractor shall co-ordinate with the Street Cleansing contractor so that responsive picking can take place. An alternative mowing route shall be taken in the meantime.

The Contractor shall use his best endeavours to co-ordinate and schedule grass cutting 2.1.12to follow the street cleansing service and any litter patrol operations carried out by the cleansing Service Provider. The Contractor shall identify any problems associated with

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the cleansing service operation and whilst keeping the Authorised Officer advised, shall liaise with the Authority’s cleansing Service Provider, in order to alleviate the problem. The Authorised Officer will supply schedules for street cleansing.

Cutting shall be carried out up to paths, edges, verges, etc. and as close as possible to 2.1.13site boundaries and other obstacles, slightly overlapping any weed killed mowing margins.

Where a grass area share a border with shrub beds, growth shall be maintained up to the 2.1.14periphery of the shrubs and the grass edge cut to the length specified on the adjacent grassed area at the time of grass cutting as part of the grass cutting operation.

Where a grass area shares a border with formal beds, the Contractor shall maintain 2.1.15edging in a sharp, tightly cut, neat and vertical condition with all arisings removed off site. All lines will be straight and true and curves shall be smooth. This operation shall be carried out on the same day and prior to the adjacent grass cutting as part of the grass cutting operation. Where plants overlap grass Bed edges growth shall be maintained to allow free passage to mowing machines without damage to plants.

Where a grass area shares a border with a hedge, wall or fence line or crash barrier the 2.1.16Contractor shall not mow within 300mm of the border. The Contractor shall use an approved herbicide, or other approved method, to maintain this area at least 95% weed free with grass height not exceeding 100mm. The Contractor shall include the price of maintaining this area within their rates for grass cutting.

Where a grass area shares a border with a hard surface, a neat border shall be 2.1.17maintained by manual or chemical means. The chemical encroachment must not extend more than 50mm into the grass.

Where a grass area on a Local Wildlife Site or Green Flag site shares a border with a 2.1.18meadow fringe or informal field hedge the Authorised Officer may request that the Contractor disregard paragraph 2.1.16 and instead strim the border area on one occasion in the year. The Contractor shall include for this eventuality within their rates.

Where a tree exists within the grass, the Contractor shall not mow within 150mm of the 2.1.19tree base. The Contractor shall use an approved herbicide, or other approved method, to maintain this area at least 95% weed free with grass height not exceeding 100mm. The Contractor shall include the price of maintaining this area within the price for grass cutting.

Where a non-living obstacle which is movable exists within the grass, the Contractor 2.1.20shall move this obstacle immediately prior to commencing the mowing operation and replace immediately following the operation.

Where a non-living obstacle which is not movable exists within the grass, the Contractor 2.1.21shall trim around this obstacle using edging shears or another approved method. Use of chemicals rather than strimming to control grass around any obstructions is not permitted in urban areas, however, it may be used in some instances on less urban environments such as dual carriageways etc. as agreed with the Authorised Officer.

The Cuttings are to be distributed evenly over the grassed area. Any Cuttings that fly 2.1.22onto paths or other hard surface areas shall be removed from the surface and distributed evenly over the grassed area, unless this results in undue suppression of the growing grass beneath. If this is the case, then the grass Cuttings shall be removed. This work is to be carried out within two hours of the mowing operation.

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The contractor shall make every effort to avoid cut material falling into water courses. 2.1.23Where cut material falls on to water the Contractor shall use a rake or similar tool to remove Cuttings from the water.

Some areas of rough grass may be embankments. These shall be cut using suitable 2.1.24equipment designed for use on slopes and capable of cutting and mulching the cuttings to a length that can be left lying on the embankment.

On all sports facilities the whole area shall be cut leaving no uncut area between rows, 2.1.25and producing a regular and even striped effect, ensuring that there is no "ribbing" or "bruising" of the sward.

The Contractor shall ensure that grass cutting operations precede the marking of any 2.1.26sports facility where the marking could be disturbed by the machinery used.

In certain areas, flowering bulbs have been planted or have become naturalised. (The 2.1.27boundaries will be defined by the Authorised Officer). The Contractor shall not cut the grass within a minimum period of six weeks after flowering has finished. Such areas shall not be left uncut for more than eight weeks after flowering and immediately following cutting all arisings shall be raked up and removed to tip, restoring them to the same standard as surrounding areas.

The Contractor shall not permit the use of growth retardants on any grass area unless on 2.1.28prior instruction from the Authorised Officer.

2.2 Core Tasks Task Ref Open Space Type Standards

Frequency Based Tasks

01-F-1001 Rural Grass Verge

Cut to 50mm on three occasion between April and September.

The third cut in each year shall be to areas affecting visibility and sightlines only

01-F-1002 Meadow Grass

Cut to 100mm on four occasions between April and September (price per square metre) Designated summer meadows shall be left uncut until hay is saved.

01-F-1003 Drainage Ditches Cut to 100mm on four occasions between April and September (price per linear metre)

01-F-1004 Wild Flowers Cut to 100mm on two occasions once in April and once in September

01-F-1005 Rough Grass Cut to 100mm on one occasion between April and September. Exact timing to be agreed with the Authorised Officer

01-F-1006 Local Wildlife Site Meadows

On one occasion per annum, the Contractor shall mow the area to a height of 150 mm and remove arisings or leave for a fortnight for seeds to drop then remove. Exact timing shall be agreed with the Authorised Officer.

This operation shall take place during day-time and in dry weather when amphibians are least likely to be present.

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Task Ref Open Space Type Standards

01-F-1007 Canal Towpaths (Relevant to Lot 4 only)

Cut the vegetation over the width of the towpath (from the water to the hedge, fence or wall and up to a maximum width of 3.0m) to 75mm) on two occasions each year.

This should include woody shrub and metal fender growth along the Canal side.

Cut all vegetation at towpath access points, picnic sites, areas of seating, bridge abutments (except where planted with trees or amenity plantings) and other specified areas adjacent to steps and access points to the same standard.

Maintain all hard surfaces as more than 98% weed free.

(price per linear metre)

01-F-1008 Footpaths (Relevant to Lot 4 only)

Cut a passage of up to 3.5m in width to 75mm on two occasions each year.

Cut all vegetation at sleeper crossings, bridle bridges, culvert crossings and the edges around stiles, kissing gates, bridle gates and the like to the same standard.



01-F-1009 Bridleways (Relevant to Lot 4 only)

Cut a central passage of up to 2m in width and a verge of 1m each side of the passage to 75mm on two occasions each year.

Cut all vegetation at sleeper crossings, bridle bridges, culvert crossings and the edges around stiles, kissing gates, bridle gates and the like to the same standard.



01-F-1010 Rotation Grassland

Cut between 25% and 30% of the area to 100mm on one occasion each year. Arisings shall be removed from the site by raking and disposed of as directed.

The parcels to be cut and the timing of the cut shall be agreed with the Authorised Officer.

Rotation-mown areas may be rough or steep, and the material to be mown and removed may include bramble or re-growth from stumps cut previously.

(Note: Price is per total area not cut area)

01-F-1011 Rough Grass (Cut and Clear)

Cut to 100mm on one occasion between April and September.

All material arising is to be removed from the site and composted.

Exact timing to be agreed with the Authorised Officer

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Task Ref Open Space Type Standards Performance Based Tasks

01-P-2000 Amenity Grass

Maintain grass height between 25 and 100mm using between eight and twelve cuts. Should the number of cuts in a year to maintain the standard fall below eight or above twelve the provisions of task 01-S-3000 will apply

01-P-2001 High Standard grass

Maintain grass height between 18-25 mm and remove and compost all material arising.

Maintain the area in at least an 80% leaf free condition and remove and compost all material arising from leaf collection.

01-P-2002 Football Maintain between 25-40 mm

01-P-2003 Rugby Maintain between 25-40 mm

01-P-2004 Cricket Table Maintain between 8-12mm in the playing season and 13-18mm in the non-playing season and remove and compost all material arising

01-P-2005 Cricket/Baseball Outfield

Maintain between 12-20 mm in the playing season and Between 20-40 mm in the non-playing season

2.3 Schedule of Rates Tasks Task Ref Open Space Type Standards

01-S-3000 Amenity Grass

Where twelve cuts is insufficient to maintain the standard of task 01-P-2000 and with the agreement of the Authorised Officer, the Contractor shall make a further cut at a height of 25mm. OR Where the standard of task 01-P-2000 can be maintained in less than eight cuts, the rate associated with this task 01-S-3000 will be deducted from the Contractor’s annual sum.

01-S-3001 Cut and Clear On instruction from the Authorised Officer, cut rough grass area to 100mm, removing and composting all arisings

01-S-3002 Cut and Leave On instruction from the Authorised Officer, cut rough grass area to 100mm

01-S-3003 Half Moon Edge

On instruction from the Authorised Officer, the hard surface shall be cleared of all soil and vegetation overlap using a half moon edging tool or other approved method. All material arising to be removed and disposed of.

01-S-3004 Harrow Grass Area On instruction from the Authorised Officer the Contractor shall harrow the area using spiked chain harrows.

On completion the surface should be left level and even

01-S-3005 Scarify Grass Area

On instruction from the Authorised Officer The Contractor shall scarify the area using an Approved mechanical scarifier, with passes being made at 25 degree angles to each other, removing all thatch (dead grass, leaves and stems) so that

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Task Ref Open Space Type Standards soil is clearly visible between grass and Plants.

All material shall be removed from the site and properly disposed of.

01-S-3006 Verticut Grass Area

On instruction from the Authorised Officer, the Contractor shall verticut the area using either hand implements or with an Approved pedestrian motorised machine set to operate above the soil profile in order to remove stolons, thatch and dead matter.


01-S-3007 Aerate Grass Area with Solid Tines

On instruction from the Authorised Officer, the Contractor shall carry out solid tine aeration using Approved machinery, to a depth of not less than 100 mm. Each pass of the machine shall be immediately adjacent to the previous one.

01-S-3008 Aerate Grass Area with Hollow Tines

On instruction from the Authorised Officer, the Contractor shall use hollow tines for core extraction across the area. Tine patterns shall be 100 mm deep and a maximum of 100 mm centres.


01-S-3009 Verti-drain Grass Area

On instruction from the Authorised Officer, the Contractor shall carry out aeration to the area using an Approved Verti-drainer machine. The machine shall work to an effective depth of not less than 180 mm with 65 mm centres between holes, notwithstanding the presence and depth of drains or other services running through the area which may be a constraint to the working depth.

Each pass of the machine shall be immediately adjacent to the previous one.

The diameter of the tines, the degree of heave and frequency of this operation must be Approved by the Authorised Officer.

01-S-3010 Apply Fertiliser to grass area

On instruction from the Authorised Officer, the Contractor shall apply a fertiliser to the area.

Prior to application, the Contractor should carry out a soil analysis to ascertain the composition and application rate required by the soil. The Contractor shall then suggest an appropriate fertiliser which shall be agreed by the Authorised Officer.

Following application, the Contractor shall water in the fertiliser as appropriate.

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01-S-3064 Apply Selective Herbicide to grass area

On instruction from the Authorised Officer, the Contractor shall apply a selective herbicide to the area. Rate of application will be per the manufacturers recommended rates.

The Contractor shall not cut this area for the next three days.

Chemical use will be in accordance with section 1.22.

01-S-3065 Water grass area On instruction, the Contractor shall water specified grass areas to a depth of 100-125mm. The method of watering shall be approved by the Authorised Officer.

01-S-3066 Brush Surface On instruction, the Contractor shall sweep fine turf or other turf surfaces using a switch cane.

01-S-3033 Apply Insecticide to Grass Area

The Contractor shall apply an approved contact insecticide with some fumigant action for use against Leather Jackets, Chafer Grubs and other fine turf pests using approved means.

01-S-3034 Apply Fungicide to Grass Area

On instruction, the Contractor shall apply an approved broad spectrum fungicide (contact and/or translocated) in accordance with the manufacturer’s instructions.

01-S-3035 Chemical Worm Control to Grass Area

On instruction, the Contractor shall apply an approved contact lumbricide to the manufacturers recommendations

01-S-3036 Lay Turf

On instruction, Supply a good quality turf, cultivated from appropriate and authorised grass seed mixtures. At the time of laying, turves should be healthy, of the correct density, free of weed grasses and large stones and match the existing turf around the designated area.

Apply pre-turfing fertiliser with an NPK ratio of 15:15:15 at a rate of 300kg/Ha, and work in to bring the soil to an even tilth, 3-7 days prior to laying turf.

Turf the designated area. Lay to stretcher bond topping up low lying areas to give a level surface. Top dress with dry, sifted soil and brush well into joints. Any turf laid on slopes should be secured with galvanised wire pins.

Irrigate as necessary to prevent shrinkage and relay any areas that have not established.

In the April following turfing the Contractor shall apply fertiliser with an NPK ratio of 15:10:10 at the manufacturers recommended rate. The Contractor shall then apply an approved selective weedkiller.

The Contractor shall cut the grass to 40mm on the first two occasions that the height exceeds 75mm. After the second cut the area, if successfully established, shall be added to the appropriate category of grass area.

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01-S-3037 Seed New Area

On instruction, The Contractor shall supply grass seed of appropriate and Approved grass seed mixtures, dressed with bird repellent.

Cultivate the soil to a depth of at least 125mm to give a friable and even tilth and level surface. The surface should be free of stones, weeds, roots and other deleterious materials.

Apply pre-seeding fertiliser with an NPK ratio of 10:12:15 at the manufacturers recommended rate, and work in to the soil. Finally, grade the top 10mm of soil. The Contractor shall seek approval to continue from the Authorised Officer at this point.

Sow seeds in an even manner at a rate of 35g/m2. Lightly rake or harrow the soil to ensure consolidation.

Cordon off all seeded areas until the grass is established. This shall be when the grass is at a height of 50mm. The Contractor shall then lightly roll the grass in two directions.

If, at this point, excessive subsidence of seeded areas occurs (in the reasonable opinion of the Authorised Officer), the Contractor shall raise all depressions with good quality topsoil and carry out this task again on those areas at their own cost. In addition, any bare patches shall be scarified and re-seeded at the Contractors own cost. In instances where establishment of re-seeding is unlikely to be satisfactory, the Authorised Officer may direct the area to be turfed.

In the April following seeding the Contractor shall apply fertiliser with an NPK ratio of 15:10:10 at the manufacturers recommended rate. The Contractor shall then apply an approved selective weedkiller.

The Contractor shall cut the grass to 40mm on the first two occasions that the height exceeds 75mm. After the second cut the area, if successfully established and free of weeds, shall be added to the appropriate category of grass area.

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3 Shrub Management 3.1 General Requirements

This activity covers the pruning of shrub Beds in all parks and open spaces administered 3.1.1by the Authority and those classified by the Authority as shrub Beds. It includes the pruning back of shrubs from Highways, street furniture and the encroachment onto residential and private property.

The Contractor shall prune to promote new healthy growth and to maintain the balance of 3.1.2species, following the Horticultural standards described in section 3.2.

The Contractor shall also prune to prevent encroachment onto roads, paths and cycle 3.1.3ways / Redways, the obstruction of sight lines with particular attention to all junctions, road signs, name plates, manhole covers and lamp columns, and to prevent the obstruction of light to windows. The Contractor shall follow the Sight Line Clearance Standards in section 0 in this respect.

A swathe one metre wide, minimum, shall be kept clear from the Highway to and around 3.1.4lamp columns to allow access for maintenance staff.

Shrubs adjacent to roads, cycle ways, Redways and paths shall be cut back at an acute 3.1.5angle of 60 degrees from the ground into the plants.

Pruning shall be neat and to a consistent height over the whole Bed unless otherwise 3.1.6specified in the Contract Schedule.

The tools used shall be appropriate for the task in the context of good Horticultural 3.1.7management and to the approval of the Authorised Officer

When carrying out pruning by species, a “green face” of un-cut foliage should normally 3.1.8be retained after pruning, unless correct heights, contours and profiles need to be re-established and further Cutting/pruning is required, or directed by the Authorised Officer. Any such remedial work should take place while some of the growing season remains

Maintenance pruning shall be carried out during the periods January to March and 3.1.9November/ December unless otherwise indicated and according to the methods and species as shown below:

The Contractor, in consultation with the Authorised Officer shall discuss and notify of 3.1.10potentially sensitive planned works in areas (usually associated with house boundaries). This notification should be given within a reasonable time frame leading up to the associated works. This shall allow letters of intent (work notifications) to be sent out to the residents of the affected areas by the Authorised Officer.

Pruning, is to be carried out using sharp clean instruments to give a clean cut and may 3.1.11involve the use of clearing saws and pruning saws for thicker stems (>25 mm) but only loppers or Secateurs for lighter stems (<25 mm). Light pruning may be done with hedge trimmers but this is to be limited to shaping of sprawling and small shrubs only.

Coppicing can be carried out with reciprocating blades, circular saws and pruning saws. 3.1.12It may be feasible to carry out part of the work by flailing providing this is followed up by manual pruning to give a clean cut. Leaving split stems is not acceptable.

All arisings shall be chipped or shredded on-site using the appropriate machinery 3.1.13according to their size. The resulting residue shall then be returned as a mulch, no

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greater than 75 mm deep, to the shrub Bed or another near suitable shrub Bed, being spread around the base of shrubs without covering them.

Where the Contractor is required to control weeds within shrub areas, either chemical or 3.1.14manual methods may be used. All chemicals used in the execution of this contract shall be used in accordance with the requirements of paragraph 1.22.

Where there is a requirement to carry out work at a frequency of less than one year, the 3.1.15Contractor should allow for an appropriate proportion of work to be done each year and include this in their Annual Service Plan.

3.2 Horticultural Standards To carry out an effective pruning regime it is important that the Contractor appreciates 3.2.1

that a number of shrub growth forms exist and the objectives for their pruning.

Sprawling & groundcover shrubs

Maintain form and texture of the plant

Keep canopy dense

Maintain a cover of healthy young growth

Bushy shrubs growing from a stool or a main stem

Maintain the habit of the shrub

Maintain form and surface texture

Maintain shoot and foliage density

Enhance seasonal effects (Flower, attractive stems & foliage)

Specimen shrubs

Keep and enhance the individual character and form of the shrub

Maintain healthy growth

Enhance seasonal interest

Enhance seasonal effects (Flower, attractive stems & foliage)

The Contractor shall note the following guidance on management of individual species, 3.2.2which may be altered to meet local demand.

Plant Annual Pruning Method Longer Term Method

Berberis (deciduous) Coppice to 200-300 mm every 5 years

Berberis (evergreen)

Cotoneaster (groundcover type)

Lightly prune surface annually in late winter

Lightly prune whole surface annually

Buddleia species (except globosa)

Prune hard back, annually, to lowest growing points forming a stool about 300-450 mm high

Cornus species Coppice 33 – 50% plants per year

Coppice to 150 mm every 3 years

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Cotoneaster (shrub type)

Prune hard back every 5 years to a basic framework about 450 mm high

Crataegus monogyna (shrub) &

Eleagnus species &

Ligustrum species

Prune hard back, every 4 years, to form about 300-450 mm high

Cytisus Lightly prune whole surface annually after flowering removing two thirds of annual growth. Do not cut into old wood.

Forsythia species Coppice 25% plants per year after flowering


Hedera helix (climber)

Cut down to 600 mm every 4 years or prior to prevent interference with building features e.g. eaves, windows

Hypericum (groundcover type)

Prune hard back entire plant annually

Lonicera (groundcover type) &

Potentilla species

Symphoricarpos (groundcover type)

Lightly prune whole surface annually to contain the shrub

Taxus baccata: Pruned once per year between July and September.

Mahonia aquifolium Heavy prune 20% of the old stems each year

Mahonia x media Reduce after flowering to previous years growing point

Rejuvenate “neglected plants by Cutting down to 450 mm

Philadelphus species Coppice 20% of plants per year


Prunus laurocerasus

(Laurel) &

Prunus lusitanica (Portugal Laurel)&

Pyracantha species

Heavy prune to 300 – 450 mm framework every 3-4 years

Ribes sanguineum

(Flowering currant)

Heavy prune to 150 mm every 5 years

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Rubus cockburnianus

Coppice 50% of plants per year


Roses (shrub) Coppice to 100-150 mm every 5 years

Salix species Coppice to 150-200 mm every 3 years

Sambucus species Heavy prune to lowest growing points forming a stool about 150-200 mm high every 2 years,

Symphoricarpos (shrubby types)


Viburnum tinus Heavy prune to 300 – 450 mm every 5 years

Large, Small-flowered, English roses

Large and small flowered roses in formal Beds shall be pruned twice a year, to an outward pointing bud, using sharp instruments, trimming any ragged edges and removing any dead wood. In autumn the plants are to be reduced by one third in height to alleviate winter wind blow and in early spring pruned to encourage basal growth and keep the plant in a balanced and compact habit. Small-flowered and English roses shall be pruned to an outward facing bud at about 450mm in height. The Contractor shall, during the period from June to October, remove all suckers that develop by Cutting back level with the source stem or root making a clean cut. During the period April-September The Contractor shall remove all dead heads from Beds. All arisings shall be removed from the site.

Annual and Herbaceous plants

Herbaceous plants are to be trimmed after flowering so as to remove seed heads, and subsequently cut back when the foliage has died back in winter. All arisings and trimmings shall be removed off site.

Other species shall be pruned if required in accordance with the guidelines as laid out in 3.2.3

‘The Pruning of Trees, Shrubs and Conifers’ by George E. Brown, 2nd edition, 15th February 2005.

Where plants overlap hard areas, growth shall be maintained so as not to restrict use of 3.2.4that area.

Timing of shrub pruning near roadsides and Redways may differ from the guidance given 3.2.5above in order to meet the sight line standards in section 0 and proposed departures from that guidance shall be reported to the Authorised Officer.

At the end of the growing season all plants shall be checked and all dead, diseased, 3.2.6damaged or crossing branches shall be cut off.

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3.3 Sight Line Clearance Standards Roadside

The eye level of drivers can vary from 1.05m above the carriageway in a standard car to 3.3.1approximately 2m in commercial vehicles. To enable drivers to see each other across summits, across bends and at junctions, unobstructed visibility shall be required at least between these heights above the carriageway.

For drivers to see and be seen by pedestrians, particularly children and wheelchair 3.3.2users, unobstructed visibility shall be required at a height of no more than 600 mm, therefore no vegetation must exceed this height wherever the potential exists between motorists and pedestrians, especially young children. This shall apply to all junctions with pavements and roads, see Figure 1. This shall require pruning to a lower level to allow for re growth with the aim of managing at 600mm and reducing the visual impact of pruning cuts

On residential roads the visibility at junctions should, as in 3.3.3

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Figure 7, have an x dimension of 4.5m and a y dimension of 60m. 3.3.4

Visibility should be ensured for vehicles turning left into a road by providing a visibility 3.3.5radius tangential to the Kerb (i.e. inside the Kerb radius). Suggested normal visibility radii for different junction angles and Kerb radii are as follows:

Junction Deflection

(Degrees) Kerb Radius

4m 6m 10m 800 10m 11m 19m

900 9m 10m 19m

1000 8m 9m 19m

Figure 1

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Figure 2

Redways

No shrubbery within 1.5m of the edge of the Redway is to exceed a height of 600 mm. 3.3.6Spiny, thorny plants, such as roses and pyracantha must be pruned well back from the edge of the Redway.

Minimum forward visibility should be of 20m between two points 500mm in from the 3.3.7edge. Where a gradient is 7% (1:15) or more the minimum forward visibility should be 30m.

At Redway intersections, visibility splays shall be provided as follows: 3.3.8

Redway intersection with X’ Distance ‘Y’ Distance

Illustration

Through Routes 4.5m 70m

Figure 3

Through Routes with traffic calming 4.5m 35m

Figure 3

Cul-de-sac 2.5m 35m Figure 4

Cul-de-sac with traffic calming 2.5m 25m Figure 4

Redway ‘T’ Junction 2.5m 20m Figure 5

Redway crossing 10m 10m Figure 6

A combination of Redway crossing and T Junction

5m 15m Figure 6

Footpath Junction 2.5m 20m Figure 6

Private Access 1.5m 15m Figure 6

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Figure 3: Redway Junction Sight Lines

Figure 4: Redway Sightlines

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Figure 5

Figure 6

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Figure 7

Shrub planting within the visibility splays must not exceed a height of 300 mm. 3.3.9

Any necessary feature or obstruction must be clearly visible to both users of the Redway 3.3.10and vehicles in the road, such as the two yellow bollards set 3m from the edge of the Kerb.

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3.4 Core Tasks Task Ref Task Standards


02-F-1012 Apply Composted Organic Matter

Specified Rose Beds shall have a mulch of an approved sterile, weed free organic material applied to a depth of 75 mm over the whole surface and then lightly worked into the surface of the soil on one occasion every second year. This shall take place during the period October - March

Performance Based Tasks

02-P-2006 Maintain Shrubs Maintain the area of shrub land to the Horticultural standards given in Section 3.2 while maintaining any sight line to the standard given in Section 0.

02-P-2007 Weed Shrub Beds

The Contractor shall maintain the bases of shrubs to ensure that weeds do not cover more than 5% of the area and do not exceed 100 mm in height at all times of the year.

The base shall be free of any weed following a weeding operation.

02-P-2015 Weed Herbaceous Perennial Beds

The Contractor shall hoe and hand weed the area with all arisings removed from site. Area to be 98 -100% weed free over the Bed area.

The Bed shall be free of any weed following a weeding operation.

02-P-2018 Maintain Climbing Shrub

The Contractor shall prune Climbing plants as required to achieve the desired effect for the location and species without encroachment onto signs, lamp columns, highways or windows.

The Contractor shall inspect Climbing plants at every visit or when insecure growth is reported by the public or the Authorised Officer. Any insecure growth shall be attached to supporting wires. Insecure supporting wires shall be re-fixed, repaired or replaced.

Supports shall consist of black coloured, pvc coated, 1mm gauge steel wire fixed to 100mm zinc-plated vine screw-eyes unless otherwise requested by the Authorised Officer.

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3.5 Schedule of Rates Tasks Task Ref Task Standards

02-S-3011 Plant New Shrub Bed or Groundcover

Provide Shrubs, compliant with the National Plant Specification, in 3 litre containers. Prepare pits large enough to accommodate the shrub’s root system plus 100mm in each dimension at a density of 5 per square metre and plant shrubs therein Backfill with a mixture of topsoil and 5 litres of peat free planting compost and lightly firm. Lightly fork the finished area and apply and even 50mm layer of composted organic matter. Irrigate as required to ensure establishment for a twelve month period. All plants failing within this period shall be replaced at the Contractor’s own expense.

02-S-3012 Plant New Herbaceous Perennial

Provide herbaceous plants that are healthy, undamaged and true to name in 9cm pots. Prepare pits large enough to accommodate the plant’s root system plus 100mm in each dimension at a density of 10 per square metre and plant perennials therein Backfill with a mixture of topsoil and 2 litres of peat free planting compost and lightly firm. Lightly fork the finished area and apply and even 50mm layer of composted organic matter. Irrigate as required to ensure establishment for a twelve month period. All plants failing within this period shall be replaced at the Contractor’s own expense.

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4 Hedge Management 4.1 General Requirements

The Contractor shall carry out pruning operations in order to maintain hedges in a neat, 4.1.1tidy and pleasing appearance. The Contractor shall maintain all hedges at a height between 1.5m and 2.1m unless otherwise instructed by the Authorised Officer. The Contractor shall maintain a strong framework to the hedge with the appropriate shape and width in relation to its height.

Rural hedges shall only be cut on the Highway side to a triangular shape (wide at the 4.1.2base, narrow at the top) to encourage wildlife.

Non-rural hedges shall be maintained perpendicular, with the top level and at a right 4.1.3angle to the sides.

Hedges should be pruned according to species. The following guidelines should be used 4.1.4to determine time of pruning.

Hedge Plant Time of Pruning Buxus sempervirens: Pruned twice per year, once in July and once in September.

Berberis: Pruned once per year after flowering or in winter after fruiting

Carpinus betulus: Pruned once per year between August and September.

Crataegus monogyna: Pruned once per year in August.

Cupressocyparis Leylandii:

Pruned once per year, in August.

Fagus sylvatica: Pruned once per year between August and September.

Ilex aquifolium: Pruned once per year between August and September

Ligustrum ovalifolium Pruned twice per year, once in July and once in September.

Prunus laurocerasus Pruned once per year in August.

Prunus spinosa: Pruned once per year in August.

Taxus baccata: Pruned once per year between July and September.

Mixed field hedges and Rights of Way

Pruned once per year between August and November. Final cut is to perpendicular or to an angle facing away from the Right of Way as specified in the Bill of Quantities.

The Contractor shall at all times prune to prevent encroachment onto roads, paths, 4.1.5Redways and cycle ways, so that growth does not extend more than 150 mm over these surfaces. Such pruning shall also be undertaken to prevent the obstruction of sight lines with particular attention to all junctions, road signs, name plates, manhole covers and the base of lamp columns, and light from lamp columns reaching the Highway and to prevent the obstruction of light to windows. The requirements of section 0 of this specification apply equally to the pruning of hedges.

The Contractor shall time hedge pruning so as to cause as little disturbance to pedestrian 4.1.6and vehicular traffic. Where work is to be carried out on roadways and streets, and be

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likely to cause traffic congestion the Contractor shall make all arrangements with the Police and Highway Department as may be necessary.

Where The Contractor is pruning hedges, work shall be clearly signed. Operators shall 4.1.7wear fluorescent jackets and work shall only be undertaken in daylight hours. The Contractor's Vehicles must comply with all aspects of road safety, including the use of warning signs on Vehicles, with hazard warning lights flashing when required.

Unless it is absolutely necessary The Contractor shall avoid pruning hedges in the bird 4.1.8nesting season. It must be recognised that this can vary from year to year and The Contractor must ensure that the need to avoid nesting birds is addressed

Variegated or other uncharacteristic growth shall be pruned using approved methods 4.1.9suitable to maintain a high quality finish and appearance. All arisings shall be removed from site.

Where the Contractor is required to control weeds in hedge bases, either chemical or 4.1.10manual methods may be used. All chemicals used in the execution of this contract shall be used in accordance with the requirements of paragraph 1.22.



03-F-1017 Maintain Footpath Hedge

On one occasion per annum, cut the hedge by the side of a footpath, bridleway or towpath to a 45 degree angle going back one metre from the side of the path.


03-P-2008 Maintain Hedges Maintain all specified hedges to a height of 1.5 to 2.1m with a neat, tidy and pleasing appearance while conforming to the sight line requirements.

03-P-2009 Weed Hedge Bases

The Contractor shall maintain the bases of hedges to ensure that weeds do not cover more than 5% of the area and do not exceed 100 mm in height at all times of the year.

The base shall be free of any weed following a weeding operation.


03-S-3013 Plant bare root hedging

Provide Hedges, compliant with the National Plant Specification, in 60-90cm sections Dig trench 300mm wide and 300mm deep and as long as required Plant shrubs as directed at a spacing of 1 plant per 300mm. Irrigate as required to ensure establishment for a twelve month period.

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Task Ref Task Standards

03-S-3014 Plant container grown hedging

Provide Hedges, compliant with the National Plant Specification, in 3 litre containers Dig trench 300mm wide and 300mm deep and as long as required Plant shrubs as directed at a spacing of 1 plant per 300mm. Irrigate as required to ensure establishment for a twelve month period.

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5 Hard Surfaces 5.1 General Requirements

The Contractor will carry out the maintenance of specified hard surfaces to the standards 5.1.1noted in section 5.2.

The Contractor will carry out the tasks detailed in section 5.3 on instruction from the 5.1.2Authorised Officer.

For the purposes of this section Hard Surface may be bare earth pathway, gravel, 5.1.3paving, tarmac, artificial grass or any other surface.




04-P-2011 Collect Leaf Fall

The Contractor shall maintain the specified area in at least an 80% leaf free condition, with all arisings removed from site and disposed of by the Contractor in accordance with Section 1.22 this Specification.

04-P-2012 Maintain Weed & Moss Free

The Contractor shall keep the specified area 98-100% free of vegetation, moss and algae by chemical or other approved means.

All dead and/or dying moss resulting from treatment shall be swept from the surface and properly disposed of.

Chemicals will be used in accordance with section 1.22.


04-S-3017 Patch Damaged Breedon Gravel Area

On instruction, the Contractor shall repair the damaged surfaces. Potholes shall be cut out to a neat edge. Sub-base shall be replaced where necessary. The base material shall be of granular sub-base material Type 1 to Clause 803 and BS EN 13285: 2003, except that 100% shall pass the 31.5 mm sieve. The material shall be fully compacted to a close textured surface free from movement under compaction plant and free from compaction planes, ridges, cracks or loose material. The surface level shall not deviate from the design level by more than + 10 mm.

04-S-3043 Weed Control to Previously unmaintained area

The Contractor shall return the surface to 100% weed free condition by hand removal or by the application of an approved herbicide.

(49)



6 Trees and Woodlands (Lots 1-6) 6.1 General Requirements

The Contractor shall not carry out any work which involves climbing, complex felling work 6.1.1or work at height. Any such work which is required to meet the specification should be referred to the Authorised Officer. The Contractor will not be required to arrange this work and it will not lead to a Default.

In all cases the Authorised Officer is to be consulted before operation if more than one 6.1.2third of the tree’s foliage is to be removed at any one time.

Unless it is absolutely necessary the Contractor shall avoid pruning trees in the bird 6.1.3nesting season. The Contractor shall take reasonable steps to meet the requirements of the Wildlife and Countryside Act 1981 and European Habitats Directive 1992/Nesting Birds Directive.

The requirements of the following British Standards (latest issue), and other codes of 6.1.4practice shall apply except as herein varied:

BS 3998: 2010 - Recommendations for Tree Works.

BS 4428: 1989 - Code of practice for general landscape operations.

The requirements of all relevant current legislation shall be complied with: 6.1.5

All Operatives using chainsaws must have received the appropriate training and 6.1.6certification from the National Proficiency Tests Council or equivalent, as required by the Industry guidelines, available at the Forestry Industry Safety Accord (FISA 805).

The Contractor shall pay particular attention to the FORM and SHAPE of the tree, which 6.1.7must be preserved in so far as possible.

All light wood, prunings and brash should be chipped into suitable areas, i.e. shrub Beds 6.1.8and amenity woodland areas, and the remainder removed from site and properly disposed of by the Contractor in accordance with Section 1.22 of this Specification.

Any damage to grass and shrub areas must be reinstated at the Contractors own cost. 6.1.9

When pruning trees, the Contractor shall follow the guidelines in section 6.2. 6.1.10

Where tree ties are specified these shall consist of a 37.5 mm wide heavy duty reinforced 6.1.11rubber belt, moulded rubber pads and rubber spacer sleeves.

6.2 Tree Pruning Guidelines Pruning cuts must be in line with the Natural Target Pruning methods of Alex Shigo. The 6.2.1

final cut shall be made, where possible, outside the branch collar and at an angle equal but opposite to that of the Branch Bark Ridge. This shall apply irrespective of the extent of the branch collar as this can be very pronounced in some species. It is important that the branch collar should not be removed (a sometimes ill-defined swelling close to the junction of the branch and parent limb or trunk) as this shall result in the destruction of a large part of the tree's defence mechanism in that area. Alternatively no snags should be left that shall prevent the callus from growing over the wound.

In all cases the final cuts on a side shoot are to observe the branch bark collar leaving it 6.2.2intact, see Figure 1 below. Where the collar is not obvious, its location is to be calculated using guidance in Figure 2 below.

(50)



Figure 3 below displays the correct angle of cut where a main branch is to be reduced in 6.2.3length/ height to a side shoot.

All cuts must be made back to a growing point, outward pointing bud, small branch or 6.2.4main stem.

Most trees can be pruned at any time of the year with the following exceptions 6.2.5

Maples (Acer) do not prune earlier than June in the year due to excessive bleeding.

Birch (Betula) - do not prune earlier than June in the year due to excessive bleeding

Walnut (Juglans regia) - only prune when in full leaf, ideally July/ August, to avoid excessive bleeding and promote wound healing.

Cherries (Prunus) - only prune whilst actively growing to reduce the risk of infection.

Pruning wounds shall not be treated with any compounds, paints or seals, proprietary or 6.2.6other. Making the correct pruning cuts shall remove the necessity of treatments of any type. Where Silver leaf (Chondrostearum purpureum) or Canker (Nectria galligena) are likely to create problems, eg in fruit trees, wounds may be treated with an approved and appropriate fungicide preparation or Trichoderm viridae in spore suspension.

All branches pruned shall be lowered to the ground via the safest route avoiding, where 6.2.7possible, contact with other branches and the tree.

Where necessary, and for reasons of safety and protection of the tree, the descent of 6.2.8branches must be controlled using ropes or slings.

6.3 Core Tasks Task Ref Task Standard


05-F-1014 Maintain Stakes and Ties

The Contractor shall inspect all staked trees at least annually, or when requested to do so by the Authorised Officer. At each inspection the Contractor shall loosen the tie to give enough room for growth up to next inspection, replace any broken stake or

(51)



Task Ref Task Standard tie and remove stakes, ties and guards (including hessian wrapping) when the root system is strong enough to support the tree.

The Authorised Officer should be informed of the removal and shall remove the tree from the database of staked trees.


05-P-2013

Prune Broken and/or Dangerous Branches and Epicormic Growth

The Contractor shall ensure branches do not hang below the following heights:

5.2m over a carriageway

3.0m over a bridleway or redway

2.3m over a footpath

or within 1.5m of overhead services or buildings.

And ensure that any Epicormic Growth below 4 metres from the ground is removed before it reaches a length of 15cm, or causes obstruction of sight lines or free passage of vehicles or pedestrians.

The Contractor shall report any such branches not reachable from ground level to the Authorised Officer.

Allowance to be made for snow and rain loading in all the above measurements.

Any broken or partly broken branches hanging within the tree that can be reached from ground level are to be removed and the stumps to be pruned back to the branch collar.

The Contractor is also to deal with any small broken or dangerous branches on instruction from the Authorised Officer or when discovered by The Contractor.

(Price per individual tree)

05-P-2014

Prune Broken and/or Dangerous Branches in Woodland

The Contractor shall ensure branches do not hang below the following heights:

5.2m over a carriageway

3.0m over a bridleway or redway

2.3m over a footpath

or within 1.5m of overhead services or buildings.

The Contractor shall report all such branches

(52)



Task Ref Task Standard not reachable from ground level to the Authorised Officer.

Allowance to be made for snow and rain loading in all the above measurements.

Any broken or partly broken branches hanging within the tree that can be reached from ground level are to be removed and the stumps to be pruned back to the branch collar.

The Contractor is also to deal with any small broken or dangerous branches on instruction from the Authorised Officer or when discovered by The Contractor.

(Price per square meter of Woodland)

05-P-2016 Tree bases in hard surface

(Price Each)

The Contractor shall maintain the tree base so that weeds do not cover more than 5% and do not exceed 100 mm in height at all times of the year.'

The Bed shall be free of any weed following a weeding operation.

6.4 Schedule of Rates Tasks

Task Ref Task Standard 05-S-3018 05-S-3019 05-S-3020 05-S-3021 05-S-3022

Remove Stump <100mm

Remove Stump <200mm

Remove Stump <300mm

Remove Stump <400mm

Remove Stump <500mm

The Contractor shall remove stumps of trees indicated by approved methods. The area about the stumps shall be excavated by hand digging and the main stump axed through. The stumps shall then be lifted from their locations and removed using approved methods.

The empty pits shall be made good with top soil or other suitable material.

(53)



Task Ref Task Standard

05-S-3023 05-S-3024 05-S-3025 05-S-3026 05-S-3027

Kill Stump <100mm

Kill Stump <200mm

Kill Stump <300mm

Kill Stump <400mm

Kill Stump <500mm

The Contractor shall kill stumps indicated by application of approved chemical poisons. Chemicals shall be applied to 25 mm diameter by 50 mm deep holes drilled into the sapwood area of the stump at 50-100 mm intervals.

Chemicals to be applied as instructed by the manufacturer and in accordance with section 1.22 of this specification.

05-S-3028 05-S-3029 05-S-3030 05-S-3031 05-S-3032

Chip Stump <100mm

Chip Stump <200mm

Chip Stump <300mm

Chip Stump <400mm

Chip Stump <500mm

The Contractor shall chip stumps indicated to a minimum of 150 mm below ground level using approved machine.

All material arising is to be disposed of in accordance with section 1.22 of this Specification. The soil level shall be restored by backfilling with topsoil or other suitable material. The Contractor shall then reinstate the pit using turf seed or slabs, the latter to be supplied by the Authorised Officer.

05-S-3038 Apply Bark Mulch

On instruction, the Contractor shall fork over the soil and apply an even level of bark mulch to a depth of 75mm in a band 300mm from the tree trunk.

05-S-3039 Hand Weed Woodland

On instruction remove invasive weeds such as pervasive woody seedlings that are out of context with the woodland.

Weeding shall be by mowing, strimming, hand-pulling or herbicide spot-treatment only. Overall herbicide treatment is not permitted.

The Authorised Officer is to be consulted over the woody plants to be removed.

05-S-3044 Clear Existing Vegetation except items Marked for Preservation

The Contractor shall clear all existing vegetation except items marked for preservation. All stumps shall be treated with an Approved herbicidal stump killer.

All materials arising are to be removed off site and disposed of in accordance with Section 1.22 of this Specification.

(54)




09-S-3074 Formative Prune

The Contractor shall remove all unwanted secondary leading shoots, potentially weak forks (which could fail in adverse weather conditions such as strong wind or snow), crossing, weak and duplicated branches.

The operation is carried out only on staked young to semi-mature trees that are still developing a mature crown framework and as such, a chainsaw must not be used for this operation.

Formative pruning shall aim to produce a tree, which in maturity, will be free from major structural weaknesses and have a clear stem of at least 2.5 metres.

09-S-3075 Ivy Removal

Ivy will be killed by cutting away, as a minimum, a 1 metre section stem around the tree’s basal circumference to isolate the aerial growth and the cut stems are to be treated with suitable herbicide. If complete or partial removal of ivy is required from the crown of a tree this will be specified in the Works Schedule or Instruction

05-S-3063 Full Coppice

On instruction, the Contractor shall remove 100% of trees in an area leaving an untreated flat surface less than 50mm from surrounding soil level.

Timber larger than 100mm in diameter to be removed from the site and properly disposed of. Smaller material arising shall be chipped and returned evenly to the woodland floor.

(55)




05-S-3059 Coppice with Standards

On instruction, the Contractor shall remove 50% of trees leaving an untreated flat surface less than 50mm from surrounding soil level.

Trees selected for removal will be those which contain splits, decay, compressive junctions, included bark or excessive deadwood in their main stem. (Dead standing trees may also be included; this should be confirmed with the Authorised Officer.) If such defective trees make up less than 50%, then additional trees will be removed so that in total 50% are removed and an even spread of trees remains. The Authorised Officer may request specific trees to be removed.

On the remaining trees, the Contractor shall remove all branches that contain decay, disease, compressive junctions, included bark or excessive dead wood.

Timber larger than 100mm in diameter to be removed from the site and properly disposed of. Smaller material arising shall be chipped and returned evenly to the woodland floor.

05-S-3060

05-S-3061

05-S-3062

Plant Tree (<10cm girth)

Plant Tree (10-14cm girth)

Plant Tree (14-16cm girth)

Provide a bare rooted or container grown tree, compliant with the National Plant Specification.

Prepare a pit large enough to accommodate the tree’s root system plus 300mm in depth and 75mm in width (or to the paving)

Remove all non-biodegradable packaging and plant the tree within the pit

Backfill with a mixture of topsoil and peat free planting compost (20 litres for trees <10cm girth, 80 litres otherwise) and lightly firm.

If required the tree should be securely attached with a rubber tie to an appropriately sized stake planted to a depth of 750mm (Two stakes in the case of trees by highways or in parkland)

Irrigate as required to ensure establishment for a two year period. All trees failing within this period shall be replaced at the Contractor’s own expense.

(56)



7 Annual Plantings 7.1 General Requirements

The Authorised Officer shall supply the Contractor with planting plans for all Beds 7.1.1specified by the Contract six months before the intended planting date.

Planting for winter/spring Bedding shall be one week either side of the beginning of 7.1.2October. For summer Bedding the planting time shall be one week either side of the beginning of July.

Where planting of annual bedding displays is required, the Contractor shall follow the 7.1.3planting guidelines in Section 7.2.

7.2 Planting Guidelines Bedding areas shall be rendered into a weed free condition prior to any planting. 7.2.1

Where necessary and with the approval of the Authorised Officer the Bed will be 7.2.2rotorvated with appropriate mechanical plant to a depth of at least 150mm.

Bedding areas shall be covered with an approved sterile, weed free organic material to a 7.2.3depth of 50mm which will then be lightly worked into the surface soil layer and left in a level condition, prior to planting.

Where bulbs form part of the Spring bedding display, these shall be disease free and in 7.2.4optimum condition. They will be planted to a random pattern, not in straight lines, between the main groundwork display.

Bulbs shall be planted with a trowel, making a hole twice as deep as the bulb. Each 7.2.5should be inserted bulb point or bud uppermost and give it a gentle twist so that the base is in firm contact with the soil. The bulb should then be covered with the excavated soil and firmed with the hand.

7.3 Core Tasks Task Ref Location Task


06-F-1015 Plant Annual Bedding

On two occasions per annum. Remove and properly dispose of all plant material from the previous season. Provide plants, which may include: Bedding Plants in 9cm containers Dot Plants in 1-2l containers Bulbs and/or corms Prepare ground per the general requirements and plant at a density of 25 per square metre to create a display following an agreed plan. Irrigate as required to ensure establishment for a one month period, replacing all plants which fail during this period.

(57)



Task Ref Location Task Performance Based Tasks

06-P-2017 Maintain bedding

Maintain the bedding area to be at least 98% weed free at all times using manual methods only (no chemical control)

Maintain the plants in a healthy condition, free of pests and adequately fed. Removing all dead plant heads regularly and replacing all dead, stolen or vandalised plants.

Maintain the soil in a friable condition to a depth of 30mm, free of footprints and other marks.

7.4 Schedule of Rates Tasks Task Ref Location Task

06-S-3040 Create New Bed

On instruction, the Contractor shall create a new bed in a designated area. Where this bed is within High Standard Grass, the Contractor shall protect the grass with boards.

Evenly spread 100mm of sterile organic material over the area and dig over to a depth of 300mm to incorporate the matter. Tread and rake to give a fine, stone free tilth.

Arrange all levels to give gentle falls for drainage and avoid ponding hollows. At the boundary there should be a smooth and even fall.

Remove and properly dispose of all material arising.

06-S-3041 Establish Pictorial Meadow

On instruction, the Contractor shall eradicate all vegetation in the specified area 10 days before cultivation. The area will then be cultivated to create a fine tilth to a depth of 20cm. The area will then be treated with an approved translocated herbicide.

Ten days following the herbicide application the Contractor shall sow an approved mix of annual flowers evenly across the site at the manufacturers specified rate and lightly roll the bed.

The Contractor will remove any competitive weeds by hand on two occasions following sowing. Timing to be agreed with the Authorised Officer.

(58)



Task Ref Location Task

06-S-3042 Plant Bulbs or Corms

The Authorised Officer shall provide the Contractor with a planting plan and schedule six months before a planting of bulbs or corms.

The Contractor shall supply bulbs as requested for planting.

The Contractor shall prepare the designated site before planting by forking over to a depth of 275mm, incorporating a general fertiliser of NPK ratio 7:7:7 into the soil. The soil shall be of a medium tilth and shaped to a level, well drained profile.

Bulbs shall be planted in the soil to a depth equal to twice the height of the bulb and in accordance with the plan. Then they shall be covered with excavated soil. The soil shall then be lightly forked to a depth of 25mm.

(59)



8 Sports Pitches and Facilities (Lot 3 only) 8.1 General Requirements

Grass cutting to sports pitches shall be carried out to the standards set in Section 2. 8.1.1

For sports areas the Contractor will ensure that Mowing shall be undertaken prior to the 8.1.2marking of any sports pitch where the marking could be disturbed by the passage of the machinery used.

Where a sports pitch or facility is designated for maintenance, the Contractor shall 8.1.3adhere to all standards in the appropriate core task. Failure to comply with an element of the task will be considered a failure to comply with the whole task.

The Contractor shall remain aware of the guidelines and rules set out by the UK 8.1.4governing body of each relevant sport relating to pitch management and follow these guidelines wherever possible.

The Contractor shall be aware of all matches and practice sessions due to be played on 8.1.5the pitches they are managing. They will ensure that the pitches are fit and ready for play prior to these times with all equipment, such as nets, goals, corner posts, etc. in place.

The Contractor shall produce a programme of work for each sports pitch prior to the start 8.1.6of the season. However, the programme shall be deviated from if required to meet the performance targets.

Where a sports pitch or facility is not designated for maintenance (because for example it 8.1.7is a temporary, casual or low use facility) the Authorised Officer may request maintenance to the surface using the Schedule of Rates Tasks in Section 2, or other sport specific work using the Schedule of Rates Tasks in this section 8.

8.2 Core Tasks Task Ref Location Task Frequency Based Tasks

07-F-1016 Inspect Floodlights

The Contractor shall carry out an inspection of floodlights at Woughton Playing Fields on each weekday, noting any visible and structural defects and checking their operation.

Any defect shall be reported to the Authorised Officer within 24 hours.

(60)



Task Ref Location Task Frequency Based Tasks

7-P-2019 Maintain Football Pitch

The Contractor shall at least one week prior to the start of the season measure up and mark the pitch in accordance with the rules of the game. At the same time the Contractor shall erect all posts and nets securely in their sockets. The Contractor shall thereafter ensure that the pitch is fit for play and regularly inspect nets for damage throughout the season. The Contractor shall remove posts and nets at the end of the season and cap the sockets. In the off season the Contractor shall paint all posts.

The Contractor shall re-mark all lines as necessary so that the markings are visible from a 30m distance at all times during the season

The Contractor shall ensure that the ground cover of grass is at least 90% at the beginning of the season and shall over-seed sufficiently to ensure that it does not fall below 75% throughout the season. In addition, the Contractor shall maintain the pitch 95% weed, moss, algae, lichen and worm cast free and 98% disease free. Turf pests should be dealt with using appropriate cultural methods.

The Contractor shall scarify the pitch sufficiently to ensure that the layer of thatch is <15mm at all times during the season.

The Contractor shall roll or top dress the pitch with an Approved top dressing sufficiently to ensure an evenness of <20mm per two meters at all times during the season.

The Contractor shall take regular soil analyses and maintain a pH of 5.8-7.5 with appropriate soil nutrient levels.

The Contractor shall treat the pitch sufficiently to give a water infiltration rate above 5mm/hr at all times.

Maintain pitch hardness so that a football dropped vertically from 2m rebounds to a height of between 0.5m and 1.1m.

(61)




7-P-2019 Maintain Football Pitch

Following the playing season the Contractor shall carry out any renovation work required to ensure that the surface is within specification at the beginning of the next season. The renovation programme shall be first approved by the Authorised Officer. At a minimum it will include a deep verticutting, solid tine aeration, over-seeding and top dressing.

07-P-2020 Maintain Rugby Pitch

The Contractor shall at least one week prior to the start of the season measure up and mark the pitch in accordance with the rules of the game. At the same time the Contractor shall erect all posts securely in their sockets. The Contractor shall thereafter ensure that the pitch is fit for play throughout the season. The Contractor shall remove posts at the end of the season and cap the sockets. In the off season the Contractor shall paint all posts.

The Contractor shall re-mark all lines as necessary so that the markings are visible from a 30m distance at all times during the season

The Contractor shall ensure that the ground cover of grass is at least 90% at the beginning of the season and shall over-seed sufficiently to ensure that it does not fall below 75% throughout the season. In addition, the Contractor shall maintain the pitch 95% weed, moss, algae, lichen and worm cast free and 98% disease free. Turf pests should be dealt with using appropriate cultural methods.


The Contractor shall roll or top dress the pitch with an Approved top dressing sufficiently to ensure an evenness of <20mm per two meters at all times during the season.


The Contractor shall treat the pitch sufficiently to give a water infiltration rate above 5mm/hr at all times.

(62)




07-P-2020 Maintain Rugby Pitch

Maintain pitch hardness so that a football dropped vertically from 2m rebounds to a height of between 0.5m and 1.1m.

Following the playing season the Contractor shall carry out any renovation work required to ensure that the surface is within specification at the beginning of the next season. The renovation programme shall be first approved by the Authorised Officer. At a minimum it will include a deep verticutting, solid tine aeration, over-seeding and top dressing.

07-P-2021

Maintain Cricket Outfield (including square and wicket unless a higher specification is mentioned elsewhere)

The Contractor shall at least one week prior to the start of the season measure up and mark the boundary line in accordance with the rules of the game.

The Contractor shall re-mark the boundary as necessary so that the markings are visible from a 30m distance at all times during the season

The Contractor shall ensure that the ground grass cover is 90% at the beginning of the season and shall over-seed sufficiently to ensure that it does not fall below 80% throughout the season with no bare area more than 40mm in diameter. In addition, the Contractor shall maintain the pitch 95% weed, moss, algae, lichen and worm cast free and 98% disease free. Turf pests should be dealt with using appropriate cultural methods.


The Contractor shall roll or top dress the outfield sufficiently to ensure an evenness of <20mm per two meters at all times during the season.

(63)




07-P-2022 Maintain Cricket Table

The Contractor shall at least eight weeks prior to the start of the season measure up and mark out the square. The position of the corners and the centre stump holes on the base lines should be identified with a white marker.

The Contractor shall roll the table prior to the season to ensure that the pitch is consolidated to a depth of 100mm at the start of the season. In addition the table should be even to a standard of <10mm per two meters, and this should be maintained at all times during the season.

The Contractor shall remove any and all worm casts and ensure the surface is 98% free of disease at each visit.

07-P-2022 Maintain Cricket Table

The Contractor shall brush or scarify the table sufficiently to ensure that the layer of thatch is <2mm at all times during the season.


Following the playing season the Contractor shall carry out any renovation work required to ensure that the surface is within specification at the beginning of the next season. The renovation programme shall be first approved by the Authorised Officer. At a minimum it will include a deep verticutting, solid tine aeration, over-seeding and top dressing with an approved loam.

(64)




07-P-2023 Maintain Baseball Pitch

The Contractor shall, at least one week prior to the start of the season, measure up and mark the playing area in accordance with the rules of the game and remove all debris and detritus from the playing surface.

The Contractor shall re-mark the playing area as necessary so that the markings are visible from a 30m distance at all times during the season

The Contractor shall roll the playing area prior to the season to ensure that the pitch is consolidated to a depth of 100mm at the start of the season.

The Contractor shall ensure that the ground cover of turf areas are 90% at the beginning of the season and shall over-seed sufficiently to ensure that it does not fall below 75% throughout the season. In addition, the Contractor shall maintain the pitch 95% weed, moss, algae, lichen and worm cast free and 98% disease free. Turf pests should be dealt with using appropriate cultural methods.

Following the playing season the Contractor shall carry out any renovation work required to ensure that the surface is within specification at the beginning of the next season. The renovation programme shall be first approved by the Authorised Officer.

(65)




07-P-2024 Maintain Artificial Hockey Pitch (Filled)

The Contractor shall litter pick the area and inspect the seams and carpet daily and report all defects to the Authorised Officer.

On a weekly basis, remove all litter, detritus, mud and groom the pitch with a drag brush. The Contractor shall redistribute the infill as necessary to maintain an evenness of 4mm per 2m. At the same time the Contractor shall check the condition of the posts and nets, repairing any defects.

On a monthly basis use a machine with oscillating brushes designed for this purpose to brush the surface and relieve compaction of the infill.

Top up infill as required and at least twice annually.

The Contractor shall remark the surface as necessary to ensure markings can be seen from 30m at all times.

The Contractor shall maintain the carpet it as 98% weed, moss and algae free and the grass area immediately surrounding 98% weed free.

07-P-2025 Maintain Artificial Hockey Pitch (Unfilled)

The Contractor shall litter pick the area and inspect the seams and carpet daily and shall report all defects to the Authorised Officer.

The Contractor shall remove all litter and detritus and sweep with a hard brush on a weekly basis. At the same time the Contractor shall check the condition of the posts and nets, repairing any defects.

The Contractor shall ensure that the surface is adequately watered at all times when in use and shall keep any irrigation system in good working order at all times.

The Contractor shall remark the surface as necessary to ensure markings can be seen from 30m at all times.

The Contractor shall maintain the carpet it as 98% weed, moss and algae free and the grass area immediately surrounding 98% weed free.

(66)



8.3 Schedule of Rates Tasks Task Ref Location Task

07-S-3069

Prepare and Repair Cricket Wicket

(Price per game)

No more than five days before each game the Contractor shall:

Remove thatch from the wicket using a hard brush or other approved method; taking care not to damage the root zone.

Irrigate the wicket to a depth of 75mm if necessary; this shall be done early enough so that the wicket is dry at the time of the game.

Roll the wicket sufficiently that a cricket ball dropped vertically from 2m rebounds to a height of between 0.2m and 0.5m.

No more than 24 hours before every game, the Contractor shall mow the wicket to be played to a height of 3mm, remove all cuttings, litter and debris and mark up the wicket in accordance with the rules so that the markings are visible from a 30m distance.

After each match and within forty-eight (48) hours, the Contractor shall renovate the wicket repairing any damaged areas using an approved, screened, heavy clay loam and reseeding with an Approved grass-seed mixture to provide a true smooth surface. During dry weather these repaired areas shall be regularly irrigated to ensure quick germination and subsequent development of the sward.

(67)




07-S-3070

Prepare and Repair Artificial Cricket Wicket

(Price per game)

No more than 24 hours prior to each game, the Contractor shall:

Remove all debris and detritus from the playing surface.

If necessary remark the wicket in accordance with the rules so that markings are visible from 30m.

Roll the wicket sufficiently that a cricket ball dropped vertically from 2m rebounds to a height of between 0.2m and 0.5m.

After each match and within forty-eight (48) hours, the Contractor shall renovate the wicket repairing any damaged run up areas using an approved, screened, heavy clay loam and reseeding with an Approved grass-seed mixture to provide a true smooth surface. During dry weather these repaired areas shall be regularly irrigated to ensure quick germination and subsequent development of the sward.

The Contractor shall inspect the wicket at every visit and report any defects found to the Authorised Officer.

07-S-3071 Prepare for Baseball Game

No more than 24 hours before each game the Contractor shall prepare as follows:

Inspect the cage and diamond at each visit and shall report any defect to the authorised officer.

Sweep all debris from the pitcher’s mound and bases.

Repair all damaged clay areas with new packing clay, tamp down and rake over.

Ensure the slope of the pitcher’s mound is 1:8. Tamp down any uneven clay and water. Then cover with a tarpaulin.

07-S-3067 Light Rolling Roll a sports pitch with a roller <250kg

07-S-3068 Heavy Rolling Roll a sports pitch with a roller 250-500kg

07-S-3045 Initial Mark – 5 a side Measure up and mark out a 5 a side pitch as per the generally accepted laws of the game with an approved marking paint

07-S-3046 Overmark – 5 a side Over mark a 5 a side pitch with an approved marking paint

07-S-3047 Initial Mark – cricket wicket

Measure up and mark out a cricket wicket as per the generally accepted laws of the game with an approved marking paint

(68)




07-S-3048 Overmark – cricket wicket

Over mark a cricket wicket with an approved marking paint

07-S-3049 Initial Mark – football Measure up and mark out a football pitch as per the generally accepted laws of the game with an approved marking paint

07-S-3050 Overmark – football Over mark a football pitch with an approved marking paint

07-S-3051 Initial Mark – baseball Measure up and mark out a baseball pitch as per the generally accepted laws of the game with an approved marking paint

07-S-3052 Overmark – baseball Over mark a baseball pitch with an approved marking paint

07-S-3053 Initial Mark – rugby Measure up and mark out a rugby pitch as per the generally accepted laws of the game with an approved marking paint

07-S-3054 Overmark – rugby Over mark a rugby pitch with an approved marking paint

07-S-3055 Initial Mark – hockey Measure up and mark out a hockey pitch as per the generally accepted laws of the game with an approved marking paint

07-S-3056 Overmark – hockey Over mark a hockey pitch with an approved marking paint

07-S-3057 Initial Mark – tennis Measure up and mark out a tennis pitch as per the generally accepted laws of the game with an approved marking paint

07-S-3058 Overmark – tennis Over mark a tennis pitch with an approved marking paint

04-S-3072 Sweep Using Mechanical Vacuum Brush

On instruction, the Contractor shall clean the entire surface by means of an approved mechanical vacuum brush sweeper and dispose of all arisings in accordance with Section 1.22 of this Specification.

04-S-3073 Wash Surface

On instruction, the Contractor shall remove mud and dirt deposits by washing. This may be achieved by hand or by the use of the mobile high pressure hoses attached to the irrigation systems.

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9 Cemeteries and Crematoria (Lot 6 only) 9.1 General Requirements

The Cemeteries and Crematoria Services Contract will manage all of the Cemeteries and 9.1.1Crematoria controlled by the Authority. Currently the list of sites includes:

Bletchley Manor Road Cemetery, Fenny Stratford MK2 2HW Whalley Drive Cemetery, Bletchley MK3 6HP Selbourne Avenue, Bletchley MK3 5BX

Crownhill Crematorium and Cemetery Dansteed Way, Crownhill MK8 0AH

New Bradwell Newport Road Cemetery, New Bradwell MK14 5AT

Newport Pagnell Ousebank Cemetery MK16 8AN Tickford Street Cemetery MK16 9BH

Stony Stratford

Calverton Road Cemetery MK11 1LE London Road Burial Ground MK11 1JH

Wolverton

Woburn Avenue Cemetery MK12 5AZ

The aims and objectives of the Services required in Lot 6 are to maintain Cemeteries and 9.1.2Crematoria to reflect that they are a place of memory for relatives and to incorporate the good practices as set out in ‘Cemetery of the Year’ awards. To do this the Contractor is required to work with The Authority to ensure that:

The overall impression is of a dignified and respectful setting;

Visitors should leave the grounds feeling that they are cared for;

Operations must not impact upon Burials or tended graves;

The overall impression for any member of the community approaching and entering the Cemetery, Crematoria or green space should be positive and inviting, regardless of the purpose for which they are visiting;

The Cemetery, Crematoria or green space is a healthy, safe and secure place for all members of the community to use.

Cleanliness and maintenance is of a standard as approved by the Authorised Officer to satisfy aesthetic as well as Health and Safety requirements

Methods used in maintaining the Cemetery, Crematoria or green space and its facilities should be environmentally sound, relying on best practices available according to current knowledge

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Particular attention should be paid to the conservation and appropriate management of natural features, wildlife and fauna.

The Contractor, in pursuance of the above, will have due regard to legislation, BSI 9.1.3Standards and accepted horticultural practices implicit in the Specification.

The Contractor will be responsible for carrying out of all operations relating to the 9.1.4interment and exhumation of Human remains displaying a caring attitude, showing respect to mourners, staff employed by funeral directors, and others visiting the cemetery or Burial.

The Contractor is responsible for the supply of all shoring, boards, soil boxes, matting, 9.1.5bearers / putlogs, webbings, and any other Materials necessary for the execution of the Services. The soil box should be supplied by a recognised supplier who should be Approved in advance by the Authorised Officer. The Contractor will provide for each Burial a small amount of dry soil in a suitable container for ministers and mourners to scatter onto the coffin at the time of committal. Frayed webbings are not to be used at any time.

The Contractor must ensure that all Memorials, located on the grave or ashes plot to be 9.1.6excavated, will be removed by the funeral director or Memorial mason responsible for the interment prior to the Contractors commencing excavation works. In the event the Memorials having not been removed, the Authorised Officer should be informed. Slabs, pots of flowers and any other grave items which may cause a potential risk should be removed carefully from the grave by the Contractor ensuring they are retained.

The Contractor must ensure any nearby Memorials which may pose a hazard to the 9.1.7grave digger should be reported to the Authorised Officer so that the owner of the grave can be located to advise. If possible the unsafe Memorial will be removed temporarily and replaced after the Burial has taken place.

The Contractor is responsible for identifying the correct location of the grave within the 9.1.8cemetery or Burial ground relating to the grave number marked by the Authorised Officer.

Before carrying out any excavation the Contractor will examine adjacent Memorials to 9.1.9ensure that they are in a safe condition, in the event of any Memorial being unsafe the Contractor will immediately inform the Authorised Officer.

Upon receipt of an Instruction from the Authorised Officer the Contractor will make 9.1.10provision to excavate the grave or urn plot before the time specified for the interment unless otherwise directed by the Authorised Officer. If there is any doubt on the location the grave digger must liaise directly with the Authorised Officer so that the plot can be jointly located and confirmed prior to excavation commencing.

Unauthorised disturbance of any human remains, including ashes, is not acceptable in 9.1.11any circumstances. If any human remains are encountered during any operation, works are to be stopped and the matter reported to the Authorised Officer, who will decide on whether to carry out a formal exhumation.

The Contractor will ensure that all Memorials and floral tributes adjacent to an excavation 9.1.12site will be protected using suitable covers to prevent soil splashing during excavation and backfilling operations.

All digging works will utilize a minimum of two staff to ensure a banks person is available 9.1.13at all time to assist.

All digging works will be carried out by hand unless otherwise specified by the Authorised 9.1.14Officer.

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9.2 Core Tasks Task Ref Location Task


08-F-1018 Inspect Pergolas

The Contractor shall inspect ALL pergolas in the cemetery for damage or deterioration on a quarterly basis. All damage or deterioration found shall be reported to the Authorised Officer. (Price shall relate to all pergolas in the cemetery)


08-P-2010 Collect Litter

The Contractor shall maintain the area at COPLAR grade A for litter,

Any fall to grade B should be rectified within four working hours and any fall below grade B within one working hour.

All arisings shall be removed off site and disposed of in accordance with Section 1.22 of this specification.

08-F-2026 Empty Litter Bins

The Contractor shall ensure that no litter bin in the designated area is overflowing and that each litter bin more than 75% full is emptied by the end of the next working day. The Contractor shall remove all material off site and dispose of it in accordance with Section 1.21 of this Specification. (Price shall relate to the ground area of the cemetery regardless of the number of bins)

9.3 Schedule of Rates Tasks Task Ref Task Standard

08-S-3100 Excavate Earthen Grave (Single) Excavate Earthen Grave as detailed by the

Authorised Officer, attend Burial and refill grave in accordance with detailed procedure in section 9.4

Ensure settlement of the ground for the following 12 month period

08-S-3101 Excavate Earthen Grave (Double)

08-S-3102 Excavate Earthen Grave (Triple)

08-S-3103 Excavate Earthen Grave (Childs)

08-S-3104 Interment of Ashes

Excavate Ashes Plot as detailed by the Authorised Officer, attend Burial and refill grave in accordance with detailed procedure in section 9.6

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08-S-3105 Reopen Burial Plot

Excavate an occupied earthen grave to a depth that will not disturb the remains already interred as detailed by the Authorised Officer, attend burial and refill grave in accordance with detailed procedure in section 9.6.

08-S-3106 Reopen Ashes Plot

Excavate Ashes Plot as detailed by the Authorised Officer, attend Burial and refill grave in accordance with detailed procedure in section 9.6

08-S-3107 Exhume Earthen Grave

On instruction, and in accordance with conditions of a licence issued by the Ministry of Justice, removal of remains shall take place in accordance with the conditions of the “Licence” issued by the Ministry of Justice and/or “Faculty” issued by the Diocesan Authority within the time limits specified or a warrant from the Coroner for the District. Any further conditions set out by the Authorised (Environmental Health) Officer must also be adhered to in accordance with the detailed procedure in section 9.5

Note: that on such occasions the start time may fall outside the normal Contractor’s hours.

08-S-3108 Exhume Ashes

On instruction, and in accordance with conditions of a licence issued by the Ministry of Justice removal of ashes remains shall take place in accordance with the conditions of the “Licence” issued by the Ministry of Justice and/or “Faculty” issued by the Diocesan Authority within the time limits specified or a warrant from the Coroner for the District. Any further conditions set out by the Authorised (Environmental Health) Officer must also be adhered in accordance with the detailed procedure in section 9.7

Note: that on such occasions the start time may fall outside the normal Contractor’s hours.

9.4 Procedure for Excavation of Earthen Graves at Cemeteries Work carried out prior to the Excavation of the Grave

The Contractor will ensure that all the soil from an excavated grave must be placed in a 9.4.1soil box which should be situated far enough away from the edge of the excavated grave to avoid undue stress to the sides of the graves. Soil should only be placed adjacent to

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graves with permission of the Authorised Officer. Should there be insufficient space adjacent to the grave being excavated to accommodate spoil; the Contractor must remove the spoil to a position within the Burial ground as directed by the Authorised Officer.

The Contractor will ensure that all boards and the soil box are to be arranged so as to 9.4.2protect existing turf and adjacent grave furniture.

The Contractor will ensure that all graves must be dug centrally as instructed by the 9.4.3Authorised Officer. Dimensions for excavation will be given as per the Authorised Officer’s work Instruction. Any graves not dug centrally within the grave space will increase the risk of collapse as the wall of un-dug soil on one side will be of reduced thickness.

Excavation of the Grave The Contractor will ensure that the excavation of the grave is completed by shaping it to 9.4.4

produce a regular and uniform opening. On completion of the excavation the sides of the grave should be shaped, removing any protrusions such as roots, stones etc..

The Contractor will ensure that, having completed the excavation of the grave, it must be 9.4.5covered with boards, or a proprietary grave cover, which must be securely anchored to the ground so as to remove any element of danger to persons entering the Burial ground. All cover boards used must not be damaged and be in good condition. A specialist lockable grave cover would be required for use.

The Contractor will ensure that entry to any grave must be by ladder, there will be no 9.4.6climbing out using shoring. The ladder must remain in place when working in the grave as an emergency exit route. All ladders must be inspected regularly to identify faults. Any faulty ladders are to be discarded and replaced.

The Contractor will ensure that all finished graves are left with clean imitation grass 9.4.7matting, which must be laid out neatly and pegged into place to ensure that it cannot be displaced by high winds. There should be no folds or gaps so as to cause any obstruction, risk, or trip hazards to all users of the cemeteries.

The Contractor will ensure that walk boards around the excavated grave cover the length 9.4.8of the grave and that they are able to fully support the weight of the bearers and coffin. They are to be laid in such a manner that they do not cause any trip hazard to cemetery users. Sizes to be used will be indicated to the Contractor by the Authorised Officer prior to the commencement of the Contract.

Works to be undertaken at the Grave Prior to the Arrival of the Cortege The Contractor will ensure that, prior to the arrival of the cortege; the following Tasks 9.4.9

must be undertaken, with the grave being fully prepared no less than two hours prior to the Burial time:

i) One hour prior to the arrival of the Burial cortege the grave will be inspected. If any water has collected within the grave during or after excavation this water should be emptied, taking care not to deposit the water on adjacent graves but removing it from the cemetery. If there has been any collapse of the grave sides the collapsed areas will be made good before the Burial cortege arrives.

ii) At least 20 minutes before the Burial cortege arrives the base of the grave should be covered with a layer of wood shavings, which must be of sufficient depth to mask any water that may collect prior to the cortege leaving the site. The shavings must be evenly and uniformly distributed over the whole surface of the grave floor. These

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shavings should be supplied and stored by the Contractor for use both in graves and urns which are wet.

iii) The grave surround must be fitted with a raised platform of walk boards, see Section 3.1.25,, to provide a firm footing for the coffin party. These can only be removed once backfilling is complete.

iv) The platform and the graveside must be draped with grass matting arranged so that the sides of the grave are completely covered and that the surrounds are covered to an area extending 0.6 metres beyond the edged of the grave. Grass matting will be pegged as required and will be neatly and tidily arranged. It must be of uniformed appearance, clear of holes, soil, and frayed ends. Shelters must be erected in the event of inclement weather. The Contractor will be required to supply at least two shelters for this purpose at each Cemetery. The shelters are to be black or dark in colour as approved by the Authorised Officer.

v) Any spoil mound adjacent to the grave, not within a bespoke soil box, should be completely covered with grass matting, all storage boards being similarly covered. The Contractor should ensure that the grass matting is consistent in colour and in the event the matting is torn then new should be provided at the request of the Authorised Officer in preparation for the Burial. This will only be allowed with the Authorised Officer’s approval.

vi) The area around the grave must be cleared of any debris or Litter leaving the site in a tidy and presentable condition. All graves surrounding the excavation should be checked for items that may cause a tripping or falling danger for the Burial party.

vii) Coffin bearers and webbing used for lowering the coffin must be placed in position, at centres appropriate to the size of the grave. These items must be checked periodically for safety and replaced as required.

viii) The Contractor will supply ready for the undertaker to use, as part of the funeral service, a box containing sufficient dry fine soil appropriate to that part of the Burial.

During the Burial During the Burial the Contractor will ensure that one uniformed member of his staff. (N.B. 9.4.10

The uniform style should be Approved by the Authorised Officer) is present on the site to provide any assistance that may be required in the event of the collapse of the grave or shoring. During the Burial any staff not directly required will remain out of sight of the mourners and no mechanical operations will be undertaken within the hearing of the mourners. Any tools and Equipment on site will be out of sight of the funeral party

Works required for completing the Burial Only after all members of the Burial cortege have left the Burial ground will the 9.4.11

Authorised Officer on site indicate that the Contractor’s staff can start to backfill the grave.

The Contractor should be familiar with ethnic beliefs when backfilling graves and shall 9.4.12comply with any requirements of the Authorised Officer in this respect.

The Contractor will ensure that, during backfilling, spoil will not be allowed to fall onto the 9.4.13coffin in such a manner that it may cause damage, spoil is to be placed in the grave in layers 0.3 metres in depth and consolidated into place by treading under foot.

The Contractor will ensure that, during backfilling, grave boards and associated 9.4.14Equipment will be removed in a safe order and removed off site.

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The Contractor shall ensure graves are neat and tidy, all tools are clean and in good 9.4.15working order and the top soil and turf sods, removed in the preparation of the grave, should be used for at least 150mm on top of the grave.

The Contractor will not backfill the grave with any bricks, artefacts, building works or any 9.4.16other extraneous Waste matter as may have been removed during the excavation of the grave, these are to be removed from site for disposal by the Contractor with any shortfall of backfill Material being supplied in the form of spoil acceptable to the Authorised Officer by the Contractor.

The Contractor will ensure that the surface of the grave must be mounded to produce a 9.4.17uniform and smooth mound of curved cross section ending 0.25 metres above that of the surrounding surface. Turves removed at the beginning of the operation are to be stored during the ceremony and re-laid on the mound.

Any excess of spoil left over from the excavation and the backfilling of the grave must be 9.4.18removed off site from the Burial ground and disposed of by the Contractor.

The Contractor will ensure that all boards must be removed off site from the Burial 9.4.19ground upon completion of the backfilling of the grave.

The Contractor will thoroughly clean any Memorial which has been soiled during the 9.4.20excavation or backfilling of the grave.

The Contractor will ensure that all work will be completed on the day of the funeral. 9.4.21

Floral Tributes

The Contractor will ensure that, upon completion of the grave backfilling works, all floral 9.4.22tributes, and wooden crosses supplied by the funeral cortege are to be carried from the laying out area and placed on the grave in a careful and attractive manner.

The Contractor will remove all floral tributes from the grave when directed by the 9.4.23Authorised Officer, and separate any organic material to allow for it to be composted in accordance with Section 1.

Any non-compostable materials that form part of floral tributes must be disposed of in 9.4.24accordance with Section 1

Maintenance work to be undertaken to the Grave The Contractor will maintain the grave to make good settlement in the first 12 months 9.4.25

after the date of the funeral. The Contractor will supply such topsoil and turf as required to create a smooth level surface to match surrounding ground. All such topsoil and turf supplied will be to the satisfaction of the Authorised Officer.

Whilst undertaking these works the Contractor will carefully temporarily remove any floral 9.4.26tributes and other Plants, either bare rooted or containerised, located on the grave. The Contractor will clean any Memorials soiled during these operations and then reposition the floral tributes etc. back onto the grave.

9.5 Procedure for Exhumation of Earthen Graves Works to be carried out prior to the Exhumation of the Grave

Upon receipt of Instruction from the Authorised Officer the Contractor will make provision 9.5.1to excavate the grave or urn before the time specified for the exhumation unless otherwise directed by the Authorised Officer. If there is any doubt the grave digger must liaise directly with the Authorised Officer so that the plot can be jointly located and confirmed prior to excavation commencing.

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Where a grave may contain more than one coffin, the Authorised Officer will provide full 9.5.2details of the coffin to be removed from the cemetery and details of any coffin(s) to be replaced and the order of replacement (see also Section 9.5.13).

The Contractor will ensure that all grave diggers are provided with all necessary Health 9.5.3and Safety Executive recommended personal protective Equipment (PPE), which may include disposable overalls, gloves, hard hats, Task lights etc., and that it is properly maintained. They should also have access to personal hygiene Equipment and facilities.

Prior to carrying out any excavation the Contractor should fully erect screening of 1.8 9.5.4metres in height all around the excavation site in order to prevent any overlooking of operations.

Excavation and removal of Memorials will be undertaken in accordance with the 9.5.5Specification relating to Burials and in accordance with guidelines set out in the ICCM Exhumation handbook or the HSE Guidelines see http://www.hse.gov.uk/pubns/web01.pdf The Contractor will protect graves, Cut turf, and use shoring as appropriate.

Exhumation of Grave The Contractor will ensure that Approved disinfectant is applied to the soil, if required, as 9.5.6

the excavation approaches the coffin unless a Coroner’s order prohibits this.

The Contractor will then ensure that the excavation proceeds around the coffin in order to 9.5.7allow for the placement of sufficient ropes or webbings to allow the coffin to be lifted from the grave.

The actual lifting of the coffin will only progress once the Authorised Officer, Officers 9.5.8working alongside the Authorised Officer, and senior staff from The Authority’s Bereavement Services department or an Environmental Health Officer who may be required to be present give permission to lift the coffin from the grave.

In the event of the remains to be exhumed lying beneath other coffins these will be 9.5.9removed covered with sheets and placed by the side of the grave within the area protected by screens. Before removing these coffins they should be liberally treated with disinfectant. In removing these coffins the Contractor will take sufficient steps to be able to identify the coffins original position within the grave.

The lifting of any coffin from the grave will be undertaken by the Contractor using 9.5.10sufficient labour or Equipment as may be required.

Works to be carried out to Exhume Coffin The Contractor will ensure that the coffin to be exhumed should be cleaned of all excess 9.5.11

soil and liberally disinfected before being placed in the container provided by the Funeral Director. This container will usually be a larger coffin.

The Contractor will ensure that, when all surplus soil has been removed from the outer 9.5.12surfaces of the container, the surfaces will be disinfected as directed and required by the Authorised Officer. The container should now be transported to the bier or hearse by the Contractor.

Reinstatement of the Exhumed Grave Once the required coffin has been removed any other coffins removed during the 9.5.13

exhumation will be returned to the exhumed grave in the correct order, with the minimum of 150mm of consolidated soil between each.

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http://www.hse.gov.uk/pubns/web01.pdf



Only after the Authorised Officer on site has indicated that the exhumation is complete 9.5.14can the Contractors start to backfill the grave. The Contractor should be familiar with ethnic beliefs when backfilling graves and shall comply with any requirements of the Authorised Officer in this respect.

The Contractor will ensure that, during backfilling, spoil will not be allowed to fall onto any 9.5.15coffin in such a manner that it may cause damage, spoil is to be placed in the grave in layers 0.3 metres in depth and consolidated into place by treading under foot.

The Contractor will ensure that, during backfilling, grave boards and associated 9.5.16Equipment will be removed in a safe order and removed off site.

The Contractor is to ensure graves are neat and tidy, all tools are clean and in good 9.5.17working order and the top soil and turf sods mentioned above should be used for at least 150mm on the top of the grave.

The Contractor will not backfill the grave with any bricks, artefacts, building works or any 9.5.18other extraneous Waste matter as may have been removed during the excavation of the grave, these are to be removed off site for disposal by the Contractor with any shortfall of backfill Material being supplied in the form of spoil acceptable to the Authorised Officer by the Contractor

The Contractor will ensure that, the surface of the grave is mounded to produce a 9.5.19uniform and smooth mound of curved cross section ending 0.25 metres above that of the surrounding surface.

Any excess of spoil left over from the excavation and the backfilling of the grave must be 9.5.20removed off site from the Burial ground and disposed of by the Contractor.

The Contractor will ensure that all boards are removed off site from the Burial ground 9.5.21upon completion of the backfilling of the grave.

The Contractor will thoroughly clean any Memorial which has been soiled during the 9.5.22excavation or backfilling of the grave.

The Contractor will ensure that all work is completed on the day of the exhumation. 9.5.23

Disinfecting of all Equipment used during Exhumations The Contractor will ensure that, all sheets, ropes, hand tools and other items of 9.5.24

Equipment that have been in contact with coffins will be thoroughly disinfected prior to removal from the site.

9.6 Procedure for Interment of Ashes Upon receipt of an Instruction from the Authorised Officer the Contractor will prepare and 9.6.1

reinstate a site for the Burial of cremated remains. Such a site will be in a position within the cemetery or Burial ground and located and marked by the Authorised Officer.

The Contractor will be responsible for identifying the correct location of the site within the 9.6.2cemetery or Burial ground relating to the urn plot marked by the Authorised Officer. If there is any uncertainty the grave digger must immediately liaise directly with the Authorised Officer so that the plot can be jointly located and confirmed prior to excavation commencing. Removal of any Memorial Tablet will usually be the responsibility of the Funeral Director prior to the Burial.

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Excavation of the Ash Interment Site The Contractor will Cut and lift the turf sods from the Burial site, ensuring that the area of 9.6.3

strip does not exceed the final size of the urn as marked out according to the dimensions specified on the Supervising Officers Instructions.

The Contractor should remove the turf sods, gravel or pea shingle and set these aside 9.6.4from the main spoil heap so they are ready to be placed back on the refilled urn once the Burial has taken place. In the event of the plot site being surfaced in pea shingle or overlaid by a stone slab the Contractor will take care to keep separate such pea shingle or slab and any soil/subsoil arisings during both the excavation and reinstatement works required as part of the ash interment.

Having removed the turf/pea shingle or slab the Contractor will excavate the ash Burial 9.6.5plot to the dimensions specified in the Authorised Officer’s Instructions.

The Contractor will ensure that a spoil board is always used and this must be placed 9.6.6adjacent to the ash Burial plot and all adjacent Memorials protected.

The Contractor will ensure that all Memorials and floral tributes adjacent to the 9.6.7excavation site will be protected using suitable covers to prevent soil splashing on Memorials during excavation and backfilling operations.

Should there be insufficient space adjacent to the ash plot being excavated to 9.6.8accommodate spoil; the Contractor must remove the spoil to a position within the Burial ground as directed by the Authorised Officer.

The Contractor will excavate an opening in the Burial ground with vertical sides with a flat 9.6.9and level base according to the dimensions specified on the Authorised Officer’s Instructions. The Contractor will remove and deal with the turf as specified in Section 2.2 above.

The Contractor will ensure that all ashes plots are to be dug by hand unless otherwise 9.6.10specified by the Authorised Officer.

The Contractor will ensure that the spoil is to be draped with grass matting arranged so 9.6.11that the sides of the excavation are completely covered and that the surrounds are covered. Any artificial grass matting will be pegged as required and will be neatly and tidily arranged. It must be of uniformed appearance, clear of holes, soil, and frayed ends. There should be no folds, or gaps to cause any obstruction, risk, or trip hazards to all users of the cemeteries.

The Contractor will ensure that, having completed the excavation of the ashes Burial plot, 9.6.12it is covered with boards or a proprietary grave cover which must be securely anchored to the ground so as to remove any element of danger to persons entering the Burial ground until one hour before the Burial is to take place. All cover boards used must not be damaged and in good condition.

The Contractor will ensure that any hole dug to receive the interment of ashes will be 9.6.13completed and fully prepared no less than 1 hour prior to the arrival of the cortege at the cemetery/Burial ground.

The Contractor will ensure that, one hour before the Burial cortege arrives, where any 9.6.14water has collected in the hole then this must be removed and the base of the hole covered with wood shavings, leaves or another suitable dry natural Material agreed with the Authorised Officer.

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Reinstatement of the Ash Interment Site The Authorised Officer will indicate to the Contractor when the excavation can be 9.6.15

backfilled after the interment of ashes. The Contractor will immediately reinstate the site filling and treading the soil to leave the surface of the site level and flush with adjoining levels.

The Contractor will ensure that any pea shingle, slab, or turf that has been removed will 9.6.16be re-laid in such a manner as it matches into levels adjacent to the excavation.

Floral Tributes The Contractor will ensure that, upon completion of the backfilling works, all floral tributes 9.6.17

will be carried from the laying out area and placed on the ashes plot in a careful and attractive manner.

The Contractor will remove all floral tributes from the urn plot when directed by the 9.6.18

Authorised Officer disposing of them off-site.

9.7 Procedure for Exhumation of Ashes Plots Works to be carried out prior to the Exhumation of the Ashes Plots

Upon receipt of Instruction from the Authorised Officer the Contractor will make provision 9.7.1to excavate the Burial before the time specified for the exhumation unless otherwise directed by the Authorised Officer. If there is any doubt the grave digger must liaise directly with Authorised Officer so that the plot can be jointly located and confirmed prior to excavation commencing.

The Contractor will ensure that excavation and removal of Memorials will be undertaken 9.7.2in accordance with the Specification relating to Burials and in accordance with guidelines set out in the ICCM Exhumation handbook. The Contractor will protect Burial plots, Cut turf, and use shoring as appropriate.

Exhumation of an Ashes Burial Plot The Contractor will ensure that the excavation proceeds around the container holding the 9.7.3

cremated remains ready for them to be lifted out of the Burial plot.

The actual lifting out of the plot will only progress once the Authorised Officer, Officers 9.7.4working alongside the Authorised Officer, and senior staff from Milton Keynes Council Bereavement Services or an Environmental Health Officer who may be required to be present give permission to lift the remains from the plot.

Reinstatement of the Exhumed Ashes Plot The Authorised Officer will indicate to the Contractor when to start to backfill the ashes 9.7.5

plot. The Contractor should be familiar with ethnic beliefs when backfilling graves and ashes plots and shall comply with any requirements of the Authorised Officer in this respect.

The Contractor will ensure that during, backfilling, spoil will not be allowed to fall onto the 9.7.6plot in such a manner that it may cause damage. Spoil is to be placed in the grave in layers 0.3 metres in depth and consolidated into place by treading under foot.

The Contractor is to ensure ashes plots are neat and tidy, all tools are clean and in good 9.7.7working order and the top soil and turf sods will be used for at least 150mm on the top of the ashes plot.

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The Contractor will not backfill the ashes plot with any bricks, artefacts, building works or 9.7.8any other extraneous Waste matter as may have been removed during the excavation of the ashes plot, these are to be removed off site for disposal by the Contractor with any shortfall of backfill Material being supplied in the form of spoil acceptable to the Authorised Officer by the Contractor

The Contractor will ensure that the surface of the ashes plot is mounded to produce a 9.7.9uniform and smooth mound of curved cross section ending 0.25 metres above that of the surrounding surface.

The Contractor will ensure that any excess of spoil left over from the excavation and the 9.7.10backfilling of the ashes plot must be removed off site from the Burial ground and disposed of by the Contractor.

The Contractor will ensure that all boards are removed off site from the Burial ground 9.7.11upon completion of the backfilling of the ashes plot

The Contractor will thoroughly clean any Memorial which has been soiled during the 9.7.12excavation or backfilling of the ashes plot.

The Contractor will ensure that all work is completed on the day of the exhumation. 9.7.13

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10 Specialist Arboriculture (Lot 7 only) 10.1 General Requirements

In addition to the works described and required in Section 6 – Trees and Woodlands 10.1.1(Lots 1 to 6) the Authority requires specialist arboricultural services which includes complex tree felling e.g. dismantling and arboricultural work undertaken at height.

The specialist arboricultural services will support the maintenance of approximately 10.1.2120,000 trees and 60 Hectares of woodland. This Specification details the scope and extent of the specialist arboricultural services, as required by the Authority, to be provided at the locations contained in the Appendices to the Specification and the Price List document.

The Authorised Officer shall oversee the maintenance of trees on all Council owned and 10.1.3maintained sites throughout the Borough, including District Roads, Car Parks, Parks, Recreation Grounds, Allotments, Housing Estates and Schools.

The Authority routinely undertakes tree inspections in order to identify potential 10.1.4arboricultural hazards or unreasonable nuisances, and to identify works that will address these issues before they pose any significant concerns.

The Contractor will be required to carry out all work identified as part of an Instruction 10.1.5issued by the Authorised Officer.

With each Instruction a schedule of works to be completed will be provided to the 10.1.6Contractor. This will detail the site(s) and identify the trees within the site(s) that require works. Each Instruction will be issued with a corresponding plan or drawing. Additional information that may aid identification of the trees and explain the aims of the works will also form part of the schedule of works document or Instruction.

Pricing for works under this section shall be according to location type. The classification 10.1.7of types shall be:

a) Highways

b) Residential / Built Areas (where there are buildings within 1.5 times the height of the

tree)

c) Open Spaces & Woodlands

d) Cemeteries (including Crematorium)

If the Contractor has any doubt as to the identity of the tree and the required works, they 10.1.8should contact the Authorised Officer to clarify the situation prior to the works or submission of a fixed price or undertaking works on site.

If any defect is found within a tree during the course of carrying out work which would 10.1.9render the specified work inappropriate or inadequate, the Contractor shall cease work and notify the Authorised Officer, who shall agree any appropriate alternative action to be taken.

Where such a defect constitutes an imminent threat to public safety or property, the 10.1.10Contractor shall take appropriate action to exclude the public from the area of danger, notify the Authorised Officer immediately, and protect the location until the Authorised Officer issues further instructions.

The Contractor shall ensure that when undertaking work on trees infected with diseases 10.1.11including viral strains, vascular wilts, bacterial blights and selected spore-propagated

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fungal diseases, all pruning tools used are sterilised before being used on the next tree, unless this tree is to be removed and is on the same site. In particular, Horse Chestnut Bleeding Canker, Phytophthora spp. Chalara and Erwinia spp. (Fireblight, Ash Die Back and watermark diseases) are the most common pathogens that would require tool sterilisation.

During all works, the Contractor shall take care to avoid disturbing nesting birds, roosting 10.1.12bats and their dependant young and shall aim to avoid impact to nesting birds and infringement of the Wildlife and Countryside Act 1981 and breaching the European Habitats Directive 1992/Nesting Birds Directive. When tree or vegetation clearance work has to be undertaken during the nesting season, a pre works survey needs to be carried out by a suitably competent person. As a general rule, it should be assumed that birds will be nesting in trees, and it is the responsibility of the Contractor to assess, record and confirm that any works carried out in the management of trees and other vegetation has not disturbed actively nesting birds.

If during tree maintenance operations the Contractor notes the presence of any bird’s nest or bat roost within the tree that is being maintained, the Contractor shall immediately cease works on that tree. The Contractor shall inform the Authorised Officer of any such occurrence within 24 hours. The Authorised Officer may then amend or vary the work instructions as necessary.

After the completion of the works the Contractor shall be responsible for the filling with 10.1.13top-soil and levelling of all ruts occasioned by the use of the access routes to the site and any holes created through stump grinding operations or tree stake removals.

Where the Contractor has used a route other than the identified access routes to access 10.1.14the works the Contractor shall be responsible for the complete reinstatement to the former condition, to the Authorised Officer's satisfaction, of those unauthorised routes at the Contractor's own expense.

After the completion of the Contract the Contractor shall be responsible for the removal 10.1.15of all temporary fencing and fence posts occasioned by the works, the backfilling with top-soil of all holes in the ground from whence fence posts may have been removed and for leaving the site, working area and access routes ready for immediate use by the public.

Payment to the Contractor is based upon the Contractor achieving a satisfactory level of 10.1.16performance. If the Contractor does not achieve the standard required then they will be only be paid for the level of performance achieved.

The Authority requires a first class service. The Contractor shall acknowledge this 10.1.17requirement and undertake to provide such a service. The Contractor shall fully understand the requirements detailed in the specification and will have priced on the basis of carrying out a 100% performance of the specified standards set.

Arboricultural activities shall be carried out in such a manner and to such a standard as 10.1.18meets or exceeds the standards specified and ultimately to the satisfaction of the Authorised Officer whose decision is final.

The Council’s Arboricultural requirements may change during the course of the 10.1.19Contracted Works. Contractors will therefore be expected to be able to respond to changes in the work to be carried out, the locations or in the standards or frequency of services required.

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10.2 Specific Requirements Service Requirements:

The technical specifications that follow provide all the necessary information and 10.2.1instructions to enable the Contractors to understand fully the standards and operational methods that will be required in the performance of the Contracted Works.

Although the technical specifications describe how the services should be undertaken, 10.2.2the Contractor must have the expertise to undertake all operations in a logical sequence if some work has not been described in detail.

The Contractor shall not, under any circumstances, perform works that are deemed as 10.2.3extra to the Contracted Works, without the express permission of the Authorised Officer.

The whole of the works shall be carried out so as to cause the minimum inconvenience 10.2.4to the public.

Where, and to the extent that materials and workmanship are not fully specified, they are 10.2.5to be suitable for the purposes of the works stated in or reasonably to be inferred from the Contract Documents and adhere to good arboricultural practice and prevailing industry standards.

General Arboricultural Conditions Unless specifically allowed for within the Specification no extra payment shall be made 10.2.6

by the Authority to the Contractor in respect of any extra work undertaken in order to carry out and complete all Arboriculture and related activities.

All Arboriculture and related activities carried out during Contracted Works shall be in 10.2.7accordance with the Specification and/or as instructed by the Authorised Officer.

On completion of daily works all debris, prunings and other arisings shall be immediately 10.2.8cleared from site and disposed of by the Contractor at the Contractor’s own expense. The method and place of disposal shall be agreed with the Authorised Officer prior to the commencement of the Contracted Works. Under no circumstances are materials or other arisings to be left unattended on site such that they may constitute a hazard to the public or property.

Works are expected to be completed on a daily basis however, partially completed work 10.2.9left unattended, at any time, shall be left in a safe and tidy condition and shall be secure at all times in accordance with New Roads and Street Works Act (NRSWA). On no account is the Contractor to leave any of its plant, materials or equipment unattended on site.

The Contractor shall ensure that any instructions issued by the Authorised Officer are 10.2.10fully understood prior to commencing any work; excessive pruning shall be regarded as defective performance and shall be subject to financial sanctions.

The Contractor shall not use climbing spikes to climb any live tree (except where they are 10.2.11to be felled) without the prior agreement of the Authorised Officer.

No existing trees, or street furniture, are to be used as winch anchors. Winch anchors 10.2.12may be used providing that they are safe, of an appropriate design for the site conditions and task to be undertaken, and are of a recognised arboricultural type. All damage arising from any winching or pulling operation is to be reinstated to the satisfaction of the Authorised Officer at the Contractor’s own expense.

Where it is necessary for the Contractor to enter onto property not under the ownership 10.2.13of the Council, in order to carry out Contracted Works, the prior consent of the owner of

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that property shall be obtained by the Contractor. If such consent is not forthcoming the Contractor shall not enter upon the property and shall notify the Authorised Officer of this as soon as possible.

Work on or near the Highway For the purposes of the Contract, the public highway incorporates all public highways, 10.2.14

footways, bridleways and adjoining areas to which the public have access. For any works undertaken on or near the highway all activities shall be in accordance with Chapter 8 of the Traffic Signs Manual (Traffic Safety Measures & Signs for Road Works and Temporary Situations).

Work in Parks, Public Open Spaces and other Council owned/leased sites When the work is in areas to which the general public, tenants, leaseholders or others 10.2.15

have access, the Contractor shall take every precaution necessary to ensure their safety whilst works are in progress e.g. by providing staff to restrict and/or redirect persons/vehicles in the near vicinity. Guidance on appropriate warning notices should be obtained by reference to BS 873 and the attention of the Contractor is brought to the Safety Signs Regulations 1980.

When working in other Council’s establishments i.e. Education, Premises, Housing 10.2.16estates/ Houses and Community Care premises entry should be by prior arrangement and operatives shall report and sign in.

Instructions, Modifications and Amendments: The Contractor shall not carry out any work, including additional work, without prior 10.2.17

authorisation or direction from the Authorised Officer.

The nature of urban tree management often necessitates response to problems as and 10.2.18when they arise. The Contractor shall therefore be prepared to respond to any verbal instructions issued by the Authorised Officer and received by telephone, email, or in person that require immediate attention. Any verbal instructions shall be confirmed in writing by the Authorised Officer at a later date.

Tree Preservation Orders (TPO’s) and Related Legislation: The Authorised Officer will obtain details of any Tree Preservation or Conservation Area 10.2.19

Orders, Private Covenants, the need for Felling Licences, or Planning Legislation, that is applicable to Contracted Works.

The Authorised officer will be responsible for obtaining permission for works subject to 10.2.20planning legislation. Any special conditions or requirements will be made known to the contractor either verbally and or noted within the work programme.

10.3 Additional Health and Safety Matters The Contractor shall make adequate arrangements for obtaining details of local hospitals 10.3.1

and for the contacting of emergency services in the event of accident or injury to any persons resulting from the pursuance of the Contracted Works.

All of the Contractors’ employees involved in the execution of Contracted Works, shall be 10.3.2suitably trained to a standard appropriate to the task being carried out.

Only people who are physically fit and competent shall undertake work in trees. All 10.3.3person employed by the Contractor who undertake work to trees, shall be certificated to National Proficiency Training Council or equivalent standards appropriate to the task (s) being undertaken.

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Work shall not be undertaken by persons under the influence of medication, alcohol or 10.3.4narcotics likely to affect performance.

At least two persons shall be employed in any tree work gang so that in the event of an 10.3.5accident there is someone present to render first aid or call for assistance. Where employees are required to climb trees, there shall at all times be a second qualified and competent climber present as a groundsman, who is experienced in aerial rescue techniques.

The legs, feet and hands of chainsaw operators shall be protected with chain-arresting 10.3.6material complying with BS EN381-5, e.g. ballistic nylon, and the operator shall wear a safety helmet that complies with BS EN397. Eye (BS EN1731 / BS EN166) and ear (BS EN352) protection shall also be worn by operators of chainsaws, stump grinders, chipping machines and other equipment/machinery as appropriate. The Contractor‘s attention is drawn to Protection of Eyes Regulations (SI 1681) (1974).

Any persons working in trees shall wear a suitable safety helmet. The helmet shall 10.3.7incorporate a chin strap with four point attachments to the helmet that, as a minimum, complies with BS EN397. Persons working on the ground beneath those working in trees shall also wear a helmet complying with BS 5240.

Safety ropes shall comply with guidance given in AFAG 401. Safety belts, harnesses 10.3.8and safety lanyards shall comply with the relevant LOLER, AFAG documents.

It is for the contractor to assess whether work shall be carried out in trees when they are 10.3.9wet, covered in ice or snow or during storms or high winds. However, in emergencies, work will be necessary to make a situation safe.

When working in the vicinity of overhead power lines, a minimum clearance between the 10.3.10nearest conductor and the tree of 15m when lines are suspended from steel towers, or 9m in the case of wooden poles, should be maintained. If it is necessary to work within these recommended limits the advice of the area Electricity Board and the Authorised Officer shall be sought and acted upon prior to the commencement of operations.

The Contractor shall at all times adopt working practices that will safeguard the 10.3.11environment from pollution, noise or other injurious hazards. The Contractor shall be responsible for all consequences of pollution, noise or other injurious hazards that may arise out of, or in the course of, or by the carrying out of Contracted Works.

Any unmanageable hazard noted by the Contractor shall immediately be brought to the 10.3.12Authorised Officer’s attention. The Authorised Officer shall have the authority to cease or suspend all works until either the hazard has been removed or a compensating safe working practice has been agreed on.

10.4 General Pruning Procedures All works to be carried out to guidelines as set out within B.S. 3998 (British standards 10.4.1

recommendations for tree work) or as directed by the Authorised Officer.

The use of chainsaws should be kept to a minimum and pruning works, wherever 10.4.2possible, should be carried out using manual tools.

All pruning operations shall be carried out using clean sharp implements. Any ragged 10.4.3edges resulting from these operations should be trimmed to a smooth surface using a clean sharp knife.

Pruning cuts shall wherever possible be made at a fork, side-bud or at the main stem to 10.4.4avoid branch stubs which may die-back and/or dense regrowth of shoots. Removal of

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large branches shall be carried out when unavoidable, and wounds from such work should be kept as small as possible. When a branch collar is present, the final cut shall be distal to (i.e. just outside) it

When there is no collar, the angle of the cut should be the mirror image of the branch 10.4.5bark ridge. No wound sealants are to be used.

Cuts into live wood shall be avoided where possible when removing dead branches and 10.4.6stubs.

Pruning with either handsaw or chainsaw shall be carried out in stages so as to avoid the 10.4.7splitting or tearing of tissues on the proximal side of the final cut.

All tools shall be sterilised after contact with diseased areas of trees, taking special care 10.4.8when dealing with bleeding cankers and Phytopthera or where disease is suspected in order to prevent the spread of infection.

During pruning and maintenance operations, due care shall be given to retaining the 10.4.9natural crown shape or habit that is a feature of the particular tree species/cultivar undergoing the operation.

The Contractor shall notify the Authorised Officer of any cavities, areas of decay or other 10.4.10major structural weaknesses discovered within the canopy of the tree whilst carrying out pruning operations.

10.5 Coronet Cuts In some circumstances the Authorised Officer may consider it appropriate to specify 10.5.1

coronet cuts in lieu of normal pruning cuts. Coronet cuts shall be defined as pruning cuts made on the main stem or primary lateral branches that are shaped to mimic the form and condition of a natural branch failure or storm damage.

The practise of coronet cutting increases the range of habitats that are associated with a 10.5.2tree that are available to micro-organisms, insects and fungi. It should not normally be applied to any limb where significant new growth of epicormic shoots or secondary laterals is anticipated.

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Figure 8 below illustrates an example Coronet Cut. 10.5.4

The Authorised Officer will specify any coronet cut works to be undertaken in the Work 10.5.5Schedule or Instruction.

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Figure 8: Example Coronet Cut

10.6 Location, Proximity and Accessibility The Contractor will note that the Location of trees will be varied and is required to 10.6.1

submit relevant prices within the schedule of rates for locations categorised as follows:

a) Highways

b) Residential / Built Areas (where there are buildings within 1.5 times the height of the

tree)

c) Open Spaces & Woodlands

d) Cemeteries (including Crematorium)

The prices submitted by the Contractor for each location will include all costs associated 10.6.2with the Proximity and Accessibility factors at any location which will include, but not limited to, such factors as follows:

a) Access to one aspect of tree denied;

b) Fragile fixtures on ground one each aspect;

c) Inability to get transport to within 30 metres;

d) Overhead services;

e) Dense shrubs around base of tree;

f) Roadway within critical distance; and

g) Tree on sloping ground.

10.7 Core Tasks There are no core routine tasks in this Section. 10.7.1

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10.8 Schedule of Rates Tasks Task Ref Task Task Description

09-S-3200 Lift Crown up 6m height

Remove lower crown branches to specified height above ground level allowing for rain and snow loading. This shall be achieved either by the removal of whole branches from main stem, or by the removal of those distal parts of branches which extend below the desired clear height. Final cuts should be made at the nearest suitable forking points or side-buds.

09-S-3201 Thin Crown (<5m height)

Crown thinning shall be defined as the removal of a

proportion of the small, live woody growth of an individual

tree to reduce the leaf-bearing twig structure of the canopy

by a given percentage. Where no percentage figure is

specified, the percentage shall be 30%.

Branches should be cut back to a suitable lateral which will

be where possible not be less than 30% of the diameter of

the branch being removed and such that future crown

reduction is not precluded.

For open-grown trees, the aim is to produce an even canopy

of foliage on a well-structured, balanced and sound structure

of branches typical for the species or variety of tree

concerned. In the interests of structural stability, it is

important that the resulting crown has a consistent density

throughout, allowing even wind penetration.

Crown thinning must never be achieved by the removal of all

internal foliage-bearing structures; a process resulting in

long end-weighted branches known as ‘lion’s tailing’.

09-S-3202 Thin Crown (5-10m height)

09-S-3203 Thin Crown (10-20m height)

09-S-3204 Reduce Crown Width (<5m height)

Reduce crown WIDTH of a tree of specified height by cutting back branches to 2m clearance distance over garden, across signs, to maintain sight lines, etc. by balancing and shaping the crown width.

09-S-3205 Reduce Crown Width (5-10m height)

09-S-3206 Reduce Crown Width (10-20m height)

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Task Ref Task Task Description

09-S-3207 Reduce Crown (<5m height)

Crown reduction shall be defined as the reduction of the

complete outline dimension of the canopy, as measured from

the tips of branches to the main trunk. This should be

achieved by pruning growth back to a branch or twig where

possible not less than 30% of the diameter of the branch

being removed to leave a natural silhouette.

The specification of crown reduction in the Works Instruction

shall be given as a linear measurement of the material to be

removed from the top and sides of the tree prior to the

commencement of works (e.g. reduce by 2m). In no

circumstances shall, the percentage of foliage removed be

more than 30% unless agreed with the Authorised Officer.

After crown reduction the tree shall, as far as the constraints

allow, retain an overall appearance typical for the species or

variety of tree concerned. The resulting branch architecture

should be comparable to the natural form for the species and

large pruning wounds or stubs should not normally be

created, especially near to the periphery of the new crown.

In certain situations the Authorised Officer may direct that the silhouette (or the extent of the crown in one direction) be atypical due to local considerations.

09-S-3208 Reduce Crown (5-10m height)

09-S-3209 Reduce Crown (10-20m height)

09-S-3210 Reduce Crown (>20m height)

09-S-3211 Clean out deadwood (<5m height)

The Contractor shall remove all unwanted material and the

removal of all dead, dying or diseased wood, all broken

branches and all stubs left from previous tree surgery

operations, of whatever diameter or dimension.

Conservation dead-wooding: The Contractor shall under

instruction from the Authorised Officer, leave in place dead

wood that does not pose a significant risk of failure.

09-S-3212 Clean out deadwood (5-10m height)

09-S-3213 Clean out deadwood (10-20m height)

09-S-3214 Root Prune

All roots shall be severed at both faces of the excavation using clean sharp implements. The Authorised Officer shall specify the depth to which excavation and root pruning shall take place and the precise location and extent of excavation

09-S-3215 Coronet Cuts (Extra Over to Pruning Works)

Add Coronet cuts to pruning

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09-S-3216 Pollard (<5m height) Pollarding shall be defined as the removal of the crown of a

young tree so as to encourage the development of

numerous vigorous shoots from resulting pollard head/s on

the main stem and/or strong primary lateral branches. This

will create a strong branch framework to support subsequent

regrowth. Individual cuts should not normally exceed

200mm in diameter. With multi-stemmed trees, the weaker

stems shall be removed at ground level with the final cut

surface shall slope slightly to ease water runoff away from

the centre of the tree.

09-S-3217 Pollard (5-10m height)

09-S-3218 Pollard (10-20m height)

09-S-3219 Repollard (<5m height) Re-pollarding shall be defined as the removal of all new

growth from the pollard head just above the previous pollard

point, ensuring that the final cut retains the branch collar and

does not damage the pollard head. The removal of all

Epicormic Growth from places other than the pollard head

shall be undertaken as part of pollarding operations unless

otherwise specified.

09-S-3220 Repollard (5-10m height)

09-S-3221 Repollard (10-25m height)

09-S-3222 Broken Branch in tree (<5m height)

For a broken branch in a tree of specified height.

Where the branch is still attached to the tree, the Contractor shall remove it by pruning back to a suitable outward-growing secondary shoot/branch or side bud, so as to retain a flowing branch line without leaving stubs.

Where the branch is detached from the tree, the fallen branch shall be collected and removed from site and the remaining stub pruned to a suitable point as specified in the “General Pruning Procedures”, within this Section 10.

09-S-3223 Broken Branch in tree (5-10m height)

09-S-3224 Broken Branch in tree (10-20m height)

09-S-3225 Broken Branch (4+m length)

Remove Broken Branch of specified length fallen on the ground and dispose of properly

09-S-3226 Clear Obstruction

For a tree of up to 20m in height causing obstruction to one or more items of street furniture such as Road Signs, Traffic Lights, Lamp Columns or Telegraph Poles/Wires.

On instruction from the Authorised Officer, the Contractor shall prune back all branches causing the obstruction to at least one metre from the point where they cause an obstruction, to the first suitable forking point or side-bud.

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09-S-3227 Cut Back

For a tree of up to 20m in height overhanging neighbouring property boundaries by up to 2m.

On instruction from the Authorised Officer, the Contractor shall prune all overhanging branches back to the first suitable forking point or side bud before the boundary line.

09-S-3228 Fell and remove tree (<5m height)

Fell and completely remove a tree, or remove a fallen tree, this shall include any buttress or surface roots, or suckers arising from, or near the base of the main hole.

Depending on individual circumstances, trees shall be either felled in one, or taken down in sections to a stump height using sound Arboricultural techniques and equipment suitable for the work. The specified height may be up to 150mm below the surrounding ground level. The Contractor shall take all necessary steps to minimise any damage to the surrounding area and property.

09-S-3229 Fell and remove tree (<5 to10m height)

09-S-3230 Fell and remove tree (<10m and <30cm dbh)

09-S-3231 Fell and remove tree (<10m to 20m height)

09-S-3232 Fell and remove tree (20m+ height)

09-S-3233 Remove stump (0 to 20cm diameter)

Remove a stump either by

(a) manual digging and cutting of anchoring roots to facilitate replanting in the same spot, or

(b) using a stump chipping, boring, shaving or grinding machine of a recognised Arboricultural type including grubbing out of the remaining parts of the root system.

The tree space shall be excavated to a depth of 60 cm and the area shall be backfilled and made level with good quality topsoil and be left safe, firm and tidy ready for replanting.

Unless specified otherwise by the Authorised Officer, removal shall be to a sufficient depth to facilitate replanting in the same spot.




09-S-3237 Remove stump (>80cm diameter)

09-S-3238 Stump Kill Tree <20cm diameter

Supply and apply a suitable, approved translocated herbicide stump killer to tree stump

09-S-3239 Stump Kill Tree >20cm diameter

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09-S-3240 Ivy Removal

Ivy will be killed by cutting away, as a minimum, a 1 metre section stem around the tree’s basal circumference to isolate the aerial growth and the cut stems are to be treated with suitable herbicide. If complete or partial removal of ivy is required from the crown of a tree this will be specified in the Works Schedule or Instruction

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Appendix A - Summary of Events (Not Exhaustive) Lot

Area Event Date Duration Description of

Requirements Comments

3 Woughton Community Carnival

Summer 1 Day Rescheduling of mowing operations.

Schedule mowing to ensure area is cut before the event.

5 Midsummer Madness – Leon Recreation Ground

Saturday nearest Midsummer

1 Day Rescheduling of mowing operations.


1 Folk on the Green – Stony Stratford

June 1 Day Rescheduling of mowing operations.


All Remembrance Sunday

November 1 Day Ensure winter bedding is in place (where specified). Mowing and edging undertaken. Weeding and plant maintenance undertaken.

Ensure areas around the remembrance service locations are in a neat and tidy condition. Mowing undertaken if necessary (may have already ceased if cold) to ensure area is presentable.

1,3,4,5 Thames and Chilterns in Bloom (City area entry)

June/July 1 day Working in concert with other service providers, businesses, The Parks Trust and volunteer groups to ensure judging route is presentable.

May require scheduling maintenance of some areas out of sequence to ensure the route is in a presentable condition.

All Thames and Chilterns in Bloom (Community entries, village, town, urban community)

June July 1 Day Support community entries by undertaking operations with other service providers and volunteers along their judging route to ensure they are presentable.

May require scheduling maintenance of some areas out of sequence to ensure the route is in a presentable condition.

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Appendix B - Map of Lot Areas

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Appendix C - Health and Safety Policy

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Appendix D - Details of Depots Lot 1 North –

Great Linford Depot, Sandy Close, Milton Keynes, MK14 5EE.

Lot 2 Rural including Newport Pagnell – Silver Street Depot (part), Newport Pagnell, Milton Keynes, MK16 0EJ.

Lot 3 South and Sports Grounds and Playing fields – Evans Gate, Oldbrook, MK6.

Lot 4 CMK, Bedding and Rights of Way – Bleak Hall Depot, Chesney Wold, Bleak Hall, Milton Keynes MK6 1LY.

Lot 5 Bletchley and Grid Roads – Bleak Hall Depot, Chesney Wold, Bleak Hall, Milton Keynes MK6 1LY.

Lot 6 Cemeteries, Graveyards and Crematorium – no depot provided.

Lot 7 Arboriculture – no depot provided.

Lot 8 Lots 1-7 Combined – Bleak Hall Depot, Chesney Wold, Bleak Hall, Milton Keynes MK6 1LY (mandatory)

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Appendix E – Contract Plans See separate documents

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Contract Reference CU2334 Method Statements Lot 8

Serco-in-Confidence Page 1 of 251

Method Statement for the Provision of Landscape Maintenance and Associated Services

Method Statement for the Provision of Landscape Maintenance and Associated Services

Prepared by: Serco Local, Direct & Transport Enterprise House 11 Bartley Wood Business Park Bartley Way Hook RG27 9XB

Proposal Number: DS14/03-109 March 2014

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Contents Milton Keynes Success Story .............................................................................................................. 6

Section 1 Method Statements ........................................................................................................... 8

Method Statement A. Organisational Structure .................................................................... 9

A.1 Overview .................................................................................................................................................... 9 A.2 Fully Integrated Contract Approach ............................................................................................ 9 A.3 Social Value and Localism – Serco’s SME Service Delivery Model ................................ 9 A.4 Contract Management & Supervision ...................................................................................... 11 A.5 Administration and Customer care .......................................................................................... 11 A.6 Support Organisation ....................................................................................................................... 12 A.7 Proposed Contract Structure ......................................................................................................... 12 A.8 Group Management Structure .................................................................................................... 14 A.9 Serco Local and Regional Division ............................................................................................. 14 A.10 Serco Direct Services – Management Structure Chart .................................................... 15

Method Statement B. Liaison with the authority ............................................................... 16

B.1 Partnering Approach for Landscape Maintenance Contract ........................................ 16 B.2 Contract Mechanisms ...................................................................................................................... 17 B.3 Reporting ................................................................................................................................................ 18 B.4 Access to Staff ...................................................................................................................................... 18 B.5 Supporting Council Strategies and plans ............................................................................... 18

Method Statement C. Targets and Performance ............................................................... 19

C.1 Introduction........................................................................................................................................... 19 C.2 Capturing & Reporting Performance ........................................................................................ 19 C.3 Landscape Maintenance KPI’s..................................................................................................... 20 C.4 Managing to Continuously Improve Performance ........................................................... 21 C.5 External Accreditations & Measures of Performance ....................................................... 24

Method Statement D. Contract Monitoring and Quality Control ............................... 25

D.1 Quality Management ...................................................................................................................... 25 D.2 Monitoring to Improve Performance ........................................................................................ 25 D.3 Management Information Systems ........................................................................................ 26 D.4 Quarterly Customer Satisfaction Survey ............................................................................... 29 D.5 Sports Pitch Survey ........................................................................................................................... 30 D.6 Network of Community Champions ........................................................................................ 30 D.7 Listening to Milton Keynes Officers & Members ................................................................. 31

Method Statement E. Complaints and Rectification ........................................................ 32

E.1 Putting the Customer First ............................................................................................................. 32 E.2 Our Service Pledge ............................................................................................................................. 33 E.3 Customer Complaints and Policy .............................................................................................. 33 E.4 Recognition and Reward ................................................................................................................ 36 E.5 Reporting, Monitoring and Managing Incidents ................................................................. 36 E.6 Interface with Milton Keynes Systems ................................................................................... 36

Method Statement F. Core Service Methodology ............................................................... 38

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F.1 Management System ...................................................................................................................... 38 F.2 Summary of Vehicles, Plant and Equipment for Lot 8 ................................................... 39 F.3 Material suppliers ............................................................................................................................... 39 F.4 Approved Suppliers and Delivery Arrangements .............................................................. 40 F.5 Disposal Arrangements .................................................................................................................. 41

Method Statement G. Staffing Policies .................................................................................... 42

G.1 Serco - Employer of Choice ........................................................................................................... 42 G.2 TUPE ......................................................................................................................................................... 43 G.3 Investment in Training and Skills & Motivating our People .......................................... 44 G.4 Staff Code of Conduct ...................................................................................................................... 50 G.5 Personal Protective Equipment, Uniforms and Identity Cards ................................... 51

Method Statement H. Health, Safety and Welfare ........................................................... 52

H.1 Introduction to H&S Welfare Plan ............................................................................................. 52 H.2 Responsibility and Resources to Deliver H&S ...................................................................... 52 H.3 Content of H&S reports .................................................................................................................... 54 H.4 Example Risk Assessments ........................................................................................................... 59 H.5 H&S System and Accreditation Review .................................................................................. 59 H.6 Competence and innovation ........................................................................................................ 61 H.7 H&S Challenges for this Contract ............................................................................................... 62 H.8 Serco Depot Safety Guidelines .................................................................................................... 63

Method Statement I. Mobilisation Plan ................................................................................... 64

I.1 Mobilisation ........................................................................................................................................... 64 I.2 Critical Tasks and Responsibilities ............................................................................................. 64 I.3 The Proposed Mobilisation Team .............................................................................................. 64 I.4 TUPE Transfer Plan ........................................................................................................................... 64 I.5 Bid Team Mobilisation Translation ........................................................................................... 66 I.6 A Contract Mobilisation Contingency Plan for All Potential Delays .......................... 67 I.7 Contract Performance ..................................................................................................................... 67

Method Statement J. Contingency Plan ................................................................................. 68

J.1 Introduction........................................................................................................................................... 68 J.2 Key Risks for Milton Keynes Grounds Maintenance ......................................................... 68

Method Statement K. Environmental Considerations ..................................................... 72

K.1 Introduction........................................................................................................................................... 72 K.2 ISO 14001 Accreditation ................................................................................................................ 72 K.3 Supporting a Low Carbon Agenda ............................................................................................ 72 K.4 Protecting Natural Habitats and Maximising Bio-diversity .......................................... 74 K.5 Policies ..................................................................................................................................................... 75

Method Statement L. Added Value ........................................................................................... 78

L.1 Financial Added Value ..................................................................................................................... 78 L.2 Service Provision Added Value .................................................................................................... 78

Section 2 Method Statements – Lot Specific ........................................................................... 81

Method Statement A. Staffing ..................................................................................................... 82

A.1 Shift Systems and Seasonal Working ..................................................................................... 82

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A.2 Grass Cutting (Lots 1-6) ................................................................................................................. 82 A.3 General Horticulture (Lots 1-6) .................................................................................................. 84 A.4 Landscaping (Lots 1-6) .................................................................................................................. 85 A.5 Sports Fields (Lot 3) .......................................................................................................................... 85 A.6 Cemeteries & Crematoria (Lot 6) ............................................................................................... 86 A.7 Arboriculture (Lot 7) ......................................................................................................................... 88

Method Statement B. Management, Supervision and Administration .................. 89

B.1 Overview ................................................................................................................................................. 89 B.2 Fully Integrated Contract Approach ......................................................................................... 89 B.3 Social Value and Localism – Serco’s SME Service Delivery Model ............................. 89 B.4 Contract Management & Supervision ...................................................................................... 91 B.5 Contract Supervision ......................................................................................................................... 93 B.6 Administration and Customer care .......................................................................................... 95 B.7 Grounds Maintenance Operative Job Description .............................................................. 96 B.8 Fleet Maintenance Structure ........................................................................................................ 97 B.9 Contract Support Organisation.................................................................................................... 97 B.10 Proposed Contract Structure ......................................................................................................... 97 B.11 Investment in Training and Skills & Motivating our People .......................................... 99

Method Statement C. Vehicles, Plant, Tools and Equipment ................................... 107

C.1 Maintenance, servicing and repair of plant and equipment ..................................... 107 C.2 Communication and monitoring equipment ................................................................... 114 C.3 Livery ..................................................................................................................................................... 114 C.4 Transferred Assets .......................................................................................................................... 114 C.5 Plant and equipment .................................................................................................................... 115 C.6 Life Expectancy ................................................................................................................................ 126

Method Statement D. Depot ...................................................................................................... 127

D.1 Introduction........................................................................................................................................ 127 D.2 Proposed Depot Facilities for Landscape Maintenance Contract ............................ 127 D.3 Operation of Depots ....................................................................................................................... 127

Method Statement E. Core Services Resourcing as required .................................... 128

E.1 Grass Cutting (Lot 1-6) ................................................................................................................ 128 E.2 General Horticulture (Lot 1-6) ................................................................................................. 145 E.3 Landscaping (Lot 8) ....................................................................................................................... 163 E.4 Sports Fields (Lot 3) ....................................................................................................................... 172 E.5 Cemetery & Crematorium Management (Lot 6) ........................................................... 199 E.6 Arboriculture (Lot 7) ...................................................................................................................... 227

Method Statement F. Non-Programmed Work .............................................................. 244

F.1 Introduction........................................................................................................................................ 244 F.2 Correctly sized................................................................................................................................... 244 F.3 Planning for unscheduled work ............................................................................................... 245 F.4 Timing of non-urgent non-scheduled work ..................................................................... 246 F.5 Empowered staff ............................................................................................................................. 247 F.6 Pricing Unscheduled Work ......................................................................................................... 247 F.7 Seasonal working ............................................................................................................................ 248

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Method Statement G. Other Service Improvements ..................................................... 249

G.1 Service Provision Improvements ............................................................................................. 249

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Milton Keynes Success Story

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Section 1 Method Statements

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Method Statement A. Organisational Structure

A.1 Overview Our proposed contract structure for Lot 8 is based on our extensive knowledge of the operational requirements of this type of contract and ensures maximum cover and efficient management of the contract.

A.2 Fully Integrated Contract Approach We will combine management, supervisory and customer service resources, providing additional and more effective cross-cutting supervision and capacity across a combined operation. Supervisors will own the look and feel of the entire streetscene taking responsibility across all of the services we will provide and will deliver a responsive, holistic and accountable service within their own geographical patch. We will base our integrated teams at both the new Serco MK and Bleak Hall depots to provide more localised deployment of our cleansing and landscaping teams. Localised deployment will be combined with integrated delivery teams for landscaping services and cleansing, working together to deliver both programmed and responsive activities. By combining operations we will reduce duplicated vehicle movements, carbon emissions and wasted unproductive travel times, the very essence of Serco Minimum Miles™, whilst providing efficiency and cost savings through clever scheduling and working smarter.

A.3 Social Value and Localism – Serco’s SME Service Delivery Model

Serco fully shares and supports the Council’s aspiration to provide more contract and services opportunities to local small and medium size enterprises (SMEs). As an organisation we have a demonstrable track record of working with local SME’s as well as voluntary and charitable sector organisations as integrated service partners to deliver total solutions which also delivers wider community and societal benefits. Examples include our subcontract and mentored employment model with charity Groundwork which delivers landscaping improvement works and training and employment opportunities to the local unemployed and our Sandwell contract which includes local supply chain partners Jack Moody Limited and Tipton Litter Watch. Please see case studies included as separate attachments. Serco’s bid for Lot.8 ring fences >35% of the overall contract scope for a number of local SME partners and providers who have worked closely with Serco in developing a combined and fully integrated service solution as part of this bid process.

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The following SME’s will be Serco’s supply chain partners for Lot.8:

Steve Deer Ltd – For Lot 7 Arboricultural Services Frosts Landscapes Limited and RTM Landscapes – for Lots 1 & 2

Serco will provide a single, simple interface and prime contract with the Council and let a number of key subcontracts with local SME’s which directly reflect the final contract terms and conditions. Serco’s integrated SME delivery model provides the combined benefits of SME participation in landscapes provision across MK whilst at the same time providing a single, fully accountable partner and service provider for the Council. With Serco as the Lot.8 prime contractor the number of interfaces, clienting and contract management costs will be significantly reduced over the need to manage different partners for different Lots. Serco takes its obligations and responsibility to our SME partners very seriously. We are fully committed to ensure the risks within the main contract agreement are fair, reasonable and proportionate for all parties and do not pass on undue or unnecessary risks onto them. Serco will assure the quality, safety and environmental performance of our SME partners. We will fully support them in delivery and provide them with the necessary technical, professional and managerial expertise and capacity to ensure the overall contract is a success. In addition we will provide both the encouragement and support to groups of staff wishing to set up their own landscapes businesses, providing them with both start-up support and the assurance of a ring-fenced long term subcontract. Serco has explored the model with existing groups of staff within our landscapes business and there is strong appetite for such an approach. We have already developed a number of legal and business models which would support staff wishing to take forward the idea as well as receiving the necessary support and endorsement from within Serco (legal structures and small business teams).

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A.4 Contract Management & Supervision Serco is committed to ensuring that its leadership team are fully equipped with the technical skills, qualifications and experience to deliver the requirements of the specification and take ownership of, develop and continuously improve operating procedures and the technical manual which set out the quality standards and methods we will use to maintain the public realm in accordance with evolving industry best practice. Mark Sturgeon our existing Lead Contract Manager supported by Anthony Draper the Assistant Contract Manager will be responsible for the management of the contract. Our Contract Manager will play a key role in the creation of an ethos and vision for the service and for establishing a working culture that is open, non-hierarchical and promotes good two-way communications. The Contract Manager is also responsible for performance management, Contract KPI’s, Customer Feedback (Citizen First Survey),Health and Safety, Continuous Improvement (Added value and Contract Innovation) and ultimately the nominated key point of contact for Council representatives and will represent Serco at regular management meetings and well as leading on a number of contract development initiatives such as community engagement, ISO 9000/14000 and IiP accreditation. The Landscape Maintenance Operations Manager will be qualified and experience in Landscaping and Horticulture. Each of the Four Streetscene supervisors (three existing) will hold an individual specialism and qualifications in one of the following areas; Street Cleansing through an accredited development path such as BICS certificate/diploma or Landscapes, horticultural science and sport through a recognised qualification such as a HND/OND Horticulture. Serco will naturally respect the provision of TUPE and provide encouragement and support for transferring staff to improve and develop their knowledge and skills for the benefit of the contract along these lines. Full details of roles and responsibilities of individual roles have been included within Section 2 method Statement B.

A.5 Administration and Customer care The administrative and customer care team led by Melanie Hall will be provided to support frontline operations along with ICT provision which will enable them to effectively track and monitor the progress of operations on a real time basis. The Administrators will have a dual role in supporting both the operational and financial functions of the business. They will be expected to deal with routine day-to-day operational activities, as well as payroll and some other decentralised financial functions.

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A.6 Support Organisation Support from Serco Direct Services support office will always be available to ensure that the Contract Manager can fulfil his responsibilities. In particular the Contract Manager will be able to obtain advice, guidance and assistance in the areas of human resources, finance, quality assurance and health and safety. There will be periodic visits by the Managing Director to provide a high level interface between the Council and Serco management staff. Such visits will be carried out by agreement with the Councils and are intended to serve as a forum for discussion on performance levels, suggestions for change, or any other matter which may enhance the delivery of contract operations. Additional key staff have been brought into the business to strengthen the management capabilities in critical areas of fleet and plant and health and safety management and this reinforces our commitment to investment in our leadership team to deliver our business goals. The management team are encouraged to foster close day to day relationships, to work collaboratively and to share knowledge and best practice across our regional structures. Senior leaders in the business come together every quarter to formerly update the team and to review progress against our annual plans in an informal setting that encourages team bonding and building.

A.7 Proposed Contract Structure The proposed management and administration integrated structure for Milton Keynes Landscape Maintenance can be seen below:

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A.8 Group Management Structure Our group structure devolves decision making downwards towards our customers, while the Serco Management System ensures an upward line of accountability and control to the Group Board. Layers are tightly interlinked by managers with dual accountability - taking personal responsibility for the layer below them and sharing responsibility for the layer above, as members of its management team.

A.9 Serco Local and Regional Division The organisation is structured into a number of market-focussed companies, which respond to the business requirements of each of our main customer groups.

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A.10 Serco Direct Services – Management Structure Chart

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Method Statement B. Liaison with the authority

B.1 Partnering Approach for Landscape Maintenance Contract Serco seeks mutually beneficial long term partnership relationships with our customers and is fully committed to being responsive, collaborative and to working flexibly in order to achieve shared goals and objectives throughout the contract period.

We see the opportunity of partnership working as “both parties being fully committed to working together to deliver long term improvement to quality and efficiency of services which best serve the needs and interests of local council tax payers and of local businesses through mutual objectives, collaboration and working to the spirit and not the letter of the contract”.

The key benefits that flow from this commitment go well beyond the delivery of the output specification and can activity contribute to the delivery of Milton Keynes key strategic goals. Key partnership activities we see as necessary to the future successful development of the partnership at Milton Keynes include:

To work with Milton Keynes Council to establish a Multi agency forum comprising key stakeholders across the Borough to understand and deliver your open spaces strategy

A strategic partnership board establishing a regular senior forum to understand and deliver your strategy

A Joint commitment to safety. A partnership working group putting Safety First, driving continuous improvement, 100% compliance and zero tolerance of unsafe working practice.

The Client and Contractor Working as One Team, establishing working relationships which are collaborative and not adversarial, solution and not blame focussed, facilitated by shared objectives, joint training and joint inspections.

Agreeing representatives to join Serco’s Customer advocacy programme to ensure strategic input into the way we add-value and manage the contract.

A Community Strategy, agreeing which specific Serco proposal and CR initiatives fit in with and support the wider aims of the Council;

Environmental Strategy, Agreeing how Serco’s specific proposals for carbon reduction fit in with the Council’s Carbon Reduction Commitment and Environmental Strategy.

A Customer Contact Protocol and how the relationship with services users will be handled and dealt with including escalation and reporting procedures.

The Serco Citizen First Public Consultation Programme, agreeing the timing, questions and reporting processes for our regular Citizen First quarterly satisfaction tracker.

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“When The Parks Trust completes landscape works along the grid roads in Milton Keynes, the thinning and coppicing work exposes large amounts of fly-tipped and wind blown litter. Historically, this litter has remained in situ for long periods of time, causing a health and safety hazard to our landscape contractors working along the grid roads and generating complaints from the local communities to both Milton Keynes Council, Serco and The Parks Trust. In 2012, we started direct conversations with David Reeve (Street Cleansing Manager, Serco) regarding the problems that were being experienced along the grid road corridors. Following successful face to face meetings to openly discuss the problems, as well as site visits with a member of David’s team, we were able to agree an approach to working together to deal with the issues whilst still complying with Milton Keynes Council’s cleansing procedures. We are now two years into the improved working relationship and we have seen a real difference in the quality and speed of the grid road cleansing following our landscape works. David and his team have demonstrated a clear understanding of the level of cleansing required to ensure the health and safety of our landscape teams working at these sites. It has been a refreshing change for both organisations to work together to solve a problem that was having a negative impact on the public perception of Milton Keynes and I am pleased that over the last two years we have been able to maintain a working dialogue that enables us to discuss and resolve problems as they arise.” Dawn Morland, Leading Community Ranger

B.2 Contract Mechanisms In terms of day to day contract management, Serco recommends that our Contract Manager, his management team and the client management team work closely together to progress and resolve any issues that arise as a result of daily operational activity. A monthly Operations Review is recommended and is a more detailed review and development forum where resource and spending issues can be discussed and decisions made. Also included in this forum is a review of service KPIs together with management actions necessary to address any shortfalls or performance issues. In terms of strategic contract development, we recommend adding the Landscape Maintenance contract to our existing Strategic Partnering Board to provide a mechanism for enabling the strategic development of the services. These serve as an excellent mechanism to move the operation forwards, deliver service improvement and keep the contract responsive to the Council’s changing requirements.

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B.3 Reporting A Monthly Service report will be produced and presented prior to the monthly contract meeting and will include but not limited to:

Performance data A summary of any complaints received Health and safety reports, noting the details of any accidents and dangerous

occurrences reportable under RIDDOR Sites where it was either not possible or not necessary to complete the Services in

accordance with the programme of work including the reason why Any damage to property, premises, Highway (street) or park furniture, structures

etc. and description of the damage and how it was caused Operational issues that have impacted on Service delivery Details of any incidents, claims and alleged service failures

B.4 Access to Staff Serco Contract Manager’s, Partnership Director and our Managing Director are available to formerly support council business and meetings. Serco will ensure that the Contract Manager or his deputy is available each day that the Services are provided and that the Contract Manager will be available to attend monthly meetings (including evenings) if so required by the Authority. The Contract team will be contactable by phone and email by the Authority’s Authorised Officer. Details of relevant numbers and email addresses for management and supervisory staff will be given to the Authority during the contract mobilisation period.

B.5 Supporting Council Strategies and plans We fully understand the importance of putting in place and supporting a well-considered policy framework and overarching strategy documents such as the Council’s Corporate Plan, Community Strategy and Public Open Space Strategy. It is also important to have a full understanding of the strategic and legislative context of where these strategies fit. Key to achieving the Council’s strategic objectives and priorities for the partnership will be to design and deliver solutions which address the particular challenges of each local community within the area. Serco has over a decade of experience in stakeholder, community engagement and in public consultation around environmental services and will bring this experience to bear in supporting the Council’s strategies and plans.

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Serco will submit the specified reports within two weeks of the end of each calendar month in respect of that calendar month. All reports generated can either be printed or exported into a wide range of formats. Real-time performance data will be provided through StreetSmart to allow simple examination and random audit of service delivery and performance. Regular monthly system generated performance reports will be supplemented with regular contract monitoring meetings (monthly) and a strategic partnership review/contract development plan

C.3 Landscape Maintenance KPI’s The completed KPI has been duly completed and is attached as a separate document.

C.3.1 KPI 1 - Customer Response Service At Milton Keynes Serco already consults on a continuous basis and every quarter seeks uses resident feedback to review our planned cleansing programmes and schedules in order to better address persistent issues and grot spot areas. For the Landscape Maintenance contract we will extend the scope of the existing survey programme to include public open spaces. This proposed indicator for 14/15 gives an overall satisfaction level for the services provided which is currently higher than the clarified results of 78.9%. Serco would suggest working with the Council to establish a baseline for customer satisfaction in year one and agreeing the methodology for accurate collation of results taking into account those areas relevant to this specific contract. There are a number of different providers responsible for the Landscapes in Milton Keynes e.g.: MK Park Trusts and MK Development Partnership and Serco would like to understand how residents satisfaction can be accurately captured to reflect Serco’s specific performance in the areas we would be responsible for. Assuming satisfaction continues to be measured according to the current methodology, the initial step change in satisfaction will come as we begin to deliver the new specification with its enhanced service provision in a number of key areas.

C.3.2 KPI 2 & 3 - Operational and Non-Operational Complaints Each month every contract has a formal contract review. Within the review a wide range of business metrics and performance statistics are analysed and where standards or persistent service issues are identified is captured within the annual improvement plan as an amended item. In relation to Operational and Non-operational complaints this would be identified as an issue through the formal review of the following information:

Analysis of customer satisfaction tracker and in particular reasons for dissatisfaction.

Analysis of complaints codes as measured against customer complaints Review of supervisory inspection log with the issue identified as an issue for

certain staff members or teams

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C.3.3 KPI 4 - Site Inspections Our resourcing proposals have taken into account the requirement to perform inspection work. This will enable us to meet our proposed target of inspecting 10% of randomly selected sites each month. As inspectors become more familiar with the processes we believe this will lead to an increase in volumes over subsequent years assisted by our intention to train additional staff to carry out such inspections over time.

C.3.4 KPI 5 - Inspection Audits Ideally the results found on accompanied and unaccompanied inspections would be identical, but we welcome the Council’s acknowledgement that there will always be some differences. We believe 5% is a high standard which we will work to achieve and that as our inspectors work with Council staff over time that expectations will become aligned and that the difference will gradually decrease.

C.3.5 KPI 6 - Graves and Funerals Grave preparation is such a sensitive area that it is essential that it is completed correctly every time. The systems we operate for this process are such that arrangements are checked and re-checked for every burial which will enable us to continue to achieve 100% accuracy in these preparations.

C.3.6 Additional KPI’s Serco would welcome the opportunity to jointly agree those additional KPI’s of importance to the council. We envisage that Health & Safety audits, fleet audits and subcontractor audit could form additional kpis.

C.4 Managing to Continuously Improve Performance Specification compliance and managing KPI performance is just one way Serco will manage and continuously improve the performance of contract and the services we provide. We will develop an annual contract development plan drawing on a range of business, contract, staff, customer and safety measures to continuously improve the way we operate. The core KPI schedule will be supplemented with a number of other business and performance management tools to support continuous improvement in safety, compliance, public satisfaction, efficiency and staff engagement. These will include:

The results of the quarterly customer satisfaction tracker survey and specifically where these surveys invite defects and grot-spots and potential improvements. Social media feeds will also be included.

Customer complaint logs. The results of the annual staff viewpoint survey which directly feeds the annual

staff engagement plan together with inputs for our staff suggestion and improvements schemes.

The results of Serco’s customer advocacy programme which elicits feedback from both junior and senior officers at the Council.

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Projects arising from regular partnership boards including services changes, enhancements and developments.

The results of safety audits, accidents and incident reports and from any employee red-card events on a monthly basis.

Sickness and attendance records including return to work interview notes and any accident related records.

In addition we believe the following proposals will contribute to contract improvement:

Our fully integrated street cleansing and grounds maintenance team will undertake central reservation cleansing and landscaping on a 3 week cycle.

Identify a suitable roundabout for investment and transformation via annual sponsorship by Serco.

Serco will ensure hedges and shrub beds are not too high or overgrown and will report any incidences of unsuitable plants that may hinder accessibility to ensure that we can encourage use and participation of the open spaces.

Identify additional areas for highway bulb planting once current displays are fully understood.

Provide reports of safety related incidents requiring urgent tree works whilst undertaking activities in woodland areas.

Progressive plan to inspect and maintain shrub beds and a process of identifying locations where current shrubs are not suitable for the locations and areas where further replanting is required.

Work with the Council at Crownhill Crematorium to obtain Green Flag status or ICCM Cemetery of the Year.

Invest in and develop in a new storage and recycling facility at Crownhill Crematorium.

Continue to provide support and sponsorship to Britain in Bloom

Provision of Electric Vehicle for Central

Milton Keynes.

Identification and planting of areas of the central reservation and other highway verge areas with wild flowers - Banks of wildflowers help bees, currently suffering due to climate and loss of habitat, as well as adding a splash of colour to motorists. Motorists driving into MK and along the Grid roads would notice the wildflowers blooming in the approach to the town centre.

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We will also provide a “sourcing local” commitment which means all materials and equipment expenditure outside of Serco’s national agreements will be placed with local suppliers and service providers from in and around the local area directly benefiting local businesses and the local economy.

We believe there is also scope to support and enable greater Community Group

activity through the provision of basic day to day support in the form of loans of tools, equipment and support to clean up and maintain neighbourhood open spaces. Our proposed Milton Keynes Community Neighbourhood Action Trust will consist of 100 ring fenced staff hours each year dedicated to helping Voluntary and Community organisations plan, organise, set up and clean-up community led makeovers and events.

Accompanying this is our Community tools and equipment loan scheme and technical support to those who wish to make-over their local area.

Serco will also invest £7K per annum to encourage local communities to take pride in their local neighbourhoods. This investment will support the ring fenced hours in the trust and will be used to work with existing and new Neighbourhood Community Action Groups to apply for funding opportunities, market community events and carry out estate improvement works with Serco.

Serco will also provide a take on and maintain pledge. This means that we will take on and maintain any community led renovations and or makeovers for the contract period without adjustment to our tendered sum.

Additionally, we will make available a ring fenced sponsorship fund of £3K per annum.

Our National Landscape Development Manager is experienced in managing local volunteer events, and can offer assistance and advice. This is a similar initiative we have introduced in our grounds maintenance contracts at the London Borough of Newham and Canterbury. The assistance is flexible and takes several forms in order to encourage, foster and develop community interest in their local open spaces.

One of the new areas we wish to develop is our social media management services at Milton Keynes. We would like develop a dedicated social media site to promote and support community led events and activities. Serco would provide a management and moderation role to ensure that the content is legal, decent and in keeping with our inclusive aims and that all posts, comments and complaints are dealt with in a timely and professional fashion.

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C.5 External Accreditations & Measures of Performance Serco’s continuous improvement model will be supported by independently verified service quality inspections designed to build quality into the day to day service delivery and to provide audit and accountability.

Serco will accredit the Milton Keynes Landscape Maintenance contract to the following external measures of excellence within the first 12months of contract commencement:

Serco will include the contract within the scope of our ISO9002, ISO14000, ISO18000 accreditations.

Serco will include the contract within the scope of our existing Carbon Trust

certification.

The contract will be brought within the scope of our Investors in People accreditation.

Serco maintains important corporate membership of industry bodies including British Institute of Landscape Industries (Bali), Institute of Cemeteries and Crematoria Management (ICCM) and the Institute of Groundsmanship (Iog).

We will utilise our links with these bodies to ensure our management and maintenance approach reflects evolving industry best practice.

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Method Statement D. Contract Monitoring and Quality Control

D.1 Quality Management Serco will have in place an accredited quality management system (QMS). The system monitors and evaluates performance, benchmarks against set standards, produces management information and identifies service areas that could be improved. The third party assessment made by an accredited body and the processes, controls and resources required by BSEN ISO 9001 will serve as a base for maintaining the QMS for the Contract.

D.2 Monitoring to Improve Performance Serco has well developed management systems in place which seek to ensure service issues are identified early and addressed with individual staff members or teams that are not following our own best practice standards and processes. All staff receive work based instruction on Serco best operating practice which deals with key areas of the tasks undertaken. We propose to monitor repeated failures by compiling failure figures by teams on a monthly basis. This would allow for effective management of the teams allowing poor performing individuals to be identified and rectified through the appropriate disciplinary channels. Each month every contract has a formal contract review. Within the review a wide range of business metrics and performance statistics are analysed and where standards or persistent service issues are identified is captured within the annual improvement plan as an amended item. In relation to incidents and interaction with customers this would be identified as an issue through the formal review of the following information:

Analysis of customer satisfaction tracker and in particular reasons for dissatisfaction.

Analysis of complaints codes as measured against customer complaints Review of supervisory inspection log with the issue identified as an issue for

certain staff members or teams Engagement feedback through the senior client team via our regular customer

advocacy surveys or who may have identified an issue through either direct observation of through the Councils’ own customer contact centres.

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D.3.4 On-line Operational Data Accessibility Serco will ensure that all worksheets, whether raised by the Call Centre Staff or by the Serco teams, are assigned and actioned. Any updates and job request closure details will be input into the system and the Contact Centre will have visibility of their progress in real time. The system configuration in relation to Worksheets for the different jobs and activities will enable a complete suite of reports and statistics to be produced in support of the contract operational performance. All service vehicles will have CMS In-Cab tracking installed enabling their location and progress to be tracked in real time.

D.3.5 Authority Data Access Serco will provide additional StreetSmart user licences for the Council’s new users together with training in the use of the application, generation of reports and downloading of data. The Contact Centre will have direct access to StreetsmartTM via their desktop, by entering the application URL into their web browser. The staff will have visibility of all the calls logged, and their progress together with management information and reports. Data viewed can be downloaded into excel, or printed out by selecting one of the various management and operational reports.

D.3.6 Management Reporting, KPIs and KOTs Serco’s StreetSmart TM will be the primary tool in monitoring and reporting of Service Performance. A full suite of 30+ standard reports are available including Operational Reports for staff deployment and Management Reporting covering contractual and company KPIs. The KPIs and sub criteria will be developed as detailed in Schedule 19 – Sub-section 3b Appendix 2: Additional reports will be created to meet the specific requirements of the contract or as requested by the Authorising Officer. These will include information required in support of the monthly contract review meetings:

Results and analysis of contract monitoring (section 1.13)

Details of work carried out in the previous month Sites where it was either not possible or not necessary to complete the Services in

accordance with the programme of work including the reason why Any damage to property, premises, Highway (street) or park furniture, structures

etc. and description of the damage and how it was caused

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Any Vehicle, Mechanical Plant and Equipment breakdown or operational staff issues that impacted on Service delivery

Details of any incidents, claims and Alleged Service Failures All the key data in StreetSmart TM (such as locations, work orders etc.) is shown in the form of a scan view. The scan views are basically lists of data and these are easily formatted to include any data fields that are within any of the tables that are being viewed. Once in a scan view form, this information is extremely easy to manipulate and search. Every data field has the ability to sort and search by the user and this data can then be exported by the user for further analysis if required.

D.4 Quarterly Customer Satisfaction Survey Serco already track customer satisfaction at Milton Keynes and across the full range of contracts we operate as part of our quarterly Citizen first TM public consultation programme. We actively benchmark public satisfaction across each service area across our contracts through a ‘dynamic reporting tool’, using peer assessment and review to establish contract improvement targets and sharing best practice through regular quarterly workshops. We will include the Landscape Maintenance within the scope of our existing public consultation survey at Milton Keynes.

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D.5 Sports Pitch Survey Serco will carry out an annual survey of sports users to review its performance and seek to improve service delivery for the sports users. This will be shared with the Council, sports club and league representative to identify how we can meet customer’s expectations. The Sports Pitch Survey will gather views of the sports teams and individuals of what they felt of the current standards, what was good and bad, any ideas for improvement.

D.6 Network of Community Champions Serco will create a team of Community Champions who will be additional ‘eyes and ears’ on the ground.

Our experience of providing street cleansing services and grounds maintenance is such that there is currently a great reliance on officers and staff to identify environmental issues and defects. Limited resources on the ground and a lack of local knowledge are currently hampering efforts to identify and clear environmental defects.

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Thus, Serco has found that local people as the key users of local streets and open spaces are almost always best placed to know where the environmental grot spots are and many are keen to play a role in helping to keep the environment clean and litter free. We supply them Smart Phone technology to report incidents and photographs directly. We will meet as a partnering group with the council to support their development and community engagement.

D.7 Listening to Milton Keynes Officers & Members Serco works hard to ensure that we listen, lean and respond to our Council clients through Serco customer advocacy programme which is conducted every 6 months and uses the Fred Reichheld, Bain & Company, net promoter score to assess client perception, the strength of relationships and the customer loyalty we enjoy. We will include senior officers and members with a stake and involvement with the Landscape Maintenance contract within the scope of the programme and provide a commitment to be responsive to the feedback we receive and promptly address any shortfalls or concerns.

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Method Statement E. Complaints and Rectification

E.1 Putting the Customer First Serco is first and foremost a service company and its unique values and culture are orientated around a philosophy of putting the customer first. This is emphasized in our corporate values, mission statements and the way we train, motivate and reward our staff. In terms of establishing a customer service culture for the contract:

Staff are inducted in the company values and customer service modules and regular tool box talks and refresher training programmes are provided.

Staff recognition and reward schemes exist to recognise and celebrate staff that live the Serco values of innovation, impact, inspirational leadership and commitment and who have provided great service to our customers

Staff communications on notice board and in team meetings and emphasise Serco’s customer satisfaction/care scores

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E.2 Our Service Pledge Serco has developed its Service Pledge which details the high standards of service you can expect to receive as a valuable customer of Serco and specifically communications, service quality, reliability and complaints (putting things right when things go wrong). We will publish our service promise to Milton Keynes residents, community groups, sports clubs, members, parish councils and other interested stakeholders. We will regularly promote our annual maintenance plan, points of contact and ways to get in touch across a number of different communications channels.

E.3 Customer Complaints and Policy Serco are committed to providing a high quality and responsive service to the local community and to deal with any customer complaints in a timely and professional manner. We will ensure that complaints can be made through a number of different access channels providing flexibility and choice to Milton Keynes residents. Our staff are provided with customer care training and instructed how to deal with the public and their complaints or concerns in a caring and empathetic manner. Where Serco staff receive complaints during the course of providing their daily duties, customers will be asked to present their complaint to our service helpdesk through any one of a number of methods including but not limited to telephone call, face to face, email or letter.

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In all cases where a complaint is received, this will be logged and referred to the local supervisor. In accordance with our Service Pledge and Customer Service Standards the customer will be regularly updated throughout the course of their complaint and provided with details of the outcome and steps taken to resolve the issue. If an enquirer is not satisfied with the response the matter will be referred to the Authority’s Complaints procedure. Serco have noted and are keen to undertake joint inspections of areas where there has been a Complaint. Serco have established a number of customer service targets and standards for the service which we believe will provide both an efficient and responsive service to Council officers and to service users. Serco are mindful of the Councils’ own procedures and standards for handling customer complaints and therefore in the interests of simplicity would be happy to modify our own arrangements to fall into line with wider corporate standards within the Council.

Serco - Customer Service Standards To answer the telephone within three rings

To respond to written, email, social media or web based complaints within 24hrs

To update each customer of the progress of their complaint every 2 working days

To respond to letters within 2 working days

To resolve 90% of complaints within 30 days

Toolbox talks are used for customer care communications which are delivered to all staff by line managers and signed for by employees to say that they agree to work to the standards indicted within the toolbox talk. Operational and Non-Operational complaints are a KPI within the contract and as such Serco will target and deliver year on year reductions in Customer Complaints across the service as detailed within method statement E. A copy of our complaints procedure is included as a separate attachment.

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E.4 Recognition and Reward Residents and fellow team members will be invited to nominate staff that have provided outstanding customer service or gone the extra mile. Staff that demonstrate excellence in customer care will be rewarded through one of our recognition schemes such as employee of the month or Serco ‘Pulse’ awards which recognise staff that live the Serco values. Additionally Serco will implement a group staff incentive scheme linked to customer satisfaction as measured through our quarterly resident surveys. This will both incentives and reward all staff members to work as a team in order to deliver the highest standards of customer service and customer care.

E.5 Reporting, Monitoring and Managing Incidents

To avoid duplication please see Method Statement D. Contract Monitoring and Quality Control Section D2.

E.6 Interface with Milton Keynes Systems Serco will ensure that all worksheets, whether raised by the Call Centre Staff on the Microsoft Dynamics CRM or by the Serco teams, are assigned and actioned. Any updates and job request closure details will be input into the system and the Contact Centre will have visibility of their progress in real time. The system configuration in relation to Worksheets for the different jobs and activities will enable a complete suite of reports and statistics to be produced in support of the contract operational performance KPIs. All service vehicles will have CMS In-Cab tracking installed enabling their location and progress to be tracked in real time. Serco will provide additional StreetSmart user licences for the Council’s new users together with both initial and refresher training in the use of the application, generation of reports and downloading of data. The Contact Centre will have direct access to StreetSmart TM via their desktop, by entering the application URL into their web browser.

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Obviously, this will not always be possible because of varying frequencies, but on some occasions the services we will be aligned. Alternatively, where it makes economical and improves safety, it will be introduced. An example of this is the cleansing and grass-cutting of central reservations. Serco will carry out this function together during the

growing season to provide a safe area of working. We currently have a safe system of work for signing, approved by the Council, and it makes sense to co-ordinate the activities while the procedure is in situ.

F.2 Summary of Vehicles, Plant and Equipment for Lot 8

Plant and Equipment Type Number

Vehicles ( Tippers, Crew cabs, 4x4) – excluding Supervision 21 Trailers (carrying mowers, compact tractors) 11 Tractors (large and compact models) 7 Gang-mower 1 Ride-on mowers (out-front, zero-turn, WAM) 20 Flail mowers (side-arm and rear models 8 Tractor mounted (sports and rear rotary mowers) 10 Pedestrian Equipment (mowers, fine-turf, strimmers, etc) 113 Wood-chippers 6 Excavator (Grave-Digger) 1

F.3 Material suppliers

Materials

Type Supplier

Bedding Material Freshacres Nursey Limited, Arundel, West Sussex Trees and Shrubs Amethyst Horticulture, Lynsted, Kent Tree Support materials Toms Tree Supplies, Ashford, Kent Line Marking Paint Rigby Taylor Limited, Camberley, Surrey Top Dressings Fertilisers Grass Seed Chemicals Herbicides Sports Paint Sand Dressing Aggregate Industries, Leighton Buzzard, Beds.

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Materials

Type Supplier

Redgra/Clay Bourne Amenity, Kent PPE and clothing Arco Limited, Hull Consumables and Hand Tools Groundsman Tools, Shepshed, Leic.

F.4 Approved Suppliers and Delivery Arrangements All purchases for the contract are undertaken using a network of approved suppliers who have achieved approved supplier status having undergone the relevant checks carried out via our procurement and purchasing team coupled with the Environmental services team’s own knowledge and experience of plant and equipment requirements for the sector.

Serco will comply with BS4428:1989, BS7370-4: 1993, BS3936-1/2/7/9, BS3882:1994 and CPSE Handling and Establishing Landscape Plants 1995, and the EU Plant Health Regulations.

Serco will procure nursery stock to these standards, obtaining quotations to secure the most competitive prices. Nursery Inspections taken by both parties to ensure that the quality of stock meets these standards.

All deliveries will be inspected to ensure quality, identification and packaging. Root-balled and container grown plants should be packed in trays and flatpacks in recommended bundle numbers. Individual or plant bundle of one species of plants shall be labelled with a securely attached, durable label. Bare root plants will be root-wrapped in porous material and heeled-in or plunged into moisture retentive material, such as a 50/50 mixture of coarse sand and compost.

Container grown and root-balled plants shall be well watered before transportation to the planting site. The roots of bare-root stock shall be placed directly into black polythene bags to prevent drying-out and protection.

Bedding plants are delivered in accordance with bed requirements so they can be easily checked, and we carry out regular visits to all our approved nurseries.

In respect of several of the other suppliers, we have National Agreements in place, such as Rigby Taylor and Arco, so the quality of the products is assured within the agreed contract documents.

However, all materials are checked on delivery against the order and delivery note by the management team and any discrepancies are raised or sub-standard quality collected by the supplier.

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F.5 Disposal Arrangements All green waste where applicable will be re-used on the contract:

Hedge, shrub and tree brash will be chipped and used as mulch

Core wood will be taken to a biomass facility for fuel

Grass and leaves in the cemeteries or collected from conservation grass will allowed to be composted for re-use

Old flowers removed form graves will be recycled as green waste (we will introduce specific wheel bins in the cemeteries for flowers). All other waste will be collected and taken to the MERF in Old Wolverton for recycling. Any residual waste remaing, will be collected and taken to the FCC site at Newton Longcliffe.

Excess soil within the cemeteries from grave-digging will be used for levelling graves and any excess will be removed to an approved disposal facility

Excess green waste will be taken to our partners, Frosts Landscapes, registered Recycling centre in Woburn Sands

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Method Statement G. Staffing Policies

G.1 Serco - Employer of Choice Committed employees are crucial to the consistent delivery of a high quality, customer focused and responsive services and are a major factor in maintaining the confidence of customers and service users. That’s why we are committed to communicating with, supporting and developing everyone who works at Serco. Serco’s commitment to people is articulated within our policy documents. The policies have been developed in line with Serco’s values and within the framework of existing legislation. The business has established a Commitment Charter which demonstrates our Commitment to our Customers and our People. The charter embodies our key business commitments in terms of health and safety, people development, customer care, environment, communities and social responsibility.

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We recognise and reward good individual and staff performance and achievement through a number of recognition and rewards schemes including Employee of the Month/Serco Pulse awards and through staff incentives schemes linked to key contract KPIs such as public satisfaction.

G.2 TUPE The change experienced during transfer inevitably brings uncertainty for staff to a greater or lesser degree. However, we are certain that our provision of: clear, sensitive yet authoritative leadership; effective and appropriate support; development opportunities; and planned change activities provides certainty for the future and engenders confidence in the capacity for change. At Milton Keynes we will seek to communicate well and transfer the existing DSO team and other incumbent contractors in a way that engages and involves them in the transfer process and is fully transparent. Serco has well developed processes for effectively engaging and communicating with the workforce in the period leading up to the transfer process and during the transfer of operations to Serco. Key to our approach is to engage and communicate with staff and their representatives at the earliest possible opportunity and to establish lines of communication and a dialogue of the transfer process and the service changes that are likely to take place. The range of communication methods that Serco will use to ensure that every employee is informed, reassured and remains positive include:

Regular programme of meetings with staff representatives

Staff One to Ones during the pre-transfer period. Staff Evening Welcome Event Staff Newsletters providing information and

explaining how the implementation and transfer process is progressing;

Pre-Go Live Induction, before transfer, uniform hand over, induction to new vehicles and routes, arrangements for service commencement.

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G.3 Investment in Training and Skills & Motivating our People Serco is committed to equipping its staff with the skills, knowledge and experience to both enhance their careers within the company to deliver services in accordance with established Serco and industry best operating practice, in compliance with all safety and environmental legislation and in a way that delivers the best possible experience for our customers. An accredited investor in people we will seek to equip front line staff and the supervisory and management team with the skills and qualifications necessary to deliver the highest standards of horticultural maintenance and in accordance with established best practice.

Staff training plans will be developed for staff, and personal development plans for those seeking career development.

G.3.1 Training - Induction All staff will receive induction training to introduce them to Serco and their working environment. This will cover:

Business Vision, Values, Governing Principles and Objectives. The Management Philosophy / Staff Charter. Problem Solving at Work Flexibility. Quality and Customer Service. Standards and Rules. Equal Opportunities. Employee Relations Policy and Procedures. Commitments and approach to environmental management

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G.3.4 NPTC/BTEC Level 2 Diploma in Horticulture All service delivery and technical staff not qualified will be offered access to the NPTC / Btec Level 2 (QCF) horticulture. This one year course is designed to give Level 2 knowledge and the opportunity to acquire the practical skills in horticulture and apply these to real work situations.

G.3.5 Lantra Trainer Serco will also ensure that one member of staff on the contract is trained to Lantra trainer to provide in-house training capability within the contract.

G.3.6 Arboriculture It is essential to ensure that our staff has the correct skills to carry out arboricutural operations. All personnel shall be trained, competent and experienced.to the task to which they are delegated. The minimum competencies for all staff undertaking arboricultural works shall be the National Proficiency Training Council (NPTC) Certificate of Competence. Staff carrying out any arboricultural task shall be trained and certificated at least to the standard of the relevant module within the NPTC scheme regardless of whether the module is classified as Mandatory or Optional within the NPTC scheme. At least one person working on the ground in any arboricultural team shall be compotent skilled and experienced in performing an aerial rescue as detailed in the AFAG No.402 and trained to the standard of NPTC CS38. They must have abilities in insect, decay and disease recognition, and knowledge of legislation of trees and hedges. Staff will also be experienced in tree species identification and have knowledge of modern, safe and proper climbing, rigging, pruning and felling techniques. They must have the ability to work from a MEWP and a crane and hold a First Aid qualification. Within the teams, at least one arborist must hold the Arboricultural Associations Technician’s Certificate, Lantra Awards standard or the Professional Tree Inspection Certificate or equivalent to carry out tree surveys. The Contract Manager would also a Technician’s Certificate as well as an RFS / ISA Certificate of Arboriculture. We would expect the staff to hold the following qualifications:

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Qualifications NPTC Unit Description NPTC Unit Description

CS30 Maintenance of Chainsaw and On-site preparation

CS40 Carry out pruning operations

CS31/32/33 Fell small, med, large trees CS41 Undertake sectional felling CS34 Process ind. windblow

trees CS42 Stump protection

CS36 Crosscut and stack procedure

CS44 Fell standard tree

CS38 Climb trees and perform aerial rescue

CS45 Arboricultural Groundworker

CS 39 / CS 47

Operate chainsaw from a rope/harness / from a MEWP

CS46 Re-pollarding

Generally, NPTC 30, 31, 32, 33, 34, 38, 39, 40, and 41 are essential but within the workforce the additional qualifications are desirable. An NPTC PA1 and PA6 Pesticide qualification will also be necessary within a team. In addition, a street work signing, lighting, guarding and reinstatement ticket will be required, such as the Safety at Street Works. Staff will also be required to hold the NPTC level 2 Certificate of Competence in Manually Fed Wood Chipper Operations.

G.3.7 Burial Services Burial related operations will be undertaken in accordance with the Institute of Cemeteries and Crematoria Management (ICCM) Code of Working Practice. Operatives partaking in these duties will be trained to the ICCM Cemeteries Operatives Training Scheme (COTS) in health and safety and burial procedures. The cemeteries supervisor will be trained to the ICCM Manager’s Awareness and machine operators to ICCM Excavator Operation. During the course of the contract other operatives will have ICCM Advanced Ground Support training.

G.3.7.1 COTS Training

The chargehand will hold a minimum COTS 3 and all full-time staff will hold COTS 1 & 2 levels and grave preparation staff COTS Chargehand/Sexton certificate. Refresher training will also be provided.

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G.3.8 Customer Service Training Customer Care training is provided as part of the induction process to all staff both for new starters and those transferring under TUPE. All customer service and administration staff will be offered access to the NVQ 2/3 in Customer Care and Business Administration.

G.3.9 Leadership/Manager Development in Serco Leadership and employee engagement are core job outcomes for any management role and our performance management processes are clearly linked with the leadership model Motives & Values, Capacity, Skills, Knowledge & Experience. Serco’s leadership model establishes the attitudes, competencies and behaviours desired of Serco leaders as we seek to attract and develop the best talent.

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The model is supported by our Leadership and Management Foundation programmes which now has CMI Level 3 Award accreditation. All supervisors will join Serco’s supervisor development programme (Great People Practice) and be encouraged to undertake one of Serco’s Supervisor NVQ pathways to at least Level 2/3.

G.4 Staff Code of Conduct All employees will be given a full briefing in relation to our “Our Code of Conduct” together with a copy of the accompanying handbook. The purpose of the Code of Conduct is to help build understanding of what the employee can expect of Serco as the employer and what Serco expects from the employee. A copy of the code of conduct is included as a separate attachment.

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G.5 Personal Protective Equipment, Uniforms and Identity Cards All Serco staff will be required to wear full staff uniform and understand that their work wear including identification is necessary to present a professional image at all times, for their own visibility and safety and to enable the public to easily identify them where they are in need of help or assistance. Serco will equip staff with all of the appropriate PPE necessary to perform the designated tasks in a safe manner and this will include: Steel toe capped and sole plated safety boots, Ballistic trousers, Hi-Viz vests and jackets, Wet weather clothing, Safety Gloves (full range), Safety helmets, Safety goggles and ear defenders. All Serco staff employed on this contract will be issued with Identity cards which will include current photograph, Serco logo, name, business address and telephone number.

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H&S Behaviours

By empowering our staff to take decisions (every member of staff has the right to ‘Push the Stop Button’ if they feel that their working environment is unsafe).

Through Training and Workforce Consultation.

By example - our managers are expected to ‘Walk the Talk’ and give praise and encouragement for positive behaviour.

By correcting inappropriate behaviour – through understanding the reasons for it, providing training and encouragement as required and (as a last resort) instituting disciplinary action.

Method Statement H. Health, Safety and Welfare

H.1 Introduction to H&S Welfare Plan Delivering our services in a safe and responsible manner is not just an objective for Serco; it is a core value that we regard as fundamental to the achievement of our corporate goals and we are fully committed to injuring less people, less seriously and less frequently.

H.2 Responsibility and Resources to Deliver H&S The Health & Safety expertise provided by Serco to our contract managers comes in the form of the Safety, Risk & Compliance Department. This function has been formed to provide expert support to all Serco contracts and is standalone from operations to ensure that the same procedures and are implemented across the Group. Jason Fretwell is responsible for all Health & Safety policy and procedure within Local Direct & Transport. Jason is a Chartered Member of IOSH and has over 10 years experience of working within the Environmental Services industry. At a local level all supervisors will be trained to IOSH managing safely level and all Health & Safety committee representatives will receive the IOSH working safely. Designated trainers will also be sources from the contract staff list to provide manual handling training and reversing assistant training, this training will enable them to become approved trainers and is delivered by RoSPA. Serco’s management philosophy is designed to promote and reward the correct behaviours: -

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H.2.1 Responsibilities The Contract Manager will assume overall responsibility for managing health & safety within the contract:

The Contract Manager will be supported by the contract supervisors who will advise on health & safety, monitor accidents and incidents and assist in the implementation new ideas and initiatives.

H.3 Content of H&S reports Serco will provide a quarterly health & safety report which will contain comprehensive reactive and pro-active performance information and which will demonstrate that Serco is compliant with regulatory, Customer and Serco Health and Safety requirements and is continually improving its Health and Safety performance. We would usually provide an extended report at the end of each year which would detail performance during the year and set out the aims and improvement objectives for the coming year. Examples of the kind of information the report would include are detailed overleaf;

Contract Manager Responsibilities

Ensure that our health & safety management system is installed within the contract.

Ensure that risk assessments are carried out (and reviewed) as necessary and that safe working methods are implemented, maintained and reviewed.

Ensure that all significant risks to health & safety will be effectively managed and whenever possible reduced to a predetermined acceptable level.

Ensure that posters, notices and instructions relating to Health & Safety are positioned with suitable prominence to draw attention to dangers and provide advice on actions required in an emergency.

Ensure that adequate first aid kits and facilities are provided and that a proportion of staff are trained in first aid, according to the first aid assessment of need.

Record and report all injuries and dangerous occurrences and ensure that investigations of accidents or incidents are made as necessary.

Provide free to our employees the personal protective equipment necessary to work safely.

Ensure that all staff receive adequate health & safety training and are only allocated tasks commensurate with their skills.

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It is always our policy to produce reports which are both informative and easy to read. Please see and example H&S report from our Sandwell Environmental Services contract overleaf

Re - active and Pro- active Information

Reactive Information Pro-active information

Accident Statistics e.g. RIDDOR Reportable Incident Rate, Accident Frequency Rate, Lost time Injury Rate, Days Lost due to Injury etc.

A summary of near miss and minor injury events.

The results of investigations into

accidents/incidents and occupational health interventions.

The results of investigations into complaints/issues involving members of the public.

Any trends identified and

comparisons to Health and Safety Executive (HSE) benchmark figures for the industry.

A summary of findings and actions arising from workplace inspections.

Progress against completion of the agreed audit schedule, findings of audits, progress against completion of corrective actions. Joint audit activity.

Findings of any 2nd and 3rd party

audits/reviews e.g. customer, Bureau Veritas/LRQA/BSI, HSE, VOSA, Fire & Rescue Service.

The status of the H&S training

programme.

Proposed amendments to management procedures in light of forthcoming changes in legislation and/or customer requirements.

Details of any Safety Alerts/Bulletins

issued. Example in H.3.1

The status of Health and Safety improvement initiatives eg targeted training, introduction of new safety equipment, process improvements, risk reduction measures.

Key outputs from H&S Committee

Meetings.

Results of Safety Culture Surveys

Results of emergency/business continuity exercises.

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Accident Type NumberSlips, Trips & Falls 11Manual Handling 2Cuts 1Near Misses 2

Event TypeReport Number Event Date Event Details

Property/Plant/Equipment/Vehicle Damage 298229 03/01/2013 Mark Hill Driving down Upper Church Lane when third party pulled out of junction of Lichfield St and hit the rear of Marks Vehicle

Personal Injury Accident 298324 04/01/2013 stacking of a monitor in crt container when the base came off hitting my left eye.

Illness Event 299018 16/01/2013 Kelvin Hubbard reported that whilst driving a replacement vehicle (BU54 TKT) he felt his back starting to hurt at the end of the round. Kelvin came to work today but reported that he was unable to carryout his normal driving duties due to his Bad Back & a pain in his groin area of his left leg.

Personal Injury Accident 299043 15/01/2013 Ip was litter picking along pedestrian footpath when he slipped over and landed on his elbow. Ip carried on working for the rest of the 15th Jan and 16th Jan but on the evening of 16th Jan went to the hospital as his elbow was not getting any better. An x-ray confirmed that he has fractured his elbow. His GP has advised that he wear a sling and rest for 4 weeks at least.

Property/Plant/Equipment/Vehicle Damage 299137 18/01/2013 Due to snow and Ice Conditions third party vehicle slid into our vehicle. A lorry two spaces in front of our vehicle stopped and a virgin media van went to ovetake. Because a car was coming the other way the Virgin Van had to reverse and it slid into our vehicle. Third Party Got out iof Van had a quick look at both vans and then drove off without exchanging details. Third party vehicle Virgin Media van YE11SVJ

Personal Injury Accident 299142 18/01/2013 A lorry was stuck in the service yard due to snow on the ground. The operative was helping to grit ,by the lorry to enable it to move. He slipped on the snow lying on the ground.

Personal Injury Accident 299351 08/01/2013 IP was collecting xmas trees when he tripped over branches and fell in road at the rear of the vehicle, IP thought that he was ok and came to work the next day, then began experiencing discomfort and attended hospital

Personal Injury Accident 299352 15/01/2013 IP pulled down visor in vehicle and it kept rolling back up, pulled it more firmly in the centre of the visor and cut finger on frame of visor, 3rd finger left hand

Personal Injury Accident 299354 17/01/2013 back pain from using different vehicle and issue with seat?? bu54tkt

Personal Injury Accident 299398 22/01/2013 slipped on ice whilst carry out his duties pulling a MDR bin towards the vehicle

Personal Injury Accident 299402 21/01/2013 pulled and strained his side whilst pulling bin in snowProperty/Plant/Equipment/Vehicle Damage 299403 07/01/2013 caught food lid of vehicle on lid of containerProperty/Plant/Equipment/Vehicle Damage 299408 15/01/2013 was stationary at above location waiting for loaders that was

walking to front of truck inpatent driver to my rear went around me to over take and clip the back of truck because the road was narrow

Personal Injury Accident 299409 18/01/2013 I Dave Corbett, whilst working on a Trade Waste Container round, i went to move the container, as i did this i lost my footing on the slippery surface, i fell to the floor, in doing this i hurt (bruised) my ribs.

Date Range - 01/01/2013 to 31/01/2013

Accident TypeDivision - <All>Location Status - <All Locations/Contracts>Business Unit - <All>Location/Contract - SandwellLocation Grouping - <All>

79%

14%

7%

Slips, Trips & Falls

Manual Handling

Cuts

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Personal Injury Accident 299415 22/01/2013 Exited vehicle unable to see kerb due to heavy snow conditions slipped on kerb

Near Miss 299679 25/01/2013 Double Parking In Sidaway Street Every Friday, Restricting Access

Personal Injury Accident 299724 24/01/2013 ice and snow was covering the road and footway and IP could not see clearly where edge of kerb was, ankle twisted

Personal Injury Accident 299725 25/01/2013 IP was by own car and slipped on ice which twisted his lower back, causing pain and discomfort, advised to rest for a while, then stated was ok for normal duties, was later relieved from his round, then went to hospital

Personal Injury Accident 299740 26/01/2013 Whilst attempting to cross road on priest st, old hill operative slipped on black ice, fell and banged back of head causing a cut/graze to back of head.

Personal Injury Accident 299837 21/01/2013 While pulling out bin to put on the back of vehicle, i slipped on ice & snow, hurting my back

Personal Injury Accident 299838 27/01/2013 closing gates at end of shift and the wind blew very strong gust and trying to hold them to close jarred my back

Near Miss 299989 30/01/2013 C.R.T signage above I.S.O container blew off,due to high winds ,just missing M.O.P

Property/Plant/Equipment/Vehicle Damage 300095 31/01/2013 Whilst lowering hopper body back into working position after tipping off leaves ready to wash off a noise was heard.(The mechanism for lowering the body is located and operated from inside the cab of the vehicle). It is almost impossible to watch the body lower into postion whlst operating the mechanism. The hopper had caught on one of the small inspection doors breaking the hinges on the Glass Fibre door.

Property/Plant/Equipment/Vehicle Damage 300197 23/01/2013 vehicle was parked in depot overnight, received call from fire service relating to vehicle on fire, attended and fire was extinguished, causing major damage, fire crew suspected an electrical fire from hand wash unit

Property/Plant/Equipment/Vehicle Damage 300199 23/01/2013 fire with YFG caused ancillary damage to VA11ESV, looked mainly cosmetic, was parked next to YFG

fire ref no 2757

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H.3.1 Example Safety bulletin

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H.4 Example Risk Assessments Example risk assessments have been included as separate attachments. Please see Serco have an extensive catalogue or risk assessments related to grounds activities should Milton Keynes require further examples.

H.5 H&S System and Accreditation Review The Serco Management System (SMS) is audited once a year by BSi to ensure compliance against our OHSAS 18001 standard to include all contracts currently managed by Serco. These are audited over a three year period to monitor and review the compliance against the SMS.

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When all of these actions are completed and the SMS has been embedded, the Milton Keynes Grounds maintenance contract will be included in the next round of audits; once the audit has been completed and a satisfactory report is received the contract will be included into the audit schedule and become part of the Divisional registration to OHSAS 18001. This process normally takes around 12 months to achieve. In developing our systems, we also use BS 8800 : 1996 (Guide to Occupational Health and Safety Management Systems) as the basis for SMS and therefore structured our approach to achieve a successful system as follows:

Continuous H&S Commitments

Make a commitment to continual improvement through the development of annual objectives.

Establish and maintain a management programme to achieve objectives and set time-scales.

Ensure communication of individual occupational health and safety obligations.

Plan all activities to ensure risks are minimised.

Communicate relevant procedures and requirements to suppliers and contractors.

Internally audit the contract within two months of commencement to benchmark and determine priorities. Contract will then be audited again within 6 months to ensure improvements. Internal of audits of the contracts are then completed on an annual basis.

Ensure that the SMS is embedded into the contract and that key areas are sufficiently resourced e.g. Competencies, Occupational Safety, Health Surveillance.

Ensure all personnel are competent to perform tasks that may impact on health and safety in the workplace.

Investigate and take action to mitigate any consequences arising from accidents, incidents or non-conformities.

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H.6 Competence and innovation We provide the following certified training certified by the Institute of Occupational Safety and Health & the British Safety Council.

NEBOSH General Certificate for contract safety representative. Health and Safety Representatives IOSH managing safely or BSC Supervising

Safely (3 day certified course).

Induction training is mandatory for all staff. The Health, Safety & Environmental Management induction training programmes arranged by operating companies for all staff members (including temporary or contract staff) is an excellent opportunity for a second assessment of the skill of the person joining or transferring within the Company (this includes staff who have been promoted or whose duties and/or tasks have changed significantly). It is also an ideal opportunity to brief new staff members on the Company Health, Safety and Environmental Policy and how this will affect them both generally and specifically in terms of Work Instructions, Safety Instructions or Procedures. All staff will take part in regular refresher training that will encompass the health & safety requirements for the job they are undertaking. Update training will also be given to meet local requirements, changes in legislation etc, as often as is deemed necessary.

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H.7 H&S Challenges for this Contract

H.7.1 Traffic Management The majority of the work that we will be undertaking will be able to be carried out using the same control measures that are in place at present for out street cleansing operations. However there will need to be some alterations to ‘normal’ grass cutting, please see below,

Mowers and tractors will be fitted with high intensity LED light packs, this will enable us to comply with chapter 8 requirements by giving advance warning to other motorists, in conjunction with this we will need to use appropriate signage at the roadside.

Full orange uniform will be worn at all times (chapter 8 requirement) whilst on these roads

H.7.2 Disposal of Surplus Hazardous Products and Containers

H.7.2.1 Concentrated Formulations

These may be disposed of by a reputable disposal contractor or by the local authority. They must not be allowed to enter sewers or septic tanks or to pollute water and/or water courses.

H.7.2.2 Tank Washings

The drainage from tank washings will run into a soil soak-away or contained ready for disposal by a reputable hazardous waste disposal contractor.

H.7.2.3 Pesticide Containers

Empty pesticide containers will never be re-used. They will be cleaned according to the label instructions, punctured or crushed and stored in a secure pound if waiting for disposal. They will then be disposed of by a reputable hazardous waste disposal contractor.

Serco Direct Services Health and Safety Induction Course

Introduction to and explanation of the Health and Safety at Work Act 1974.

Serco’s Safety Policy.

Legal Obligations.

First Aid Provision, Names of First Aiders etc

Fire and Evacuation Procedures.

Employers & Employees’ Duties.

Hazards and Risks.

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H.7.2.4 Special Handling

Certain substances require special handling in their disposal e.g. Hydrogen cyanide gassing powders and Aluminium and Magnesium Phosphides. The following precautions will be taken:

Handle outdoors only Do not rinse Ensure empty, puncture and fill with earth Dispose of using a reputable disposal contractor

H.8 Serco Depot Safety Guidelines

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Method Statement I. Mobilisation Plan

I.1 Mobilisation Serco has well developed tools and processes which we use for the implementing new contracts. Serco use a system of Gateway reviews to ensure compliance to our management system which commences during the bid and until the service changes are completed and bedded in. The company has invested in Prince’2’ training and use Prince’2’ as the tool basis for our project management.

I.2 Critical Tasks and Responsibilities Priority .1 - Staff Transfer - Effective communication and engagement is critical to the success of this process. Early access to staff will be key to avoiding issues with workforce morale and potential industrial unrest and service disruption. Priority 2 – Integration of street cleansing and open spaces teams - A key objective will be to embed new integrated systems and methods of working. We will undertake a re-organisation of current operations, investment in mentoring and coaching and focus on raising the skills and performance levels of frontline staff.

I.3 The Proposed Mobilisation Team The contract mobilisation will be led by Mark Sturgeon. With the support of Tim Guile our Partnership Director Mark will transfer and integrate the Landscape Maintenance teams under TUPE and work to develop the strengths and capabilities of a larger and more capable combined team. Tim Guile and Mark Sturgeon, will pull in technical expertise from our landscapes business in the form of some of our best and most experienced landscaping specialists and project managers, such Roy Clark. Roy will lead the mobilisation phase and provide structured training and investment in the skills of the widened team, develop new maintenance schedules and design and implement the supervisory/quality systems to ensure that quality standards are consistently achieved. As well as leading the mobilisation phase Roy will maintain his support for Landscape Maintenance Contract throughout the contract period, providing standing-on call technical resource for Mark and his team and leading on the delivery of contract development activities.

I.4 TUPE Transfer Plan Serco has always embraced TUPE legislation and we have welcomed into our company the knowledge and experience of employees from other contractors in addition to those from the public sector. Serco has well developed processes for engaging and communicating with the workforce to ensure that every employee is informed, reassured and remains positive.

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We value the vital knowledge and experience of our people who assist in the design, organisation and day to day operation of our services. Indeed, there have been many occasions where our people have been involved in the process of implementing new contract start ups. Transferring contract staff and staff from our other contracts have been involved in many aspects of the mobilisation from operational activities such as route risk assessments and optimising route scheduling to utilising the valuable knowledge and experience that our operatives have of the contract areas. A regular programme of meetings will be planned immediately following contract award, during mobilisation and post mobilisation as we implement improvements to the services we will be providing. These will include:

Staff One to Ones and welcome event during the pre-transfer period; Staff Newsletters providing regular information; Pre-Go Live Induction, uniform hand over, new vehicles and routes.

As an example, a copy of the Sandwell pre-mobilisation communications pack is attached.

Following receipt of training records all current training skills will be assessed against legislative and contract specific requirements.

I.4.1 Engagement and Management of Sub-Contractors Serco have robust principles and processes for the selection, engagement and management of sub contractors. These will be fully applied to any subcontracts required from the start or during the contract period.

I.4.2 Engagement with the Incumbent Contractors Following contract award, we will schedule meetings with the Council and other current contractors to gain up to date TUPE information and outline the programme of transfer. We will also seek permission to conduct one-to-one TUPE interviews and provide TUPE briefings to transferring staff during the mobilisation period.

I.4.3 Preparation of Sites and Facilities Including Obtaining any Permits and Consents

Serco shall seek approval from the Council for any works proposed to be undertaken at the depot.

I.4.4 Provision of Plant and Equipment The deployment of vehicles, plant and equipment ready is a high priority task. The following tasks will be undertaken during the mobilisation period, establishment of provisional hire arrangements if required, insurance and taxation arrangements for all vehicles and source and install all relevant technology and equipment

I.4.5 Setting up of Management Information Systems, Integration and Testing Upon contract award the final IT specification will be prepared including any proposed developments to the system to meet the requirements of the contract. Key activities during the mobilisation phase will include agreeing customer care & call transfer procedures, development of reporting requirements, comprehensive testing and development phase, and establish interim Communications Links for Go-Live

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I.4.6 Operational Methodologies The mobilisation manager will be tasked with the compilation of all contract document including work instructions, safe working procedures etc. Best practice will be drawn from our existing landscaping contracts to assist with this process.

I.4.7 Transfer of Data and Records We assume that current contract data is available in and we would look to extract this data as part of the planned interfaced with our operational system. Where manual data exists we will aim to input information that will be required.

I.4.8 Tailoring Safe Working Systems during Mobilisation Safe working systems will be tailored during the mobilisation in the following way, 1. The contract specification will be scrutinised and all key health and safety elements that require safe systems of work will be logged. 2. Generic safe systems of work will be written covering the contract specification on working method, industry standards and HSE best practice. 3. Health & Safety and Operations will then witness the current operation taking place to gauge the staff culture towards health & safety and to understand the exact training requirements needed to ensure safe working practices are followed. 4. The generic safe systems of work will then be formally changed to specific safe systems of work. 5. Staff and Line management will be made fully aware of the requirements at induction stage and appropriate training will be given to staff. 6. At this stage a copy of the safe systems of work will be given to Milton Keynes to ensure that all parties are aware of the standards of work expected. 7. During the operational monitoring, effectiveness of the safe system of work will be recorded and any changes that are needed will be recommended and implemented if needed.

I.5 Bid Team Mobilisation Translation Serco are committed to delivering the commitments made through the bid process, as such key members of the bid team that are present are allocated time through the mobilisation period and for the first year of any contract to ensure that the operational teams are fully briefed on the infrastructure, staff and service deliverables. Similarly the Environmental Services business unit operational expertise is present throughout the bid process to ensure that our commitments are deliverable and providing closed loop assurance that what you read in this bid is turned to operational reality. For the purpose of this submission we have identified the headline mobilisation tasks and timelines to ensure the delivery of this contract in the most effective manner possible. This is attached within a mobilisation Gant chart for graphical display

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I.6 A Contract Mobilisation Contingency Plan for All Potential Delays

A detailed Business Continuity and Emergency Plan will be developed which will include mobilisation contingency.

I.7 Contract Performance During the mobilisation phase, the team will be responsible for implementation and modification of our proven quality management procedures to reflect the specific needs of the new service. Management systems are established to allow the full and accurate capture of a full range of KPI’s within the performance framework. This will be based on a mixture of technologies including the operational IT system, mobile devices for in field audits, self monitoring and inspections. Monitoring will also be developed through administrative procedures and IT systems.

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Method Statement J. Contingency Plan

J.1 Introduction It is integral to Serco’s policies and procedures to have procedures in place to ensure essential services can continue to be delivered in the event of external emergencies or internal disruptions. In order to translate said procedures for Milton Keynes Council a detailed Business Contingency and Emergency Plan will be developed to cover the whole service which will include mobilisation contingency, and be incorporated with Serco’s existing Environmental Service provision to Milton Keynes. This plan will set out prioritised objectives in the event of a major incident in terms of:

Critical activities to be recovered.

Timescales in which they are to be recovered.

Recovery levels needed for each critical activity

Situation in which each plan can be used.

Serco will do this with due consideration and involvement with the Milton Keynes Business Resilience forum and the business continuity planning lifecycle.

J.1.1 The protocol for triggering any element of the Plan;

The Contract Manager will have the authority to declare a business contingency/continuity incident, they will also be responsible to make all contract staff aware that there is a major problem with the provisions of normal services. Once a decision has been made to declare a major incident the Contract manager will discuss the incident with the relevant senior Director in Serco and Milton Keynes Council, in order to decide whether to establish an Emergency management team/major incident team.

J.1.2 The frequency of notification of any updates or changes Serco will notify the Council’s no later than 15 minutes after any incident has occurred and no later than 15 minutes after the implementation of the contingency plan.

J.2 Key Risks for Milton Keynes Grounds Maintenance Please find detailed overleaf a headline ‘Risk Matrix’ to include mitigation, these are the key identified risks for the Milton Keynes Grounds Maintenance contract.

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J.2.1 Depot Facilities Upon notification that the contract depot sites have been damaged or are inaccessible the following actions would be taken:

1. Assess the damage and extent of unavailability. 2. Refer to actions within the Business Continuity and Emergency Plan with particular

reference to a. Signage b. Communication to general public c. Staff d. Office facilities

3. Consult with Milton Keynes Council on the action plan and agree priorities and communication cascade process.

Factor Risk Mitigation

Depot Damage, Closure or unsafe Two Depot sites used in MK, Communicate risk, Identify rectification need,

Implement required actions Staff Shortage

Absence – Sick/leave

Pool Staff, (encompassing existing Street Cleansing operatives)

Agency Staff Twin sites with nearby Seco contracts to

provide cover. Fleet Unavailability to deliver

service >90% Availability due to planned

maintenance. Original key spares stocked. Contract hire arrangements

Adverse Weather Service disruption Redeploy staff usefully across MK in agreement with the Council.

Task prioritisation in light of weather occurrence.

Reschedule in light of conditions and catch up requirements.

Civil Emergency/Unrest, Emergency Failure, Fuel Shortage, Industrial Action

Service Interruption Twin sites to share continent resource. Bunkered Fuel. National Framework agreement and

positive Union relationships.

Plant/Equipment Failure

Service disruption Twin sites – Same key suppliers. Planned maintenance. Hire Vehicles/Equipment as cover.

IT Failure Contract administration Loss Cloud back up Internet link at alternate sites. Secure offsite hosting with rapid recovery

protocols. Mobilisation Availability of depot, plant

and staff. Robust protocols and mobilisation

planning, to include early engagement with unions, suppliers, staff, The Council and Continental

Budget Shortfall Contract P&L Contract Governance, Use of Serco’s integrated business

management system, SAP. In addition to emergency budget.

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4. Agree if necessary temporary redeployment to the unaffected contract site,

(assuming that both sites won’t be unavailable at the same time). Alternately liaise with the Council to utilise other Council land if available on a temporary basis until either depot becomes fully functional again.

J.2.2 Staff Contingency In addition to the daily staff deployment, Serco will be maintaining a spare pool of labour who will be employed on a full time basis to cover for holiday and sickness absence, and where technically feasible will pool resource to include the existing Street Cleansing service provided by Serco. Nonetheless, there will be occasions as a result of seasonal fluctuations or high service demand requirements when the full time labour pool will be insufficient. To accommodate these peak staffing periods we will be establishing contingency arrangements with local staffing agencies or nearby Serco contracts, (e.g. Welwyn Garden City)

J.2.3 Fleet Contingency Serco have “spot hire” arrangements in place to ensure the availability of a replacement vehicle for the start of the next operating shift. If the vehicle cannot be repaired, a spare vehicle will immediately be transferred to the operational shift. In addition Serco operate a policy where we only use ‘Original Equipment’ spares for our vehicles because of the additional reliability associated with manufacturer original components. Serco has a policy of maintaining a policy of three separate short term contract hire suppliers at each contract location. Serco will ensure a Service Level Agreement whereby Serco’s immediate requirements are met as a priority and there are financial incentives in place to ensure our suppliers compliance to this approach.

J.2.4 Service Catch Up Procedures; This forms part of the contract specific Business Continuity and Emergency Plan and could include:

Temporary relocation of depot (in the event of depot closure) Use of Hire Vehicles (in the event of vehicle breakdown). Use of Agency Staff (in the event of for example a flu pandemic).

Major service disruption is extremely unlikely in normal operating circumstances and the response required would depend on why there was a disruption to the services as to what the most appropriate actions were.

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Method Statement K. Environmental Considerations

K.1 Introduction Serco is committed to reducing the negative impacts of its operations on the environment and has been instrumental in driving wide ranging sustainability initiatives. Recognition of our strong sustainability performance can be taken from:

Serco ranks in the top 10% of the Environment Agency’s annual league table, part of its Carbon Reduction Commitment (CRC) Energy Efficiency Scheme.

Achievement of the Carbon Trust Standard. The Carbon Trust Standard encourages good practice in carbon measurement, management and reduction.

K.2 ISO 14001 Accreditation Serco holds ISO14000 accreditation across our business and our aim will be to include the new contract within our existing divisional accreditation within 6 months of contract commencement.

K.3 Supporting a Low Carbon Agenda Our proposals for carbon reductions are based on a proven suite of tools, methodologies and innovations extensively used throughout our business and will be applied to the contract to contribute to the Council’s commitment in the implementation of a low carbon agenda.

K.3.1 Carbon Reduction Plan and KPI We will establish a carbon reduction plan for the contract based on our experience of delivering Minimum MilesTM based service operations and our commitment to deploying the most fuel and environmentally friendly vehicles, plant and equipment.

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K.3.2 Electric Vehicles We will be introducing an Electric Vehicle in Central Milton Keynes which will provide 0% emission transportation for the horticultural and cleansing activities. The non polluting electric vehicle that does not emit any greenhouse gases during its operation and is also virtually silent which eliminates noise pollution in busy areas. We will also use this vehicle to support the “Milton Keynes in Bloom Project”.

K.3.3 Diesel Fuel Additive Serco are recommending the addition of our fuel treatment additive. Serco’s partner has a patented formula for non-metallic carbon enhancement which is designed to influence and enhance combustion. This also reduces Polycyclic Aromatic Hydrocarbons (PAHs), many of which are known to be carcinogenic, mutagenic and toxic.

K.3.4 Operational Optimisation - Minimum Miles Serco will adopt its Minimum MilesTM operating approach to our proposed service provision to ensure fuel and carbon emissions are minimised by locating our integrated landscape maintenance and street cleansing teams closer to the areas they will operate daily from.

K.3.5 Sustainable procurement We are committed to sustainable procurement policies and practices and have implemented electronic requisition, ordering and payment for most of the goods and services we buy across Serco.

K.3.6 Recycling and Composting We will recycle and compost green waste generated from the contract activities such as shrub and hedge-cutting. We also plan to make full use of the existing composting bays to maximise recycling opportunities and to build on the good work already being undertaken. Serco will seek to improve and develop recycling areas so that all green and wood waste can be recycled and a range of products can be produced e.g. weed suppressant mulch and Soil improver/conditioner and sustainable objectives achieved. In addition, we plan to invest and develop in new storage and recycling facilities at Crownhill Crematorium. Additionally, oils, batteries, tyres, chemical and pesticide containers from our day to day operations will also be recycled.

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K.3.7 Natural Play and Seating Areas Where feasible we will re-use felled, pruned or fallen timber from the arboriculture operations to produce rustic seats, benches and picnic tables as the examples demonstrate: This is currently being successfully undertaken within our Canterbury contract.

K.3.8 Reducing Chemical and Pesticide Use Serco will implement control measures to minimise the environmental impact of chemical use on the contract.

K.3.9 Increasing the Use and Enjoyment of Open Spaces Serco is committed to working with Milton Keynes to increase the use and enjoyment of open spaces. Milton Keynes is home to 290 kilometres of Redways; it is also home to over 60 kilometres of leisure routes. The Redways offer a vast network of safe paths to cycle, walk and jog through the city, away from the road traffic. Fewer car journeys reduce traffic, congestion and pollution, improving the overall health of communities within Milton Keynes. It is therefore vitally important that these spaces are welcoming, accessible and that users feel safe. Serco will ensure that tools and equipment used are safe for the environment they are being used in, ensure hedges and shrub beds are not too high or overgrown and will report any incidences of unsuitable plants that may hinder accessibility to ensure that we can encourage use and participation of the open spaces and ensure a positive contribution to carbon reduction in Milton Keynes.

K.4 Protecting Natural Habitats and Maximising Bio-diversity

K.4.1 Protecting Natural Habitats

Consideration will be given to the timing and type of hedge work operations, to avoid causing disturbance to any nesting/breeding birds or bat roosts that may be present within trees and hedgerows.

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K.4.2 General Ecological Maintenance Operations will only be performed by trained and experienced operatives sensitive to the value of these areas. Timing of these operations will be flexible to meet the changing nature of the area. Chemical use will be excluded from these sensitive areas.

K.4.3 Sustainable Planting Schemes Serco are keen to introduce where appropriate, sustainable planting schemes which will demonstrate a pro-active approach to climate change and also provide colourful displays right through to November. Serco would welcome the opportunity to discuss these further at preferred bidder.

K.4.4 Bat boxes and Wood Piles Serco would undertake an assessment of suitable sites to identify appropriate areas for the housing of bat boxes, bird boxes and wood piles to expand upon existing habitat areas. We are keen to involve local communities and schools in making up the boxes with Serco positioning them.

K.4.5 Central Reservation and Other Highway Verges Serco would work with the Council to Identify and plant areas of the central reservation and other highway verge areas with wild flowers - Banks of wildflowers help bees, currently suffering due to climate and loss of habitat, as well as adding a splash of colour to motorists. Motorists driving into MK and along the Grid roads would notice the wildflowers blooming in the approach to the town centre.

K.5 Policies Serco’s Environmental Policy is clear in its expectation that we will reduce carbon, energy use, water consumption and waste produced in the contracts we operate. We have a clear and thorough management system that ensures mechanisms are in place to investigate, maintain, review and report on set objectives and targets. This ensures not just compliant performance but continuous environmental improvement in accordance with our Environmental policy and our ISO14001 accreditation The following polices, procedures and standards are included as separate attachments.

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Method Statement L. Added Value

L.1 Financial Added Value We recognise that the Milton Keynes in keeping with most local authorities is having to juggle needs and priorities, reduce the cost of services and seek new ways and methods of achieving more for less. Within our specific proposals we have sought to recognise this and to provide the Council with much needed financial certainty. Serco is pleased to confirm that our stated tender price is fully compliant with the requirements of the service specification and that we accept the contract targets are both deliverable and binding. We will also go further and offer the Council a benefits share of 50:50 split of profits from our third party revenue goal of £100k per annum in externally generated revenues. This benefit share reflects our full commitment to grow and develop external landscaping opportunities and reflects the cost synergies of delivering these services with from existing sites and resources as part of a combined service operation.

L.2 Service Provision Added Value We believe the following proposals will contribute to contract improvement and added value.



As part of Serco’s commitment to harness the energy, goodwill and capacity of the community and voluntary sector we will create a team of 20 Community Champions who will be additional ‘eyes and ears’ on the ground.


Thus, Serco has found that local people as the key users of local streets are almost always best placed to know where the environmental grot spots are and many are keen to play a role in helping to keep the environment clean and litter free.

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We supply them with PDA’s or Smart Phone technology to report incidents and photographs directly.

We will meet as a partnering group with the council to support their development and community engagement.

We advertise locally with the Council to seek individuals who want to assist in improving their environment for the benefit of the community ‘Your Community needs Champions’ Customer Satisfaction.









Milton Keynes.




activity through the provision of basic day to day support in the form of loans of tools, equipment and support to clean up and maintain neighbourhood open spaces.

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Our proposed Milton Keynes Community Neighbourhood Action Trust will consist of 100 ring fenced staff hours each year dedicated to helping Voluntary and Community organisations plan, organise, set up and clean-up community led makeovers and events.






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Section 2 Method Statements – Lot Specific

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Contract Reference CU2334


Method Statement A. Staffing

A.1 Shift Systems and Seasonal Working The grounds staff will continue to work an annualised arrangement, working 39 hours during the summer period of 35 weeks, and 34.5 hours from November to February. The staffs are paid 37 hours per week, and are afforded additional days leave during the Christmas week. Staff leave outside the designated Christmas period will have to be approved, and limited during the growing season to ensure that sufficient resources are available for grass-cutting and any potential variations to the operational programme. In addition, all leave and holidays will be covered with agency staff when required. Any additional hours required in the summer period to ensure performance operations are delivered will be banked for taking off in the winter period. Serco has allowed for all holiday and sickness absence within its costs and through careful management of this absence will allow for agency staff to cover when required.

A.2 Grass Cutting (Lots 1-6)

A.2.1 Allocation of Staff Contract 1: Milton Keynes North

Allocation of staff Activity Summer Period Activity Winter Period

Conservation Mowing – Meadow Grass, Drainage Ditches, Wild Flower Meadows and Rough Grass

0.25 staff: April to September (25

weeks)

Border Maintenance: shrub beds, woodlands, trees

3 staff: December to February (17

weeks) Amenity/Sports Mowing – Open Spaces, Housing, Highways, Playing Fields and Sports Grounds

5.75 staff: March to October (35

weeks)


Contract 2: Milton Keynes Rural Areas and Newport Pagnell




weeks)


2 staff: December to

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Amenity/Sports Mowing – Open Spaces, Housing, Highways, Playing Fields and Sports Grounds

2.75staff: March to October (35

weeks)


February (17 weeks)

Contract 3: South Milton Keynes and Sports Work




weeks)





weeks)


Contract 4: Central Milton Keynes and Rights of Way

Allocation of staff

Activity Summer Period Activity Winter Period

Conservation Mowing – Wild Flower Meadows, Footpaths and Bridleways


weeks)


3 staff: November to February (17

weeks) Amenity/Sports Mowing – Highways and Open Spaces


weeks)


Contract 5: Bletchley and Grid Roads

Allocation of staff




weeks)



weeks) Amenity/Sports Mowing – Open Spaces, Housing, and Highways

11 staff: March to October (35

weeks)


Rural Grass Verges – sub-contracted to RTM Landscapes

2 staff April to September (12

weeks)

Rural verge grass cutting to 50mm including visibility splays and sightlines – 3/4 week cycle cut

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Contract 6: Crematorium and Cemeteries Allocation of staff


Grass Mowing – Drainage Ditches, Wildlife Meadow, Amenity Grass and High Standard Grass


weeks)


1.50 staff: November to February (17 weeks @ 40

hours)

A.3 General Horticulture (Lots 1-6)


Horticultural Works – Shrub/Rose beds, Climbers, Herbaceous, Annual Bedding, Hedge-Cutting, Weed Control, Hard Surfaces, Woodlands and trees

9 staff: March to

October (35 weeks


19.50 staff: November to February (17

weeks)

A.3.1 Staff Cover We have allowed for sickness cover and leave within our costs (circa 2FTE for contracts 3-6) ensuring temporary cover for staff is provided. In order to minimise we will ensure that generally no members of staff will be allowed off on leave together, holidays will be authorised in advance and scheduled equitably during the year. This will also apply to the annualised hours agreement where summer hours are longer than winter hours. In the long term our objective is to develop a multi-skilled team of staff but also to introduce a cross-skilling of some of our cleansing and grounds staff to create a ‘streetscene’ workforce. The Contract Manager will be deputised by the Contract Supervisor during periods of absence. In addition, those staff working on the annualised scheme, will be instructed to work longer hours in summer if required and these hours will be banked in the winter period.

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A.4 Landscaping (Lots 1-6)


Schedule of Rates and Day Works


weeks @ 40hours)

Landscaping and other works as specified


hours)

A.5 Sports Fields (Lot 3)

A.5.1 Staff Cover We have allowed for sickness cover and leave within our costs for contract 3 (circa 1.5FTE) ensuring temporary cover for staff is provided. In order to minimise we will ensure that within a small team that no members of staff will be allowed off on leave together, holidays will be authorised in advance and scheduled equitably during the year. This will also apply to the annualised hours agreement where summer hours are longer than winter hours. In the long term our objective is to develop a multi-skilled team but also to introduce a cross-skilling of some of our cleansing and grounds staff to create a ‘streetscene’ workforce. The Sports Team Leader will have a designated deputy within the workforce (landscape operator skilled) who will cover for the Team Leader. The Contract Manager will be deputised by the Contract Supervisor. In addition, those staff working on the annualised scheme will be instructed to work longer hours in summer if required and these hours will be banked in the winter period.

A.5.2 Staffing


Sports maintenance 1.00 staff (35

weeks (39 hours)

Cricket, Baseball and Astro-turf

0.50 staff working 17 weeks (34.5 hours)

Sports Maintenance – tractor work

Football 0.50 staff working 17 weeks (34.5 hours)

The majority of work will be completed during the scheduled working hours of the staff, however, overtime may be required for special sports pitch preparation and marking requirements for some additional sports or more of the existing sports.

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These arrangements will be agreed with the Authorised Officer and overtime may be required. These cannot be planned but as part of unscheduled work planning as all non-scheduled instructions will be requested.

A.6 Cemeteries & Crematoria (Lot 6) The ten cemeteries and crematorium will be maintained by two teams, one responsible for burial internment and the other for grounds maintenance activities. However, it is important to ensure that there this enough skills to cope with any increase of workload. Therefore the objective is to provide ICCM COTS training to all staff so that where internment work becomes more frequent there is flexibility in the staff resource. On a similar basis, where grounds maintenance activities are required then spare capacity within the teams will be utilized. We have calculated that the burial service constitutes 1.5 FTE based on the number of graves identified.

A.6.1 Shift system and staff numbers (excluding Selbourne Avenue Cemetery as instructed)



1.75 staff: March to

October (35 weeks)



weeks) Horticultural Works – Shrub/Rose beds, Climbers, Herbaceous, Annual Bedding, Hard Surfaces, Woodlands and trees

0.50 staff: March to

October (35 weeks)


Grave Maintenance (paid from the Schedule of Rates)


weeks @ 40hours)



hours)

A.6.2 Shift Systems and Seasonal Working Arrangements Grave-digging staff will work from 7.00am – 4.00pm (Monday – Friday) all year, to ensure that are available to provide a consistent service to the public for the preparation of burials. They will also be able to provide an all year service for the removal of litter, the emptying of litter and recycling bins and the provision of containers for watering, particularly during the Christmas period when staff that are part of the annualised hours agreement are entitled to extra leave during this period. The grounds staff will continue to work an annualised arrangement, working 39 hours during the summer period of 35 weeks, and 34.5 hours from November to February. The staffs are paid 37 hours per week, and are afforded additional days leave during the Christmas week.

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Staff leave outside the designated Christmas period will have to be approved, and limited during the growing season to ensure that sufficient resources are available for grass-cutting and any potential variations to the operational programme. In addition, all leave and holidays will be covered with agency staff when required. Any additional hours required in the summer period to ensure performance operations are delivered will be banked for taking off in the winter period. During the period between grave preparation and interment, staff will have programmed tasks to complete to ensure they are gainfully employed. Such tasks include general housekeeping as well as grounds maintenance activities as highlighted above as well as topping up sunken graves and reinstatement of grass.

As well as lulls, there will occasionally be peaks in the number of burials, sometimes because of ethnic requirements at short notice. To support this, staff training in burial services will extend to key general grounds maintenance staff so that they can assist when required. The majority of work will be completed during the scheduled working hours of the staff, however, overtime may be required for special burial requirements for some ethnic groups or for a exhumation.

These arrangements will be agreed with the Authorised Officer and overtime may be required. These cannot be planned but as part of unscheduled work planning as all internments will be requested.

A.6.3 Staff Cover We have allowed for sickness cover and leave within our costs (circa 0.5FTE) ensuring temporary cover for staff is provided. In order to minimise we will ensure that within a small team that no members of staff will be allowed off on leave together, holidays will be authorised in advance and scheduled equitably during the year. This will also apply to the annualised hours agreement where summer hours are longer than winter hours. In the long term our objective is to develop a multi-skilled cemetery team but also to introduce a cross-skilling of some of our cleansing and grounds staff to create a ‘streetscene’ workforce. The Cemetery Team Leader will have a designated deputy within the workforce (landscape operator skilled) who will cover for the Team Leader. The Contract Manager will be deputised by the Contract Supervisor. In addition, those staff working on the annualised scheme, will be instructed to work longer hours in summer if required and these hours wil be banked in the winter period.

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A.7 Arboriculture (Lot 7)


Arboricultural Operations

2 staff: March to October (35 weeks)

Additional staff will be available

should workload dicate.

Arboricultural Operatons

2 staff: November to February (17 weeks) Additional staff will be available should workload dicate.

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Method Statement B. Management, Supervision and Administration

B.1 Overview Our proposed contract structure for Lot 8 is based on our extensive knowledge of the operational requirements of this type of contract and ensures maximum cover and efficient management of the contract. In developing our team structure we have borne in mind the objective of providing a quality solution, which recognises that the new contract will require us to adopt new working practices and work within an environment of continuous change through the lifecycle of the Contract.

B.2 Fully Integrated Contract Approach We have thought very carefully about how we can combine both operations to improve the efficiency and quality of what we do. We will combine management, supervisory and customer service resources, providing additional and more effective cross-cutting supervision and capacity across a combined operation. Supervisors will own the look and feel of the entire streetscene taking responsibility across all of the services we will provide and will deliver a responsive, holistic and accountable service within their own geographical patch. We will base our integrated teams at both the new Serco MK and Bleak Hall depots to provide more localised deployment of our cleansing and landscaping teams. Localised deployment will be combined with integrated delivery teams for landscaping services and cleansing, working together to deliver both programmed and responsive activities in each location on a given day. By combining operations within integrated teams we will reduce duplicated vehicle movements, carbon emissions and wasted unproductive travel times, the very essence of Serco Minimum Miles™, whilst providing efficiency and cost savings through clever scheduling and working smarter.

B.3 Social Value and Localism – Serco’s SME Service Delivery Model

Serco fully shares and supports the Council’s aspiration to provide more contract and services opportunities to local small and medium size enterprises (SMEs). As an organisation we have a demonstrable track record of working with local SME’s as well as voluntary and charitable sector organisations as integrated service partners to deliver total solutions which also delivers wider community and societal benefits.

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Examples include our subcontract and mentored employment model with charity Groundwork which delivers landscaping improvement works and training and employment opportunities to the local unemployed and our Sandwell contract which includes local supply chain partners Jack Moody Limited and Tipton Litter Watch. Please see case studies included as separate attachments. Serco’s bid for Lot.8 ring fences >35% of the overall contract scope for a number of local SME partners and providers who have worked closely with Serco in developing a combined and fully integrated service solution as part of this bid process. The following SME’s will be Serco’s supply chain partners for Lot.8:

Steve Deer Ltd – For Lot 7 Arboricultural Services Frosts Landscapes Limited and RTM Landscapes – for Lots 1 & 2

Serco will provide a single, simple interface and prime contract with the Council and let a number of key subcontracts with local SME’s which directly reflect the final contract terms and conditions. Serco’s integrated SME delivery model provides the combined benefits of SME participation in landscapes provision across MK whilst at the same time providing a single, fully accountable partner and service provider for the Council. With Serco as the Lot.8 prime contractor the number of interfaces, clienting and contract management costs will be significantly reduced over the need to manage different partners for different Lots. Serco takes its obligations and responsibility to our SME partners very seriously. We are fully committed to ensure the risks within the main contract agreement are fair, reasonable and proportionate for all parties and do not pass on undue or unnecessary risks onto them. Serco will assure the quality, safety and environmental performance of our SME partners. We will fully support them in delivery and provide them with the necessary technical, professional and managerial expertise and capacity to ensure the overall contract is a success.

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In addition we will provide both the encouragement and support to groups of staff wishing to set up their own landscapes businesses, providing them with both start-up support and the assurance of a ring-fenced long term subcontract. Serco has explored the model with existing groups of staff within our landscapes business and there is strong appetite for such an approach. We have already developed a number of legal and business models which would support staff wishing to take forward the idea as well as receiving the necessary support and endorsement from within Serco (legal structures and small business teams).

B.4 Contract Management & Supervision The contract management team, including team Supervisors will be the key point of contact for authority representatives for day-to-day contract management and operational issues. In addition, Serco envisages regular monthly management meetings and regular 6-monthly Partnership Boards which will underpin and drive the strategic development of the contract. Serco is committed to ensuring that its leadership team within the contract and across our direct services business are fully equipped with the technical skills, qualifications and experience to deliver the requirements of the specification and take ownership of, develop and continuously improve operating procedures and the technical manual which set out the quality standards and methods we will use to maintain the public realm in accordance with evolving industry best practice. Mark Sturgeon our existing Lead Contract Manager supported by Anthony Draper the Assistant Contract Manager will be responsible for the management of the contract. Our Contract Manager will play a key role in the creation of an ethos and vision for the service and for establishing a working culture that is open, non-hierarchical and promotes good two-way communications. The Contract Manager is also responsible for performance management, Contract KPI’s, Customer Feedback (Citizen First Survey),Health and Safety, Continuous Improvement (Added value and Contract Innovation) and ultimately the nominated key point of contact for Council representatives and will represent Serco at regular management meetings and well as leading on a number of contract development initiatives such as community engagement, ISO 9000/14000 and IiP accreditation. The Landscape Maintenance Operations Manager will be qualified and experience in Landscaping and Horticulture. Each of the Four Streetscene supervisors (three existing) will hold an individual specialism and qualifications in one of the following areas; Street Cleansing through an accredited development path such as BICS certificate/diploma or Landscapes, horticultural science and sport through a recognised qualification such as a HND/OND Horticulture. Additionally, all supervisors will join Serco’s supervisor development programme (Great People Practice) providing them with the skills and abilities to effectively manage and motivate their team to deliver the contract requirements. Serco will naturally respect the provision of TUPE and provide encouragement and support for transferring staff to improve and develop their knowledge and skills for the benefit of the contract along these lines.

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B.4.1 Contract Manager Responsibilities Outline Contract Manager Responsibilities are listed below:

Ensure that all contract operational requirements are to the full satisfaction of the Council;

Ensure that the quality of service is maintained; To liaise closely with the Councils Authorised Officer to provide a service adapted to

internal changes; To implement and manage a robust health & safety (people, vehicles, operations &

environment) culture in full compliance with corporate governance policies, procedures and systems and all relevant legislation ensuring compilation of data and commitment to improving the safety and welfare of our people and environment within which we work. Ensure that we adhere to and improve upon Serco’s community and environmental goals and aspirations;

To develop, agree and manage a robust strategy and annual plan for the Contract to meet the contractual requirements and business targets, including growth aspirations and be accountable for its delivery;

To conduct regular reviews of plans, monitoring and taking action to ensure business targets are met, including submitting accurate and timely reports;

To implement rigorous processes for contract performance and measurement utilising and/or developing the appropriate suite of KPI’s and using the data to drive decision making and contract improvements;

To represent and promote the ‘Serco Way’ to customers, stakeholders, the community and the public, fostering a partnership approach to relationships;

To develop and maintain a network of relationships with the customer, potential customers, partners and stakeholders (to include employees, trade union representatives and any other relevant bodies) in order to anticipate and meet customers and stakeholders existing and future needs;

To lead customer service excellence and a continuous improvement culture, so that the business remains at the leading edge of service delivery and value, benchmarking against the appropriate family group and/or competitors, using data to drive improvement;

To provide leadership and management to the business such that all employees understand and adopt the strategy and plans and are motivated to achieve their objectives in a timely and professional manner;

To recruit, motivate and develop a team to deliver the goals and aspirations of Serco and our customers. To ensure that the business is fully resourced with talented people who have the necessary strengths and integrity to be able to operate in accordance with the Serco Governing Principles;

To ensure that the contract is optimally structured, reviewed, managed and operated accordingly (people, vehicles, operations);

To ensure that a best practice framework is in place for the delivery of the Contract using processes, procedures and systems which are aligned to those in place across Serco as appropriate and contribute towards the improvement and innovation within the business;

Identify areas of change and innovations, which would further enhance the service and value for money provided by the contract;

Developing a service culture with the emphasis on Serco’s policy that the customer comes first.

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We are able to delegate complete authority and responsibility for the day-to-day operation of the service described. This allows the Contract Manager to be able to respond to requests from the Council without having to resort to long lines of communications to head office.

B.5 Contract Supervision Each of the Four Streetscene supervisors will hold an individual specialism and qualifications in one of the following areas; Street Cleansing through an accredited development path such as BICS certificate/diploma or Landscapes, horticultural science and sport through a recognised qualification such as a HND/OND Horticulture , NVQ Level 3/NPTC QCF 4/5, City and Guilds in landscape activities. We would also ensure that at least one member of our team has a burials qualification such as COTS 3. Additionally, all supervisors will join Serco’s supervisor development programme (Great People Practice) providing them with the skills and abilities to effectively manage and motivate their team to deliver the contract requirements and be encouraged to undertake one of Serco’s Supervisor NVQ pathways in waste, environmental services and landscape services operations to at least Level 2/3. Serco will naturally respect the provision of TUPE and provide encouragement and support for transferring staff to improve and develop their knowledge and skills for the benefit of the contract along these lines. The Landscape Maintenance Supervisor will have responsibility for the smooth and effective management of the Landscape Maintenance and Arboricultural services. In this role, they will establish management systems and an approach which will be focussed on right first time delivery, exemplary health and safety management working flexibly as one-team and a ‘service based’ culture of putting Milton Keynes customers first. All ‘streetscene’ Supervisors will work 40 hours per week so that the annualise hours are fully covered in both summer and winter. The summer period operates on 39 hours and the winter period on 34.5 hours. The cemetery grave-digging staff also work 40 hours per week. Therefore, the all periods will be covered by the supervisors and management. All Supervisors will be provided with smart phone mobile communication and inspection devices so that they will be contactable during these hours by the Authority representatives they will also operate an emergency rota to ensure that the Authority can contact Serco out of hours as required. The inspection records will be supported by times and so confirming their attendance during these hours also. Each Supervisor will be allocated specific contract areas or duties:

Lots 1 and 2 (Contract Manager SME) Lots 3 and 4 ( Contract Supervisor) Lot 5 (Contract Supervisor) Lot 6, Lot 7, Sports facilities and Horticulture

The ‘streetscene’ Supervisors will be responsible for cleansing and grass-cutting in their areas, and another supervisor responsible for technical aspects of the grounds maintenance contract.

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All Supervisors will be responsible to a Cleansing Manager and a Grounds Maintenance Manager.

B.5.1 Supervisor – Example Job Specification Job Purpose

To ensure the safe and efficient delivery of services in a professional manner.

To supervise the process of work, equipment, materials, labour and resources from inception to completion in line with Contract requirements and KPI’s.

To develop, manage and maintain excellent relations with client, customers and employees.

A key resource in the Environmental Services Management and Supervisory Team, pro-actively implementing best practice and improved methods of working across the business.

Operational

To supervise and co-ordinate programme works on a daily basis.

To ensure that all documentation is completed within specified deadlines.

To supervise the implementation of Contract requirements and the specification of all works.

To monitor and inspect the standards of work completed, dealing with any matters which arise promptly.

To identify, understand, implement and communicate key performance indicators and ensure that these are met.

To regularly report to line manager progress on works and any matters which arise affecting delivery.

To work as part of the Management and Supervisory team, putting forward suggestions and ideas for improvements in service provision.

To be available and contactable for emergencies and manage changes to operational requirements on a daily basis.

Commercial/Financial

To be aware of the commercial and financial expectations, pro-actively managing resources to meet and exceed the requirements.

To ensure that financial processes such as requesting purchase orders, ensuring invoices are raised and monies received are completed within required timescales for all works.

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People

To be responsible for the recruitment, induction, supervision, management and leadership of employees ensuring that resources are available and utilised effectively.

To undertake regular performance management of employees resolving any issues which arise in a timely manner

To manage the training and development requirements of employees.

To cascade best operating practice, e.g. H&S, systems, utilisation of machinery etc, to employees, ensuring that relevant systems are put in place to achieve success.

To develop processes with employees, both individually and within teams to encourage open and honest communications.

H&S

Responsible for monitoring the daily inspection and reporting procedure for plant and vehicles.

To ensure that all Health and Safety requirements are met.

B.6 Administration and Customer care The administrative and customer care team will be provided to support frontline operations along with ICT provision which will enable them to effectively track and monitor the progress of operations on a real time basis. Our view is that good administration is a vital factor in any successful municipal waste operation because it allows operational staff to maximise their time in the field actively managing the service. The main duties of the administrators will include, but not be limited to the following:

Allocation of requests/rectifications; Reporting service requests and rectifications; Ordering and invoicing; Collation of reports for Managers; Assistance for Contract Manager.

The Administrators will have a dual role in supporting both the operational and financial functions of the business. They will be expected to deal with routine day-to-day operational activities, as well as payroll and some other decentralised financial functions. On a day-to-day basis administrative staff would normally report to the Contract Manager.

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B.7 Grounds Maintenance Operative Job Description

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B.8 Fleet Maintenance Structure Mark Sturgeon (Lead Contract Manager) and Gary Higgins (Fleet Operations Manager) will have overall responsibility for the running of the fleet with support from our Fleet Management unit headed up by Philip Quelch. The fleet will be fully maintained by Serco.

B.9 Contract Support Organisation Support from Serco Direct Services support office will always be available to ensure that the Contract Manager can fulfil his responsibilities. In particular the Contract Manager will be able to obtain advice, guidance and if necessary help in the areas of human resources, finance, quality assurance and health and safety. There will be periodic visits by the Managing Director to provide a high level interface between the Councils and Serco management staff. Such visits will be carried out by agreement with the Councils and are intended to serve as a forum for discussion on performance levels, suggestions for change, or any other matter which may enhance the delivery of contract operations. Additional key staff have been brought into the business to strengthen the management capabilities in critical areas of fleet and plant and health and safety management and this reinforces our commitment to investment in our leadership team to deliver our business goals. The management team are encouraged to foster close day to day relationships, to work collaboratively and to share knowledge and best practice across our regional structures. Senior leaders in the business come together every quarter to formerly update the team and to review progress against our annual plans in an informal setting that encourages team bonding and building.

B.10 Proposed Contract Structure The proposed management and administration integrated structure for Milton Keynes Landscape Maintenance can be seen below:

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B.11 Investment in Training and Skills & Motivating our People Serco is committed to equipping its staff with the skills, knowledge and experience to both enhance their careers within the company to deliver services in accordance with established Serco and industry best operating practice, in compliance with all safety and environmental legislation and in a way that delivers the best possible experience for our customers. An accredited investor in people we will seek to equip front line staff and the supervisory and management team with the skills and qualifications necessary to deliver the highest standards of horticultural maintenance and in accordance with established best practice.

Staff training plans will be developed for staff, and personal development plans for those seeking career development.

B.11.1 Anticipated Qualifications The following section highlights some of the training offered to our staff. The following table aim to summarise this:

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B.11.2 Training - Induction All staff will receive induction training to introduce them to Serco and their working environment. This will cover:

Business Vision, Values, Governing Principles and Objectives. The Management Philosophy / Staff Charter. Problem Solving at Work Procedures. Flexibility. Quality and Customer Service. Standards and Rules. Employee Engagement & Involvement. Equal Opportunities. Employee Relations Policy and Procedures. Commitments and approach to environmental management

Unit Lantra Unit IOG Unit NPTC

CLVT76X Hand-held hedge-cutter

Short Course

Cricket Foundation Part A & B

NPTC Pa1

Spraying Chemicals Theory

CLMCO8X

Brushcutter/Trimmer

Winter Pitches Foundation

NPTC Pa2a

Tractor Application

CLMCO7R

Brushcutter/Trimmer

Cricket Intermediate/Advanced

NPTC Pa6

Hand Application

CLVA48X Ride-on cylinder mower

Synthetic Surfaces

NPTC Pa6a

CDA Application

CLVT55X Ride-on rotary mower

City & Guilds

Level 2/3 Technical Certificate in Turf Surface Maintenance

CLVA50X Rotary/Flail Ride-on mower

National Practical Certficate

CLVA51X Pedestrian cylinder mower

Level 2 Certificate & Diploma in Work Based Horticulture*

CLVA53X Pedestrian rotary/flail mower

Level 3 Certificate & Diploma in Work Based Horticulture*

CLV756X Pedestrian rotary and cylinder mowers

Apprenticeship Level 2/3

CVT54X Ride-on & Pedestrian mowers of all types

T1, T2, T3, 12A, 12B

Traffic Management

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B.11.5 NPTC/BTEC Level 2 Diploma in Horticulture All service delivery and technical staff not qualified will be offered access to the NPTC / Btec Level 2 (QCF) horticulture. This one year course is designed to give Level 2 knowledge and the opportunity to acquire the practical skills in horticulture and apply these to real work situations.

B.11.6 Lantra Trainer Serco will also ensure that one member of staff on the contract is trained to Lantra trainer to provide in-house training capability within the contract.

B.11.7 Arboriculture All personnel shall be trained, competent and experienced.to the task to which they are delegated. The minimum competencies for all staff undertaking arboricultural works shall be the National Proficiency Training Council (NPTC) Certificate of Competence. Staff carrying out any arboricultural task shall be trained and certificated at least to the standard of the relevant module within the NPTC scheme regardless of whether the module is classified as Mandatory or Optional within the NPTC scheme. At least one person working on the ground in any arboricultural team shall be compotent skilled and experienced in performing an aerial rescue as detailed in the AFAG No.402 and trained to the standard of NPTC CS38. They must have abilities in insect, decay and disease recognition, and a knowledge of legislation of trees and hedges. Staff will also be experienced in tree species identification and have knowledge of modern, safe and proper climbing, rigging, pruning and felling techniques. They must have the ability to work from a MEWP and a crane and hold a First Aid qualification. Within the teams, at least one arborist must hold the Arboricultural Associations Technician’s Certificate, Lantra Awards standard or the Professional Tree Inspection Certificate or equivalent to carry out tree surveys. The Contract Manager would also a Technician’s Certificate as well as an RFS / ISA Certificate of Arboriculture. We would expect the staff to hold the following qualifications:




CS31/32/33 Fell small, med, large trees CS41 Undertake sectional felling CS34 Process ind. windblow

trees CS42 Stump protection





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CS 39 / CS 47


CS46 Re-pollarding

Generally, NPTC 30, 31, 32, 33, 34, 38, 39, 40, and 41 are essential but within the workforce the additional qualifications are desirable. An NPTC PA1 and PA6 Pesticide qualification will also be necessary within a team. In addition, a street work signing, lighting, guarding and reinstatement ticket will be required, such as the Safety at Street Works. Staff will also be required to hold the NPTC level 2 Certificate of Competence in Manually Fed Wood Chipper Operations.

B.11.8 Burial Services Burial related operations will be undertaken in accordance with the Institute of Cemeteries and Crematoria Management (ICCM) Code of Working Practice. Operatives partaking in these duties will be trained to the ICCM Cemeteries Operatives Training Scheme (COTS) in health and safety and burial procedures. The cemeteries supervisor will be trained to the ICCM Manager’s Awareness and machine operators to ICCM Excavator Operation. During the course of the contract other operatives will have ICCM Advanced Ground Support training.

B.11.8.1 COTS Training

The chargehand will hold a minimum COTS 3 and all full-time staff will hold COTS 1 & 2 levels and grave preparation staff COTS Chargehand/Sexton certificate. Refresher training will also be provided.

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B.11.9 Customer Service Training Customer Care training is provided as part of the induction process to all staff both for new starters and those transferring under TUPE. All customer service and administration staff will be offered access to the NVQ 2/3 in Customer Care and Business Administration.

B.11.10 Leadership/Manager Development in Serco Leadership and employee engagement are core job outcomes for any management role and our performance management processes are clearly linked with the leadership model Motives & Values, Capacity, Skills, Knowledge & Experience. Serco’s leadership model establishes the attitudes, competencies and behaviours desired of Serco leaders as we seek to attract and develop the best talent.

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The model is supported by our Leadership and Management Foundation programmes which now has CMI Level 3 Award accreditation. All supervisors will join Serco’s supervisor development programme (Great People Practice) and be encouraged to undertake one of Serco’s Supervisor NVQ pathways to at least Level 2/3. Within the new integrated structure landscaping supervisory roles will hold individual specialism and qualifications in Landscapes, horticultural science and sport through a recognised qualification such as a HND/OND Horticulture, NVQ Level 3/NPTC QCF 4/5, City and Guilds in landscape activities.

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Method Statement C. Vehicles, Plant, Tools and Equipment

C.1 Maintenance, servicing and repair of plant and equipment

C.1.1 Introduction Our proposal includes for the maintenance of the vehicles and equipment to be carried out at our workshop in Wolverton. We will have one specialist grounds maintenance fitter for mowers and associated equipment and vehicles will be maintained by our existing fitting team. We will use the maintenance workshop at Bleak Hall for daily defecting and annual servicing of the grounds maintenance equipment.

Our Fleet Manager will provide further technical support and when necessary local suppliers will carry our more technical repairs and servicing.

Serco operates a Fleet Maintenance system to ensure that all vehicles and equipment are maintained in accordance with manufacturer’s operating recommendations and safe working practice.

Only trained staff will be able to use equipment they are authorised to operate. This training is carried out with our supplier partners and in-house trainers. The information is recorded on each employee’s Training Plan.

This procedure applies to:

heavy commercial vehicles SCDV / light commercial vehicles equipment fitted to vehicles and agricultural vehicles trailers forklift trucks other wheeled plant (tractors and ride on mowers) other hand held plant

A planned workload shall be developed and an annual maintenance planner produced to include inspections, servicing, statutory testing, tachograph calibrations and LOLER and tank inspections if applicable.

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The maintenance planner will be used by the workshop manager / foreman and location managers to agree when commercial vehicles are to be presented for inspection / maintenance.

All SCDV / light commercial vehicles are to be serviced either yearly or as per manufacturers specification, which ever is sooner. In addition to this a six monthly inspection is to be carried out that coincides with the planned maintenance. All tractors, ride-on mowers, trailers and other mechanised horticultural equipment are serviced in accordance with the manufacturer’s guidelines and the horticultural season.

All employees are provided with induction training for all vehicles and machinery that are instructed to use. This will include:

Driving Assessment Sight checks Operation and safe use of equipment Licence checks Daily inspection and Defect Reporting Minor maintenance and adjustment procedure

C.1.2 Example of an Equipment Maintenance Schedule: Ride-on Cylinder Mower

Interval ItemFirst 50 hours Change Engine Oil

Change Engine Oil Filter Daily 10 hours Check Engine Oil Level

Check / Clean Air Filter Element Check / Clean Bug Screen / Radiator and clean out Check Coolant Level Check Hydraulic Fluid Level Check Tyre Pressure Check Engine Bay for debris

Weekly 40 hours Check Battery Condition Check Hydraulic Fittings for tightness Check Cylinder Blades for condition

Every 100 hours Check and Clean Air Filter Element Every 200 hours Change Engine Oil and Filter

Carry out Backlapping to Cylinder Blades Every 400 hours Change Air Filter Element

Replace inline Fuel Filters Replace Fuel Filter Cannister

End of season Change Hydraulic Oil and Filters Drain and Replace Engine Coolant Carry out Machine Service Check Cylinder Blades for wear – if significant amounts of metal are to be removed for sharpening, the cutting units will be reground on a specialised grinding machine

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C.1.3 Plant Inspection and Defect Procedures The company runs a vehicle and equipment Defecting Policy which relates to all assets owned, hired, leased or borrowed. We are required under the terms of our operator’s license and under the health and safety at work act to operate a robust defecting system to ensure the Provision and Use of Work Equipment Regulations (PUWER) are upheld and to satisfy the Vehicle Operating Services Agency (VOSA). Failure to uphold this could result in prosecution, heavy fines and revocation of our operator license

Heavy Goods Vehicles - vehicle over 3.5ton GVW (including scarab minors)

HGV vehicles, we run a “nil” defect system and each vehicle is to be issued with its own daily defect book. This book is in duplicate and is to be filled in prior to use of the vehicle.

Light Commercial Vehicles - vehicles up to 3.5ton GVW

For light commercial vehicles a weekly sheet is used to which is filled in on a daily basis prior to the use of the vehicle. At the end of the week the sheet is returned to the appropriate personal for filing.

Machinery - all plant equipment

For all machinery a weekly sheet is used more specific to its operation to which is filled in on a daily basis prior to the use of the equipment. At the end of the week the sheet is returned to the appropriate personal for filing.

Documents-

o HGV Defecting Procedure o LCV / machinery Defecting Procedure o LCV Defect Sheet o HGV Daily Defect sheet o Machinery Defect Sheet o Drivers responsibility Letter

Prior to the use of a light commercial vehicle (LCV) or machinery the driver must carry out a number of checks to ensure that the vehicle is in a safe and legal condition for use. Failure to carry out these checks could result in the company being investigated by VOSA and the HSE for the breach of the provision and use of work equipment regulations (PUWER). Please refer to Check Sheet below.

The defect sheets for these categories of equipment are a single sheet that covers a whole week. At the start of each shift the operator must check around the equipment for any signs of defects and report all finding onto the defect sheet. Should there be a defect it should be reported to the workshops or line manager immediately for advice and/or rectification

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At the end of the week the defect sheet must be handed in to the specified person for Checking, signing off and filing. These are to be archived for a period no less than three Years. If an equipment or vehicle defect sheet is already in place, that covers all items listed on the attached examples then it is fine to continue with your sheets but the rest of this procedure must be followed.

C.1.4 LOLER, LEV and Pressure Systems Regulations All equipment, plant, and tools covered by the Lifting Operations and Lifting Equipment Regulations (LOLER), Local Exhaust Ventilation (LEV) and the Pressure Systems Regulations must be regularly maintained, subject to recorded inspections and examined by an independent competent person at intervals specified in the regulations.

Serco policy is to ensure that the requirements of the regulations are carried out thoroughly on time and recorded in sufficient detail to ensure that all such plant and equipment is safe to use and free from the risk of incident and injuries. The responsibility for carrying out the requirements of this policy is that of the contract manager, workshop manager and supervisor. All non-compliance will be report to the appropriate Regional Manager.

All examinations will be carried out by Royal Sun Alliance insurance company by their qualified engineers; the frequency will depend on the item or plant type. All LEV;s will be inspected every 12 months, pressure systems 12 to 24 months this will depend on the type of system and Royal Sun Alliance will determine this on their first inspection, LOLER inspections will normally be every 12 months however the exceptions to this are any item that lifts, carry’s or supports a person I.E tail lifts, harness etc, these require inspection at intervals of no more then 6 months.

Vehicle tail lifts, RCV bin lifts, side loaders, Fork lift trucks, Tractor loading shovels, lifting chains and slings, vehicle lifts and hydraulic tables, trolley jacks, axle stands, compressors, exhaust extraction, Arboriculture climbing equipment, this list is not a full and complete list but give an idea of the type of items covered under the policy.

A written scheme of examination must be held on site for all pressure systems; this will be put together by Royal Sun Alliance and will state the inspection frequency and system type. LOLER inspection sheets will have the following defect categories,

‘A’ defect requires immediate attention and must be taken out of service until rectified; Royal Sun Alliance will also inform the Health and Safety Executive (HSE) of this defect, typical example could be an inoperative safety stop switch.

‘B’ defect requires rectification within a certain time frame as advised on the inspection sheet, typical example could be corroded kick plate on tail lift.

‘C’ defect requires rectification on the next scheduled service or safety inspection (if a vehicle), typical example could be a missing Safe Working Load plate (SWL)

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Inspection Reports will be sent out to the contract manager after the inspection has been completed, and a copy to the Fleet Manager. The inspection sheets once received should be signed and dated and filed ready for internal or external inspection/audit, any defects must be signed off as repaired and dated. Any ‘A’ defect must be reported immediately to the Fleet Manager or the Regional Health and Safety Advisor following which a full investigation must be undertaken on site by the contract manager or workshop manager to establish the root cause and actions taken.

A register of all LOLER, LEV and Pressure Systems must be held on site and kept in the appropriate file and updated after each inspection by Royal Sun Alliance.

All plant and equipment must have planned maintenance in accordance to the manufactures recommendations, in the case of bin lifts, tail lifts etc these should be inspected/serviced in line with the scheduled safety inspections, and recorded on the vehicles file. Pre-use inspections must take place and any defects noted on the appropriate defect report form.

The LOLER, LEV and Pressure systems inspection sheets will be audited by the Health and Safety team and the Fleet Manager. Any defected item that cannot be found to have been rectified could be taken out of service depending on the defect category, in all cases of an ‘A’ defect it will be immediately taken out of service until repaired.

Any item of plant or equipment that is going to be sold or has been scrapped must be notified to the Fleet Manager so we can remove from Royal Sun Alliance inspection schedule, at the point of sale it should also be noted on your register. The sale of machinery regulations apply to the condition of equipment sold on for further use, please check with your H&S Advisor regarding disposal arrangements.

Any item of plant or equipment that enters service on any of Serco Local Government sites must have a copy of the latest certificate present on delivery by the hirer company or faxed/emailed to the appropriate person on site prior to the use of the equipment, any defects listed on the inspection sheet must have proof of their repair.

C.1.5 All Body, Hand and Noise Regulations All equipment purchased will conform to the European Directives and the PUWER Regulations to ensure that the levels and use are safe for all employees. All equipment will provide Certificates of Conformity to endorse these important factors.

Noise in The Environment Directive 2000/14/EC

Hand Transmitted Vibration ISO5349:1986

Whole Body Vibration ISO2631-1:1985

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Daily Machine / Equipment Checks MACHINE OR EQUIPMENT TYPE I.D. NO MACHINE HOURS OPERATOR'S NAME/S WEEK ENDING

ENTER a (ok), X (defect) or - (not applicable) DEFECTS MUST BE RECORDED BELOW

MACHINE SAT SUN MON TUE WED THU FRI RFL IN DATE OIL LEVEL COOLANT LEVEL HYD OIL LEVEL LIGHTS inc BEACON INDICATORS TYRE CONDITION STEERING BRAKES GREASE POINTS HORN WIPERS CLEAN RADIATOR ROPS & SEAT BELT WINDOWS SAFETY CUT OUTS PTO GUARD PTO SHAFT GUARDS BLADES BELTS TOWING HITCH 3 POINT LINK TOP LINK ROLLERS JOCKEY WHEEL HYD COUPLINGS FUEL / OIL / WATER / HYD LEAKS

Defect Report Date Defect Action Taken Sign

SUPERVISOR SIGN OFF / DATE

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Serco also has carried out intensive tests of all its grounds maintenance equipment to ensure that it conforms to safe vibration levels and has introduced a Monitoring System to control trigger times for equipment that cannot be used for a normal working time within a daily use period.

We have also carried out Occupational Health testing of all staff to identify any employees who are at risk. All staff completes a Trigger Sheet detailing the total daily use of equipment. We provide a breakdown for each item of equipment that is of restricted daily use.

Exposure to vibration can be reduced through job rotation, so that no one person is exposed to more vibration than necessary. We schedule regular breaks when using vibrating equipment and restrict some use during very cold weather. If cold, wet conditions are unavoidable, warm weatherproof clothes and gloves are provided. However, gloves only dampen the effects of vibration, as they only help to keep yours hands warm.

We instruct staff to avoid straining when using vibrating tools. A comfortable, relaxed and safe posture will help reduce the risks, and regularly exercise the hands and fingers before commencing work.

We carry out regular maintenance to ensure tools are operating at their optimum and our fitters use testing equipment to measure the vibration of plant; they test all plant when it is repaired or excessive vibration is reported. We have established the maximum time permitted for each item of equipment that is of a vibratory nature:

HAVS EQUIPMENT TRIGGER MONITORING SHEETContract: Employee:Date: / / Employee No:

Plant No.

Equipment Used

Day 1 Day 2 Day 3 Day 4 Day 5 Day 6 Day 7

Hrs Ms Hrs Ms Hrs Ms Hrs Ms Hrs Ms Hrs Ms Hrs Ms TOTAL TIME Operative Signature: Date: / / Supervisor/Manager Signature: Date: / /

Max Time For Permitted Use

0 1 2 3 4 5 6 7 8 9

Etesia PBE -New Machine Ow n Test

Etesia PBE -New Machine Manufature's Test

Robin HT750 -New Machine Manufature's Test

stihl BG85 -New Machine Manufature's Test

stihl BG85 -New Machine Ow n Test

Stihl BR380 -Machine In use

Stihl FS400 -New Machine Ow n Test

Stihl FS400 -Old Machine ow n Test

Stihl HS85 -New Machine Manufature's Test

Stihl HS86 R -Machine In use

Hou

rs

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C.2 Communication and monitoring equipment All vehicles, ride-on mowers and tractor will be fitted with tracker units to ensure they follow their prescribed routes are being fully utilised. The devices also allow for any emergency work required to be allocated to the nearest team to respond quickly.

All vehicles will be fitted with radios for two-way communication and appropriate Team Leaders will be supplied with controlled mobile telephones. Specific teams will also be supplied with digital cameras to record important items such as dangerous trees outside permitted parameter heights, dangerous sports equipment or fly-tipping etc.

C.3 Livery Serco already have experience of the Branding guidelines which have been adopted for our Refuse, Recycling and Street Cleansing Fleet. The latest guidelines will be adopted for vehicles as MKC LOGO SPOT.eps. and the appropriate Primary and Secondary colour pallets. The Council has also recognised that there are many different makes and models of vehicles and some may pose application problems. In such cases, we will liaise fully with the Council Communication team to resolve any issues. Please some examples we have created in line with your branding requirements:

C.4 Transferred Assets Serco and its partners can confirm that it intends to use the mechanical plant in Schedule 5, provided free of charge for the remaining lease period detailed.

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C.5 Plant and equipment

C.5.1 Summary of Vehicles, Plant and Equipment for Lot 8

Plant and Equipment Type Number

Vehicles ( Tippers, Crew cabs, 4x4) – excluding Supervision 21 Trailers (carrying mowers, compact tractors) 11 Tractors (large and compact models) 7 Gang-mower 1 Ride-on mowers (out-front, zero-turn, WAM) 20 Flail mowers (side-arm and rear models 8 Tractor mounted (sports and rear rotary mowers) 10 Pedestrian Equipment (mowers, fine-turf, strimmers, etc) 113 Wood-chippers 6 Excavator (Grave-Digger) 1

C.5.2 Grass Cutting

C.5.2.1 Contract 1: Milton Keynes North

Plant and Equipment Type Model Activity Number Life

3.5t Crewcab Truck Ford Transit Grounds Maintenance

activities – grass cutting and horticulture

3 7 years

Plant Trailer Indispension 10’ x 6’ To transports mowers and Excavator

2 7 years

Tractor John Deere 100hp tractor

Conservation grass areas and ditches

1 10 years

Flail Mower McConnell Power Arm 5155 flail mower


1 7 years

Ride-on zero-turn mower

Hayter/Toro 6000 zero-turn mower

Amenity Grass-cutting 2 5 years

Ride on rotary mower

Hayter/Toro outfront rotary mower


Toro Groundmaster 4010D WAM mower


Strimmer Stihl FS410CE Amenity Grass-cutting 6 2 years

Blowers Stihl BR600 back-pack blower

Cleansing and debris removal

3 3 years

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C.5.2.2 Contract 2: Milton Keynes Rural and Newport Pagnell

Plant and Equipment Type Model Activity Number

3.5t Crewcab Truck Ford Transit Grounds Maintenance activities – grass cutting and horticulture

2


2

Tractor John Deere 100hp tractor


1



1


Hayter/Toro 6000 zero-turn mower

Amenity Grass-cutting 2

Ride on rotary mower Hayter/Toro outfront rotary mower


Hayter 324T WAM mower


Strimmer Stihl FS410CE Amenity Grass-cutting 4


Cleansing and debris removal 2

C.5.2.3 Contract 3: Milton Keynes South and Sportsfields


3.5t Crewcab Truck Movano 3.5t Crewcab Grounds Maintenance


2 7 years

3.5t Dropside Movano Dropside 3.5t truck

Grounds Maintenance activities – grass cutting and horticulture

1 7 years


2 7 years

Tractor Ford New Holland 100hp tractor

Conservation grass areas, hedges and ditches

1.5 8 years

Ford New Holland 35/40hp tractor


1 8 years



1 7 years

McConnell Power Arm 3430 flail mower

Conservation grass areas, hedges and ditches grass areas

1 7 years

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TM Flail Bomford Bandit B1800 mower

Conversation grass areas 0.30 7 years


Ferris 25100Z zero-turn mower


Ride on rotary mower John Deere 1445 outfront rotary mower




Strimmer Stihl FS410CE Amenity Grass-cutting 6 2 yearsPedestrian Mower Etesia PBE 21” mower Amenity Grass-cutting 2 3 years

Outfront Flail mower John Deere Flail mower

Amenity and Conservation Grass-cutting

0.5 7 yeears



2 3 years

Stihl BG86 blower Cleansing and debris removal

2 3 years

C.5.2.4 Contract 4: Central Milton Keynes and Rights of Way




1 7 years

Electric Truck Goupil G3 Electric Truck


1 7 years


1 7 years



0.50 8 years



0.20 8 years




Ferris 25100Z zero-turn mower

Amenity Grass-cutting and Rights of Way mowing

0.50 5 years

Ride on rotary mower Etesia Attila 98X Amenity Grass-cutting

and Rights of Way mowing

0.50 5 years

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Pedestrian Mower Etesia PBE 21” mower Amenity Grass-cutting 2 3 years Strimmer Stihl FS410CE Amenity Grass-cutting 3 2 years



0.5 7 yeears



1 3 years

C.5.2.5 Contract 5: Bletchley and Grid Roads




2 7 years

Tipper Truck Movano 3.5t Tipper Truck


2 7 years


2 7 years



1 8 years



0.80 8 years

Ransomes 4650TG gang-mower

Amenity and Sports Grass-cutting

1 7 years





1 7 years

McConnell Power Arm 3430 flail mower


1 7 years

Rotary Ride-on mower

John Deere 1445 outfront rotary mower




Shibaura SG280A mower


Pedestrian Mower Etesia PBE 21” mower Amenity Grass-cutting 4 3 years Strimmer Stihl FS410CE Amenity Grass-cutting 6 2 years

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0.5 7 yeears



2 3 years

Stihl BG86 blower Cleansing and debris removal

2 3 years

C.5.2.6 Contract 6: Crematorium and Cemeteries


3.5t Crewcab Truck Vauxhall Movano Grounds Maintenance


1 7 years


1 7 years


Ferris IS 2005Z Amenity Grass-cutting 0.50 5 years

Ride-on mower Etesia Attila AV98X Amenity Grass-cutting 0.50 5 years

Strimmer Stihl FS410CE Amenity Grass-cutting 4 1 or 2 years

Pedestrian Box mower

Honda HRD 536 QX 21” Collect mower

High standard Grass-cutting

2 3 years



2 3 years

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C.5.3 Horticulture (Contracts 4-6)


3.5t Tipper Truck Vauxhall Movano Horticultural activities 2.5 7 years

Electric Truck Goupil G3 LWB Electric tipper

Horticultural activities 1 7 years



2 7 years

Woodchipper Timberwolf TW150DHB 6”


Tractor Mounted Woodchipper

Timberwolf TW150DHB 6”


Tractor New Holland 100hp Hedge, shrub pruning 2 8 years New Holland 30/45hp Hedge, shrub pruning 2 8 years



10 3 years

Polesaw Stihl HT 101 Tree woodland pruning 4 3 years Chainsaw Stihl MS261/440 Tree woodland pruning 10 3 years Hedge-cutter Long-handled

Stihl HL95 Hedge-cutting and shrub pruning

15 3 years

Hedge-cutter Short-handled

Stihl HS86R Hedge-cutting and shrub pruning

17 3 years

Pedestrian Rotovator Camon C10 Ground preparation for planting and seeding

1 5 years

Water Bowser

SCH HBU900 (E) trailed electric 250/1150Kg, pump, lance with 6m hose

Irrigation 1 7 years

Knapsacks Cooper Pegler CP15 Series 2000 sprayers

Weed Control 10 5 years

Hand and workshop tools

Various Grounds maintenance activities

various annual

C.5.3.1 Spare capacity

In the above list, we have allowed for the spare capacity of 4 hedge-cutters, as these are items that can breakdown often and a spare is necessary to have in place to ensure the work is not curtailed.

Within our vehicle fleet we have allowed for one spare to cover servicing and repair.

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C.5.3.2 Equipment Utilisation and sharing between Lots

To provide economies of scale and full utilisation of the equipment the following items identified in the plant list above will be shared with the other Lots:

Timberwolf TW150DHB 6” Woodchipper ( 100% Contract 3, 30% Contract 4, 150% in Contract 5, 20% in Contract 6)

Camon C10 pedestrian cultivator (50% in Contract 3, 25% Contract 5, 25% use in Contract 6)

SCH HBU900 (E) trailed electric 250/1150Kg water bowser (20% Contract 3, 30% Contract 4, 20% Contract 5, 30% use in Contract 6)

New Holland 100hp tractor (50% Contract 3, 50% Contract 4, 100% Contract 5) New Holland 35/40hp tractor (100% Contract 3, 20% Contract 4, 80% Contract 5)

All vehicles and equipment will be purchased and depreciated as per the life cycles specified and replaced accordingly or reviewed annually as described. We have a National Arrangement for the supply of small vehicles from Vauxhall and we standardise for all other general equipment from approved suppliers:

Stihl equipment for all hand motorised hand equipment Timberwolf for all woodchippers Ford New Holland for tractors

C.5.4 Landscaping (Lots 1-6)


3.5t Tipper Truck Vauxhall Movano Schedule of Rates and Day Works

1

C.5.5 Sports (Lot 3)


3.5t Truck Vauxhall Movano Van Sports maintenance activities 1 7 years

Plant Trailer Indispension 10’ x 6’ To transports mowers, fine-

turf equipment, compact tractor and implements

1 7 years

Tractor New Holland 100hp tractor

Sports maintenance activities 1 8 years

Tractor New Holland 35/40hp tractor

Renovation, brushing, of sports pitches and astro-turf pitches

1 8 years

Fertiliser Spreader Vicon PS403 Superflow 400litre capacity spreader

Fertilser/Sand spreader 1 10 years

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Chain-harrows Parmiter 4m folding grass harrows

Levelling and evening of pitches following heavy play

1 10 years

Aerator (2nd year) Redxim Charterhouse Aerator 12180TM

Pitch aeration and soil transfer.

1 7 years

Roller Tomlin 3m transport Cambridge roller

Pitch levelling and evening and hardness standards

1 10 years

Rotovator Blec rotovator Sports Pitch Renovation 1 10 yearsSynthetic turf brush

Sisis Osca 3 power brush

Astro-turf brushing 1 7 years

Drag Brush TCM trailed drag brush Astro – turf cleaning 1 7 years Pedestrian rotovator

Scotts Fertilser Cricket Square spreading 1 7 years

Water Bowser

SCH HBU900 (E) trailed electric 250/1150Kg with 12v pump, telescopic lance with 6m hose

Irrigation of sports pitches 1 7 years

Pedestrian Aerator Sisis Supaturfman with solid/hollow tines

Cricket aerator 1 10 years

Sports Mower Dennis FT510 mower with cassettes

Mowing and maintenance of cricket wickets

1 7 years

Ransomes Matador Mowing Cricket Square 1 7 years

Walkover Sprayer Allman walkover sprayer

Cricket Squares chemical application

1 10 years

Boom Sprayer Hardi Jazz 200litre light boom sprayer

Sports Pitch chemical application

1 10 years

Hose Reels Tricoflex portable hose reel


Knapsacks Cooper Pegler CP15 Sprayer


2 5 years

Line Markers RT PJM line markers Sports pitch line-marking 2 5 years

Grassline Jet 4 trolley wheel marker

Sports pitch line-marking (synthetic pitches)

2 5 years

Impact Glider marker Sports pitch (synthetic pitches)

1 5 years

C.5.5.1 Hire Equipment:

TM Dakota Spreader (sports pitch renovation) TM Vertidrain (sports pitch renovation) 2nd year TM Scarifier (sports pitch renovation) TM Disc Seeder (sports pitch renovation)

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C.5.6 Crematorium and Cemeteries (Lot 6)

Plant and EquipmentType Model Activity Number Life

3.5t Tipper Truck Vauxhall Movano Burial Internment and other activities

1 7 years



1 7 years


2 7 years


Ferris IS 2005Z Amenity Grass-cutting 1 5 years

Ride-on mower Etesia Attila AV98X Amenity Grass-cutting 1 5 years

Strimmer Stihl FS410CE Amenity Grass-cutting 4 1 or 2 years

Pedestrian Box mower

Honda HRD 536 QX 21” Collect mower

High standard Grass-cutting 2 3 years


Cleansing and debris removal 2 3 years

Polesaw Stihl HT 101 Tree woodland pruning 1 3 yearsChainsaw Stihl MS261 Tree woodland pruning 1 3 yearsHedge-cutter Long-handled


1 3 years



2 3 years

Pedestrian Rotovator

Camon C10 Ground preparation for planting and seeding

1 5 years

Water Bowser



Excavator JCB Gravemaster 8018 with extended 3m dipper

Grave-digging 1 5 years

Woodchipper Timberwolf TW150DHB 6” Woodchipper

Chipping and shredding timber and brash

1 5 years

Grave Shoring

Teleshore hydraulic shoring panels, lifting eyes & strops

Grave protection 6 pairs – 3 graves

7 years

Hydraulic pump 151 Grave protection 1 7 years

Vertishore incl. cylinder

Grave protection – spare and suitable for child’s grave

4 7 years

Speed-braces Grave protection 2 7 years

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Plant and EquipmentType Model Activity Number Life

Teleshore grave surround walk-boards

Grave and mourner protection 2 5 years

Teleshore soil box Holding excavated soil by grave

5 3 -5 years

Hand Tools Teleshore trimming spade & fork

Hand excavation and dressing/trimmimg garve

3 3 years

Digging Platform Composite Platform Ground Protection 1 5 yearsGround protection sheets

Composite Sheets Ground Protection 14 7 years

Coffin Supports Teleshore Putlog Coffin support 2 sets 3 – 5 years

Water Pump Groundforce Shuco 2” Honda engine water pump

Grave protection 1 5 years

Safety Covers Teleshore Safety Lockdown covers

Grave protection 10 7 years

Safety Surround Opaque Screens Exhumation protection 1 7 years

Grass Matting Teleshore artificial grass matting

Grave covering and memorial protection

20 3 years

Hand and workshop tools

Various Grounds maintenance activities

various annual

C.5.6.1 Spare capacity

In the above list, we have allowed for the spare capacity of one strimmer and one hedge-cutter, as these are items that can breakdown often and a spare is necessary to have in place to ensure the work is not curtailed.

We have allowed for a spare set of one pair of Teleshore shoring units and 4 Varishore units, so that we can provide up to 5 potential graves on the same day. There also five soil boxes to support them if required.

Within our vehicle fleet we have allowed for one spare to cover servicing and repair.

C.5.6.2 Equipment Utilisation and sharing between Lots

To provide economies of scale and full utilisation of the equipment the following items identified in the plant list above will be shared with the other Lots:

Timberwolf TW150DHB 6” Woodchipper (20% use in Contract 6) Ferris IS 2005Z zero-turn mower (60% use in Contract 6) Etesia Attila AV98X ride-on mower (40% use in Contract 6) Camon C10 pedestrian cultivator (25% use in Contract 6) SCH HBU900 (E) trailed electric 250/1150Kg water bowser (30% use in Contract

6)

All the remainder of the equipment is fully utilised in Contract 6 for the maintenance of the Crematorium and the cemeteries.

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All of the cemetery equipment will be new, apart from the assets being transferred from the equipment as identified in Schedule 5, although we have allowed for the purchase of one extra Teleshore shoring unit. Any replacements will be supplied by Serco as required. All vehicles and equipment will be purchased and depreciated as per the life cycles specified and replaced accordingly or reviewed annually as described. We have a National Arrangement for the supply of small vehicles from Vauxhall and we standardise for all other general equipment from approved suppliers:

Stihl equipment for all hand motorised hand equipment John Deere and Ferris for all rotary ride-on mowers Teleshore for grave shoring and all other associated equipment

C.5.7 Arboriculture (Lot 7)


3.5t GVW Tipper Truck

Ford Transit 2.4 Di TDI 1175Kg Payload

Tree work activities 1 7 years

Wood Chipper Timberwolf TW150DHB Wood Chipper

Chipping/Shredding timber

1 5 years

Stump Grinder Husqvarna SG13 portable stump grinder

Grinding out tree stumps 1 5 years

Chainsaws – with various bar lengths

Stihl MS201T – 12 and 16” bars

Tree work activities (top saw)

2 5 years

Stihl MS441CM – 18 -20” bars

Tree work activities (fell and clearing saw)

1 5 years

Stihl MS660 – 25” bar Tree work activities (large fells)

1 5 years

Pole Saw Stihl HT 101 Tree work activities (branch removal)

1 5 years

Blower Stihl BG86 Blower Site clearing 1 5 years

Cable Detector C.A.T. and Genny Utility Cable sire detection

1 7 years

Hedgecutter Stihl HS86R Brash Clearance 1 3 years

Disc Cutter Stihl TS410 Cutting tarmac/concrete/PCC

1 5 years

All climbers will use a safety climbing system that secures them at all times in the tree being worked on. All personnel will be issued with appropriate forestry safety clothing and PPE as specified in AFAG 401.

All climbing harnesses will conform to the relevant BS EN standard and carry a relevant CE mark.

Safety Helmet – we now use a mountaineering helmet as approved by the HSE which provides improved impaction protection and anchoring, complying to BS EN 12492.

Eye Protection – complying with BS EN 1731 / 166 Hearing Protection – complying with BS EN 352

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Boots – complying with BS EN ISO 20345 Leg and groin protection – complying with BS EN 381-5. Type C Leg Protection as

recommended by the HSE We use a work-positioning system as recommended by the Arboriculture and Forestry Advisory Group. This system supports the climber when working in the tree. It is recommended not to climb 250mm above your anchor point. Keep the climbing rope taut and any slack must not exceed 500mm. The work-positioning sit harness must have a pelvic attachment point and leg loop straps conforming to BS EN 813 and 358. All climbing ropes must have a minimum diameter of 10-14mm and ensure that it is compatible to any friction hitches or mechanical devices. Climbers will also carry an adjustable lanyard, which provides a secondary anchor to prevent the risk of pendulum swing. They are also useful as a supplementary load-bearing anchor point when working in the crown of a tree or when changing anchor points.

Ancillary Tree Equipment Item Item Item Item

Work Position harnesses

Climbing Stropes Rope Knives Ascenders/Descenders

Climbing Ropes Lowering kits and Blocks

Prussicks Loppers/Pruning knives/Secateurs

Lowering Ropes Lanyards Ladders Axes, Mattocks & Wedges

Karabiners Climbing Irons/Spikes Hand saws/Silky saws

Lock Jack Positioner

Small tools & brushes

Signs/Cones/Tape/Dust Sheets

First Aid Kits Digital Camera

C.6 Life Expectancy The life expectancy has been specified above, however, all equipment is reviewed annually as part of the servicing arrangements and an Assessment Report is prepared for the Workshop Manager. Renewal will be based on:

Hours or mileage use of the item

Engine condition and repair status

Bodywork condition

Future use

Any replacements will be highlighted and a purchase order request raised for authorisation by the Fleet Manager. We have a national deal with Vauxhall for our small vehicle fleet and a number of approved suppliers for grounds maintenance equipment.

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Method Statement D. Depot

D.1 Introduction Serco are bidding for Lot 8 and therefore no response has been requested. For clarity we have therefore just summarised briefly our intentions below.

D.2 Proposed Depot Facilities for Landscape Maintenance Contract

Serco proposes to operate the services from the existing Council’s premises at Bleak Hall which is offered for Lot 8. Serco can confirm that we will operate them to our normal high standards and will ensure all facilities for staff are fit for purpose and that storage areas for plant, vehicles and materials are secure. Serco would also like to discuss the option of the use of another small facility that may benefit our future plans to groups of staff wishing to set up their own landscapes businesses.

D.3 Operation of Depots Landscape Maintenance and our existing environmental service (street cleansing) operations will be integrated to provide better service outcomes with and less wasted and unproductive travel time increasing the environmental benefits realised through combined operations. Detailed below are our proposals for the provided facilities and which incorporate the integrated operating approach.

Bleak Hall Depot – Having visited the depot during the tender process we believe that the site provides an ideal operating base for the Landscape Maintenance contract in terms of location and size of the facility.

Serco MK Depot (currently waste and street cleansing operations) – As part of our

integrated approach we would propose to co-locate some of integrated teams (street cleansing and Landscape Maintenance) and their equipment to our existing depot in Milton Keynes. The administration functions for the contract will also be based here.

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Method Statement E. Core Services Resourcing as required

E.1 Grass Cutting (Lot 1-6) The growing season generally extends from March to October, and sometimes the weather can affect the ground conditions either being very wet or dry, this will affect the number of grass cutting cycles required and will be maintained in accordance with the standards in 2.2 of the Specification. Therefore it is important to monitor the grounds and weather conditions which will affect the grass parameter standards, particularly for amenity and high standard grass. There are other Grass Cutting Schedules specified with varying frequencies and therefore these have to be programmed but there will also be a degree of adjustment due to the climatic conditions. These will be discussed and re-programmed within a revised schedule,

agreed with the Authorised Officer. Please refer to the tables above for identification of the equipment for each category. The grass will be mown with a combination of both pedestrian and ride-on rotary, flail and cylinder mowers. All areas will be planned for each type of machine and a schedule developed for a sequence of mowing for the staff to adhere to. Each are will be inspected first and any debris removed. All areas will be synchronised where possible with the street cleansing operations to ensure we deliver a fully integrated approach

to the street scene environment. Prior to the season commences we will carry out weed control around along fence-lines, crash barriers, hedges, along grass edges (<50mm in to grass areas) and around trees in accordance with Clause 2 of the Specification. Due regard will be made to current legislation, the environment, facility users, and wildlife and carried out in such a manner as not to cause any damage to plants, animals, and any watercourses or water supply. Extreme caution will be taken working around the public and staff, vehicles and around trees as not to cause any damage. The regular mowing categories can be shared with the public on the Council web site, once they have been developed and proven to be effective. All staff will be trained to operate each item of grass cutting machinery and recorded on their Training Plan. They are inducted in the safe use, operation and basic maintenance of the mower. The existing staff have received an excellent range of training, particularly from Lantra, and this will continue both externally and internally through the development of a Lantra Trainer for the contract.

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General grass cutting considerations:

All grass will be cut cleanly and evenly, and without damaging the existing surface or adjacent features. Alternate directions of cut will be made to provide a quality presentation standard.

Any damage to the grass surface including ruts or divots caused during grass cutting operations will be reinstated at our expense.

We will have due regard for the health and safety legislation and in particular working on highways and central reservations to ensure compliance with Chapter 8 of the Traffic Signs Manual 2009 and the Highways Agency Network Management Manual.

Machinery will be used with speed limit guidelines.

All areas will be inspected prior to mowing to ensure that all litter and debris is removed and there are no potential dangerous items to prevent mowing.

All staff will be fully trained, skilled and experienced in the operation, safe use and basic inspection and maintenance requirements of all equipment, and are fully conversant with Health and Safety legislation.

Machinery considerations:

We will ensure that all machines used for grass cutting operations are properly set and sharp so as to produce a true and even cut. The height of cut must be adjusted so that at no time does scalping, take place.

All machines will be properly guarded and maintained so as to present no danger to the operator or any person in the vicinity of the operation.

All machines will be inspected daily in accordance with our Plant Inspection Form and any defects recorded within our Defect Reporting Procedure.

All equipment will be insured for use, licensed, taxed, and regularly serviced in accordance with manufacture’s recommendations. Service and maintenance records are held for every registered vehicle.

All equipment utilised for the surface shall conform to all relevant construction and use regulations and be of a design that is fit for purpose and cleaned to present a professional image.

Any grass clippings falling in clumps will be dispersed in an approved manner.

All equipment purchased will conform to the European Directives and the PUWER Regulations to ensure that the levels and use are safe for all employees. All equipment will provide Certificates of Conformity to endorse these important factors.

- Noise in The Environment Directive 2000/14/EC - Hand Transmitted Vibration ISO5349:1986

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- Whole Body Vibration ISO2631-1:1985

All equipment, plant, and tools covered by the Lifting Operations and Lifting Equipment Regulations (LOLER), Local Exhaust Ventilation (LEV) and the Pressure Systems Regulations must be regularly maintained, subject to recorded inspections and examined by an independent competent person at intervals specified in the regulations.

We have also carried out Occupational Health testing of all staff to identify any employees who are at risk. All staff complete a Trigger Sheet detailing the total daily use of equipment. We provide a breakdown for each item of equipment that is of restricted daily use.

All refuelling will be carried out on a hard surface isolated from any potential pollution area such as a watercourse or road gully. In the event of any spillage, this will immediately be contained and cleared up.

Maintain a valid Goods Vehicle Operator’s licence of all relevant vehicles if required.

Arrangements will be made for security and housekeeping of all items of machinery used in the performance of the services.

System of working considerations:

We will maintain mow areas within an approved system of cutting to ensure that all areas are cut on a rotation programme to ensure they are mown to the performance standards set out.

Each area will be completed before commencing another one.

Any areas will be recut deemed to be unsatisfactorily.

If inclement weather prevents us from mowing and may cause damage to the grass sward, we will inform The Council. We will resume mowing as quickly as possible, if necessary using more resources if necessary to resume the scheduled programme.

Any cuttings that fly onto other surfaces will be removed accordingly. They will be removed by sweeping or by the use of mechanical hand blowers and dispersed evenly over the grass surface. At no time will the operators move out of the site where there are uncompleted operations, so that they are in a position to warn anybody whose safety id threatened by an aspect of grass cutting operations.

All persons operating grass cutting machinery will be satisfactorily skilled and supporting information will be provided. They will be conversant in health and safety legislation and competent in their operating methods.

All PPE and other safety equipment will be provided.

All equipment and staff will carry identification at all times and available for inspection. Staff will be attired in identifiable uniforms containing fluorescent markings conforming to health and safety regulations and suitable equipment identified with the approved livery of the organisations.

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If we cause any damage to the surface, it will be our responsibility to reinstate the area and all associated costs.

Gaining access to restricted areas such as redways, rights of way, cemeteries and sheltered housing schemes.

Any requirements for protection and guarding under the Road Traffic Act 1980.

In certain areas, flowering bulbs may be planted or have become naturalised, and in such areas the grass will not be cut until a minimum period of 6 weeks have elapsed after completion of flowering. These areas will then be maintained to the grass standard in the surrounding areas.

During the winter period, all grass edges where specified, will be re-defined to a straight level or curve. Where necessary a string level line will be used to produce a accurate line. Edges shall be cut to the slope backward approximately 10% from the vertical. We will use a combination of both manual and mechanical methods. The majority of open space and highway grass in all contract areas will be mown by rotary mowers, some of which will ride out from the depots direct to sites where economical. Others will be transported to site on trailers to reduce non-productive time and increase mowing time on site.

Some of the mowers will be zero-turn mowers allowing more close mowing of restricted areas and other areas with more obstacles and tree planting, as observed in some housing, highway and town centre areas. These mowers will also be supported by other staff with strimmers and pedestrian mowers to access restricted areas, such as play areas and highway verges with bollards to ensure that uniform standards are achieved across all grass areas.

In addition, we propose to have a separate mowing team for cutting grass in the cemeteries, and they will be provided with a zero-turn ride-on rotary mower, hand rotary and strimmers to mow all cemetery lawns, around headstones, graves and other burial areas. To ensure we meet our health and safety regulations, a mower suitable for mowing grass banked areas, will be purchased to ensure that this grass is cut both to the appropriate task specification.

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We have selected a Shibaura bank mower, which has been specifically designed for this type of grass-cutting, and will mow all the banked areas, of which there are many that are steep and difficult to access.

It has a low centre of gravity, adjustable seat to 25 degrees and powered by a N483 diesel engine that powers a 2 speed infinitely variable transmission which powers the rear wheels but which can also power all 4 wheels when required.

Grass cutting schedules will be developed in accordance with the categories of grass cutting for each mowing team. Where possible street cleansing and grass cutting schedules will be co-ordinated by Serco, ensuring operational teams work more closely together to deliver a ‘streets-scene’ service. The existing StreetsmartTM service management solution at Milton Keynes Council will be configured to include the activities and workflow associated with Landscape Maintenance. These functions can all be readily accommodated within StreetsmartTM by creating additional Locations, Assets, Features and Job Types and subsequently scheduling them. The system is designed to improve the targeting and use of assets to monitor and develop the service. It provides for real-time programming of work as set out in the Contract Specification meeting the outcome targets, improves the client’s credibility with their service-users and engages the local community in caring for their community. The contract targets within the Performance Standards in Schedule 12, will be at the heart of our system and they will be reviewed and amended annually for updating. Prior to the season, and at appropriate times during the summer, we shall apply an approved herbicide to fence-lines, crash barriers, tree surrounds and other borders, within the specified parameters. Amenity grass in estates comprising of open spaces and highways will be mown by a combination of wide-area mowers for larger open spaces, other ride-on rotary mowers for highways with the support of pedestrian mowers and strimmers.

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All central reservations and other high speed roads requiring Traffic Management, and require both cleansing and grass cutting will become a combined operation. Even though the cleansing regime is 4 weeks, in the growing season the grass will be mown on average every 3 weeks, however, the two operations will be combined, as it provides both for a safety and economical solution.

Sports fields and sports pitches will be mown with a cylinder gang-mower supported by smaller equipment to cut inaccessible areas of each site. This will include winter sports pitches throughout the season and cricket and baseball outfields:

Outfields Period Height of Cut

April - October 12 -20mm

November - March 20– 40mm

Grass surrounding sports pitches will be mown frequently in order not to present a significant difference from sports pitches standards, in order to mow all winter and summer sports pitches with a cylinder mower providing a superior standard for sports activities in accordance with sports standards.

The football and rugby season usually commences on the first Saturday in September and end on the last Sunday in March, subject to any re-arranged fixtures, cup matches and any disruption during the season. The grass will be cut as necessary prior to marking operations to ensure all lines are clearly visible. Mowing will be carried out in such a way to produce a striped effect on the length of the pitch.

Cricket squares and wickets will be mown with pedestrian cylinder mowers (minimum of 5 cutting blades for the square and 10 cutting blades for the wicket with front and rear rollers) appropriately set at the appropriate parameter heights:

Cricket Table

Period Height of Cut


November - March 13 – 18mm

During March and April, we will gradually reduce the height in several stages from 12mm to 8mm. The cricket season usually commences on the first Saturday in May and ends on the third Sunday in August each year. Each wicket will be prepared on the day of play except weekends and public holidays, which shall be generally, be prepared on Fridays. Four days before the weekend, mowing of the wickets will commence. The wicket will be mown to present a precise height of 4mm and a smooth even finish free from ribbing and without a striping effect. The wicket will be mown twice, with a repeat –cut in the opposite direction.

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The maintenance of sports pitches will cover three key performance standard areas:

Structural quality Presentational quality Playing quality

Grass cutting will include criteria within both structural and presentational quality standards: an appropriate range for the length of grass and herbage and the appearance of the surface of the turf in terms of cleanliness of cut or any ribbing of the grass. The only high standard grass is located within Crownhill Cemetery and Crematorium, and this will be mown with rotary mowers fitted with rollers, therefore allowing for a precise cut and a smooth even finish free from ribbing. The grass arisings will be collected and the grass area will be left in a neat and tidy condition. All grass cuttings will be composted to form compost for border areas. Wildflower, rough grass and meadow grass areas are areas of ecological importance where the natural flora fauna are encouraged and protected. The precise dates will be agreed in order to reserve wildlife but also to allow more desirable wildflower species to flourish and to reduce the vigour of the more rampant species. At this stage we are not aware which wildflower meadows have established Spring flowering such as cowslips, fritillary, lady’s smock and bugle or Summer flowering of knapweed, devil’s bit scabious and lady’s bedstraw which should have set seed before mowing. Depending on the mix of wildflowers there will be varying flowering times. The first cut should be 100mm high, but subsequent cuts should be lower. Spring flowering meadows should be cut in July and for the remainder of the summer, however, summer flowering meadows should be left to late August or September, which gives the best chance to flower and seed.

Cutting must be flexible, allowing a great deal of control over timing and the height of cut, and cutting the whole meadow will take away all the food needed by insects. Therefore, it is necessary to leave some areas uncut for them. This will be done by leaving the edges of the meadow and cutting them on a rotation basis as the diagram displays, leaving a different side uncut each year.

On small meadows, the grass will be cut by a strimmer, however, on larger areas, a tractor and rear flail mower will be used and in conjunction with a strimmer or a John Deere 1445/1545 ride-om mower with a front-mounted flail mower. All areas will be inspected first to ensure that any debris is removed; any excessive deposits will be reported. Any invasive or perennial weeds will also be identified and reported; as some judicious weed control may be required. Any grass that has to be removed will be ordered separately.

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Where necessary and to allow more access to these areas, it may be sensible to mow pathways through these areas, so that they can be more appreciated by the public as a valuable environmental asset. Rotation grassland will have 25-30% of its area cut once a year, and all arisings removed. There is only 500m2 in area 5, and this will be carried by hand, including strimmers, silky saws, pruners and possibly chainsaws for any

regrowth from stumps previously cut. Arisings will be raked up and removed for recycling. The staff will continue to work an annualised arrangement, working 39 hours during the summer period of 35 weeks, and 34.5 hours from November to February. The staffs are paid 37 hours per week, and are afforded additional days leave during the Christmas week. Staff will work from 7.30am to 4.00pm (Monday – Thursday) and on 3.00pm on Friday during the summer and from 8.00am to 3.30pm (Monday – Thursday) and on 3.00pm on Friday during the winter period. Grave-digging staff will work from 7.00am – 4.00pm (Monday – Friday) all year, to ensure that are available to provide a consistent service to the public for the preparation of burials. They will also be able to provide an all year service for the removal of litter, the emptying of litter and recycling bins and the provision of containers for watering. Staff leave outside the designated Christmas period will have to be approved, and limited during the growing season to ensure that sufficient resources are available for grass-cutting and any potential variations to the operational programme. In addition, all leave and holidays will be covered with agency staff when required. The provisional Work Programme for grass-cutting activities are as follows:

Indicative Work Programme: Grass Cutting Activities

Activity J F M A M J J A S O N D Rural Grass Verges 1 0.5 0.5 1 Meadow Grass 1 0.5 0.5 0.5 0.5 1 Drainage Ditches 1 0.5 0.5 0.5 0.5 1 Wild Flower Areas* 1 1 Rough Grass 1 Footpaths/Bridleways 0.5 0.5 0.5 0.5 Rotation Grassland 1 Amenity Grass As required (25-100mm) High Standard Grass 2 5 4 4 5 4 4 2 1 Football 1 2 2 3 2 3 3 2 2 2 2 1 Rugby 1 2 2 3 2 3 3 2 2 2 2 1 Cricket Table 1 2 2 5 8 8 8 8 8 2 1 Cricket/Baseball Outfield

1 2 3 5 4 4 4 4 2 1

*Subject to spring and summer flowering meadows

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This is an indicative programme and is subject to seasonal weather variations, and as such may be subject to some change, which will be adjusted each week within the Streetsmart system and supplied to the appropriate stakeholders. In periods of excessive growth, we may extend the working week above 39 hours, and any additional hours will be banked and the time taken off in lieu. As the existing scheme operates on a 35 week period of 39 hours and 17 weeks at 34,5 hours, Contract 1: Milton Keynes North




weeks)





weeks)


Amenity grass in estates comprising of open spaces and highways will be mown by a combination of wide-area mowers for larger open spaces, other ride-on rotary mowers for highways with the support of pedestrian mowers and strimmers

Several of the ride-on mowers will ride out from the depot, and others will be transported on trailers as their schedules will be further away. A follow-up team will support the ride-on mowers and mow small inaccessible areas, play areas and any obstacles that cannot be controlled with chemicals.

A tractor and flail mower will mow the meadows (45,400m2) and smaller areas will be strimmed. It will also cut the drainage ditches and other conservation grass in wildflower areas where it can gain entry.

Contract 2: Milton Keynes Rural Areas and Newport Pagnell




weeks)




2.75staff: March to October (35

weeks)


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The majority of grass is located in Newport Pagnell (425,000m2) and the remainder covers 16 villages. The WAM mower will operate in Newport Pagnell supported by the other two rotary mowers. The other small villages will be mown by the two zero-turn mowers who will work together and have strimmers with them to mow any inaccessible areas. Having completed the villages they will move back into Newport Pagnell to complete the cycle of grass. Contract 3: South Milton Keynes and Sports Work




weeks)





weeks)


Contract 3 includes the provision of a range of sports facilities including 25 football pitches, 4 cricket squares and a baseball field at Woughton Sports Ground. It is essential to provide a first clall Sports fields and sports pitches will be mown with a cylinder gang-mower supported by smaller equipment to cut inaccessible areas of each site. This will include winter sports pitches throughout the season and cricket and baseball outfields:

Outfields Period Height of Cut


November - March 20– 40mm

Grass surrounding sports pitches will be mown frequently in order not to present a significant difference from sports pitches standards, in order to mow all winter and summer sports pitches with a cylinder mower providing a superior standard for sports activities in accordance with sports standards.

The football and rugby season usually commences on the first Saturday in September and end on the last Sunday in March, subject to any re-arranged fixtures, cup matches and any disruption during the season. The grass will be cut as necessary prior to marking operations to ensure all lines are clearly visible. Mowing will be carried out in such a way to produce a striped effect on the length of the pitch.

Cricket squares and wickets will be mown with pedestrian cylinder mowers (minimum of 5 cutting blades for the square and 10 cutting blades for the wicket with front and rear rollers) appropriately set at the appropriate parameter heights:

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Cricket Table Period Height of Cut


November - March 13 – 18mm

During March and April, we will gradually reduce the height in several stages from 12mm to 8mm. The cricket season usually commences on the first Saturday in May and ends on the third Sunday in August each year. Each wicket will be prepared on the day of play except weekends and public holidays, which shall be generally, be prepared on Fridays. Four days before the weekend, mowing of the wickets will commence. The wicket will be mown to present a precise height of 4mm and a smooth even finish free from ribbing and without a striping effect. The wicket will be mown twice, with a repeat –cut in the opposite direction.

The amenity grass will be mown by a WAM mower supported by a John Deere 1445 mower and a zero-turn mower. It was observed that there several highway areas with posts in and this mower will be best suited to mowing these areas. The two ride-on mowers will be transported by trailers to increase their coverage of the area. A follow-up team will mow inaccessible areas, play areas and obstacles that cannot be controlled by chemicals.

Conservation grass will be mown by tractor and flail mowers supported by a John Deere with a front flail and strimmers.

Contract 4: Central Milton Keynes and Rights of Way


Conservation Mowing – Wild Flower Meadows, Footpaths and Bridleways

1 staff: April to September (23

weeks)


3 staff: November to February (17

weeks) Amenity/Sports Mowing – Highways and Open Spaces


weeks)


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The central area of Milton Keynes provides a high level of retail outlets, office facilities and some residential accommodation. It therefore receives a high level of footfall from early morning to late at night. Our objective is to ensure that this area is maintained with as little disturbance to residents and visitors and to provide both a safe and pleasing landscape to all. We will develop a fully integrated team of staff to deliver a ‘streescene ‘service providing cleansing and grounds maintenance. There will be one grass-cutting team carrying out the grass cutting on the highways and small open spaces within this contract area. They will be supplied with a vehicle and trailer to transport the equipment which will include:

Ferris zero-turn IS 500Z Mower, with a 27HP 2 cylinder V-twin engine and 52/61” cutting deck. It is only 200cm long and 160cm wide maximum (subject to the deflector is up or down)

Etesia Attila, such as the Attila 98, which is only 190cm long and 108cm wide, with a robust welded tubular chassis frame that offers excellent traction and stability. It can also operate on banks as it has a low centre of gravity.

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There are several narrow highways in the centre and also several areas heavily planted with trees, and therefore the manoeuvrability of the zero-turn mower will be essential. On a similar basis the Etesia Attila is small and manoeuvrable as well to access tight areas. The other staff will use pedestrian rotary mowers and strimmers to ensure that all areas are maintained to a uniform standard. On two occasions per year, the bridal way and footpath networks will be mown in accordance with the specification standard of 75mm and 3.5 – 4 metre width to ensure there is a safe access to these areas for the public and other users. Both ride-on mowers will be used in some areas subject to access, and the Etesia Attila will be fully occupied. A strimmer operator will follow-up the mowers to strim public access areas, around picnic tables, seats, bridge abutments and other tight access areas to provide a uniform standard. Any side vegetation will be cut back with a mechanical hedge-cutter or a flail mower. There is a network of different types of Rights of Way in the contract areas but predominantly within Contract 4. They are to be maintained on two occasions per year.

As you will see from the pictures, that the parameter margins of these areas are varied and as such will dictate the type of equipment that can be used. Access can be obtained at various locations and some areas can be mown by larger mowers, however, the majority of the grass will be mown by using an Etesia Attila, such as the Attila 98, which is only 190cm long and 108cm wide, with a robust welded tubular chassis frame that offers excellent traction and stability. It can

also operate on banks as it has a low centre of gravity. This mower will be ideal for mowing the tow-paths if we are required to do so, as it is even more inaccessible in areas, and this mower can access all areas. With its twin-cylinder 21 HP engine with a forward speed of 12km/hour and 8 cutting heights from 50-120mm. Any other areas such as bridges, gates, stiles, fence-lines will be cut with stimmers to deliver a uniform standard for each of the two cuts per years.

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Contract 5: Bletchley and Grid Roads




weeks)



weeks) Amenity/Sports Mowing – Open Spaces, Housing, and Highways

11 staff: March to October (35

weeks)


Rural Grass Verges – sub-contracted to RTM Landscapes

2 staff April to September (12

weeks)

Rural verge grass cutting to 50mm including visibility splays and sightlines – 3/4 week cycle cut

The majority of grass is allocated in Contract 5, as this includes a network of Grid Roads that dissect the central area and of which several have central reservations roundabouts.

It is important to ensure both the safety of the operator and the public, particularly on the high speed roads. Our objective is to integrate the operational activities of cleansing these areas and then carrying out the grass-cutting, so that there is minimum disruption to traffic by signing and guiding in accordance with the obligations of Chapter 8 of the Traffic Signs Manual 1991.

The majority of central reservation areas will be mown by Tractor and rear mounted rotary roller mower which will have the appropriate signing and strobe lighting to highlight the public well in advance supported by road signage at several key locations.

There is one narrow central reservation section of road that is too narrow for any tractor or ride-on mower and that will have to be mown with pedestrian rotary mowers and strimmers. This will require a different risk assessment and method for signing and guiding.

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An important function is the entry and exit of the verge and therefore it is important to have additional staff to act as support to assist the plant to access the highway. The highway grass along these roads will be mown with a combination of mowers including the tractors, but also ride-on mowers with single and multiple mowing decks. Additional staff will support them using hand mowers and strimmers to ensure that any small areas and obstacles are mown to complete a uniform standard. Appropriate schedules will be allocated to each machine or team, to ensure they operate independently and no areas are duplicated. All fence lines, hedge borders, tree surrounds will have an approved herbicide applied. The rural grass verges will be subcontracted to RTM Landscapes, who are the current contractor carrying out this work. The timings will be agreed, however, we have put forward a proposal to carry out one cycle in May, the second completed cut in June/July and the last cut of the visibility splays and sightlines in October. One tractor (John Deere 6000 100hp tractor) and a McConnell 7m side-arm with a 1.1m flail mower head will carry out the verge mowing. A support operator will mow all road signs, posts, and other obstacles within the verge areas and at junctions and visibility splays to ensure they do not present an obstacle to road users. Conservation Mowing – Meadow Grass, Drainage Ditches, Wild Flower Meadows and Rough Grass areas will be allocated to separate staff during April to September to ensure ditches are free flowing, summer and spring meadows are mown at the correct times and wild flower areas are not cut when the plants are flowering. A tractor with a rear flail mower will mow the larger areas of wild flower and meadow areas, supported where necessary with a ride-on mower with a flail mower or an operator with a strimmer. Smaller areas will be mown with strimmers only. The drainage ditches will be cut with a tractor and side-arm flail mower, and any areas not accessed by this machine will be cut by strimmer, subject to the safety of any steep bank areas. There is also a small area of rotation grassland within the Grid Roads structure which will be programmed to cut parcel areas within the grass of 25-30% of the total area to 100mm. The timing will be agreed with the Authorised Officer. Because of the uneven nature of this area, it will generally be cut by hand as it has been coppiced in the past. All arisings will be raked up and removed for recycling, any debris first being removed.

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Contract 6: Cemeteries, Graveyards and Crematorium

Allocation of staff




weeks)



hours) There are 8 cemeteries, a churchyard and Crownhill Crematorium and Cemetery within this contract. As with the majority of cemeteries, grass cutting is far more restrictive due to the gravestones and memorials, and also has to be delivered within in a dignified and sympathetic manner.

It is important to select equipment that will be suitable for mowing confined spaces such as around headstones and other memorials. The machines should have rear discharge facilities in order to minimise any cuttings to be spread over the headstones or any staining during wet weather. Where permitted, we will use approved herbicides to apply around and between some gravestones that are too tight or narrow to maintain grass.

We have allowed for the provision of a mobile team to mow the grass in accordance with the Amenity Grass Standard, they will be supplied with a vehicle and trailer to transport the equipment and staff around all the cemeteries and churchyards in a defined cycle of maintenance. The equipment will include a Ferris IS 2500Z zero-turn mower that has the ability to access restricted areas, has a rear-discharge and mulching deck. It has a 24 HP diesel engine and a 132cm cutting width. In addition, they will be supplied with pedestrian hand mowers and strimmers. Each cemetery will be completed before moving to the next one. Any very large grass areas, such as the new burial ground at the new cemetery at Selbourne Avenue, Bletchley, will be mown by larger gang-mowers, until the space is taken up. The high standard grass at the Crematorium will be mown by pedestrian roller-mowers to ensure that they are maintained to 18-25mm in accordance with the standard. The Honda HRD 536 QX is a self-propelled rear roller mower with an 83 OVH engine with an 83 litre capacity grass bag. It will provide a classic striped finish to the lawn areas. All grass cuttings will be recycled as compost.

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The maintenance of the cemeteries will reflect that they are a place of memory for relatives and the good practice as set out in ‘Cemetery of the Year’ awards and visitors should leave the grounds feeling that they are cared for.

All operational tasks will be suspended when a funeral takes place at the graveside, and any noise will be kept to a minimum to ensure respect for the mourners and relatives. The aim is to develop a process of thought amongst operators that will lead to accident prevention and the provision of a higher standard of service to the bereaved.

All staff will be provided with training for all new equipment as well as health and safety implications. The training will identify the ways and means of protecting turf, nearby memorials and other objects and articles so as to amplify an objective of customer care. Working with machinery in close proximity to memorials and in a public open space is considered a fairly high risk operation and it is vital that staff engaged in this area of work is trained and employers can prove competency amongst staff. To support this, staff will be provided with NPTC ICCM COTS 5 (i) pedestrian mowers and strimmers, and 5 (ii) ride-on mowers training. Pre-start checks and routine maintenance of grass cutting equipment is covered in detail in these courses and will assist with reducing machinery downtime and a higher standard of appearance of grass areas.

It is important to ensure that all staff receives training as the objective is to create an operational team dedicated to the cemetery services that are both skilled and flexible to be able to carry out a range of tasks and respond to any area of work that is required.

Crownhill Crematorium has also an area of rough grass and this will be cut once a year at an agreed time, provisionally planned between June/September, subject to any evidence of wildlife. In accordance with the Wildlife and Countryside Act - 1981, Conservation - Natural Habitats –Regulations 1994 and Countryside Rights of Way Act - 2000, consideration must be given to the timing and type of landscape work operations.

The rough grass area will be cut by hand as it is quite uneven and flail mowers will have limited access, however, we have allowed for the provision of a John Deere 1445 mower with an out-front flail mower and this will mow some of the grass and the reminder cut by hand.

There is also a wet ditch within the Crematorium that requires maintenance on a quarterly basis to ensure that the banks are cut and the ditch is free-flowing. The banks will be strimmed on four occasions during the growing season, and any blockages will be reported. As above, consideration must be given to the timing of this landscape work operations, to avoid causing disturbance to any nesting/breeding birds or wildlife that may be present within trees, grassland and hedgerows.

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E.2 General Horticulture (Lot 1-6)

E.2.1 Introduction The contracts cover a range of horticultural activities that complement the landscape and provide sustainable features for the community to enjoy. This includes:

Formal Bedding Shrub and Rose Borders Hedges of several varieties Various climbing plants 90,300 trees 53.6 Ha of woodlands

The objective is to ensure that all features are healthy and representative of their particular species but also to prevent any encroachment onto highways, rights of way, redways, and road junctions, around infrastructure and residential property and other highway sightlines.

E.2.2 Annual Bedding Serco has delivered high quality bedding schemes for its customers and received many accolades including great success in Britain in Bloom. We will bring new planting schemes to all sites to enhance the landscape within the cemeteries. We will maintain this number but seek to develop displays that have more impact in their location and design. Therefore some beds may be re-planted with other plant mediums and others may be created in locations that present more impact to the facility and its visitors. We will present annual bedding plans for approval in March and July and nursery visits will be arranged for verification of quality and delivery. Indicative Maintenance Programme below:

E.2.2.1 Annual Bedding Programme:

Operation J F M A M J J A S O N D

Remove Spring Bedding/ prepare bed for Summer 150mm

1

Apply a Fertiliser 1 Plant Summer Bedding

1

Maintain Bedding – deadhead/trim

1 1 1 1 2 4 4 3 2 1 1

Irrigate 2 4 4 6 12 12 12 6 2 Pest/Disease Control 1 1

Remove Summer Bedding/prepare bed for Spring including organic material 50mm

1

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Plant Spring Bedding 1 Remove Leaves 4 4 4 Maintain edges 1 2 4 4 8 8 8 8 8 1 1 1 Bedding plants will be purchased from one of our approved nursery suppliers and will conform to the following British Standards and Code of Practice.

BS 3936 1989 Part 7 Specification for Bedding Plants

BS 3936 1987 Part 9 Specification for Bulbs, Corms and Tubers

Good Plant Handling 1985 (issued by the Committee of Plant Supply and Establishment)

We will store plants safely prior to planting and they will be maintained and irrigated before planting. We will be responsible for any missing, damaged or overstressed plants, and for the sustainable disposal of all planting containers and trays. All plants will be planted in their respective positions without delay and within the timescales as determined in the specification. All beds containing Spring bedding will be completely cleared of the plants and bulbs and all arisings will be recycled within our recycling facility. Once cleared, the bed will be dug over to a minimum depth of 150mm. The bed will then be consolidated by treading and raking until a medium, fine tilth is obtained. The final profile of the bed will be an even plateau, between 25 and 100mm above the surrounding area with the soil edges pushed back and sloped at an angle of approximately 45 degrees away from the surrounding area.

During bed preparation all stones over 50mm diameter, weeds and other undesirable material will be removed from site for disposal. Bed preparation will not be carried out during excessively wet weather conditions. Prior to planting, the beds should be irrigated to achieve a depth of penetration of at least 100mm on the day prior to planting and given a surface application of an approved fertiliser (9-7-7) at 50 gms/m2 or in accordance with the manufacturer’s recommended rate.

Plants will be positioned according to the agreed designed plans. We will allow for projected growth of edging plants on beds within or against grass areas. Planting holes will be prepared large enough to accommodate the root ball within of each plant without restriction. All weeds will be removed form the planting area. Where possible we will not tread on areas that have just been planted, i.e. work from back to front on bed bounded by a hedge, fence or wall, or from the centre outwards. Plants will be evenly spaced to the specified densities (25 plants per m2) and without forming rows. Plant holes will be large enough to position the plant upright and to their propagated depth. Plants will be firmed by hand correctly, avoiding excessive soil compaction but ensuring good contact between the roots and the soil. The picture displays an example of a Serco summer bedding scheme.

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Beds will be fully marked out to define the pattern on the soil before planting. The method employed for planting will not disturb the marking out. Dot plants will be supported with the least obtrusive stakes that offer adequate support to the plant and appropriate to the size and tyoe of the dot plant taking into account its growth potential. Immediately following the completion of planting each bed will be hoed through to remove all remaining footprints and leave a neat cultivated finish. At the completion of planting, the bed will have all footprints removed, without causing damage to the new or existing planting, and the surrounding area will be left clean and tidy. For Spring planting, we will block plant or interplant bulbs in some beds using approved methods and equipment. Bulbs will be laid out evenly over the designated area before planting. Bulb planting will take place after bedding has been completed. Bulbs will be planted with the growing pint upwards, at the correct depth and the soil gently firmed around the bulb. Beds will be planted in suitable weather conditions, conducive to plant establishment. All beds will be irrigated after planting. Individual beds will be completed within the day of planting. When preparing Spring bedding beds, a recycled well-rotted compost/manure (produced from our recycled products) will be spread across the beds to 50mm and dug in to a depth of 250mm-300mm (1 spit). We will then re-rake the bed to a fine tilth and to the previously stated profile. We will visit beds at a frequency of weekly or more frequently as required to maintain them in a neat, tidy and attractive condition. All weeds, grasses, litter, leaves, debris, rogue plants and dead head appropriate varieties. All arisings will be removed and recycles as appropriate. Retie dot plants as necessary, and refirm any plants that may work loose. Weak and dead plants will be removed and replaced with plants of an identical type within existing spare stock levels within the first few weeks to restore the display. Exposed areas/portions of beds will be lightly forked or hoed to a depth of 50mm to prevent compaction and waterlogging at each routine visit to prevent a neat cultivated appearance. Care will also be taken to prevent damage by exposing plant roots ot to excessively tread beds. Edge of beds will be pushed back to a slope of 45 degrees, and grass edges trimmed with long handled edging shears and grass arisings removed. During the winter, just before planting spring bedding, we will redefine the grass edge using a half-moon edging iron or a pedestrian edging machine. The edges will be clean, sharp and vertical, and where appropriate, curves will be reformed along a smooth flowing line and straight edges re-aligned using string lines/boards as required.

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Summer bedding will be irrigated on a regular basis, as indicated within our programme, to ensure healthy plant growth and to ensure the plants do not suffer water stress using irrigation equipment. Spring bedding will also be monitored and irrigated less frequently. When irrigating, we will take care to avoid scorching. As bedding is inspected and deadheads are removed any sign of pests or disease will be identified and the appropriate product used to eradicate the problem – an approved fungicide and/pesticide will be applied during the Summer.

E.2.3 Shrub and Rose Beds There is a great variety of shrub species within the various contract areas of the contract and many borders compliment the landscape in both residential and highway areas. There are others that act as barriers to open spaces and many that are planted along the Rights of Way and the redways that sometimes create a hazard. Serco’s objective will be to maintain these features in a way that presents an attractive amenity and allows development of plants to be in keeping with the type, shape and aspect of the bed, and the function that it has been designed for.

E.2.3.1 Shrub Bed Programme:


Cultivate Beds 0.25 0.25 0.25 0.25Apply Residual Herbicide

1

Spot weed/treat 1 1 1 1 Prune Shrubs 0.25 0.25 0.2 0.2 0.2 0.2 0.2 0.25 0.25Trim Edges 2 4 4 8 8 8 8 Redefine edges 0.25 0.25 0.25 0.25Incorporate Compost 0.25 0.25 0.25 0.25Remove Leaves 4 4 4 Annual Inspection 1 We will clear all litter, leaves and debris, including twigs and branches, from bed surfaces. Suckers will be pulled or cut off below ground level and weeds hand weeded as not to disturb the residual herbicide. All arisings that are safe to recycle (excluding any invasive weeds) will be removed to the recycling bays.We will ensure that there is no danger caused to plant roots or stems during these operations. All leaves, litter or debris to be removed from plant stems or branches at the same time. Care shall be taken in beds that include naturalised planting of bulbs and tubers to protect top growth and the bulbs/corms during maintenance work. Foliage of bulbs and corms will be cut back to ground level after 8 weeks after flowering. Throughout the Autumn and by the end of December each year, we will remove leaves and deposit them in the recycling bays. During June-September, we will remove dead flowers as necessary and any suckers that may develop. Suckers shall be removed by pulling away at the heel. At each maintenance visit, we shall remove any shoots or branches causing an obstruction to pedestrians or vehicles on footpaths or other hard areas, including grass areas.

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Grass edges will be trimmed with long handled edging shears to maintain a true, neat and clean line. Once a year following cultivation, all grass edges to beds will be redefined using both hand and mechanical methods as described above. During October to January we will apply an approved residual herbicide (such as a tank mix of Kerb Flo + Flexidor 125). During the maintenance visits to remove weed and litter, we will also apply a glyphosate herbicide to support the chemical control of weeds on several occasions during the growing season. This will be a high level gylphosate that will help control annual and perennial grasses and most broad-leaved weeds. The chemical controls weeds by acting on the enzymatic system that is unique to plants and biodegrades in the soil into natural substances. All shrubs will be kept pruned during all periods in accordance with:

To remove dead or damaged wood

To remove overhangs to public walk ways etc – any misshaping of a shrub will mean its complete prune

To remove wood affected with pests or disease

To remove unwanted reversion growth, basal, trunk and crown growth

To keep windows clear from obstruction and to stop the blocking out of light

To remove flower heads from Rhododendrons and Azaleas immediately after flowering ensuring that emerging buds are not damaged

All shrubs will be pruned when required to prevent overcrowding. General pruning will be in accordance with the particular species except for some shrubs that are generally not pruned frequently such as Rhododendruns, Camellias and Magnolias, etc. This will also not apply to shrubs that are pruned annually such as Forsythia varieties, some Buddleia varieties, some Cornus varieties etc.

In some cases some areas of shrub beds that have been planted as a conservation or landscape structure and will be pruned using both hand and mechanical hedge-cutters and flails. The compact tractors will be fitted with either cabs or a cage, but with inner perspex sheeting to protect the operator.

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The pruning process includes various techniques depending on the species, growth and desired effect of the landscape feature.

The soft, green growing tip of a branch is called the “terminal bud.” This bud produces a hormone that affects the growth of side branches. The biology of basic pruning is simple: if you remove the terminal bud, the lateral buds below your cut will be stimulated to grow into more branches. If you leave the terminal bud, the branch will grow longer instead of

thicker.

Start by removing any of the branches illustrated below that don’t belong.

Next, look at your shrub with a critical eye while considering the following questions:

What is this shrub’s natural size and shape (rounded, arching, tree-like)?

What is the design purpose of this shrub (hedge, foundation planting, specimen plant)?

Does the plant growth need to be influenced to achieve that purpose?

Is the shrub healthy and growing evenly?

A well-pruned shrub looks natural, and in most cases doesn’t look like it has been pruned at all. If a shrub’s natural shape does not suit your taste or needs, consider moving it and planting one that is better suited for that location.

There are five basic techniques for pruning shrubs. Most pruning jobs will involve a combination of techniques.

Pinching back: Simply use your fingers to pinch off the terminal bud of the branch. This will encourage lateral branches to form and can be a great way to prevent more pruning later on.

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Heading back: The method involves the removal of the terminal bud, which produces more branches. Cut the branch at an angle, about ¼” above a branch bud and sloping down and away from the bud. The branches about 6” to 8” below your cut will be stimulated the most, so keep that in mind when choosing where to cut.

The bud nearest the cut determines the direction the branch grows, with the outward facing bud usually resulting in the best shape. If a heading cut is made in the middle of a branch with no bud, the result will be a flush of growth at the site of the cut.

Thinning: Thinning involves removing branches while leaving the terminal bud. Make the cut just outside the branch collar, which is the bulge where the branch meets the stem, but don’t leave a stub. Thinning can produce a more open, shapely plant, without altering its overall size, shape, or growth

Renewal or rejuvenation pruning: Renewal pruning involves removing the oldest stems and branches at the base, then thinning or heading back the younger stems to promote regrowth. With rejuvenation pruning, the entire shrub is cut to stubs less than 12”. This drastic measure is usually done if a shrub has become an overgrown, tangled mass that is not blooming well.

Shearing: Shearing involves trimming off the tips of branches and is used for structural shrubs where they can form hedges or more simple designs. Shearing alters the shrub’s natural shape and promotes thick growth only on the exterior of the plant, which results in dead foliage and lack of growth on the interior branches. However, it will be required to reduced encroachment and undesirable growth.

E.2.4 Rose Beds Within the structure of the landscape structure there are some rose beds that will require a particular maintenance programme to produce an attractive seasonal display. However, a typical rose bed programme would be as follows:


Cultivate Beds 0.25 0.25 0.25 0.25 Weed/Hoe 2 2 2 2 2 2 2 1 Prune Roses 0.5 0.5 0.50 0.50 Trim Edges 2 4 4 8 8 8 8 Redefine edges 0.25 0.25 0.25 0.25 Incorporate Compost

0.25 0.25 0.25 0.25

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Pest and disease Control

1 1 1

Remove Leaves 4 4 4 Annual Inspection

0.5 0.5

We will clear all beds of weeds, suckers, rogue plants, blossom, litter, leaves (including Autumn leaf fall) and debris including twigs and branches leaving bed surfaces clean, evenly raked or tilthed. Care must be taken when hoeing not to damage plant roots or stems. At no time will there be any weeds growing through or lodged within the plant. Deadheads, damaged flowers and suckers will be

removed at each routine maintenance visit. Deadheads will be removed by pruning back to the nearest outward facing bud. Suckers will be removed by pulling or pruning below soil level even if this involves removing soil to assist pulling. Dead, diseased, damaged, crossing and weak shoots will be removed entirely. Any stakes and ties shall be inspected and maintained to ensure they afford ful support to plants. Where plants have outgrown the support, stakes and ties shall be repositioned or replaced. Loose climbing or ramble roses shall be re-tied to their support wires and wall/fence surfaces. Rose loosened by wind conditions and wind rock will be firmed in at each routine maintenance visit. Grass edges will be trimmed with long handled edging shears to maintain a true, neat and clean line. Once a year following cultivation, all grass edges to beds will be redefined using both hand and mechanical methods as described above. Autumn leaf fall will be removed followed by digging over to a minimum depth of 50mm. Care will be taken not to expose plant roots. Large soil clumps will be broken down and raked to a fine tilth. Each year, a dressing of well-rotted organic recycled compost/leaf mould will be added to the beds. It will be spread evenly over the whole bed to a depth of 50mm and dug in. On identification of any disease or pests such as aphid, they will be treated accordingly. Black spot fungus is a serious disease for roses, caused by a fungus (Diplocarbon rosae), which infects the leaves and greatly reduces the plant vigour. It is sensible to alternate a protectant fungicide (mancozeb) and a systemic (myclobutanil) to prevent the possible build-up of resistance to any one product. In respect of insecticides, we will use acephate based products to control aphids.

E.2.5 Rose Pruning The objective of pruning is to develop shapely rose bushes with vigorous and sturdy stems that are capable of producing flower. During pruning, dead, diseased and sucker growth will be removed. Pruning will be in accordance with the British Standards and the Horticultural Society guidance.

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E.2.6 Hedges There are 184,600 linear metres of hedge-cutting within the various contract areas. Various species will require different methods and programmed throughout the year for maintenance requirements. They will be pruned in accordance with 4.1.4 of the specification.

All hedges will be cut with skilled operatives and in accordance with good horticultural practice. We shall be mindful of the potential danger that this operation affords the employee and the public.

Therefore, the appropriate PPE will be worn at all times and where necessary signs erected by public access ways.

We will use both sharp hand and mechanical equipment appropriate to the type of hedge and utilise any platform when necessary and in particular for high topiary features. All cuts will be clean, and any ragged edges removed.

During spring hedges bases will be redefined using a hand edging iron or a mechanical pedestrian edger. A clean straight edge will be created and during early. Each month hedge bases will be cleared of all debris and removed from site.

During the season any extension growth may be trimmed particularly where it infringes pathways and widows. We will ensure that encroachment does not exceed 100mm at any time.

E.2.6.1 Hedge Cutting Programme:


Privet, Buxus 1 1 Hornbeam, Beech, Holly, and Yew

Once during this period

Hawthorn, Leylandii, Laurel, and Blackthorn

1

Berberi – flowering in Spring and after berries in Autumn

1 1

Mixed Hedges and Rights of Way

Once a year during August and November

Maintain hedge base

1 1 1

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Hedges will be trimmed by various methods as specified:

Mechanical

Secateurs

Mechanical/Secateurs

Where mechanical methods are specified, we will use both hand mechanical hedge-cutters, flail mowers and a mechanical swing-trim attached to a mini tractor. Access will be a key factor in using tractor attachments, and also the type of land the hedge is located.

The McConnell Swing-trim is an excellent machine that provided efficiency in trimming hedges and can be fitted on both the front and rear 3 point linkage of category 1 compact tractor units of 15hp and above 550Kg.

The unique swing-over feature allows cutting in all positions on both sides of the tractor for maximum performance and output. Safety breakaway operates on either side of the tractor and activates when an obstruction is encountered. The arm will break away reducing the risk of damage. Hydraulic drive to cutter bar and arm movements is from the tractors external supply. Measuring less tan 1.2m (4ft) wide, the Swingtrim is ideal for cutting in and around restricted areas such as alleyways, paths, gardens and other hard to reach areas. The Swingtrim helps to eliminate white finger.

In addition, the we will also be using small side-arm flails (McConnell 3430 power arm) for some of the mixed hedges that can be trimmed by this compact flail attachment. It has a 3.1m reach and can be fitted on to tractors 15hp and above that have category 2 linkage.

It only weighs 260Kg is very mobile and fitted on to the compact tractor also an effective machine to trim hedges, and offers excellent productivity when used

by an experienced operator.

In addition we have allowed for larger flail units (McConnell 5155 power arm) to assist with hedge-cutting where access is available. We do not envisage that this unit will be suitable for any hedges within the cemetery areas.

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Hedges are generally cut back to the previous year’s growth. The finished hedges will be ‘square’ with a slight taper from the bottom of the hedge to the top, the tope being level or even.

There are several possible hedge shapes, each with merits and drawbacks. Generally speaking, the overall volume is more important than the shape. They are as follows:

Box or Parallel ‘A’ Shaped Topped ’A’ Shaped

Many flailed hedges within rural areas are cut to a box shape, possibly reflecting the shape of the bank on which the hedge is growing. The advantages of this approach are:

Good shelter and nesting potential depending on the dimensions to which it is trimmed.

It does not shade out wild flowers and grasses at the base of the bank used by ground nesting birds such as partridge.

However, this hedge profile is less stock proof at the base than an ‘A’ shaped hedge so it is important to maintain the bank.

‘A’- shaped or topped ‘A’- shape

The ‘A’ shaped or topped ‘A’ shape style of hedge provides good shelter, stock-proofing and a high wildlife value. It:

Provides song posts for a variety of birds such as thrushes and blackbirds.

Can allow the development of hedgerow trees if the top is not trimmed.

Reduces self-shading so creating a denser hedge base.

Allows a wide base to develop, particularly when a suckering shrub such as blackthorn is present.

However ‘A’- shaped hedges can shade out the grass base, which is valuable for ground-nesting birds and many species of insects. The particular style shape will be jointly agreed within the individual hedge trimming programmes and in particular to its original design and location.

No hedge will be cut during its flowering season or when we discover any nesting or other habitat presence.

In accordance with the Wildlife and Countryside Act - 1981, Conservation - Natural Habitats –Regulations 1994 and Countryside Rights of Way Act - 2000, consideration must be given to the timing and type of hedge work operations, to avoid causing disturbance to any nesting/breeding birds or bat roosts that may be present within trees and hedgerows.

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The Act makes it an offence (subject to exceptions) to intentionally kill, injure, or take, possess, or trade in any wild animal listed, and prohibits interference with places used for shelter or protection, or intentionally disturbing animals occupying such places.

Non-urgent major tree work and hedge cutting operations should not be undertaken during the bird nesting/breeding season, which is considered to be from 1 March to 31 July. However, depending on seasonal temperatures, some birds do continue breeding into August and September.

Hedge cutting during the bird nesting/breeding season should be avoided as nearly every hedgerow in the country will have birds breeding in it during this time. All wild birds, their young, their eggs and active nests are protected under law. It is an offence to damage a nest intentionally while it is in use or being built – hedge cutting is highly likely to damage nests or cause them to be deserted.

All bats and their roosts are strictly protected under the Wildlife and Countryside Act 1981 and the Conservation - Natural Habitats - Regulations 1994. Deliberately capturing, disturbing, injuring and killing bats is prohibited. Damaging or destroying their breeding sites and resting places - roosts -is also prohibited.

Laurel and Escallonia hedges will be pruned by secateurs ensuring that no’snags’ remain with cuts being made at the

leaf axis.

We will ensure that appropriate saplings or trees within the hedge-line are allowed to grow on if agreed, and will be suitably ‘flagged’. However, rogue tree saplings and plants will be removed as they often create an uneven hedge-line. The appropriate signage will be established when necessary, and care will be taken around other obstacles such as fencing posts, gates and signs. These areas will be finished off by hand machines to complete the operations. All hedge arisings will be recycled accordingly.

Hedge bases will be maintained 98-100% weed free by the use of A residual and contact herbicide. In the Spring a mix of Chikara and Glyphosate will be applied to all hedge bases. Further applications of Glyphosate will be applied during the growing season

E.2.7 Climbing Plants Climbers are a versatile group of plants - use climbing plants to cover fences, walls, trellis, arches or obelisks! You can also train certain shrubs as ‘wall shrubs’ for the same effect. Climbers are great for screening unsightly areas of the landscape, brightening up bare walls and adding height to your borders.

There are 311m2 of climbing plants in the various contracts that are required to be inspected and maintained.

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All climbing plants will need some training initially. When planting a new climber, make sure you plant it 30-45cm away from the base of a wall or fence so the rain can reach the roots of the plant. Use a series of horizontal or vertical wires, or a trellis attached to the wall to provide support for your climbing plants. Tie in new shoots with soft garden twine (or as specified, pvc coated 1mm gauge steel wire) The structures for climbing plants need to be strong and secure as plants can become very heavy with age.

Some climbers such as Ivy and Virginia creeper will cling to surfaces naturally via aerial roots but twining climbers such as Honeysuckle and Clematis will need a framework to scramble over. Wall shrubs don’t climb naturally and will need training and tying in to a support.

When choosing a climber or wall shrub it is important to consider several factors:

Aspect: Sun-loving plants won’t thrive against a shady wall

Size: Match the vigour of the plant to the allotted space

Hardiness: Do not plant tender plants in an exposed situation

Climbing habit: Some climbers (such as Campsis) are self-clinging, but other climbers and all wall shrubs require supports and tying in

Regular pruning keeps climbers and wall shrubs attractive, floriferous and tidy. Some climbers have particular requirements such as campsis, clematis, honeysuckle, any espalier and wisteria. For example, honeysuckle such as Loniceria japonica, do not require regular pruning. Simply control the growth by cutting back any overlong shoots in spring. Also thin out congested growth and remove weak and damaged stems. Adjust ties as required. Other varieties need to be pruned by at least one third in late summer after flowering. As for clematis, various species require different pruning methods:

Pruning Group 1: Prune mid- to late spring, after flowering and once the risk of frost has passed

Pruning Group 2: Prune in February and after the first flush of flowers in early summer

Pruning Group 3: Prune in February

E.2.8 Trees and woodlands All staked trees will be inspected on a quarterly basis to ensure that the tree has enough room to grow, and the tie is loosened accordingly. Any ties or stakes will be replaced if required and removed when the tree root system is strong enough to support the tree. As this occurs the Authorised Officer will be informed.

All tree work will be carried out in accordance with British and European Standards:

BS 3998 – 1989 Recommendations for Tree Work

BS 4043 – 1989 Recommendations for transplanting root-balled trees

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BS 4428 – 1989 Recommendations for general landscape operations

BS 5837 – Trees in relation to construction, recommendations

In addition, further guidance is supplied by the Arboriculture and Forestry Advisory Group – HSE AFAG Codes and other HSE and Codes of Practice.

All mature will be inspected regularly, and any broken or dangerous branches that will impede over a carriageway, right of way, power line or footpath that can be removed from the floor with the use of a chainsaw, polesaw, or telescopic hand tools will be removed. Any that cannot be removed by these methods will be reported to the Authorised Officer.

Any epicormic growth will be removed (below 4m from the ground) before it reaches 15cm. This will generally be removed by hand and silky saws.

E.2.8.1 Works Programme:


Main Stakes and Ties

1 1 1 1

Tree pruning including woodland trees

1 1 1 1

Inspect Pergolas

1 1 1 1

The same inspection and maintenance regime will also be applied to the various woodland areas contained within/by the cemetery areas. The same height parameters will still be applied.

Serco are well versed in the natural pruning method of Alex Shigo and and his New Tree Biology – ‘new and better future for trees. It brings together the microscope and the chainsaw. Where the situation can be retrieved and a tree can be prevented from felling and transformed in to a feature that supports a longer life. This should be applauded and Norwich has introduced and supported the concepts of compartmentalisation and successions, and old practices have been removed as they were more harmful and reduced the life of the tree.

In practical terms, flush cuts on branches remove the tree’s protection boundaries and create wounds in the trunk. Painting wounds blocks the normal successions, which stimulate the tree to form boundaries. Many of the organisms that are first on a fresh wound are those that ’keep away’ the more destructive types. Callus and wound wood form after wounding. Compartmentalisation is a separate process that takes place in wood present at the time of wounding. All cuts will be made back to a growing point, outward pointing bud, small branch or main stem.

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Many adjustments have come from this understanding – wound dressings are shown to do more harm than good. Flush pruning causes many problems to trees. We will work together to ensure this process is fully understood, new practices are adopted and that will benefit the tree and the owner.

This will help to allow trees to survive longer. In parks and open spaces, the opportunity for survival is greater as the risk factors are less and Serco has produced some fine examples of conservation work for preservation and to retain a tree’s vitality and habitat features as the example shows a coronet cut and natural fracture pruning.

As specified there are some trees such as Acer, Betula, and Prunus that can produce bleeding in the early part of the year, and it is better to leave work, that is safe, until late summer and winter.

The staff will be encouraged to proactively report any tree safety issues immediately and take ownership to make dangerous situations safe. We will also encourage them to put forward ideas for improvement and to preserve the value of the tree where possible. Serco have a number of staff incentive schemes that reward employee best practice and customer care, such as the examples below.

All core will be retained for nature piles in woodland areas or for creating informal seating areas where the branches are large enough and all brash will be chipped on site for mulch or floor dressing.

All minor tree bases in hard surfaces will be cleared of weeds by the process of herbicide application. All materials to be used in the undertaking of the works will conform to the list of Pesticides approved under the Control of Pesticides Regulations 1986 and the recent amendments as specified by the European Parliament.

All methods of application, materials and tank mixes, methods of working and storage will be in accordance with the Food and Environment Protection Act 1985, and the Control of Substances Hazardous to Health Regulations 1988 within the Health and Safety Act 1974.

Risk Assessments (sample within the appendices) and COSHH Assessments will be carried out prior to each operation, and retained for inspection by Sport England. All forms will comply with the requirements of the COSHH regulations and the Code of Practice on the Agricultural and Horticultural use of Pesticides.

All operatives engaged in the undertaking the application of any pesticides will hold NPTC certificates permitting their application. They will be over 18 years and be qualified under the Food and Environment Protection Act 1985. In addition, we have allowed for the Contract Manager to train towards the achievement of the BASIS certificate in Crop Protection.

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All staff will be supplied all appropriate PPE applicable to the pesticides being applied at any one time. Washing and cleaning facilities will be available on these sites. PPE will conform to the appropriate manufacturer’s requirements for each chemical. Staff will not be permitted to smoke, eat or drink while spraying or handling chemicals.

We have allowed for the provision of a chemical store within our costs to ensure the chemicals are properly stored in accordance with the regulations. We intend to only store a minimum stock level (less than 300 litres) and order chemicals as we require them. We have arrangements in place with our suppliers to take back their containers for safe disposal.

All machinery for the application of pesticides – boom sprayer for sports pitches and knapsacks for other areas will be appropriate for the application, cleaned and carefully maintained, to ensure that correct application takes place and that no leakage occurs.

The method of application will conform to the appropriate Risk Assessment and Safe Working Practice. We will ensure that a 24hour notice is given, appropriate signs posted, and the works proceed within the appropriate weather conditions. The application will take place so as cause no damage to any animal, person, desirable plant or machine. We will ensure that no spillage takes place, particularly during mixing and tank filling, so that no damage results to vegetation, watercourses, water bodies, surfaces, plants or equipment, person or animal. Pesticides will be kept only in containers provided by the manufacturer and must be clearly labelled. No pesticide may be decanted into another container.

The timing of works will be such that no pesticide application takes place during inclement weather, or when rainfall is expected in a time period which is less than that specified by the manufacturer of the chemical being used. Ground conditions must also be suitable. We will be mindful of any potential ‘drift’ and staff will be experienced and knowledgeable of the Code of Practice on the Agricultural and Horticultural use of Pesticides 1986 section ‘Preventing Spray Drift’.

In carrying out the application of pesticides, we will ensure that the dosage for each particular treatment is in accordance with the manufacture’s recommendations, and the specific target area treated.

Directive 76/464/EEC and subsequent amendments aim to reduce potential pollution of community waters by certain dangerous substances and many chemicals are no longer available for use. Where we are able we will work closely with Sport England to seek and review alternative methods.

We have outlined an indicative chemical programme to ensure we meet the specification and deliver the quality performance standards. The herbicide will be applied by hand equipment:

Mascot Hi-Aktiv Amenity is the first non-irritant, high concentration glyphosate in Europe with full surfactant loading. This new surfactant technology combines new standards of performance whilst being more environmentally friendly than other more traditional formulations.

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The product controls weeds by acting on the enzymatic system that is unique to plants and not found in humans or pets, so is very specific, and biodegrades in the soil into natural substances.

It can be used in a variety of situations including around buildings, industrial sites, on pavements, public paths and roadway verges, for site preparation. It can also be applied at low water volumes.

Mascot Hi-Aktiv Amenity can be used most times of the year when the plant has sufficient leaf growth and is actively growing. The use of this product may require further applications but this will have to be agreed.

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E.3 Landscaping (Lot 8) There is a range of landscaping works identified in the schedule of rates and other work that can be raised through the day work hours. This includes:

Site clearance and cultivation

Tree, shrub, hedging, herbaceous perennial, and bulb planting

Grass seeding and turfing

Woodland coppicing

Wildflower meadow development

There is the opportunity to make landscape improvements to highways, housing and open space areas, and with our initiative to support Neighbourhood Action Groups to source funding opportunities, there is hopefully an income stream to make a real difference to the landscape in Milton Keynes.

The landscapes work will be carried out in accordance with the relevant codes of practice and British Standards:

BS 3882 1994 Specification for Topsoil BS 3936 1992 Part 1 Specification for Trees and Shrubs BS 3936 1990 Part 2 Specification for Roses BS 3936 1989 Part 7 Specification for Bedding Plants BS 3936 1987 Part 9 Specification for Bulbs, Corms and Tubers BS 7370 1993 Part 4 Recommendations for the maintenance of soft landscape

E.3.1 Working arrangements The grounds staff will continue to work an annualised arrangement, working 39 hours during the summer period of 35 weeks, and 34.5 hours from November to February. The staffs are paid 37 hours per week, and are afforded additional days leave during the Christmas week. Staff leave outside the designated Christmas period will have to be approved, and limited during the growing season to ensure that sufficient resources are available for grass-cutting and any potential variations to the operational programme. In addition, all leave and holidays will be covered with agency staff when required. Any additional hours required in the summer period to ensure performance operations are delivered will be banked for taking off in the winter period.

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Schedule of Rates and Day Works


weeks @ 40hours)

Landscaping and other works as specified


hours)


3.5t Tipper Truck Vauxhall Movano Schedule of Rates and Day Works

1

E.3.2 Site Clearance and Cultivation Prior to commencement check site and service plans to ensure that there are no cables or pipes likely to prove a hazard within the work area. In addition to checking the plans use of scan the area using a Cable Location Device. If necessary the Authorised Officer and the Contract Manager will meet on site to discuss and confirm the project arrangements.

If the area to be planted or prepared is covered with weeds/ grass, this may be manually removed or treated with herbicide at least two weeks prior to commencement.

Prior to cultivation the area should be marked out in accordance with the landscape plans. Surrounding areas should be protected from damage, with any rubbish, concrete, metal, glass, old stumps, decayed vegetation or contaminated topsoil shall be cleared for disposal.

Cultivation for beds or block planting will usually be by rotovated to a depth of 350mm, breaking up compacted topsoil into particle 5-10mm, loosening and aerating to create a fine tilth and a regular, even finish. Any undesirable material brought to the surface such as stones and clay balls larger than 50mm shall be removed along with any roots, tufts of grass, rubbish and debris

A general fertilizer such as 7-7-7 NPK or Enmag 11-22-9 shall be incorporated at a rate of approximately 60gms/m2. If the soil is generally poor then appropriate bulky organic matter or soil conditioner should be applied either as a layer 25-50mm deep or incorporated directly in to planting pits. Additional top soil will be incorporated if required and the area will be graded, levelled and raked to form a planting bed.

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E.3.3 General Planting Although container grown plants can usually be planted at any time of year if ground and weather conditions are favourable and if watering and weed control are provided regularly, good horticultural practice is to carry out planting in accordance with the following schedule -

Deciduous trees and shrubs: Late October to late March. Conifers and evergreens: September/October or April/May. Herbaceous plants (including marginal): September/ October or March/April. Dried bulbs, corms and tubers: September/October. Colchicum (crocus): July/August. Green bulbs: After flowering in spring. Wildflower plugs: Late August to mid-November or March/April. Aquatic plants: May/ June or September/October.

Plants will be purchased from one of our approved nursery suppliers and will conform to the following British Standards and Code of Practice:

BS 3936 1992 Part 1 Specification for Trees and Shrubs

HTA Handling and establishing landscape plants Part 3, 2002


We will store plants safely prior to planting and they will maintain and irrigated before planting. We will be responsible for any missing, damaged or overstressed plants, and for the sustainable disposal of all planting containers and trays. All plants and trees should be fully hardened off, handled with care and protected from damage, drying out and frost.

Generally plant material will be undamaged, sturdy, healthy and vigorous. It should be free from pests, diseases, discoloration, weeds and physiological disorders. It should be of good shape, with a balanced branch system. Roots should be strong and fibrous.

Containerised material should be in a medium with adequate nutrients for plants to thrive until planted. Plants should be centred in containers, firmed and well watered. Root growth should substantially fill containers without being root bound.

E.3.4 Shrub and Herbaceous planting Prior to planting the area should be marked out in accordance with the landscape design using sand, rope or a scribed line to identify the main blocks of planting. Containerised plants should then be set out at specified distances in a random but even spacing, avoiding straight lines. Bare root plants will not stand up and need to be protected from drying out, so each position marked individually.

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Once set out and checked against design/plan, planting should commence, typically starting from the centre working out to the edge using ground boards to prevent compaction. In pre-cultivated beds planting holes must be sufficient to entirely contain root-balls or spread bare-roots. In individual plantings, excavation must be three times the diameter and twice the depth of the rootball, with the bottom broken up. Prior to planting, all unwanted vegetation and debris will be removed and cleared. The whole surface to be planted will be cultivated by hand or by rotovator to a depth that accommodates the plant and just below nursery level, or root collar, with due allowance for settlement. The bottom of the hole shall be forked over to a depth of 225mm. Plant holes should be filled around plant with a mixture of 25% organic matter and 75% topsoil or approved planting compost allowing 5 litres per square metre for shrubs and 2 litres for herbaceous perennials. Lightly fork the finished area and apply an even 50mm layer of compst. A fertiliser of 7-7-7 NPK shall be incorporated into the mix at a rate of approximately 60gms/m2.or Enmag 11-22-9. Plants shall be firmed in by careful heeling. Care will be taken not to crush the root ball. Stones in excess of 20mm and other deleterious material brought to the surface shall be removed.

All containers will be removed, if applicable, and any badly damaged roots, dead or damaged branches, carefully pruned. Each plant will be placed upright in the centre of the hole After planting the areas should be raked/hoed to remove any footprints and relieve compaction. Spoil and debris shall be removed and the area left in a tidy condition. Plants should then be watered in.

Serco have allowed for general species of plants as per the size specified not for any special items.

When back-filling soil, ensure that any compost, should be carefully laid around the root-zone avoiding creating air pockets and firming sufficiently to hold the plants in the ground without crushing the roots.

It is essential that the plants are planted at the correct depth without exposing the root-ball and ensuring that the resulting soil level is the same as it was in the nursery/ container. Any staking, training or guarding required for particular species should be applied without damaging the root-zone.

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Often designs incorporate herbaceous material and bulbs/corms as well as shrubs. These are laid out and planted in a similar way to shrubs, but may be more delicate so require careful handling. To prevent damage during follow up maintenance, use short canes to identify location of any pre-emergent plants.

Naturalised bulbs may also be planted. They can provide colour in a natural landscape and also be planted in shady areas such as under trees. They can brighten up highways and banked grass areas.

This method works equally well in borders as in lawns and wildflower areas:

When planting bulbs for naturalising, scatter them randomly in ‘drifts’ over the chosen area and plant them where they fall, not in straight lines.

Dig planting holes with a trowel or, in grassed areas, use a bulb planter. The holes need to be about three times the depth of the bulb, as shallow planting tends to weaken the bulbs because they are more prone to drying out.

Break up some of the soil from the plug of turf removed with the bulb planter, and use this to backfill around the bulb once it is in the hole.

Replace the turf on the top of the hole. Aim to make the top of the turf plug level with the surrounding lawn surface.

In beds, it will be necessary to add a general planting fertiliser (N7:P7:K7) and fork through to a depth of 225mm.

Spring-flowering bulbs should be planted in autumn. Summer-flowering bulbs can be planted in autumn if they are hardy (Camassia, for example), or in spring if they are more tender, such as Gladiolus communis subsp. byzantinus.

Serco have allowed for the planting of large bulbs only, daffodils and tulips (20 per m2).

On completion any compaction or footprints shall be removed using hoes and the edges to the bed neatly thrown back. In dry conditions the completed planting should be thoroughly watered, without damaging or displacing plants, soil or mulch to ensure penetration to 300mm. If dry conditions persist, follow up watering shall take place until plants established.

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E.3.5 Tree Planting The methods used for tree planting will vary depending on species, size and location. Young nursery stock, whips or liners can often be block-planted like shrubs or notch planted, without staking, other than perhaps guards/ shelters to help their establishment.

Prior to commencement check site and service plans to ensure that there are no cables or pipes likely to prove a hazard within the work area. In addition to checking the plans use of scan the area using a Cable Location Device (CAT). Prior to planting the area should be marked out in accordance with the landscape design using spade notches or spray marker.

As a general guide tree pits should be excavated at least 300mm deeper than root system and 75mm wide enough to accommodate roots when fully and evenly spread. Allowance should be made for sloping ground and the sides of the excavation will be vertical. The bottom of the pit should be further broken up to a depth of 150mm and left with a slightly raised centre.

Material excavated from the pit shall be broken up and cultivated, with any stones larger than 50mm or other foreign objects being removed. A general slow release fertilizer such as 7-7-7 NPK or Enmag 11-22-9 shall be incorporated into the mix at a rate of approximately 60gms/m2. If the soil is particularly poor, organic matter or soil ameliorant shall be worked into pit bottoms.

In certain locations ‘tree pit accessories’ such as root barriers, aeration/ventilation/irrigation pipes or filter membranes may be specified. These are typically laid out in the tree pit prior to backfilling.

There are a range of methods that can be utilised for staking trees depending on species, size and location. Short staking described below is a good general standard, providing a secure anchor for the rootball, but allowing stems sufficient flex to develop strongly. However, there will be times, such as when planting large containerised material that angled stakes or other ground anchors may be appropriate. Stakes will be peeled un-preserved softwood, minimum 50mm diameter, straight, free from projections with pointed lower end. The ties and buffer will be appropriate to the size of the tree. Nails galvanized 25 mm long with 10 mm heads.

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Stakes will be positioned on the windward side and driven vertically into the excavation to depth specified. The tree roots (protected from drying out) are then introduced into the excavation and carefully spread out and the tree positioned to the correct depth. Backfilling will filter soil/ compost (20 litres for trees less than 10cm girth, and 80 litres otherwise, evenly around the roots, consolidation will take place without crushing the roots. When fully backfilled to the correct level, the tree will be fixed to the stake as described.

Serco have allowed for certain tree species in our costs as they can vary significantly:

Betula pendula

Acer campestre

Tilia euchlora

Sorbus accuparia

On completion of planting, the tree shall be inspected, any damage pruned and any formative pruning undertaken. Any specified guards or shelters shall then be fixed and the surface of the soil shall be grades to a fair tilth and edged back to give a neat uniform appearance. If specified, mulch should be applied to finish off. All debris shall be removed.

The trees will be maintained through regular irrigation to establishment for a two year period.

E.3.6 Grass seeding and turfing Clearance and cultivation shall be carried out while soil and weather conditions are suitable. Prior to cultivation the area should be clearly marked out in accordance with the landscape plans. Prior to cultivation it is desirable to use a programme of chemical treatment on any existing weeds or coarse grass.

Cutlivation to a depth of at least 125mm using a rotovator will be carried out in fair, dry weather, avoiding freezing or waterlogged conditions. Any material brought to the surface such as stones and clay balls larger than 50mm shall be removed along with any roots, tufts of grass, rubbish and debris.

After initial cultivation to poor soils ameliorate/ conditioner shall be incorporated to a depth of150mm. Cultivation will continue reducing the top 100mm to good crumb structure with a fine firm tilth, grading it to smooth flowing levels free from hollows and ridges.

Prior to sowing suitable fertilizers such as Superphosphate with a minimum of 18% water-soluble phosphoric acid and Sulphate of ammonia with a minimum of 20% nitrogen or N:10:P12:K15, will be applied at a rate of 70 g/m², in transverse directions. Final light cultivation to a depth of 25mm to produce a seed-bed, raking to a true, even surface, friable and lightly firmed but not over compacted.

Grass seed shall be sown at a rate appropriate for mixture and application, typically 35g per m2, either by hand or spreader in transverse directions ensuring even distribution. Seed will be lightly raked in to establish good contact with the root zone.

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Preparation for turfing is broadly similar to seeding, although greater attention should be given to the running levels and slightly firmer compaction

Turfs should be moist and green (not stacked or rolled up for too long). They must be handled with care to prevent stretching or tearing. When working on prepared ground it is important to work off boards to prevent progressive

compaction that will lead to unevenness/ changes in level.

Lay your first row along a straight edge, slowly unrolling turf to avoid damaging ensuring it is completely flat. Butt each piece up closely to the last and ensure it has good contact with the soil by tamping down gently with the back of the rake

Working backwards away from the first lay the next row, making sure the pieces of turf are pushed tight to the first. Stagger rows in a brickwork pattern until the area has been covered. Care must be taken to ensure turfs butt up to each other without gaps, but if gaps do occur then it may be necessary to top-dress the seams with fine compost to help them knit together.

Create a tight seam between pieces by butting them together so they almost overlap and then pressing the crease down firmly with your thumbs. Continue to lay the pieces in rows, and stagger the joints, like a brick wall.

After any cutting, pack soil against the edges of the turf to prevent it drying out. In dry conditions thoroughly water the turf and monitor subsequent shrinkage at the seams which may require top dressing to assist the knitting process. Once the grass has begun to grow, the first cut should take place when it reaches a height of 75mm and conditions are reasonably dry. Ideally a light rotary collector mower should be used so that cuttings can be removed and not swamp developing turf. Initially only lightly top the grass to no more than 50mm, gradually reducing the height of subsequent cuts once established.

E.3.7 Woodland Coppicing The contract specifies a standard and a full coppice of a woodland area. The best time to carry out this work will be during the period October to February and when ground conditions are suitable.

Coppicing is a traditional method of woodland management which takes advantage of the fact that many trees make new growth from the stump or roots if cut down. In a coppiced wood, young tree stems are repeatedly cut down to near ground level. In subsequent growth years, many new shoots will emerge, and, after a number of years the coppiced tree, or stool, is ready to be harvested, and the cycle begins again.

Coppice with standards includes the removal of 50% of the trees leaving an untreated flat surface less than 50mm from surrounding soil level. This results in a coppice with large trees scattered throughout the wood. These need to be well spaced out so that they don't shade the underwood.

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E.4 Sports Fields (Lot 3) There are seven sports areas in Contract 3 covering a range of sports including:

25 football pitches 4 Cricket Squares Baseball pitch 2 Astro -Turf multi-sports pitches

The objective of this partnership is to provide first class sporting facilities for all sports affiliations and for the local community for their training, development and enjoyment. The pitches are to be maintained in a condition that will be suitable for play and attractive to use. They are to be clean and litter-free at all times. All staff working on these facilities will be experienced and supported by the appropriate vocational training. They will be monitored and measured against:

General Standards – relating to performance and constructional parameters such as Court Pace, Ball Rebound, Slip Resistance, Dimensions, Slope and Planetary and Evenness.

Performance Standards – Presentational Quality, Playing Quality, and Physical Structural Quality

Work Programmes will be created on the Streetsmart Software package and issued to staff that will be able to complete and the data recorded. Below is a sample programme for a winter sports pitch in accordance with the specification: Operational schedules will be developed in accordance with the categories of all sports facilities. This will necessitate close working relationships with all sports clubs, teams and organisations with the Authorised Officer to work together to maintain facilities that are playable and enjoyable, particularly, as the clay content of the soil or failure in the drainage systems has created in many cases wet conditions. The existing StreetsmartTM service management solution at Milton Keynes Council will be configured to include the activities and workflow associated with Landscape Maintenance. These functions can all be readily accommodated within StreetsmartTM by creating additional Locations, Assets, Features and Job Types and subsequently scheduling them.

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The system is designed to improve the targeting and use of assets to monitor and develop the service. It provides for real-time programming of work as set out in the Contract Specification meeting the outcome targets, improves the client’s credibility with their service-users and engages the local community in caring for their community. The contract targets within the Performance Standards in Schedule 12, will be at the heart of our system and they will be reviewed and amended annually for updating.

E.4.1 Sports Pitch staff working arrangements Staff working maintaining sports pitches will continue to work within the existing annualised hours scheme, working 39 hours during the summer period of 35 weeks, and 34.5 hours from November to February. The staffs are paid 37 hours per week, and are afforded additional days leave during the Christmas week. Staff leave outside the designated Christmas period will have to be approved, and limited during the growing season to ensure that sufficient resources are available for grass-cutting and any potential variations to the operational programme. In addition, all leave and holidays will be covered with agency staff when required. Any additional hours required in the summer period to ensure performance operations are delivered will be banked for taking off in the winter period.

E.4.2 Staff Cover We have allowed for sickness cover and leave within our costs for contract 3 (circa 1.5FTE) ensuring temporary cover for staff is provided. In order to minimise we will ensure that within a small team that no members of staff will be allowed off on leave together, holidays will be authorised in advance and scheduled equitably during the year. This will also apply to the annualised hours agreement where summer hours are longer than winter hours. In the long term our objective is to develop a multi-skilled team but also to introduce a cross-skilling of some of our cleansing and grounds staff to create a ‘streetscene’ workforce. The Sports Team Leader will have a designated deputy within the workforce (landscape operator skilled) who will cover for the Team Leader. The Contract Manager will be deputised by the Contract Supervisor. In addition, those staff working on the annualised scheme will be instructed to work longer hours in summer if required and these hours will be banked in the winter period.

E.4.3 Staffing


Sports maintenance

1.00 staff (35 weeks (39 hours)

Cricket, Baseball and Astro-turf

0.50 staff working 17 weeks (34.5

hours)

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Sports Maintenance – tractor work

Football 0.50 staff working 17 weeks (34.5

hours)

The majority of work will be completed during the scheduled working hours of the staff, however, overtime may be required for special sports pitch preparation and marking requirements for some additional sports or more of the existing sports. These arrangements will be agreed with the Authorised Officer and overtime may be required. These cannot be planned but as part of unscheduled work planning as all non-scheduled instructions will be requested.

E.4.4 Plant and Equipment - Contract 3: South and Sports


3.5t Truck Vauxhall Movano Van Sports maintenance activities 1 7 years

Plant Trailer Indispension 10’ x 6’ To transports mowers, fine-turf

equipment, compact tractor and implements

1 7 years

Tractor New Holland 100hp tractor

Sports maintenance activities 1 8 years

Tractor New Holland 35/40hp tractor

Renovation, brushing, of sports pitches and astro-turf pitches

1 8 years

Fertiliser Spreader

Vicon PS403 Superflow 400litre capacity spreader

Fertilser/Sand spreader 1 10 years

Chain-harrows Parmiter 4m folding grass harrows

Levelling and evening of pitches following heavy play

1 10 years

Aerator (2nd year)

Redxim Charterhouse Aerator 12180TM

Pitch aeration and soil transfer. 1 7 years

Roller Tomlin 3m transport Cambridge roller

Pitch levelling and evening and hardness standards

1 10 years

Rotovator Blec rotovator Sports Pitch Renovation and land renovation

1 10 years

Synthetic turf brush

Sisis Osca 3 power brush

Astro-turf brushing 1 7 years

Drag Brush TCM trailed drag brush Astro – turf cleaning 1 7 years Pedestrian rotovator

Scotts Fertilser Cricket Square spreading 1 7 years

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Water Bowser


Irrigation of sports pitches 1 7 years

Pedestrian Aerator

Sisis Supaturfman with solid/hollow tines

Cricket aerator 1 10 years

Sports Mower Dennis FT510 mower with cassettes

Mowing and maintenance of cricket wickets

1 7 years

Ransomes Matador Mowing Cricket Square 1 7 years Walkover Sprayer

Allman walkover sprayer

Cricket Squares chemical application

1 10 years

Boom Sprayer Hardi Jazz 200litre light boom sprayer


1 10 years

Hose Reels Tricoflex portable hose reel


Knapsacks Cooper Pegler CP15 Sprayer


2 5 years

Line Markers RB PJM pedestrian line-markers

Sports pitch line marking 2 5 years

Grassline Jet 4 wheel trolley marker

Sports pitch line marking – synthetic surfaces

2 5 years

Impact Glider marker Sports pitch line marker – synthetic surfaces

1 5 years

E.4.4.1 Hire Equipment:

TM Dakota Spreader (sports pitch renovation) TM Vertidrain (sports pitch renovation) 2nd year TM Scarifier (sports pitch renovation) TM Disc Seeder (sports pitch renovation)

E.4.5 Working procedures

E.4.5.1 Winter sports pitches

There are 25 football pitches across six sports fields with nearly half of them sited at Woughton Sports Ground, the remainder are allocated at: Browns Wood Playing Field, Downs Barn Sports Ground, Monkston Playing Field, Rickley Park and Willen Sports Ground. The pitches are to be maintained in a condition that will be suitable for play and attractive to use. They are to be clean and litter-free at all times.

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They will be monitored and measured against:

General Standards – relating to performance and constructional parameters such as Court Pace, Ball Rebound, Slip Resistance, Dimensions, Slope and Planetary and Evenness.

Performance Standards – Presentational Quality, Playing Quality, and Physical Structural Quality

The maintenance requirements will compare with level applicable to the IOG’s ‘Standard Level’ of maintenance for general club use. The structural quality represents the physical make-up of the pitch. This includes the vegetation, soil and organisms, all of which shall be maintained so as to provide the quality necessary to produce safe, enjoyable play. Presentational quality is how the pitch looks, and is important measure of both players and visitors to outdoor sports areas. Playing quality represents how the pitch plays when it is in use.

Work Programmes will be created on the Streetsmart Software package and issued to staff that will be able to complete and the data recorded. Below is a sample programme for a winter sports pitch in accordance with the specification:

Provisional Winter Sports Pitch Works ProgrammeActivity J F M A M J J A S O N D

Set Out and Mark 1 Over Mark / Mow Lines

5 4 4 5 1 2 4 5 4 4

Erect/Dismantle Posts

1 1

Paint Posts 1 Inspect Posts etc 5 4 4 5 2 4 5 4 4 Aeration of Pitch 1 1 1 1 1 1 1 1 Chain harrow Pitch 1 1 1 1 1 1 1 1 Roll/Topdress 1 1 1 1 Spring/Autumn Fertiliser

1 1

Supplementary Feed (Pot/Hik

1

Selective Weedkilling

1

Pitch Sanding 2 2 2 2 2 Scarify pitch and remove arisings

1

Cultivate worn areas

1

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Pre - seed Fertiliser

1

Topdress with loam

1

Seed worn areas 1 Overseed Pitch 1 Irrigate Renovation 2 4 4 Take soil samples - maintain Ph 5.8-7.5

1 1

Vertidrain pitch to a min. 180mm

1

This programme will be adjusted to meet the performance standards specified. We will take soil samples in January and February and measure the other standards to assess a starting point for a maintenance programme going forward.

In order to establish a fertiliser programme it is essential to assess the:

Particle size distribution soil classification (soil type)

Soil pH (acidity level of the soil)

Soil nutrient status

Soil organic matter content

Soil toxicity

The analysis will determine the soil content and the current pH level. Lowering the pH value will require the application of sulphur and can take several years to change. Raising the level will include the application of tons of a limestone top dressing including magnesium and calcium.

E.4.5.2 Sports Pitch Equipment Inspection

The Football Association has been instrumental in ensuring the safety of users and assisted in the drafting of:

BS 8461: Football Goals – Code of Practice for their procurement, installation, maintenance, storage and inspection.

BS 8462: Specification for goals for youth football, futsal, mini-soccer and small sided football.

BS EN 784: Playing Field Equipment – Football Goals – Functional and Safety Requirements, Test Methods.

Serco will therefore adopt this best practice to follow these Codes for the safety of all users and the public.

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Goals should be inspected regularly to ensure they are still safe to be used. Three levels of inspection are recommended. These are guidelines and they may be increased due to the frequency of use and will vary to the type of goal. Inspections should be made as follows to establish the minmum frequency and level of checks required for any one set of goals.

Inspection Type 1 should be undertaken at least every week and before any game or training activity

Inspection Type 2 should be undertaken each time a goal is moved or repositioned

Inspection Type 3 should be undertaken once every 12 months prior to the start of every season

The frequency of inspections will be reviewed in the light of actual events and if records show that faults are found at each inspection the frequency of inspections should be increased. A goal’s strength or stability should never be tested by hanging or swinging from the crossbar. Goal post inspection will generally coincide with pitch inspection and these will be combined where appropriate.

The pitch has been prepared and marked out in accordance with the F.A. recommendations – lines to generally be 76mm (3”) wide, but cannot exceed a maximum of 100mm (5”) wide (100mm for mini-soccer). They must be clearly seen at 40m, straight and curved as required.

All debris cleared from surface and surrounding area

Pitch in even and flat – all divots are replaced and firmed back into position

Badly worn areas pricked and teased by hand fork to restore levels

During periods of wet weather, any area holding surface water shall be hand forked to a minimum depth of 250mm to assist in rapid alleviation of surface water

Grass height meets the standard required for the period

All standards meet the requirements for ‘fitness for play’.

E.4.5.3 Line Marking

Generally, the football season runs from the beginning of August to mid-May.

Prior to the beginning of the season, we will set out and mark all pitches. Accuracy is essential when setting out sports pitches to ensure all longitudinal and transverse lines are parallel and at right angles to one another, and in so being form squares or rectangles rather than parallelograms.

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Before marking, we will mow out the lines as specified; marking will be undertaken using an approved non-toxic white lining material. Serco intend to use the Mascot ‘Impact line marking system’ The Impact Glider marker is a high pressure, battery operated machine giving total control of paint application. The whole system is simple to operate and maintenance procedures are minimal so any downtime is significantly reduced. Up to 2x10 litres of paint can be carried on the machine with paint being applied direct from the containers. The machine applies a controlled volume of paint time after time ensuring consistency of line, making the job easy for the operator and enabling accurate costing’s per pitch to be easily calculated. In addition, Serco will ensure a standard transfer wheel marker is also available, which will be used only when conditions do not allow for the Impact System to be used such as extreme weather conditions. Line-marking for standard pitches will be carried out on Thursday/Friday. Where additional pitches such as mini-soccer or youth pitches are required then there will be prepared in accordance with the agreed booking arrangements.

E.4.5.4 Post Erection and Dismantling

Some of the sports pitch posts are fixed with a socket, and they should always be set in concrete foundations. The size of the foundation required is dependent on the ground conditions and always should be in accordance with the manufacturer’s instructions for the prevailing conditions. The minimum concrete block size is 600mm x 600mm x 600mm or in accordance with the manufacturer’s recommendations, whichever is the greatest. The socket depth should be 460mm and the concrete should be rounded gently away from the socket and should then slope downwards at a 45 degree angle. On instruction from the Council, at the end of the season, goal posts will be dismantled or taken from store and erected. We will ensure that when erecting/dismantling/moving goals adequate staff are employed and the appropriate plant and equipment. A full sized goal should never be moved using less than four adults. Goals should never be dragged across the ground as this may damage the goal and/or the playing surface. Goals should be stored properly and labelled for identification. Stored goals should not be left accessible, upright or unstable. Socketed and folded free-standing goals should not be left leaning unsecured; they should be locked securely and safely. All post sockets will be capped for safety. They will be further inspected prior to erecting the posts. Any faults will activate the installation of a new socket. Any other faults will be identified on the regular inspections and any equipment requiring replacement will be carried out from the Council stock provided. During the summer period and prior to the commencement of the season, sports posts will be prepared and be coated with an approved paint ensuring a base/primer coat is applied prior to an undercoat and top coat to match existing finish.

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There are also a number of free-standing goal sets that are plastic coated and therefore, this will still be inspected but the Inspection Sheet will be adjusted to suit these goal types. They are wheeled into position and then secured by pins. They will be stored upright in the appropriate sports area and

secured together, inspected and the condition reported.

E.4.5.5 Mowing (resource including in grass-cutting)

Serco will carry out mowing of all natural turf pitches in accordance with the sward parameter heights both suitable and specified for the standard of first class pitches.

Sports Pitch Aug - Sep Oct - Dec Jan - Mar April - MayFootball 25 – 40mm 20 – 40mm 20 – 40mm 25 – 40mm Rugby 40 – 60mm 40 – 60mm 40 – 60mm 40 – 60mm We note that the specification for rugby pitches has a lower parameter height and is the same as the football, where as it should be longer as in the table above. It is important to synchronise grass cutting activities, cleansing and line-marking to ensure that standards are uniformly maintained.

A tractor and Ransomes 5/7 mower will mow pitches Football pitches, cricket outfields and baseball field.

Cylinder mowers have a cutting action which is similar to a pair of scissors. It therefore provides a clean cut without tearing the grass.

Any follow-up mowing around obstacles and fence-lines will be carried out by the local mobile grass-cutting in the area so that it can be co-ordinated.

Pitch inspections are important to check all sports surfaces prior to cutting to ensure no serious objects are present that may damage the cutters. They are fitted with turf tyres so that they do not damage the grass sward. The cricket outfields will be mown weekly to 25mm.

E.4.5.6 Sports Pitch Aeration

Aeration is one of the most important maintenance tasks carried out on turf. Aeration means to get air into something. In turf it is simply the production of holes through the turf surface into the underlying rootzone (soil) to allow gases (oxygen etc.) in and out of the soil and for water and grass roots to move down through the soil.

The purpose behind all aerating techniques is to maintain or increase the proportion of pore space within the soil structure. Under the influence of play and maintenance practices, pore spaces become constricted as compaction increases.

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Compaction of the root zone layer leads to ponding or more extensive water logging, thatch build up and a reduction in playing days. The surface also suffers unnecessary damage during play or training. Once such a situation is noted, deterioration in sward quality shows in rapid annual meadow grass ingress.

In addition to maintaining free drainage, aeration has other positive benefits. An open, dry soil structure will warm more quickly in the spring promoting root extension, and will enhance the percolation of irrigation water during drought summers.

The correct selection of aeration tine is critical if the desired results are to be obtained. We will consider the soil profile and select the appropriate tine to be used at the correct time.

There are a variety of tines, including chisel, star, side discharge, solid and needle. For example, the solid and needle tines have a taper designed to minimise exit suction and thereby surface lifting, which would be better in wet weather.

As the objectives for solid tining mainly relates to the top 100mm of the soil profile, most solid tining tools can work through this depth. The desired hole spacing would be around 50mm centres. The frequency of the operation will depend on the intensity of use of the pitch. It should be remembered that the entire root zone region can be solid tined and this must be done as part of an overall aeration programme. Hollow tining also has a role to play on the improvement of levels. Judicious top dressing and light rolling can aid settlement. Over doing hollow tining can produce a soft playing surface. Not only are you removing up to 5% of thatch with each treatment but an equivalent volume of top soil, replacing the soil with top dressing but without firming. Heavy top dressing after hollow tining can lead to layering in the profile unless consistent materials are used year in, year out. If there is a significant problem in the top layers of the profile hollow tining may be necessary once or twice a year for a number of years. With no specific problems to overcome, less frequent coring is adequate.

Pitches shall be aerated every month from October to March. The tines shall be sharp and set to cut through the turf without disturbing the playing surface without tearing. Aeration will be carried out following any harrowing or brushing operations.

We assume the aerator provided for the first year, will have interchangeable tines for different ground conditions. As a rule of thumb, never use slitters after Christmas as the slits are prone to open up as the drier and warmer weather approaches. This is due to the fact that on heavy soils the two surfaces within the slits are polished and do not key together again when the slits close. This can result in severe cracking later on and it is far better to use solid tines if possible.

E.4.5.7 Harrowing

The benefits of carrying out this operation include:

Improved quality of the grass The dispersal of dew from the surface The scattering of worm casts

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Sits the grass up prior to mowing Striping for presentation

We will be using a 3m Parmiter 3-way folding harrow so that it can be transported easily, and as such, works off the pto. It stimulates growth by aerating and loosening thatch, and is excellent for ripping out moss, spreading manure, and levelling mole holes. The robust design of the tines embodies strength throughout.

These operations carried out on football pitches are done with tractor mounted or trailed implements. This causes some surface compaction from tractor wheels and implements (particularly at turning points) and must be relieved by frequent surface spiking.

Harrowing can be a useful maintenance operation. The harrow used should be a smooth or short toothed chain grassland type, which will have the advantage of evening out the surface and levelling footmarks when the pitch surface is churned up after matches.

Although harrowing is a very useful maintenance operation it does have the effect of ‘smearing’ moist, bare surfaces which restricts the downward movement of water causing surface puddling.

It is essential therefore to follow all and harrowing operations in these conditions by spiking to re-open the pitch surface. Brushing and harrowing and can also be used to work in top dressings i.e. sand, into the surface.

Decaying organic matter can build up on the immediate surface of the turf, especially when the clippings are returned to the surface. This produces a thick impermeable layer that reduces the air, water and nutrient intake into the soil, subsequently producing a weak sward which may be prone to the following:

Germination of moss spores Introduction of fungal diseases Introduction of weed seeds, particularly in the summer Spread of unwanted grass seed

Scarification is a means of removing ‘Thatch’ from the sward. During after season renovation, a mechanical scarifier will be used to remove thatch from the surface. This enables the soil to take in moisture and nutrients, it also helps to keep the surface free from moss and broad leaf weeds and weed grasses. It is important that the scarifier is set correctly, with the tines well into the surface of the soil without the machine labouring. Ensure the tines have been inspected well before the time of use.

All the thatch will be removed from football pitches is usually achieved by mechanical means. This will be carried out during the renovation period using a Trilo scarifier collector, which is 3 point linkage mounted to the tractor. It has a working with of 1.5m and can be used with a compact tractor. It is versatile and can also verticut at the same time and remove a large amount of thatch in one pass.

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Several double passes would be required by the equipment to be carried out alternately with continuous mowing. All debris MUST be removed after scarification. It is important to set any mechanical equipment up correctly in order that severe damage to the soil surface does not occur.

E.4.5.8 Fertiliser

All application of nutrients in the form of fertilisers must be based on good information and sound management planning, and this can only be achieved from the information gained from a good soil analysis. Depending on the date of the last analysis, it may be wise to repeat the exercise to formulate the future fertilisation programme. This will be carried out in January/February.

Fertiliser may be applied to maintain the health of the grass and appearance of the football pitch. It is also used to help pitches recover after long periods of play. As with all turf surfaces different nutrient levels are applied at different times of the year.

There are three major nutrients that are required in large quantities by plants, namely, nitrogen, phosphorus and potassium, and a further three minor nutrients that are required in smaller, but significant amounts; these are calcium, copper, zinc, boron and molybdenum.

Most of the micronutrients are involved in some way in the production of enzymes, although some are also used as catalysts to directly speed up chemical reactions. Therefore, it is important to decide which formulation is required, and it may be necessary to adjust the specified analysis as pitch conditions alter.

On most multiple pitch situations the spreader will be a tractor mounted like the picture on the left. The cone shaped spreader will hold around 8 bags of fertiliser at a time. The pitch area can then be marked out allowing the fertiliser to be spread on evenly.

Care must be taken with such spreaders not to damage the agitator where the fertiliser will pass out. It is also advisable not to spread in windy conditions. The inside of the spreader should be kept dry.

The spring and summer applications will be applied during April/May and the autumn fertiliser in September/October. Prior to seeding during renovation, a pre-seeding fertiliser (N8:P12:K8) will be applied which promotes earlier grass coverage and quicker root development. It contains 29% organic nutrition.

In order to establish a fertiliser programme it is essential to assess the :

Particle size distribution soil classification (soil type) Soil pH (acidity level of the soil) Soil nutrient status Soil organic matter content Soil toxicity

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The analysis will determine the soil content and the current pH level. Lowering the pH value will require the application of sulphur and can take several years to change. Raising the level will include the application of tons of a limestone top dressing including magnesium and calcium.

At this stage the selection will only be provisional until the soil analysis determines the nutrient status and the other criteria outlined above, however, a typical pattern may be as follows:

Apply a slow-release fertiliser in May and September to maintain a healthy sward during the peak growing season. (A product such as Scotts Sierrablen Plus 15-5-22 + 2% Mgo Stress Control 4-5 months). This technology reduces the risk of scorch. By utilising a combination of primary sulphur coating followed by a exclusive outer polymer coating, the release of the nutrients take place according to the soil temperature and moisture surrounding the granule. Large changes in soil temperature and/or moisture do not result in severe fluctuations in the release pattern.

Apply a soluble Potassium Nitrate such as Headland HiK 13-0-45 in March/April which is a Sulphur-free Fertiliser Multi-K potassium nitrate provides the ideal combination of low nitrogen and high potassium, with the added bonus of having nil sulphur content, a key factor in the treatment of anaerobic soil conditions or ‘Black Layer’. Many turf areas show anaerobic conditions (oxygen deficiency) at certain times of the year, primarily as a result of water-logging caused by excessive rainfall, compaction, poor rootzone construction and/or drainage.

Applying fertilisers containing sulphur in an anaerobic soil situation can encourage the sulphur-respiring bacteria present and exacerbate the situation. However, by utilising Multi-K 13-0-46 potassium nitrate, clear benefits can be recognised. Multi-K 13-0-46 has no sulphur content and contains nearly 50% oxygen as part of it’s chemical analysis, both of which act to create an oxidising environment in the rootzone and help to counteract soil anaerobicity.

A selective weed killer will be applied in April/May using a compact Hardi boom-sprayer. Mascot Greenor is a selective, systemic, post emergence turf herbicide. Greenor controls broad-leaved weeds in amenity turf including daisy, dandelion and knotgrass. Apply when weeds are actively growing (normally April-September) Ideally avoid mowing three days before and three days after application. Do not sow for 3-4 weeks after treatment. After mowing young turf allow at least 5 days before application.

Greenor can be applied to young turf in spring providing at least two months have elapsed between sowing and application. It controls a wide range of common turf weeds, including Daisy and Common Mouse Ear (contains 40g/l fluroxypyr + 20g/l clopyralid + 200g/l MCPA. MAPP15204).

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E.4.5.9 Renovation of Pitches

Once the end of the season has been completed, a power harrow/rotovator will be used across all low areas, an agreed top dressing will be applied by a tractor mounted top dresser such as a Dakota 412 Turf Tender 3.5 ton twin disc hydraulic unit c/w hopper vibrator to distribute the dressing (hired as required). A typical dressing that matches the soil profile in the range of:

70% fine grade, even particle, double washed, lime free sand 30% screened loam

Suitable sands (medium sands) range from a particle size of 0.125mm to 1mm (whose principle particle range is between 0.25mm and 0.75mm) for amelioration and top-dressing of football pitch surfaces.

Surrey Loams GOSTD 25 is a light sandy loam specially formulated for the top dressing of football pitches, and is particularly suitable for playing surfaces with poor soil structure, and where general soil improvement is required.

It is only rarely that football pitches will be constructed from new on specifically designed soil profiles. It has generally been the case that football pitches were marked out on indigenous soils and were then improved afterwards by soil amelioration. Top-dressing is a form of soil amelioration when employed in conjunction with hollow tine spiking (coring), referred to as soil exchange.

It is carried out for a number of reasons:

to regain surface level to improve soil structure to improve surface drainage to aid the application of some fertilisers (as a carrier) to improve the moisture retention (light soils) to improve the nutrient retention (light soils)

Top dressings shall be spread evenly over the pitch and well worked into the surface using a drag mat or a smooth chain harrow. A pre-seeding fertiliser (N8:P:12:K8) will be applied where football pitches become cricket outfields. The existing areas trodden to establish a firm seed bed

The entire pitch shall be overseeded in 3 directions using a Charterhouse Over/Disc Seeder (hired), set to operate into the soil profile, each pass to be carried out at 60 degrees to that of the previous pass. The seeder shall be set to deliver grass seed at just over 10grams per square metre on each pass providing 35 grams in total per square metre on completion of establishment.

The grass seed will be a modern 3 way rye mix which would not allow bents to establish.

The mixture selected will reflect the soil, sward and ground conditions:

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Appearance Wear Drought Tolerance Wet Conditions Mowing Clippings Maintenance Level Wind Chill Shade This mixture is excellent in particular for Establishment, Appearance, Wear, Mowing

Clippings, Wind Chill and Shade.

Immediately following overseeding the entire pitch, it should be chain harrowed so as to ensure an even application and correct any minor levels of disturbance. The pitch will be irrigated to field capacity and continually irrigated during the establishment period to ensure that the grass seed germinates and the sward development is consistent.

However, it may be required in the spring through to August / September. Additionally irrigation during the summer months will be required to aid grass recovery, assist germination of seed, affect the level of impact absorbency and effect the speed of the ball across the pitch. Incorrect irrigation will encourage poor root structure and therefore poor stability.

E.4.5.10 Synthetic Sand Filled Artificial Sports Surface

The sports pitch is located within the Woughton Sports Ground and covers two full size multi-sports pitches on sand-filled astro-turf.

Provisional Synthetic Sports Pitch Works Programme Activity J F M A M J J A S O N D

Inspect/Litter daily 25 20 20 25 20 20 25 20 20 25 20 20 Brush surface to remove debris/level

5 4 4 5 4 4 5 4 4 5 4 4

Brush surface monthly to relive compaction

1 1 1 1 1 1 1 1 1 1 1 1

Top up surface 1 1 Remark selected lines 1 Weedkill/Moss/Algae 1 1

Daily removal of all debris will take place including leaves, litter and other detritus. If this does not happen, they rapidly rot down forming a drainage inhibiting ‘skin’ within the surface providing a growing medium for algae and moss. All features and infrastructure will be inspected and any defaults reported. The surface will be brushed weekly carried out by a compact tractor and a drag mat.

The inspection will include:

Look for standing water or evidence of standing water such as tide lines.

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Look for problems such as litter, muddy areas, worn turf and split seams. Look for signs of abuse such as graffiti and vandalism – remove as soon as

possible – it's contagious, removing it will deter further attempts. Check that fencing is intact, in good condition and that all gateways etc. function.

Also checkick boards / toe boards. Check that run-off areas are in good, safe condition and clear obstacles. If tarmac

or paved area, check that they are not coated with sand or are grimy and slippery. Locate high wear areas and check for damage. Hockey: goalmouths, top of the D

and short corner markers. Football: goalmouths, 6-yard boxes or D's and centre areas. In all sports the touchline area nearest the principal access and the principal access area itself will be high wear areas.

Check for vegetation growth in the perimeter of the pitch to insure that it does not invade.

Check the condition of seams and lines, identify repairs as necessary. Check that curbs are not pronounced and a trip hazard. As you walk across the pitch check for rucks in the carpet and ensure that

conditions are uniform under foot. Inspect the floodlights for damage and check functioning of all bulbs. Look at trees and overhangs to check that leaves, needles and sap are not getting

on to the pitch. Are foot brushes clean and in good orde Pile height and pile length are not the same thing, but both are important: Pile

length is the maximum length of fibre above the carpet backing. Pile height is the maximum height that pile reaches above the backing. To measure pile length, extract a tuft from the backing material (you might need small scissors to do this – make sure you cut right down at the backing material though) flatten the fibre, measure its length and record.

Measure infill depth when you measure pile height – you can use a tyre-tread depth gauge to measure infill height. Simply insert the point into the infill until it reaches the backing, then measure off the height.

Simply take the infill depth away from the fibre length (not fibre height). Your target difference should be between 1-2 mm (but allow for your accuracy of measurement. A difference greater than this and you are at risk of capping from insufficient infill A difference less than this and you are at risk of significantly reduced traction and player injury.

A synthetic playing surface often gets more use than a natural one. It is therefore imperative that the Groundsman should have a regular brushing programme, suitable for the area and usage. A programme of light brush between play, and now and again a more intense brushing to stand the pile or fibre up, is recommended.

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The pitches will also be regularly brushed weekly by a Sisis Osca . The SISIS Osca 3 tractor mounted oscillation brush is ideal for coping with such a task. In operation the brushes stand the carpet fibres up and redistribute the infill, minimising compaction on the surface and improving its performance. To complement the final result an additional brush can be fitted to the rear of the unit to act as a groomer.

The brushes 1.8M working width maintains infill levels to a constant depth, giving consistent playing characteristics, and preventing pill damage caused by reduced infill levels.

Used regularly it will keep the infill mobile, preventing surface compaction and loss of porosity when used on a synthetic surface. A contributory factor to the reduction of compaction is that the Osca 3’s working width will use few passes than other conventional drag brushes to complete a pitch. It is important to take into account the wind direction, slope of the pitch and any over use at one end.

Its aggressive brushing action disperses the infill quickly and evenly, preventing excess material being left on the surface where it could contribute to disease. This will redistribute the infill material, to ensure consistent ball and foot responses and to provide support from the carpet’s pile. If the pile is not lifted through regular brushing, the surface becomes faster as well as encouraging the matting of the pile and deterioration in performance

During the Spring the first application of weed-killer (Glyphosate) will be applied to the pitch and surrounds. This will be carried out by a knapsack or walk-over sprayer. Other unwanted vegetation will be removed as soon after germination as possible, when it can be removed by hand. Further applications will be carried out throughout the year when weed growth is apparent.

To prevent any moss and algae becoming established, and as prevention is more effective than cure, the pitch will be treated with a proprietary moss-killer. We will apply Qualgex (HSE No. 7716) surface biocide. It is soluble in water, non-corrosive and safe. The formulation contains citric acid which physically scorches the moss foliage so allowing a better access of the active ingredient to exert its effect on the chloroplasts, resulting in more effective control. The penetrant in the formulation enables the active ingredients to move deep inside the moss enabling them to exert maximum effect.

Particular attention will be paid to perimeter and other areas that are not trafficked, especially if they are shaded by walls and buildings which is prone to potential infestation. Further applications will be carried out as required. All chemical applications will be in accordance with the method statement detailing the use of chemicals.

Following the application of the Di-algaecide, the pitch may have to be closed for a day (may be available for evening play), and a thorough cleaning of the pitch may have to take place. The pitch will be cleaned, brushed, agitated and all soiled residues will be vacuumed out. The process allows for a gentle pressure-wash of the surface which loosens the dirt and algae retained on or in the surface. The surface will then have to be brushed to smooth and complete the process.

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The sand levels will be checked weekly and any localised displacement will be agitated and brushed to form an even surface.

When required, new sand will be imported and top-up the levels on two occasions per year, to the required height, normally to 3mm of the fibre tips .A Silica sand as Leighton Buzzard 16/30 grade 0.5-1.00mm particle size, 2EW or a Bourne Amenity P17 which are similar. A spreader will be hired subject to size, weight and accessibility.

Some of the lines are cut-in, but there are other lines that can be marked for other games and they will be marked accordingly with the appropriate colours. We will use

Duraline Synthetic Grass Heavy Duty Paint which produces crisp lines that do not scuff out and is specially developed for use on new 3G synthetic grass pitches. It is acrylic and available in a range of colours.

E.4.6 Cricket Squares There are currently four cricket squares in Contract 3 located at Woolstone Sports Ground, Willen Sports Ground and two at Woughton Sports Ground.

Sports areas will consist of an even surface, free of debris, disease and pests and safe for the provision of active sport. The areas will be maintained to allow for wear and tear through play. The areas will be capable of sustaining play throughout the season irrespective of weather and ground conditions.

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The cricket table will be of smooth and even surface, and maintained in a condition which will allow for a true and consistent bounce which will not shoot or lift dangerously when struck by the ball. Its pace will deviate only as a result of the angle of impact or degree of rotation imparted by the bowler. All markings carried out on the cricket square, wicket and outfield will be in line with the England and Wales Cricket Board (ECB) guidelines, which are reviewed annually. The season usually commences and includes the weekend nearest May 1st and ends on the third Sunday in August. Matches are played midweek, Saturdays and Sundays.

Provisional Cricket Square Works Programme Activity J F M A M J J A S O N D

Set out Square 1 Brush Square Initial Light Roll 1 1 1 Medium Roll 1 Aerate 1 Light scarification 1 1 Light Aeration 1 1 1 1 1 Sarel Roll 2 4 4 4 4 2 Verticut Table 1 2 1 2 1 2 1 Irrigation 10 10 10 10 10 10 Fungicide Control 1 1 Insecticide Control 1 Turf Tonic (Iron) 1 1 Worm Control 1 Fertilise 1 1 1 Selective Weedkill 1 Scarify 4 ways 1 Aerate – Solid Tine 0.5 Aerate – Hollow Tine

0.5

Topdress Table 1 Overseed Table 1 Install pins/tape 1 Preseason operations shall commence in March/April and completed in readiness for the start of the season.

It will be evenly scarified to remove all stolons, thatch and dead matter to achieve optimum growing and playing conditions. Scarification shall be to a depth no greater than 2mm of the soil surface ensuring no disturbance or distortion of the playing surface.

The table will then be aerated to a depth of not less than 100mm at 100mm spacing’s using solid tines to alleviate compaction and assist aeration ensuring no disturbance to the playing surface.

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A roller weighing no more than 1800Kg will be applied to achieve and maintain a firm, level and uniformly true surface. Rolling operation must not commence until surface moisture has evaporated and should alternate across and along the direction of the play. By the time of the first game and table should be consolidated to a depth of 50-70mm. Rebound bounce should be 6-21% when moist; 8-21% when dry.

The cricket table will be accurately squared using the 3/4/5 triangulation or optical square in order subsequent markings are parallel and true.

During April, a systemic worm cast control chemical will be applied. Systemic Worm Cast Control's (MAPP14488) action against earthworms is primarily systemic, though there is some growth retardation and an effect on egg production. The major impact is to cause reduced feeding, with plant litter and "thatch" becoming repellent to the earthworms, resulting in the avoidance of feeding on treated areas. In this way the beneficial worm species which do not surface feed will largely be unaffected.

During the playing season the table will be drag brushed as required May to October and mown on two occasions per week to achieve a finished grass parameter of 8-12 mm (18-25mm October – March). Serco will irrigate the full extent of the cricket table, as necessary, to maintain the sward in a stress free and healthy condition, whilst avoiding over-watering. Watering activities will be carried as not to interfere with and care will be taken to avoid irrigation too near the day of the match. During April/May an approved spring/summer fine turf fertiliser to provide the quick release of nutrients and rapid green up even under cool conditions (14:2:7 + 1%Mg) An additional application will be applied in the first two weeks of July if required. To achieve a moss-free playing surface, approved, further alternative fertilisers may be required, such as added Nitrogen, to harden turf against possible disease and to provide green-up effect and to support healthy root development. Any evidence of moss will be treated with a lawn sand fertiliser (4-0-0) when weather conditions are conducive. Two weeks after each application of moss control, scarify the table to remove all dead moss. The product also promotes turf growth to rapidly infill the bare areas left after moss removal. Ferrous sulphate in Micronised Lawn Sand (MAPP 14783) helps strengthen turf against diseases such as Fusarium Patch and an acidifying effect will help deter earth worm activity. Any evidence of pests or disease will be treated accordingly: A contact and systemic fungicide with curative and preventative properties such as ritage or Mascot Fusion (MAPP 14113) will be applied when required. They can be applied during April to October, but ideally when disease symptoms first appear. It should be applied after cutting and further mowing should not take place at least 48 hours after treatment. It will not be applied during drought conditions or to frozen turf. When required we will apply a contact insecticide in November to control any evidence of leatherjackets and frit fly such as Crossfire 480 (MAPP 12516).

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Any evidence of weed development in the grass sward of the table, an approved broad spectrum selective weedkiller will be applied and only when grounds and weather conditions are suitable and when the weeds are actively growing and evident on the greens during April to September, a selective, systemic, post emergence herbicide such as Greenor (MAPP 10909) for the control of broad leaved weeds in sports turf will be applied. To achieve the best results avoid mowing three days before and after the application. As with other selective herbicides, we will not sow grass seed for 3-4 weeks after treatment. At the end of the playing season and in order to remove any build-up of thatch, stolon or dead matter, etc, Serco will carry out scarification in a minimum of four directions and to a depth no greater than 2mm of the soil surface ensuring no disturbance or distortion of the playing surfaces. A spiker with solid tines will aerate the table to a depth of no less than 100mm. Two passes will be made prior to seeding and top-dressing. Selective hollow tining may be required and especially along the crease areas in order to reinstate levels. The cores will subsequently be removed. This has been allowed on a biennial basis. The square will be mown to a height of 6mm at an angle of 45 degrees to the line previously used for scarification. The table will be vertically spiked to a depth of no less than 100mm at 100mm spacing in two directions. Each pass of the machine shall be immediately adjacent to the previous one. It is advisable to spike to a different depth each year to avoid soil profile separation and encourage varying rooting depths. An approved top dressing (typical would be a Surrey Loam or Kaloam 75% heavy loam with a 25% clay content) will be applied at a rate no less than 3Kg/m2 or not less than 4.5Kg/m2 following hollow tine core extraction to produce a true level across the entire surface, luting the loam into the tined holes as required. A pre-seeding autumn/winter fertiliser will be applied (such as N5:P5:K10 + 4%Fe producing a more gradual nutrient release) An approved renovation grass seed mix will be drill-fed into the whole of the grass surface at a rate of 35gms/m2 (such as a perennial rye mix of 35% Dylan, 40% Poseidon and 25% Turner, a slender creeping red fescue or similar. Ace/Dylan is a high STRI rated cultivar for shoot density and closeness of cut).

E.4.7 Cricket Wickets In respect of a pre-booked wicket, and ideally within 5 days of the match, a cricket wicket will be prepared as follows:

Select the wicket area to be used on the square, ensuring a true square and correct wicket alignment.

Lightly scarify the wicket to 3mm without breaking the soil surface, to reduce the density of the grass. The area covered shall only be from 1m inside each popping crease.

Mow the wicket along the direction of the play using a cylinder mower with a minimum of 10 cutting blades, cutting at a minimum of 140 cuts per linear metre. The prepared wicket shall have an even height of cute not more than 4.5mm and not less than 2mm. The last cut shall leave the grass laying uniformly parallel in a single direction over the entire surface. No striping shall be visible, and all cuttings removed.

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The wicket will be irrigated ensuring penetration of no less than 100mm to ensure that effective rolling of the pitch can be undertaken or to prevent surface crumbling. Irrigation will not be carried out more than 3 days prior to the match.

Roll the entire length of the wicket. The wicket shall be rolled along the line of play, returning along the same path and proceeding in such a fashion until the whole of the wicket is rolled using a roller weighing between 1000 and 3000Kg. Serco will pass over every point four times. No rolling of the wicket shall take place until all surface moisture has evaporated, and rollers shall not be turned on the table.

The prepared wicket shall have no accumulation of thatch on the surface, and the percentage ground cover of sown, or acceptable species when measured between creases shall not be less than 60%.

The wicket will be marked out using a true marking frame, the width of the line not to exceed 25mm. The wicket markings shall be made in accordance with the rules of crickets governing body.

Stump holes will be created using a template.

In general consecutive matches shall not be played on the same wicket, use of the table being maximised to allow time for wicket repair and recovery. Wicket rotation shall take the following rotation – 1st, 5th, 2nd, 6th, 3rd, 7th, 4th and 8th.

The outfield boundary will be set at 50 metres from the crease and marked out.

The outfield boundary grass will be mown prior to the match (12-20mm during playing season)

The prepared wicket will be even and compacted. There shall be no deviation of the wicket surface greater than 7mm when measured beneath a 3m straight edge. Bowled balls bouncing between 2 and 3 metres in front of the crease shall bounce not less than half stump height, and not more than stump height. Within five days or sooner for a mid-week match, the worn areas of the wicket will be repaired, including bowlers run ups, for reuse later in the season, on the next working day following any match. The wicket shall be irrigated to allow full penetration of a sarel roller’s spikes. As soon as the surface moisture has evaporated the pitch shall be sarel rolled. Damaged and worn areas shall be hand forked to relieve compaction. Worn areas will be levelled with top dressing, and particular attention should be paid to areas where the damage is deepest such as the bowlers’ footmarks, and scuffed and divoted sward. A repair material of top dressing (10gm/m2) and water shall be made up that shall be trowled to level in all damaged and worn areas, firmed and then covered with a layer of grass clippings whilst drying. The mix shall be left to dry and set.

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The treated and worn areas shall then be overseeded (50gms/m2 by lightly scarifying the soil surface to produce a seed bed and broadcasting the seed. There shall be no deviation of the surface of the repaired areas greater than 7mm when measured beneath a 3m straight edge. Serco will maintain the repaired area within this tolerance for a period of eight weeks immediately following the repair. Repaired areas that have been seeded shall be gently and evenly irrigated to assist and ensure quick germination. The sward will be established by all necessary rolling, feeding and irrigation, in order that ground cover of 80% of sown, or acceptable species is established within eight weeks of the repair. The cricket outfield will be marked out before the season commences and remarked each week. The outfields will be aerated in the spring and autumn if not included within the winter pitch areas. An outfield fertiliser will also be applied in the Spring/Summer and in the autumn. The areas will be renovated in the autumn along with the baseball field.

E.4.8 Baseball

Maybe you've seen Major League Baseball in America played on television, with those big stadiums, colourful uniforms, pitchers throwing the ball at 90 mph and batters hitting it 400 feet!

But we do have baseball clubs all around the country including Milton Keynes with adult teams (primarily men but women are also welcome) and with youth teams at different age levels. These teams play in leagues that range from social and recreational to very competitive, and most clubs will welcome new players and teach them the game.

Milton Keynes Baseball Club was founded in 1986 and is one of the longest established clubs in the UK. The club plays and trains at its home field at Woughton on the Green Sports Centre.

The Milton Keynes Bucks and the 2nd team the Coyotes play at Woughton Green Sports Ground and are the forerunners of baseball in Milton Keynes. This is a growing sports that needs to be encouraged as an alternative sport to keep people healthy and fit.

Provisional Baseball Field Works Programme Activity J F M A M J J A S O N D

Inspect Daily/Litter/Defects

25 20 20 25 20 20 25 20 20 25 20 20

Brush/wash artificial surface and skinned areas

1

Roll surface 1 Mark out pitch 1

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Inspect Back Stop/Repair mound and home plate areas

3 4 4 4 4 4

Adjust Pitchers Slope 3 4 4 4 4 4 Sweep/moisten clay surface/mound

3 4 4 4 4 4

Loosen and repair damaged areas

3 4 4 4 4 4

Inspect field, tamp divots

3 4 4 4 4 4

Rake and Tamp Pitcher’s Mound and all other areas

3 4 4 4 4 4

Cover mound to retain moisture

3 4 4 4 4 4

Overmark pitch 2 4 4 4 4 4 Selective weedkill 1 Mosskill 1 Renovate Field 1 Prior to the commencement of the playing season, the following work will be carried out:

Inspect the Field and Diamond for any defects and report to the Authorised Officer

Brush/wash the artificial surface to remove all debris from the pile of the redgra surface

Roll the synthetic surface, remove any winter ‘weave’

Roll the baseball field to firm the surface Remark the pitch

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During the playing season the following tasks will be carried out daily and weekly:

Daily inspection of the pitch and report any defects to the Authorised Officer Remark the pitch Adjust slope on pitcher’s mound to a gradient of 1:8 Brush debris from pitcher’s mound, back stop and bases Lightly moisten the clay to ensure that any repairs will bind to the existing clay Loosen all damaged areas and add new clay as required Tamp new clay and rake down newly repaired areas Rake all debris from the pitcher’s mound Irrigate the mound, allow it to dry without any cracking Cover it to ensure that the correct moisture level is attained.

Pitching Mound and Slope During the Autumn the baseball field and all cricket outfields will be renovated.

Once the end of the season has been completed, a power harrow/rotovator will be used across all low areas, an agreed top dressing will be applied by a tractor mounted top dresser such as a Dakota 412 Turf Tender 3.5 ton twin disc hydraulic unit c/w hopper vibrator to distribute the dressing (hired as required). A typical dressing that matches the soil profile in the range of:

70% fine grade, even particle, double washed, lime free sand 30% screened loam

Surrey Loams GOSTD 25 is a light sandy loam specially formulated for the top dressing of football pitches, and is particularly suitable for playing surfaces with poor soil structure, and where general soil improvement is required.

Top dressings shall be spread evenly over the pitch and well worked into the surface using a drag mat or a smooth chain harrow. A pre-seeding fertiliser (N8:P:12:K8) will be applied where football pitches become cricket outfields. The existing areas trodden to establish a firm seed bed

The entire pitch shall be overseeded in 3 directions using a Charterhouse Over/Disc Seeder (hired), set to operate into the soil profile, each pass to be carried out at 60 degrees to that of the previous pass. The seeder shall be set to deliver grass seed at just over 10grams per square metre on each pass providing 35 grams in total per square metre on completion of establishment.

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The grass seed will be a modern 3 way rye mix which would not allow bents to establish. The mixture selected will reflect the soil, sward and ground condition.

Immediately following overseeding the entire pitch, it should be chain harrowed so as to ensure an even application and correct any minor levels of disturbance. The pitch will be irrigated to field capacity and continually irrigated during the establishment period to ensure that the grass seed germinates and the sward development is consistent.

However, it may be required in the spring through to August / September. Additionally irrigation during the summer months will be required to aid recovery and assist in germinating the grass seed.

Incorrect irrigation will encourage poor root structure and therefore poor stability. In addition, the outfield and baseball field will be aerated in the Spring and Autumn, and an approved spring/summer and autumn fertiliser will be applied.

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E.5 Cemetery & Crematorium Management (Lot 6)

E.5.1 Introduction The Service aims and objectives are to maintain Cemeteries and Crematoria to reflect that they are a place of memory for relatives in a dignified and respectful setting. The sites will be managed to provide healthy, safe and secure places for all members of the community to use. Operational practice will be environmentally sound, relying on current best practice. Cleanliness and maintenance will be of a standard to satisfy aesthetic as well as Health and Safety requirements Burial related operations will be undertaken in accordance with the Specification, the Institute of Cemeteries and Crematoria Management (ICCM) Code of Practice and incorporate the good practices as set out in ‘Cemetery of the Year’ awards. . We are fully aware of the requirements of the Council of diverse community by providing a service that respects religious and cultural requirements. The general preference of the Muslim community is for a single depth but there are differences between Muslims. The Black Caribbean community often prefer concrete burial vaults and most Roman Catholics prefer burial, through a 1963 Papal edict opened up the choice of cremation.

“I just wanted to say how impressed I was with the preparation of the grave at Calverton Road cemetery today by Dave & Shaun. It was a very good example of a very nice dressed grave, they have been making quite an impression with other cemetery users as well several members of the public that Andy knows have mentioned to him how much better they are preparing, digging and finishing off the graves” Angela Abbott, Bereavement Services Team Leader

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E.5.2 Objectives Work within the targets set out within the ICCM Charter. This enables you to

recognise a responsive service, one that meets your expectations and one that is delivered with the right attitude and with a genuine desire to be helpful.

Creating wildlife zones and flora habitats to promote biodiversity benefits of these SINCS.

Recycling of all materials to promote sustainability and assisting grave reclamation

Actively work with the Authority to create new burial space as and to consider other burial options, such as ‘Green Burials’

Support the Authority to provide an accessible and transparent service that is flexible and value for money

Develop ‘Friends of the Cemetery’ groups to increase local interest and volunteer projects and events

Work towards achieving a Green Flag or the ‘Cemetery of the Year’ award

E.5.3 General Work Organisation It is essential to provide a burial service that is lawful, complying with all relevant legislation and parliamentary acts including the Local Authorities Order 1977 and Local Government Act 1972 to maintain cemeteries in’ good order and repair’. The environment and working practices must adhere to all safety and security legislation, codes of practice and regulations appertaining to burial and cemetery grounds. Operatives performing these duties will be trained in accordance with a recognized scheme such as the ICCM Cemeteries Operatives Training Scheme. The cemeteries Team Leader will be trained to the ICCM Manager’s Awareness and machine operators to COTS Excavator Operation All full-time staff will hold COTS 1/2/5 levels and grave preparation:

COTS 1 – Health and Safety and Burial Procedures (burial preparation and grave-digging)

COTS 2 – Excavator Operation (excavator and dumper truck operation and maintenance)

COTS 3 – Managers Awareness (formulation of safe systems of work reflecting the o soil type, conditions and customs)

COTS 5 – Use of ride-on and pedestrian mowers

It is important to ensure that all staff receives training as the objective is to create an operational team dedicated to the cemetery services that are both skilled and flexible to be able to carry out a range of tasks and respond to any area of work that is required.

Staff must behave in a manner appropriate to the cemetery environment. They must show a polite/helpful/compassionate manner towards mourners/ undertaker’s staff/members of the public. When conducting a funeral party to the graveside, the staff must be in clean presentable clothing; all other work in the cemetery restricted during the service.

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Work within the cemeteries will be undertaken by two teams, one to undertake burial related services, the other core grounds maintenance. Work will be in accordance with the specification and guided by an annual work programme. This will be developed within our ‘Streetsmart’ system. However, the nature of burial services requires flexibility of approach to meet any peaks or troughs in the number of interments, and this supports the objective of ensuring additional staff have knowledge of internment taslks. In addition to the two core teams, local cleansing staff will be assigned to empty the litter bins and provide integrated cleansing support to cemeteries within their operational area. Additionally, high volume grass cutting teams will assist with the large open areas within cemeteries (principally at Selbourne and Woburn Cemeteries), where it is more efficient to mow the large grass areas with mowers with a wider cutting deck.


Burials services

1.50 staff (working 35 weeks @ 40

hours)

Grave-digging, levelling and reinstating graves, removal and recycling of floral tributes

1.50 staff (working 17 weeks @ 40

hours)

Horticultural Works – Shrub/Rose beds, Climbers, Herbaceous, Annual Bedding, Hard Surfaces, Woodlands and trees

0.25 staff Weed control of horticultural borders, maintaining annual bedding, litter-picking and cleansing, inspecting and removing encroachment in woodlands and trees and leaf collection as specified

1.5 staff (working 17

weeks@ 34.5)

Grass Cutting of various regimes

1.75 Amenity grass-cutting, High Standard grass-cutting, Rough grass-cutting and 300m of drainage ditches

E.5.4 Shift Systems Grave-digging staff will work from 7.00am – 4.00pm (Monday – Friday) all year, to ensure that are available to provide a consistent service to the public for the preparation of burials. They will also be able to provide an all year service for the removal of litter, the emptying of litter and recycling bins and the provision of containers for watering. The grounds staff will continue to work an annualised arrangement, working 39 hours during the summer period of 35 weeks, and 34.5 hours from November to February. The staffs are paid 37 hours per week, and are afforded additional days leave during the Christmas week. Staff leave outside the designated Christmas period will have to be approved, and limited during the growing season to ensure that sufficient resources are available for grass-cutting and any potential variations to the operational programme. In addition, all leave and holidays will be covered with agency staff when required.

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Any additional hours required in the summer period to ensure performance operations are delivered will be banked for taking off in the winter period. As well as lulls, there will occasionally be peaks in the number of burials, sometimes because of ethnic requirements at short notice. To support this, staff training in burial services will extend to key general grounds maintenance staff so that they can assist when required.

E.5.5 Resources The ten cemeteries and crematorium will be maintained by two teams, one responsible for burial internment and the other for grounds maintenance activities. However, it is important to ensure that there this enough skills to cope with any increase of workload. Therefore the objective is to provide ICCM COTS training to all staff so that where internment work becomes more frequent there is flexibility in the staff resource. On a similar basis, where grounds maintenance activities are required then spare capacity within the teams will be utilized. We have calculated that the burial service constitutes 1.5 FTE based on the number of graves identified.




weeks)



weeks) Horticultural Works – Shrub/Rose beds, Climbers, Herbaceous, Annual Bedding, Hard Surfaces, Woodlands and trees


weeks)




weeks @ 40hours)



hours)


3.5t Tipper Truck Vauxhall Movano Burial Internment and other activities

1

3.5t Crewcab Truck Vauxhall Movano Grounds Maintenance activities – grass cutting and horticulture

1


2

Ride-on zero-turn mower Ferris IS 2005Z Amenity Grass-cutting 1 Ride-on mower Etesia Attila AV98X Amenity Grass-cutting 1

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Strimmer Stihl FS410CE Amenity Grass-cutting 4

Pedestrian Box mower Honda HRD 536 QX 21” Collect mower

High standard Grass-cutting 2


Cleansing and debris removal 2

Polesaw Stihl HT 101 Tree woodland pruning 1 Chainsaw Stihl MS261 Tree woodland pruning 1 Hedge-cutter Long-handled


1



2

Pedestrian Rotovator Camon C10 Ground preparation for planting and seeding

1

Water Bowser


Irrigation 1

Excavator JCB Gravemaster 8018 with extended 3m dipper

Grave-digging 1

Woodchipper Timberwolf TW150DHB 6” Woodchipper

Chipping and shredding timber and brash

1

Grave Shoring

Teleshore hydraulic shoring panels, lifting eyes & strops

Grave protection 6 pairs – 3 graves

Hydraulic pump 151 Grave protection

Vertishore incl. cylinder

Grave protection – spare and suitable for child’s grave

4

Speed-braces Grave protection 2

Teleshore grave surround walk-boards

Grave and mourner protection 2

Teleshore soil box Holding excavated soil by grave

5

Hand Tools Teleshore trimming spade & fork

Hand excavation and dressing/trimmimg garve

3

Digging Platform Composite Platform Ground Protection 1 Ground protection sheets Composite Sheets Ground Protection 14 Coffin Supports Teleshore Putlog Coffin support 2 sets

Water Pump Groundforce Shuco 2” Honda engine water pump

Grave protection 1

Safety Covers Teleshore Safety Lockdown covers

Grave protection 10

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Safety Surround Opaque Screens Exhumation protection 1 Hand and workshop tools Various Grounds maintenance activities various

E.5.6 Grounds Maintenance The maintenance of the cemeteries will reflect that they are a place of memory for relatives and the good practice as set out in ‘Cemetery of the Year’ awards and visitors should leave the grounds feeling that they are cared for. The aim is to develop a process of thought amongst operators that will lead to accident prevention and the provision of a higher standard of service to the bereaved. Delivery of grounds maintenance operations must not impact upon burials, services or tending graves, therefore they need to be synchronised with the schedule of services. This will typically mean programming grass cutting immediately around the Crematorium and other cemeteries early or late in the day to avoid disturbing mourners. Grass cutting within burial grounds requires considerable care to avoid damaging memorials, fragile grave items or floral tributes. Often areas are very narrow with limited access, therefore the machinery used needs to be compact and highly maneuverable, narrow but at the same time large enough to be of benefit to pedestrian mowing.

E.5.7 Grass Cutting Programme:

Indicative Work Programme: Grass Cutting Activities Activity J F M A M J J A S O N D

Drainage Ditches 1 0.5 0.5 0.5 0.5 1 Rough Grass 1 Amenity Grass As required (25-100mm) High Standard Grass 2 5 4 4 5 4 4 2 1

It is important to select equipment that will be suitable for mowing confined spaces such as around headstones and other memorials. The machines should have rear discharge facilities in order to minimise any cuttings to be spread over the headstones or any staining during wet weather. Where permitted, we will use approved herbicides to apply around and between some gravestones that are too tight or narrow to maintain grass.

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Where memorials are close together to restrict mowing then herbicide will be used to maintain a neat weed free environment. We have allowed for the provision of a mobile team to mow the grass in accordance with the Amenity Grass Standard, they will be supplied with a vehicle and trailer to transport the equipment and staff around all the cemeteries and churchyards in a defined cycle of maintenance. The equipment will include a Ferris IS 2500Z zero-turn mower that has the ability to access restricted areas, has a rear-discharge and mulching deck. It has a 24 HP diesel engine and a 132cm cutting width.

In addition, they will be supplied with pedestrian hand mowers and strimmers to mow inaccessible areas around headstones and memorials. They will also have access to an Etesia Attila 98, which is only 190cm long and 108cm wide, that offers excellent traction and stability. It can also operate on banks as it has a low centre of gravity. Each cemetery will be completed before moving to the next one. Any very large grass areas, such as the new burial ground at the new cemetery at Selbourne Avenue, Bletchley, will be mown by larger gang-mowers, until the space is taken up. The high standard grass at the Crematorium will be mown by pedestrian roller-mowers to ensure that they are maintained to 18-25mm in accordance with the standard. The Honda HRD 536 QX is a self-propelled rear roller mower with an 83 litre capacity grass bag. We have included in our bid to improve the soil disposal area at Crownhill Crematorium and Cemetery and to install a recycling area. Crownhill Crematorium has also an area of rough grass and this will be cut once a year at an agreed time, provisionally planned between June/September, subject to any evidence of wildlife. In accordance with the Wildlife and Countryside Act - 1981, Conservation - Natural Habitats -Regulations 1994 and Countryside Rights of Way Act - 2000, consideration must be given to the timing and type of landscape work operations, particularly rough grass and ditch areas.

The rough grass area will be cut by hand as it is quite uneven and flail mowers will have limited access, however, we have allowed for the provision of a John Deere 1445 mower with an out-front flail mower and this will mow some of the grass and the reminder cut by hand.

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There is also a wet ditch within the Crematorium that requires maintenance on a quarterly basis to ensure that the banks are cut and the ditch is free-flowing. The banks will be strimmed on four occasions during the growing season, and any blockages will be reported.

E.5.8 Annual Bedding Serco has delivered high quality bedding schemes for its customers and received many accolades including great success in Britain in Bloom. We will bring new planting schemes to all sites to enhance the landscape within the cemeteries. We will present annual bedding plans for approval in March and July and nursery visits will be arranged for verification of quality and delivery. Indicative Maintenance Programme below:

E.5.9 Annual Bedding Programme: Operation J F M A M J J A S O N D

Remove Spring Bedding/ prepare bed for Summer 150mm

1

Apply a Fertiliser 1 Plant Summer Bedding

1

Maintain Bedding – deadhead/trim

1 1 1 1 2 4 4 3 2 1 1

Irrigate 2 4 4 6 12 12 12 6 2 Pest/Disease Control 1 1

Remove Summer Bedding/prepare bed for Spring including organic material 50mm

1

Plant Spring Bedding 1 Remove Leaves 4 4 4 Maintain edges 1 2 4 4 8 8 8 8 8 1 1 1 Bedding plants will be purchased from one of our approved nursery suppliers and will conform to the following British Standards and Code of Practice.

BS 3936 1989 Part 7 Specification for Bedding Plants

BS 3936 1987 Part 9 Specification for Bulbs, Corms and Tubers


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We will store plants safely prior to planting and they will be maintained and irrigated before planting. We will be responsible for any missing, damaged or overstressed plants, and for the sustainable disposal of all planting containers and trays. All plants will be planted in their respective positions without delay and within the timescales as determined in the specification. All beds containing Spring bedding will be completely cleared of the plants and bulbs and all arisings will be recycled within our recycling facility. Once cleared, the bed will be dug over to a minimum depth of 150mm. The bed will then be consolidated by treading and raking until a medium, fine tilth is obtained. The final profile of the bed will be an even plateau, between 25 and 100mm above the surrounding area with the soil edges pushed back and sloped at an angle of approximately 45 degrees away from the surrounding area. During bed preparation all stones over 50mm diameter, weeds and other undesirable material will be removed from site for disposal. Bed preparation will not be carried out during excessively wet weather conditions. Prior to planting, the beds should be irrigated to achieve a depth of penetration of at least 100mm on the day prior to planting and given a surface application of an approved fertiliser (9-7-7) at 50 gms/m2 or in accordance with the manufacturer’s recommended rate.

Plants will be evenly spaced to the specified densities (25 plants per m2) and without forming rows. Plant holes will be large enough to position the plant upright and to their propagated depth. Plants will be firmed by hand correctly, avoiding excessive soil compaction but ensuring good contact between the roots and the soil. The picture displays an example of a Serco summer bedding scheme.

The method employed for planting will not disturb the marking out. Dot plants will be supported with the least obtrusive stakes that offer adequate support to the plant and appropriate to the size and tyoe of the dot plant taking into account its growth potential. Immediately following the completion of planting each bed will be hoed through to remove all remaining footprints and leave a neat cultivated finish. At the completion of planting, the bed will have all footprints removed, without causing damage to the new or existing planting, and the surrounding area will be left clean and tidy. For Spring planting, we will block plant or interplant bulbs in some beds using approved methods and equipment. Bulbs will be laid out evenly over the designated area before planting. Bulb planting will take place after bedding has been completed. Bulbs will be planted with the growing pint upwards, at the correct depth and the soil gently firmed around the bulb. When preparing Spring bedding beds, a recycled well-rotted compost/manure (produced from our recycled products) will be spread across the beds to 50mm and dug in to a depth of 250mm-300mm (1 spit). We will then re-rake the bed to a fine tilth and to the previously stated profile.

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We will visit beds at a frequency of weekly or more frequently as required to maintain them in a neat, tidy and attractive condition. All weeds, grasses, litter, leaves, debris, rogue plants and dead heads will be removed and recycled. Retie dot plants as necessary, and refirm any plants that may work loose. Weak and dead plants will be removed and replaced with plants of an identical type within existing spare stock levels within the first few weeks to restore the display. Exposed areas/portions of beds will be lightly forked or hoed to a depth of 50mm to prevent compaction and waterlogging at each routine visit to prevent a neat cultivated appearance. Care will also be taken to prevent damage by exposing plant roots ot to excessively tread beds. Edge of beds will be pushed back to a slope of 45 degrees, and grass edges trimmed with long handled edging shears. During the winter, just before planting spring bedding, we will redefine the grass edge using a half-moon edging iron or a pedestrian edging machine. Summer bedding will be irrigated on a regular basis, as indicated within our programme, to ensure healthy plant growth and to ensure the plants do not suffer water stress using irrigation equipment. Spring bedding will also be monitored and irrigated less frequently. When irrigating, we will take care to avoid scorching. As bedding is inspected and deadheads are removed any sign of pests or disease will be identified – an approved fungicide and/pesticide will be applied.

E.5.10 Shrub Beds Serco’s objective will be to maintain these features in a way that presents an attractive amenity and allows development of plants to be in keeping with the type, shape and aspect of the bed, and the function that it has been designed for.

E.5.11 Shrub Bed Programme:


Cultivate Beds 0.25 0.25 0.25 0.25Apply Residual Herbicide

1

Spot weed/treat 1 1 1 1 Prune Shrubs 0.25 0.25 0.2 0.2 0.2 0.2 0.2 0.25 0.25Trim Edges 2 4 4 8 8 8 8 Redefine edges 0.25 0.25 0.25 0.25Incorporate Compost 0.25 0.25 0.25 0.25Remove Leaves 4 4 4 Annual Inspection 1 We will clear all litter, leaves and debris, including twigs and branches, from bed surfaces. Suckers will be pulled or cut off below ground level and weeds hand weeded as not to disturb the residual herbicide. All arisings that are safe to recycle (excluding any invasive weeds) will be removed to the recycling bays.

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We will ensure that there is no danger caused to plant roots or stems during these operations. All leaves, litter or debris to be removed from plant stems or branches at the same time. Throughout the Autumn and by the end of December each year, we will remove leaves and deposit them in the recycling bays. During June-September, we will remove dead flowers as necessary and any suckers that may develop. Suckers shall be removed by pulling away at the heel. At each maintenance visit, we shall remove any shoots or branches causing an obstruction to pedestrians or vehicles on footpaths or other hard areas, including grass areas. Grass edges will be trimmed with long handled edging shears to maintain a true, neat and clean line. Once a year following cultivation, all grass edges to beds will be redefined using both hand and mechanical methods as described above. During the maintenance visits to remove weed and litter, we will also apply a glyphosate herbicide to support the chemical control of weeds on several occasions during the growing season. This will be a high level gylphosate that will help control annual and perennial grasses and most broad-leaved weeds. The chemical controls weeds by acting on the enzymatic system that is unique to plants and biodegrades in the soil into natural substances.

All shrubs will be pruned when required to prevent overcrowding. General pruning will be in accordance with the particular species except for some shrubs that are generally not pruned frequently such as Rhododendruns, Camellias and Magnolias, etc. This will also not apply to shrubs that are pruned annually such as Forsythia varieties, some Buddleia varieties, some Cornus varieties etc.

In some cases some areas of shrub beds that have been planted as a conservation or landscape structure and will be pruned using both hand and mechanical hedge-cutters and flails. The compact tractors will be fitted with either cabs or a cage, but with inner perspex sheeting to protect the operator. The pruning process includes various techniques depending on the species, growth and desired effect of the landscape feature.

There are five basic techniques for pruning shrubs. Most pruning jobs will involve a combination of techniques.

Pinching back: Simply use your fingers to pinch off the terminal bud of the branch. This will encourage lateral branches to form and can be a great way to prevent more pruning later on.

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Heading back: The method involves the removal of the terminal bud, which produces more branches. Cut the branch at an angle, about ¼” above a branch bud and sloping down and away from the bud. The branches about 6” to 8” below your cut will be stimulated the most, so keep that in mind when choosing where to cut.

The bud nearest the cut determines the direction the branch grows, with the outward facing bud usually resulting in the best shape. If a heading cut is made in the middle of a branch with no bud, the result will be a flush of growth at the site of the cut.

Thinning: Thinning involves removing branches while leaving the terminal bud. Make the cut just outside the branch collar, which is the bulge where the branch meets the stem, but don’t leave a stub. Thinning can produce a more open, shapely plant, without altering its overall size, shape, or growth

Renewal or rejuvenation pruning: Renewal pruning involves removing the oldest stems and branches at the base, then thinning or heading back the younger stems to promote regrowth. With rejuvenation pruning, the entire shrub is cut to stubs less than 12”. This drastic measure is usually done if a shrub has become an overgrown, tangled mass that is not blooming well.

Shearing: Shearing involves trimming off the tips of branches and is used for structural shrubs where they can form hedges or more simple designs. Shearing alters the shrub’s natural shape and promotes thick growth only on the exterior of the plant, which results in dead foliage and lack of growth on the interior branches. However, it will be required to reduced encroachment and undesirable growth.

E.5.12 Rose Beds Within the structure of the landscape structure there are some rose beds that will require a particular maintenance programme to produce an attractive seasonal display. However, a typical rose bed programme would be as follows:


Cultivate Beds 0.25 0.25 0.25 0.25 Weed/Hoe 2 2 2 2 2 2 2 1 Prune Roses 0.5 0.5 0.50 0.50 Trim Edges 2 4 4 8 8 8 8 Redefine edges 0.25 0.25 0.25 0.25 Incorporate Compost

0.25 0.25 0.25 0.25

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Pest and disease Control

1 1 1

Remove Leaves 4 4 4 Annual Inspection

0.5 0.5

We will clear all beds of weeds, suckers, rogue plants, blossom, litter, leaves (including Autumn leaf fall) and debris including twigs and branches leaving bed surfaces clean, evenly raked or tilthed. Care must be taken when hoeing not to damage plant roots or stems. At no time will there be any weeds growing through or lodged within the plant.

Deadheads, damaged flowers and suckers will be removed at each routine maintenance visit. Deadheads will be removed by pruning back to the nearest outward facing bud. Suckers will be removed by pulling or pruning below soil level even if this involves removing soil to assist pulling. Dead, diseased, damaged, crossing and weak shoots will be removed entirely. Any stakes and ties shall be inspected and maintained to ensure they afford ful support to plants. Where plants have outgrown the support, stakes and ties shall be repositioned or replaced. Loose climbing or ramble roses shall be re-tied to their support wires and wall/fence surfaces. Grass edges will be trimmed with long handled edging shears to maintain a true, neat and clean line. Once a year following cultivation, all grass edges to beds will be redefined using both hand and mechanical methods as described above. Autumn leaf fall will be removed followed by digging over to a minimum depth of 50mm. Care will be taken not to expose plant roots. Large soil clumps will be broken down and raked to a fine tilth. Each year, a dressing of well-rotted organic recycled compost/leaf mould will be added to the beds. It will be spread evenly over the whole bed to a depth of 50mm and dug in. On identification of any disease or pests such as aphid, they will be treated accordingly.

E.5.13 Rose Pruning The objective of pruning is to develop shapely rose bushes with vigorous and sturdy stems that are capable of producing flower. During pruning, dead, diseased and sucker growth will be removed. Pruning will be in accordance with the British Standards and the Horticultural Society guidance. Floribunda bush roses are usually fairly vigorous and produce multiple flower heads. They will be pruned in early Spring, usually in March, down to about 150mm or 4-6 buds. Weak shoots to be hard pruned to promote vigour. Pruning of floribunds is generally less severe than for hybrid tea roses. All wood that is removed in this process will be of the previous season’s growth. Only in very exceptional circumstances will older wood br removed.

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Hybrid tea roses are generally pruned harder than floribunda roses. They will be pruned to 75-100mm or 3-5 buds in early Spring, usually in March. As these roses are usually grown for their large showy blooms it is important that excess flower buds are removed. These are usually found in clusters beneath the terminal bud and will be pinched out while they are still small. The crowns of standard roses are to be treated in exactly the same way as hybrid tea and floribunda bush roses, but weeping standard roses are to be pruned in the same way as rambler roses. On new plantings of weeping standards, pruning will not be carried out for a least a season so that a framework can be built up. Standard rose are to be supported with a stake and tied in two positions – one just below the crown and the other half way down the stem. Rambler roses have a relatively short flowering season with only on single flush of flowers. When the flowering period is over, all the flowering shoots are to be removed to ground level leaving the new shoots to produce flowers in the following season. If there is not an abundance of new growth, some of the more vigorous of the old flowering shoots may be retained with the laterals cut back to 2-3 buds. After pruning all new shoots are to be tied to form a framework.

E.5.14 Hedges There are 3,313 linear metres of hedge-cutting within 8 of the cemeteries. Various species will require different methods and programmed throughout the year for maintenance requirements. They will be pruned in accordance with 4.1.4 of the specification.

All hedges will be cut with skilled operatives and in accordance with good horticultural practice. We shall be mindful of the potential danger that this operation affords the employee and the public.

Therefore, the appropriate PPE will be worn at all times and where necessary signs erected by public access ways.

We will use both sharp hand and mechanical equipment appropriate to the type of hedge and utilise any platform when necessary and in particular for high topiary features. All cuts will be clean, and any ragged

edges removed.

During the season any extension growth may be trimmed particularly where it infringes pathways and widows. We will ensure that encroachment does not exceed 100mm at any time.

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E.5.15 Hedge Cutting Programme: Operation J F M A M J J A S O N D

Privet, Buxus 1 1 Hornbeam, Beech, Holly, and Yew

Once during this period

Hawthorn, Leylandii, Laurel, and Blackthorn

1

Berberi – flowering in Spring and after berries in Autumn

1 1

Mixed Hedges and Rights of Way

Once a year during August and November

Maintain hedge base

1 1 1

Hedges will be trimmed by various methods as specified:

Mechanical

Secateurs

Mechanical/Secateurs

Where mechanical methods are specified, we will use both hand mechanical hedge-cutters, flail mowers and a mechanical swing-trim attached to a mini tractor. Access will be a key factor in using tractor attachments, and also the type of land the hedge is located.

The unique swing-over feature allows cutting in all positions on both sides of the tractor for maximum performance and output.

Hedges are generally cut back to the previous year’s growth. The finished hedges will be ‘square’ with a slight taper from the bottom of the hedge to the top, the tope being level or even.

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There are several possible hedge shapes, each with merits and drawbacks. Generally speaking, the overall volume is more important than the shape. They are as follows:

Box or Parallel ‘A’ Shaped Topped ’A’ Shaped

‘A’- shaped or topped ‘A’- shape

The ‘A’ shaped or topped ‘A’ shape style of hedge provides good shelter, stock-proofing and a high wildlife value. It:

Provides song posts for a variety of birds such as thrushes and blackbirds.

Can allow the development of hedgerow trees if the top is not trimmed.

Reduces self-shading so creating a denser hedge base.

Allows a wide base to develop, particularly when a suckering shrub such as blackthorn is present.

In accordance with the Wildlife and Countryside Act - 1981, Conservation - Natural Habitats -Regulations 1994 and Countryside Rights of Way Act - 2000, consideration must be given to the timing and type of hedge work operations, to avoid causing disturbance to any nesting/breeding birds or bat roosts that may be present within trees and hedgerows.

Laurel and Escallonia hedges will be pruned by secateurs ensuring that no’snags’ remain with cuts being made at the leaf axis. .

Hedge bases will be maintained 98-100% weed free by the use of A residual and contact herbicide. In the Spring a mix of Chikara and Glyphosate will be applied to all hedge bases. Further applications of Glyphosate will be applied during the growing season.

E.5.16 Trees and woodlands All staked trees will be inspected on a quarterly basis to ensure that the tree has enough room to grow, and the tie is loosened accordingly. Any ties or stakes will be replaced if required and removed when the tree root system is strong enough to support the tree. As this occurs the Authorised Officer will be informed.

All tree work will be carried out in accordance with British and European Standards:

BS 3998 – 1989 Recommendations for Tree Work

BS 4043 – 1989 Recommendations for transplanting root-balled trees

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BS 4428 – 1989 Recommendations for general landscape operations

BS 5837 – Trees in relation to construction, recommendations

In addition, further guidance is supplied by the Arboriculture and Forestry Advisory Group – HSE AFAG Codes and other HSE and Codes of Practice.

All mature will be inspected regularly, and any broken or dangerous branches that will impede over a carriageway, right of way, power line or footpath that can be removed from the floor with the use of a chainsaw, polesaw, or telescopic hand tools will be removed. Any that cannot be removed by these methods will be reported to the Authorised Officer.

Any epicormic growth will be removed (below 4m from the ground) before it reaches 15cm. This will generally be removed by hand and silky saws.

E.5.17 Works Programme: Operation J F M A M J J A S O N D

Main Stakes and Ties

1 1 1 1

Tree pruning including woodland trees

1 1 1 1

Inspect Pergolas

1 1 1 1

Collect Litter As required to maintain Grade A Empty Bins As required to ensure no bins are more than 75% full Sweep hard surfaces

As required to maintain free of litter and detritus – provisionally each month

The same inspection and maintenance regime will also be applied to the various woodland areas contained within/by the cemetery areas. The same height parameters will still be applied.

Serco are well versed in the natural pruning method of Alex Shigo and and his New Tree Biology – ‘new and better future for trees.

In practical terms, flush cuts on branches remove the tree’s protection boundaries and create wounds in the trunk. All cuts will be made back to a growing point, outward pointing bud, small branch or main stem.

The staff will be encouraged to proactively report any tree safety issues immediately and take ownership to make dangerous situations safe, offer best practice and customer care, such as the examples below.

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All core will be retained for nature piles in woodland areas or for creating informal seating areas where the branches are large enough and all brash will be chipped on site for mulch or floor dressing.

All minor tree bases in hard surfaces will be cleared of weeds by the process of herbicide application (Mascot Hi-Activ).

All methods of application, materials and tank mixes, methods of working and storage will be in accordance with the Food and Environment Protection Act 1985, and the Control of Substances Hazardous to Health Regulations 1988 within the Health and Safety Act 1974.

All operatives engaged in the undertaking the application of any pesticides will hold NPTC certificates permitting their application. They will be over 18 years and be qualified under the Food and Environment Protection Act 1985.

Where there is stubborn weed growth, we will use hand tools to remove weeds in conjunction with chemical application. In addition, our mechanical sweepers will be sweeping roadways and hard surfaces, where feasible for access and the type of surface (which greatly varies in several cemeteries), to polish surfaces and to assist with any channel detritus and leaves.

E.5.18 Other Duties Although there is no requirement in the specification to undertake memorial safety inspections, staff working in cemeteries will be trained to recognise hazardous memorials. Details will be recorded of any memorial found to be obviously unsafe and the supervising officer informed.

Within cemeteries particular attention needs to be given to leaves, detritus and moss accumulating on the often extensive path networks to ensure safe access and to present a cared for condition. Leaves and detritus also collect in areas where there is a concentration of memorials such as ashes plots.

In addition all areas will be cleansed to ensure that Grade A is maintained and all staff will be tasked with this duty while working in the cemeteries. All bins will be inspected and emptied when 75% full. We intend to denote separate bins for litter and green waste so that it can be disposed of more effectively and environmentally compliant. The grave-digging staff will operate during the Christmas week to ensure that this standard is maintained, when other staff will be on additional leaves in accordance with annualized hours agreement..

E.5.19 Burials & Interments All operations relating to the interment and exhumation of human remains will be conducted by staff displaying a caring attitude, showing respect to mourners, staff employed by funeral directors and other visitors.

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It is important that the staff become familiar with all areas and aspects of the cemetery as they will act as representatives for visitors for the location of graves and memorials and Serco will take this responsibility seriously to ensure visitors are dealt with the correct level of respect at all times. All graves and funerals will be prepared punctually, supervised and completed to the specification and to the ICCM Code of Practice. All burial duties to be undertaken utilising safe systems of work and good working practices in accordance with Cemetery Operative Training Scheme (COTS) course instructions by employees trained to this standard. To provide burial services and the internment of ashes as and when required, which could be 365 day a year and may include un-coffined Muslim and Jewish interments that must take place on the day of death.

Upon receipt of a notification the Cemetery Team Leader will identify the correct grave/ ashes plot and ensure it is properly marked out before the time specified for the interment. Accuracy of identification of plots is critical. At that time the area surrounding the plot will be examined to identify any issues or constraints such as unsafe memorials or settlement that may affect burial. Any memorials should have already been removed by the Funeral Directors, but any floral tributes or remaining grave items should be careful removed and retained. All gravestones and memorials will be protected with grass matting.

E.5.20 Grave Digging Following the issue of the Burial Instruction and identification of the grave location, the internment will be excavated to the size required (+10.5cm). Graves will be excavated 24 hours (or 4 hours) in the case of Muslim internments) prior to funeral The Cemetery Team Leader will identify the correct grave/ ashes plot and ensure it is properly marked out before the time specified for the interment. Accuracy of identification of plots is critical. In locating the grave, the site will be inspected and if any memorials or headstones are located where they would be a danger to the future excavation, restrict access, obstruct the burial or provide insufficient room to place excavated material adjacent to the new grave, Serco will immediately confer and seek the Client Officer’s permission for the need to temporarily removed to a safe location. The Client Officer may then have to organise both its removal and replacement. Where an internment is to take place in a grave plot that is covered by a full memorial the Client Officer will be notified to organise removal prior to the excavation, and its subsequent replacement.

All gravestones and memorials will be protected with grass matting. It is important to cover the surrounding gravestones to both protect and to keep them clean and free from any soil stains. The appropriate action will be taken to eliminate the danger. Photographs of memorials will be taken as evidence of the damage or defects prior to making safe.

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Consider the access to the funeral and decide where excavated soil is to be placed. Excavated soil shall not be placed where it will impede access; where it is likely to cause damage or staining to graves and memorials or where it would cause instability of an open grave due to the weight of the soil. A spoil box will be established. The structure must be securely erected and situated no less than 0.61m from the edge of the excavation so that pressure from the soil inside does not cause it to collapse. The base must no less than 25mm thick and the sides no less than 18mm to support the soil weight. Having ascertained the grave position, the area of the grave excavation shall be marked accurately and centrally in the grave space. The area to be excavated shall be calculated to accommodate a coffin of the size specified by the Client Officer, including the shoring equipment used to support the excavated grave, without excessive size which would prejudice the adjoining graves or appear unsightly. It is normal to add an additional 200mm to the width and 100mm to the length of the measurements provided. The turf is carefully removed to the size of the grave and placed aside to either be used for this grave but more effectively for other graves that have now settled and can be re-turfed. Walk boards must be placed along each side of the grave to be dug. These are supported by boards placed across the head and foot ends of the grave. This action will spread the weight of staff and prevent falls due to crumbling surface edges. Walk boards must remain in place for the whole of the burial process i.e. placed before excavation commences and not removed until after backfilling is completed. The minimum walk boards that must bi in place are: foot and head boards and four side boards.

A work platform can be provided by replacing the head and foot boards with longer boards. This action will enable two more boards to be laid along the length of one side of the grave to create a platform.

The grave will be excavated by hand or machine as instructed to the dimensions previously marked out ensuring the sides and ends of the excavation are vertical, adequately smooth and regular. Excavated soil shall be placed in the container formed for the purpose. At all times work shall be carefully performed in a manner which will ensure that any human remains in adjoining graves are not disturbed by excavating too deeply; or that human remains in adjoining graves are not disturbed through collapse of the grave sides or not excavating centrally in the grave space.

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Graves will usually be excavated 24 hours ahead of the interment. We shall pay particular attention to obtaining vertical grave sides and ends and as the excavation proceeds, the shoring panels shall be inserted. No body shall be buried in a grave so that any part of the coffin is less than 3’ below the level of the ground level of any adjoining grave and separated from any coffin interned by earth not less than 150mm thick, a probe will be used when instructed. The steel probe will be pushed into the soil, at several points, over the surface of the grave to measure the depth at which they meet physical resistance As the excavation proceeds, Serco will place hydraulic shoring panels to support the sides and the ends of the grave. They are secured by hydraulic cylinders/rams installed across the ends of the shoring panel. A single hydraulic acter pump is used insert them and to ensure they – all weather fluid No time will the excavation proceed to a depth greater than the depth of the next shoring panel intended to be placed in the grave, plus 76mm, before installing the shoring panel. A maximum of 75mm of earth shall remain unsupported between the shoring panel and no more than 225mm o death shall be unsupported below the lowest shoring panel in the grave at the conclusion of the excavation. Hydraulic equipment will be inspected and serviced by a qualified person in order to comply with the Provision and use of Work Equipment Regulations 1998. The ICCM recommends that a second person is in attendance whenever the work is being carried out in an excavation of a depth greater than 0.91m (3’) in order to act as a banksman and to comply with the requirements of the Confined Spaces Regulations1997 and the Manual Handling Regulations 1992. Serco will also provide and maintain grave digging ladders of a suitable length (up to 3.6m). Such ladders will remain in or adjacent to the grave during excavation at all times until the correct depth has been reached; to provide an escape/rescue route in accordance with the Confined Space Regulations 1997. Staff must use the ladder when descending into or ascending from excavated graves. When digging a grave, it is essential to comply with at least the minimum requirement of shoring sides to ensure that the excavation is secure and the staff are safe at all times.

Use the correct tools for connecting and disconnecting hydraulic hoses. Use the recommended Shoring Fluid; the fluid not only produces the hydraulic

pressure, it also provides lubrication for the hydraulic seals. Anti - freeze should be added to the fluid mixture when appropriate.

Be aware of the operating range of the hydraulic cylinders, which are fitted to the grave shores you are using. e.g. “A” cylinder stroke is 18”– 30”

Serco will supply and use pumps to empty the grave of any ground water seepage during the excavation work to ensure continuance of the digging operation. In addition, it may be required to be used just prior to the funeral, when wood chippings will be laid in the bottom as a dressing.

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On completion of each excavation the gravedigger must ensure that the sides and ends of the grave are vertical and that the bottom of the grave and shoring units is level. The ‘Top Dills’ will be cleaned and the grave will be made secure with boards or a lockable cover, to prevent any person of animal falling into the grave. Attach chains by carbine hooks to 4 handles of top shoring set

and lay chain on ground at corner of excavation. Lay cover over excavation, open corner hatches and lift chain in place and padlock through eye. When the excavation is complete and the grave properly and securely shored up and covered, we shall check and ensure that the area is left clean and tidy, safe and the ground free of soil clods. As specified and where accessible some graves can be excavated by mechanical means and Serco have included the provision of a tracked excavator specifically designed for grave-digging: JCB 8018 Gravemaster Excavator.

The physical structure of the machine has been designed with performance and productivity in mind with the tail-swing radius reduced by approximately 10% to 1028mm - one of the most compact of any conventional 1.5 tonne model. The Gravemaster dipper gives a dig depth of over 3m. The machine will be transported by trailer around the the various cemeteries where mechanical excavation is possible, the shoring system will accompany it.

Mechanical digging will only take place with agreement with the Authorised Officer and only take place when ground conditions allow and must not cause unreasonable damage to the surrounding surface. Serco have allowed for a mobile excavator to be used when allowed, abd where necessary additional track boards may be required to be laid to access the grave area. Grave digging within burial grounds and will be covered by a suitable risk assessment and safe working system as identified within the Code.

Serco will pay particular care to obtain vertical grave sides and ends when using an excavator, by ensuring it is level and secure and is not influenced by the gradient of the surrounding ground on which it is positioned. The machine operator must ensure that no person stands within the area of the radius of the machine boom or bucket. All movement in the cemetery must be carried out with caution and treat roads and grounds with respect.

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When a machine is not in use, it must be parked on hard ground in such a manner that it does not cause an obstruction to traffic or pedestrians. When parked, the boom and dipper must be lowered in the down position. The ignition key must also be removed. The machine operator must ensure that the machine is safely manoeuvred into the digging position. Any legs/stabilisers must be correctly positioned as far away as possible from the grave to be excavated. Care must be taken when excavating a grave while shoring is in place so as to avoid striking any part of the equipment with the machine bucket. Where an excavator cannot be used, the graves will be excavated by hand using grave shovels. All babies and cremated remains will be dug by hand (apart from Muslim) and an excavator will not be used. Baby graves will be dug to a depth of 0.8 metres. The excavation will be by hand, and the grave will be set out with usual timber board dressing ensuring access for the grave-digger. The foot of the grave will have steps cut into the excavation. Each step will be supported by custom cut timber. The excavation will decrease in width and length with each descending step until the floor of the grave is of a size to accommodate the coffin with allowances of 75mm all round. The grave will be dressed with grass matting. If requested the gravedigger will carry the coffin into the grave, otherwise the coffin will be lowered in the traditional manner with putlogs and webbing (nb. Infants webbing is 50mm wide). Excavation by hand will progress steadily a layer at a time. Once the depth has reached 1.2m no more than one operative will be in the grave at any one time, but the colleague will remain close at hand to assist from the graveside and ensure safety. All graves will be dug centrally to the exact dimensions provided by the Supervising Officer. After marking the outline of the grave, the turf and topsoil shall be carefully removed and reserved for topping off the completed grave. Where the grave to be excavated is in a middle of a section of graves a proprietary soil-box will be used to neatly and safely contain excavated soil. Where sufficient space and the Supervising Officer permits, excavated soil will be placed on ground protection boards. Excavated spoil will be covered with suitable tarpaulins. Entry to any grave will be by ladder, which will remain in place when working in the grave as an emergency exit route. All ladders must be inspected regularly to identify faults. Excavations will be undertaken to produce a regular and uniform opening. On completion the sides should be shaped, removing any protrusions such as roots, stones etc. The bottom of the grave will be graded and left neat and level. Whether mechanically or had dug, hydraulic grave shoring will be used on all full sized graves as excavation proceeds. This will be either close or open boarding depending on the soil type and ground conditions. For example, the very wet clay soil at Selbourne Avenue will require close boarding to avoid the risk of collapse. Staff will be specifically trained in the recognition of ground conditions and appropriate use of shoring. On completion of each excavation the gravedigger will ensure that the sides and ends of the grave are vertical and that the bottom of the grave is level. Shoring units will be level.

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If water collect in a grave it will be removed prior to the interment. The hose from the pump can be lowered into the grave from surface level. When conditions indicate that water may collect in a grave a sump pit can be dug in the bottom of the grave towards one end.

E.5.21 Grave Preparation of all grave types The appearance of the grave is extremely important and we will ensure that the grave and the spoil box are dressed with green artificial matting grass matting. All tools and machinery will be removed from the close vicinity of the graveside. We will ensure that three clean shovels are made available at each and every internment.

All graves will be finished by placing 230 x 50mm x 2.4m boards alongside the grave. Boards will also be placed at the head and foot of the grave. In wet weather a similar trackway will be created, if necessary from the hard surface to the grave

Two hours before the funeral, the grave will be prepared to receive the coffin. The following steps will be followed:

water will be removed by mechanical pump wood shavings will be evenly spread to mask

the base of the grave and any water walk-boards around the side of the grave will

be extended to 1.06m wide and planks braced together to provide a secure platform

grass matting will be used to cover the platform and 60cm beyond and the gravesides

grass matting will be pegged down to prevent slipping

spoil box and storage boards will be draped in grass matting

the surrounding area will be cleared of litter and debris leaving the site in a respectable condition

two putlogs (1370x102x102mm) will be position across the width of grave no less than 1070mm apart

two lowering webbings will be placed across the grave next to the putlogs Appearance of graves is extremely important and we will ensure that it is neat, tidy and presentable prior to the burial. Graves will be dressed and provided protection to surrounding memorials. In wet conditions a track way may have to be provided with artificial grass matting. Webbing for lowering coffins will be placed neatly across the grave and folded neatly on either size of the grave. These will be 75mm wide for adults and 50mm for children and not less than 9m in length. Webbing will not be frayed or torn. Three lengths of webbing will be provided for every internment.

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E.5.22 Burial Service Preparation of the grave shall take place two hours before the appointed time. The objective is to provide a neat and safe finish to the grave surrounds. This involves fixing in place the adjustable grave walk-boards to provide firm footing for the burial party. The area will be dressed with clean artificial grass specifically pinned down neatly without gaps or folds that could be a trip hazard. The grass will drape down the inside of the grave, cover the surrounds and approach to the graveside. All graves surrounding the excavation should be checked for items that may cause a tripping or falling danger for the Burial party. The area around the grave must be cleared of any debris or litter leaving the site in a tidy and presentable condition. One hour prior to the arrival of the Burial cortege the grave will be inspected. Any water collecting within the grave should be emptied. If there has been any collapse of the grave sides the collapsed areas will be made good before the Burial cortege arrives. Twenty minutes before the cortege arrives, the grave-base should be entirely covered with a layer of wood shavings of sufficient, uniform depth to mask any water that may collect prior to the cortege leaving the site. Coffin put-logs and webbing must be placed in position, at centres appropriate to the size of the grave. A committal box containing sufficient dry fine soil will be provided for use during the service. In inclement weather shelters may be erected to help protect the burial party and mourners from the elements. All other staff will remain at a discreet distance from mourners (out of the eye line), and no mechanical operations shall be undertaken that interferes with the solemnity of the service. Any tools, equipment and mechanical diggers shall be hidden out of sight of the funeral party. Once the burial ceremony is underway when the minister finishes any blessing and/or requests the coffin to be lowered as the coffin is initially lifted clear the member of staff may be required to carefully remove the putlogs and wait at the graveside in a respectful manner until the completion of the service. Normally, the Authorised Officer will receive the certificate of burial from the undertaker on arrival at the cemetery. In the event that the Officer is not present, we will first contact the appropriate Officer or receive the certificate ourselves on behalf of the Council.

E.5.23 Works required for completing the Burial Only after all members of the cortege have left can backfilling the grave commence. However, as part of some ethnic customs, mourners may be present or involved during backfilling. Therefore backfilling will proceed in accordance with any specific requirements of the Supervising Officer. All backfilling will be completed on the day of the funeral. Prior to backfilling, the artificial grass and committal equipment will be carefully removed put to one side to prevent damage or contamination. Grave boards and shoring will be removed in a safe order as backfilling proceeds.

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During backfilling, spoil will not be allowed to fall onto the coffin in a manner that may cause damage. Spoil will be built up in layers 0.3 metres in depth and consolidated. Any building waste, artefacts, or other extraneous material will not be used in backfilling but will be removed from site for disposal along with any surplus spoil. Backfilling shall be completed by forming a mound 150mm in height, of curved cross-section on the grave and tamping down with the back of a spade to produce a neat finish. The surface of the grave must be mounded to produce a uniform and smooth mound of curved cross section ending 0.25 metres above that of the surrounding surface. Top soil and turves reserved at the beginning of the operation will be re-laid on the mound. The floral tributes will then be replaced and arranged tastefully on the grave with the larger wreaths and others, likely to be from close relatives, being placed in the centre of the grave. Any surplus soil will be removed to the storage areas. Any items temporarily removed shall be carefully repositioned and any item soiled during the backfilling shall be cleaned. All soil boxes and other equipment shall be progressively removed from site and any compaction or debris renovated by raking. The site will be left in a neat, tidy condition.

E.5.24 Follow up maintenance After an appropriate period and when directed by the Supervising Officer all floral tributes will be removed from the grave separating any organic material for composting and any plastics suitable for recycling. Within the first 12 months of the funeral the grave will be inspected and any settlement made good using topsoil and turf to create a smooth level surface to match surrounding ground. Prior to topping-up, any floral tributes, plants or other items will be carefully set aside. On completion any memorials soiled during these operations will be cleaned and floral tributes etc. repositioned back onto the grave.

E.5.25 Interment of Ashes The general principles for full grave burials also apply to the interment of ashes. The work needs to be completed in an accurate, neat, timely and sensitive manner. . Cremated remains preparation will follow a similar procedure. A hole 600mm square and 750mm will be excavated with vertical sides and a flat level base. Artificial grass matting (0.5m x 0.5m) will be placed around and up the excavated hole and when requested a suitable low kneeling stool provided for use during the internment. The soil excavated will be removed temporarily from site and placed in the compound areas until after the ceremony. The grave will be excavated by hand to the depth specified, ensuring the sides are smooth and vertical. Similar arrangements will be afforded for these burials as others and 30 minutes prior to the funeral, the grave will be re-inspected, additional boards laid out as a walkway if conditions are wet, and any water collected in the grave removed. Any excess water will be covered with dry wood chippings or leaves evenly in the bottom of the grave. Putlogs and lowering webbing will be put in place.

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E.5.26 Re-open of internments These will be carried out in a similar procedure as new graves as outlined above, ensuring that additional safety precautions are in place when excavating to make sure that a previous internment is not damaged. The grave will be dug to within 150mm of the lid of the previously interned coffin. It is therefore essential that when mechanical digging takes place that the last foot is dug by hand. If the coffin cannot be found, a metal probe may be used to test the depth of the existing grave. We shall push a steel probe into the soil, at several points, over the surface to measure the depth at which it meets physical resistance. Serco will take care not to use excessive force that either damages the hidden coffin or gives false measurements.

E.5.27 Exhumations Infrequently, but extremely sensitive, it may be requested to exhume a body from an existing grave or for an infectious disease. Removal of the remains shall take place in accordance with the licence issued by the Home Office; any conditions of the Faculty issued by the Diocesan Chancellor or the warrant to exhume issued by the Coroner. We will closely with the Council’s Environmental Health Officer who may attend the exhumation. The exhumation will be carried out on the date and time arranged with the Authorised Officer. The grave will be located as previous procedures and the grave and surrounding area afforded protection. In addition, we will be aware of the variables associated with each exhumation:

Memorial Depth Age Coffin type Ground Conditions

Opaque screening will be erected in advance to a height of 2 metres so as to conceal the site prior to the commencement of the exhumation. Floodlights may be required in winter so as to ensure the whole area is safely lit, with spare bulbs. Sometimes the screen is erected when the excavation has nearly reached the coffin. A full Risk Assessment will be prepared including all safety procedures and protection from any infectious diseases. Serco will ensure sufficient staff are available and that they have the appropriate protective clothing, which is discarded after the event. On the day, Serco will excavate carefully by hand down to 300mm and around the coffin, then to tunnel underneath, (about one foot from each end) in order that lifting straps can passed underneath the coffin. Provide drainage as necessary. A water pump will be provided during the excavation. Disinfectant will be liberally spread on any foul excavated soil on removal. As digging proceeds, the grave must be shored up.

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Where the Authorised Officer considers the conditions are such as to require the coffin, to drain or dry, temporary support for the coffin in the grave will be provided to allow an adequate period to elapse before proceeding further. If the coffin is intact it shall be lifted from the grave and taken away by the funeral directors. If the coffin is decayed, then the remains are lifted out and placed in a new coffin. It should be noted that all the items present in the grave ie. parts of coffin, shroud, remains, artefacts, etc. must be removed and placed into the new coffin. After the exhumed remains have been removed, we shall apply an application of disinfectant to the excavated ground. Additional soil may be necessary to complete the backfilling operation. All tools, equipment, and rubber boots will be washed and disinfected. All other clothing and sheeting will be placed in clinical waste bags, sealed and disposed of in accordance with the regulations. All staff involved in the task will shower and change clothing when the exhumation has been completed.

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E.6 Arboriculture (Lot 7)

E.6.1 Introduction There are approximately 120,000 trees and 60 Hectares of woodland in Milton Keynes and Serco and its partners will work with the Council to establish a number of key objectives for both protecting and maintaining trees and to highlight the real benefits that trees can bring to the community of Milton Keynes. These include:

To ensure trees have a positive contribution to the urban environment and ensuring the environmental, economic and social benefits provided by trees is maximised;

To provide a quality tree maintenance service that is high performing and which is recognised by residents of and visitors to the City as being effective and efficient;

To minimise the amount of waste produced and increase the amount that is recycled;

To achieve a co-ordinated approach to the management of the tree stock;

We like trees around us because they make life more pleasant. We feel serene, peaceful, restful, and tranquil in a grove of trees. With proper selection and maintenance, trees can enhance and function for the benefit of every community.

Trees alter the environment in which we live by moderating climate, improving air quality, conserving water, and harbouring wildlife.

Trees are a wise investment of funds because they improve the landscape and increase the value of the community and its property..

E.6.2 Staff It is essential to ensure that our staff have the correct skills to carry out arboricutural operations. All personnel shall be trained, competent and experienced.to the task to which they are delegated. The minimum competencies for all staff undertaking arboricultural works shall be the National Proficiency Training Council (NPTC) Certificate of Competence. Staff carrying out any arboricultural task shall be trained and certificated at least to the standard of the relevant module within the NPTC scheme regardless of whether the module is classified as Mandatory or Optional within the NPTC scheme. At least one person working on the ground in any arboricultural team shall be competent skilled and experienced in performing an aerial rescue as detailed in the AFAG No.402 and trained to the standard of NPTC CS38. They must have abilities in insect, decay and disease recognition, and a knowledge of legislation of trees and hedges. Staff will also be experienced in tree species identification and have knowledge of modern, safe and proper climbing, rigging, pruning and felling techniques. We would expect the staff to hold the following qualifications:

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CS31/32/33 Fell small, med, large trees CS41 Undertake sectional felling CS34 Process ind. windblow trees CS42 Stump protection





CS 39 / CS 47


CS46 Re-pollarding

NPTC Level 2

Stump Grinding Operations MTL 9180 Emergency First Aid

NPTC Level 2

Mobile Elevated Work Platform Operations

NPTC Level 2 Manually Fed Wood Chipper Operations

An NPTC PA1 and PA6 Pesticide qualification will also be necessary within a team. In addition, a street work signing, lighting, guarding and reinstatement ticket will be required, such as the Safety at Street Works (Traffic Management Scheme). Many of the staff also hold a Professional Tree Inspection Certificate. The staff will be provided all tools and equipment required for the execution of all works. All cutting tools shall be maintained in a sharp condition in accordance with good practice and manufacturers recommendations. Work practices will be carried out within safety guidelines that conform to industry best practice as promulgated by the Arboricultural Association and the Arboricultural Advisory and Information Service and as laid down in the syllabus for the various NPTC/Scottish Skills Testing Service Certificates of Competence, the AFAG Safety Guides, Health and Safety Executive publications, current legal requirements and the various contractual requirements as stipulated by the Employer’s representative, and the current British Standards:

BS 3998 Recommendations for Tree Works: 2010 BS 4043 Recommendations for Transplanting Root-Balled Trees: 1989 BS 3882 Recommendations and Classifications for Top Soil: 2007 BS 4428 General Landscape Operations: 1989

E.6.3 Annual Programme of Work and work instructions All work is of an unscheduled nature and will be instructed by the issue of a Works Instruction by the Authorising Officer.

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The Works Instruction will have a completion date and therefore if raised in a batch of orders, we will produce a work programme for a day or a week and the Authorised Officer will receive a copy. We will liaise with our approved partner sub-contractor – Steve Dear Tree Services for confirmation of the planning and programming of work.

Any alteration to the instruction or serious defect discovered in the tree will require further instruction from the Authorised Officer unless the issue represents a health and safety hazard or an infringement of the Wildlife and Countryside Act 1981 or breaching the European Habitats 1992/Nesting Birds Directive, then the work will be carried out first before reporting and the raising of a Works Instruction.

Any additional work discovered in the vicinity or during the course of the work will immediately communicated to the Authorised Officer for further instruction. Any further surveying will be carried out if requested.

E.6.4 Working arrangements All staff work a 40 hour week (8.00am – 4.00pm) throughout the year and in practice at least one team will be working in the contract area. Where the workload is greater, then a further 5 teams of staff are available to assist.

The nature of tree works often constitutes work outside of this period particularly in extreme weather conditions when trees are susceptible to damage and cause a health and safety hazard. Then all the staff will be available for responding including all grounds staff, many which have basic tree work qualifications and will be able to carry out ground work clearance.

Therefore it is important to have a very flexible workforce prepared to work at variable times as required.

As stated, the value of budget available for tree works only supports a team of two or three arboricultural staff, however, the flow of work will dictate the resources as it is all unscheduled work and the resource will fit the workload that is issued.

The resource will also be available for any other Council departmental work requests whether it is surveying or operational. They can also work flexibly and the working day can be adjusted to meet work requirements as necessary.

E.6.5 Staff Resources


Arboricultural Activities 2 / 3.00 staff (working 40

hours per week)

Arboricultural Activities 2 / 3.00 staff (working 40

hours per week) The team will include a Team Leader Arborist and a skilled Arborist, when required a Ground Worker will join the team, particularly when additional traffic management requirements are needed in highway locations. A back-up team will be available at all times.

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A Management Team of three staff will support the team and an additional four teams can be available for emergencies and other standby requirements.

E.6.6 Plant Resources


3.5t GVW Tipper Truck

Ford Transit 2.4 Di TDI 1175Kg Payload

Tree work activities 1 7 years

Wood Chipper Timberwolf TW150DHB Wood Chipper

Chipping/Shredding timber

1 5 years

Stump Grinder Husqvarna SG13 portable stump grinder

Grinding out tree stumps 1 5 years

Chainsaws – with various bar lengths

Stihl MS201T – 12 and 16” bars

Tree work activities (top saw)

2 5 years

Stihl MS441CM – 18 -20” bars

Tree work activities (fell and clearing saw)

1 5 years

Stihl MS660 – 25” bar Tree work activities (large fells)

1 5 years

Pole Saw Stihl HT 101 Tree work activities (branch removal)

1 5 years

Blower Stihl BG86 Blower Site clearing 1 5 years

Cable Detector C.A.T. and Genny Utility Cable sire detection

1 7 years

Hedgecutter Stihl HS86R Brash Clearance 1 3 years

Disc Cutter

Stihl TS410 Cutting tarmac/concrete/PCC

1 5 years

All climbers will use a safety climbing system that secures them at all times in the tree being worked on. All personnel will be issued with appropriate forestry safety clothing and PPE as specified in AFAG 401. All climbing harnesses, safety helmets, eye and hearing protection, boots and leg and groin protection will conform to the relevant BS EN standard and carry a relevant CE mark. The work-positioning sit harness must have a pelvic attachment point and leg loop straps conforming to BS EN 813 and 358. All climbing ropes must have a minimum diameter of 10-14mm and ensure that it is compatible to any friction hitches or mechanical devices.

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Ancillary Tree Equipment Item Item Item Item

Work Position harnesses

Climbing Stropes Rope Knives Ascenders/Descenders

Climbing Ropes Lowering kits and Blocks

Prussicks Loppers/Pruning knives/Secateurs

Lowering Ropes Lanyards Ladders Axes, Mattocks & Wedges

Karabiners Climbing Irons/Spikes Hand saws/Silky saws

Lock Jack Positioner

Small tools & brushes

Signs/Cones/Tape/Dust Sheets

First Aid Kits Digital Camera

E.6.7 Work arrangements Serco are well versed in the natural pruning method of Alex Shigo and and his New Tree Biology – ‘new and better future for trees. It brings together the microscope and the chainsaw. Where the situation can be retrieved and a tree can be prevented from felling and transformed in to a feature that supports a longer life.

In practical terms, flush cuts on branches remove the tree’s protection boundaries and create wounds in the trunk. Painting wounds blocks the normal successions, which stimulate the tree to form boundaries. All cuts will be made back to a growing point, outward pointing bud, small branch or main stem.

This will help to allow trees to survive longer. In parks and open spaces, the opportunity for survival is greater as the risk factors are less and Serco has produced some fine examples of conservation work for preservation and to retain a tree’s vitality and habitat features as the example shows a coronet cut and natural fracture pruning.

As specified there are some trees such as Acer, Betula, and Prunus that can produce bleeding in the early part of the year, and it is better to leave work, that is safe, until late summer and winter.

Following inspection and surveying of the tree work task, the Authorised Officer will issue work orders in line with the category of timescales. Daily discussion will take place and a Work Status Report will be sent to the Authorised Officer each working day and priorities or emergencies can be adjusted as required. Work Orders will be reviewed by the Contract Manger, and recorded within our management operating programme system. Work will be issued to staff on both a daily and weekly basis depending on the timescales required.

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Due care will be taken to operating in locations without machinery until 8.00am and not after 7.00pm. In addition work will be planned around the traffic sensitive streets and the traffic flow peak periods. The Works Orders will be checked and the exact details clear and confirmed and any supporting data/map is available for the staff, to ensure the work required is carried out on the correct tree. The tree will be inspected first to confirm no presence of nesting/roosting beds is present. The general nesting period of March 1st to 31st July is now often not correct as climate change is affecting nesting periods as well, but more attention will be carried out in this period. If birds are to be found to be nesting within a tree, we will cease work and notify the Authorised Officer. If we agree that the tree is in a hazardous condition we will remain on site until the Authorised Officer confirms the appropriate decision. A site specific RISK ASSESSMENT is carried out including the access and safe working area around the tree, so that the appropriate signing, coning and guarding arrangements are established. Adequate precautions must be taken to ensure the safety of the general public and the employees in accordance with the relevant clauses of Chapter 8 of the Traffic signs Manual 1991 and Street works conditions. Staff will also hold generic Safe Working Codes for the relevant arboricultural operations. Where a chemical is to be applied, a COSHH Assessment will also be provided. Any restrictive issues such as parked cars, even though previous notification may have been made, may determine the task may have to be re-arranged. The work will be undertaken by trained personnel under the supervision of a Team Leader. A competent Contract Manager will be employed to manage the service on behalf of Serco and Milton Keynes Council. We will prevent any trespass on adjoining property by employee’s equipment and materials or debris and arisings under our control and will take reasonable precautions to avoid creating a nuisance, inconvenience or disturbance from noise, smoke, dust, arisings, debris, fumes or any other element during the progress of the works. We shall display polite notices confirming our details and the fact we are working on behalf of Milton Keynes Council. All notices will be approved by your Authorised Officer. We will answer any query about the tree work undertaken in an informative and helpful way. If we are unable to help with a particular query the person will be referred to the Authorised Officer. Effective control of dust and other airborne pollutants will be undertaken where possible. This includes keeping materials on sire moist to prevent dust and ensuring machine exhaust discharge upwards and away from passers-by. Measures will be in place to prevent spillage of fuel and chemicals during operations. If a spillage does occur it will be cleaned up immediately. Such materials should be stored in containers that meet the appropriate British Standards. Refuelling will be carried out over a hard surface not on grass. During operations, fuel and chemical containers will be stored in a suitable designated area where it is not a hazard.

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In accordance with the Lifting Operations and Lifting Equipment Regulations 1998 (LOLER) and guidance from HSE AIS30 LOLER: How the Regulations apply to arboriculture, we ensure that all lifting operations are properly planned, lifting equipment is in a safe manner, and it is thoroughly examined daily by staff (particularly the main climbing ropes and associated equipment) and every 6 months by an Insurance Company. WEEKLY CLIMBING EQUIPMENT CHECK (LOLER) NAME WEEK NO. DATE ITEM / INSPECTION IDENTIFIER CONDITION OF EQUIPMENT SIGNATURE IDENTIFIER HARNESSES ROPES PRUSSOCK LOOPS STROPS & SPIKES MISC. EQUIPMENT

CLIMBING EQUIPMENT NAME : HARNESSES SERIAL MAKE/MODEL - OTHER INFO ISSUE ISSUED OUT DISPOSED No. DATE TO OF BY

Individual records are maintained for harnesses, climbing ropes, prussicks, karabiners, stropes and spikes, lowering ropes, vehicles and miscellaneous equipment. We will also take all necessary measures to prevent accidental damage to underground or overhead services and plant and in this respect shall take particular care when any operation includes excavation, installing stakes or stump removal. Teams will be supplied with a C.A.T. and GENNY to assist in identifying utility cables. Any issues will be communicated to the Authorised Officer, who can make all arrangements with the responsible body for the temporary diversion or disconnection and subsequent reconnection of overhead or underground services which may have been damaged while carrying out these services.

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Additional care should be taken when working near boundary walls, fences, gates, paths, etc whether private or Council owned. The reinstatement, repair, or remedial work necessary as a result of such damage will be the responsibility of Serco. We shall take the greatest care and use appropriate equipment, working practice, and scheduling to ensure that noise levels are kept to a minimum at all times, having regard to nearby houses, flats and offices. We will provide all tools and equipment required for the execution of the works. All cutting tools shall be maintained in a sharp condition in accordance with good practice and the manufacturer’s recommendations. Chainsaws shall be used judiciously and any damage caused by careless use, or overuse, of chainsaws shall be repaired accordingly. All tools will be kept under close supervision of the staff present on site. Equipment will not be left unattended. Arborists will carry out daily inspection and maintenance of their equipment including vehicles for defects, and any serious defects will be reported immediately to the Contract Manager, who will organise its repair. Chainsaws will be checked daily for loose external nuts, screws, and fastenings and the tension of the chain. All tools shall be sterilised after contact with diseased areas of trees, or where bacterial disease is present. Tools will be sterilised immediately after completion of services or works on ant tree that is infected with Fireblight Erwinia amlovora, Phytopthora, etc to reduce the speed of the disease. When working on infected trees, hand tools will be used, so that sterilisation is easier and quicker to be carried out, before commencing work on another tree. Tools will be sterilised by removing all organic debris from the tool and brushing with a fresh mix of bleach diluted 50:50 with water, in accordance with BS 3998 Standard Tree Works.

E.6.8 Tree Operational Tasks

E.6.8.1 Crown Lifting

Objective: the selective reduction and removal of the lower branches of a tree to allow space under the tree for light, people, vehicles or buildings, carried out in accordance with BS 2998 - recommendations for tree work and the contact specification. Lifting of the crown consists of the removal of the lower branches from the main stem or branch system up to a specified height or line indicated (up to percentage of the crown height), in particular if the branches are causing an obstruction to properties, street furniture, pedestrians or vehicles. Wherever possible the size and number of branch and secondary growth will be limited and well-spaced, so there is less chance of potential decay pockets combining to form larger cavities. The excessive removal of lower branches can lead to the development of poor trunk crown balance, where a tree may become top heavy.

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To avoid some of these problems, the reduction of branches lateral/secondary growth leaving a flowing branch line rather than their complete removal can provide a healthier stable tree. To avoid lack of balance after crown lifting the crown should be at least 2/3 of the total height of the tree.

We try to leave small branches on the lower trunk intact for about a year or more if possible after removing large branches because they help to minimise injury from sudden sun exposure by shading the trunk. They also speed closure of tree wounds.

If many branches are to be removed, we would recommend that this be done in two steps. First we thin or drop crotch cut the largest branches in the lower part of the tree, and leave the small ones intact. This may provide enough clearance for a year or so because the branch will often spring upward after removing branches from the tips. If necessary we would remove all branches back to the trunk one or more years later. The objective is to only remove large branch in a cluster on the trunk at a time. Trees situated along public highways must be maintained at the following specified minimum

clearance height::

a) Over footpaths/paved areas – 2.3m over kerb height.

b) Over carriageways - 5.2 m over kerb height.

c) From Buildings/structures/overhead services – 1.5m clearance

d) Over bridleways and redways – 3m clearance

E.6.8.2 Crown Thinning

Objective: to lessen the foliage density of a tree by the removal of whole branches, sub-branches or small growth back to the main branch, limb or trunk resulting in a tree of natural appearance. The tree shall retain its original overall dimensions of height and spread.

The reduction in density of foliage will reduce density through the whole crown by a percentages, usually between 15% and 30% through the removal of weak, thin, crossing and dangerous branches and pruning of such sound branches as needed to achieve the following; safety, to preserve balance or impose shape, to admit more light and air to and through the crown, or reduce weight, to lessen wind resistance, to produce

more flower or fruit, to train and encourage good branch development in young trees. For any tree specified for crown thinning, we will also at the same time remove all dead wood, broken branches and stubs or snags. It will also include the removal of weak, thin, crossing or dangerous branches and such like secondary branches throughout the crown must be pruned to achieve these objectives. We shall also allow for modest shortening of branches if so specified for an instruction of thinning that shall be completed in such a manner that a street light is unobstructed, etc.

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The thinning shall be done by the removal of whole branches, sub-branches, or small growth back to the main branch, limb or trunk to give a natural appearance. Every final cut shall be made just outside the branch bark ridge and on no account shall stubs or snags be permitted. Heavy limbs shall be removed in sections by the use of ropes. To facilitate run-off of water, no horizontal cuts on vertical limbs shall be allowed.

E.6.8.3 Crown Reduction

Objective: The reduction in height and/or spread of the crown (the foliage bearing portions) of trees. Crown reduction may be used to activate mechanical stress on individual branches or the whole tree, make the tree more suited to its immediate environment or to reduce the effects of shading and light loss, etc. Crown reduction will reduce the overall height and spread of the tree crown by a specified percentage (up to 30%) and the crown width to ensure a 2m clearance over gardens,

signs, etc. to maintain sight lines, by shortening the branches to suitable growth points to maintain as far as possible the natural form and proportion of the species. The operation of crown reduction is a matter of judicious pruning and will not be construed as lopping or topping. All branches will be cut back to a growth point and all final cuts will be made at an angle so the tree incurs the least possible injury.

Crown reduction pruning is most often used when a tree has grown too large for its permitted space.

In the illustration the blue area of branches would be removed. This method results in a more natural appearance and increases the time before pruning is needed again and minimizes stress caused to the tree.

The final result should retain the main framework of the crown, and so a significant proportion of the leaf bearing structure, and leave a similar, although smaller outline, and not necessarily achieve symmetry for its own sake.

Crown reduction cuts should be as small as possible and in general not exceed 100mm diameter unless there is an over-riding need to do so.

E.6.8.4 Deadwood

This process is completed to prevent any issues with falling debris and is therefore normally completed in high risk areas such as over roads/footpaths, in gardens or in public locations. It involves climbing around the entire canopy of a tree to remove dead branches that will degrade and eventually fall. It may be completed to different specifications such as large pieces only, OVER 1000mm in length. All unwanted material, dead, dying or diseased wood will be removed.

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Deadwood can remain safe for long periods on trees with a high degree of heartwood such as oak and provides important habitat for wildlife. If possible therefore, Serco is a proponent of leaving some natural dead tissue in the crowns of trees where it is appropriate and safe to do so, as we have identified in our general introduction. Dead trees may even be made safe by reducing the size of the crown and being allowed to decay naturally and safely.

E.6.8.5 Root Pruning

Objective: to carry out effective root pruning by using approved techniques and tools to ensure the health and safety of the tree.

Established trees that have been growing in the ground have roots that reach out far beyond the branches or drip line. These long branches are used by the tree to anchor and support it. However most of the small feeder roots, which bring in food and nutrients to the tree, are likely to be found growing off the main roots at some distance from the tree itself

On instruction, we will lift those paving slabs or tarmac areas which have been displaced. All paving slabs will be stacked neatly away from the tree and its root system during root pruning operations and carefully re-laid after completion of the works, until a more permanent reinstatement can be made. The site will be appropriately protected with signs and cones as necessary for public safety.

After carefully assessing the situation, taking into account all site and tree considerations, the root will be cleared of excess soil by hand as not to damage roots that are to be retained, for the cut to be made and will at all times, where possible, be cut off cleanly with hand tools, cutting them back to sound root material with clean, pared cuts. Where possible the root will be cut back to a root branch point. Root pruning is a specialized operation and pruning of buttress and other major roots can make the tree unstable. Severance of more than 30% of a tree’s root system is quite likely to cause slow dieback and eventual death of a mature tree.

The general rule of thumb is not to cut roots within three trunk diameters (measured 12” above ground). That is an absolute minimum.

The preferred distance is seven trunk diameters that means, for trees 12” in diameter, roots should not be cut within 3’ of the tree base; preferably, the distance would be seven feet. Root pruning closer than cited is not recommended due to the increased risk of injury and infection at the pruning site, and to the increased potential of the tree falling down. It is also important to remember that the vast majority of a tree’s roots will be in the top 6”-12” of soil. Even minor soil disturbances can injure or remove a large portion of the absorbing roots of a tree.

The site will be backfilled and consolidated so as to leave the site safe for pedestrians. Throughout the whole operation, the employees will be expected to exercise a high level of skill, and in particular the pruning of the roots to ensure the health and safety of the tree.

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E.6.8.6 Coronet Cuts

Objective: A coronet cut is a type of natural fracture technique that is particularly intended to mimic jagged edges characteristically seen on broken branches following storm damage or static limb failure.

Coronet cuts is a technique for producing a natural fracture effect in cut stubs ends. It is carried out as a pruning treatment to a stub or reduced limb to mimic natural breakage. The form of the coronet cut is designed to shape the branch or trunk end-surface to resemble the fracture that might be imagined following a storm, such as Beaufort storm force 9/10 and is cut to resemble a broken or shattered appearance.

The pruning cut will made on the main stem or primary lateral branches to create a fractured feature to resemble a natural branch failure or damage from a storm.

Work may have to be carried out from an elevated platform depending on location. This work will be carried out in both a creative but with environmental considerations. Some work will be done by hand as well as a chainsaw.

It is recognised that it is important to record veteran tree features to identify biodiversity values. Such features include stubs, snags, tears, scars, dead wood volumes, hollowing, small holes, the extent and quality of rot as well as various colonising organisms.

E.6.8.7 Pollard

Objective: To restrict the growth of a tree to a specific height through regular pruning rather than let it grow to its natural height. Pollarding is a woodland management method of encouraging lateral branches by cutting off a tree stem or minor branches two or three metres above ground level. It may be carried out prevent growth but also shade or it may be necessary on street locations where electric cables or street lights are being affected. The best time to pollard is in the late or early spring, however, avoild pruning Acer specied in spring when they are prone to bleeding sap. The least favourable time is the autumn, as decay fungi may enter the pruning cuts.

Pollarding should be carried out soon after the tree(s) have become established at the selected height (2 to 3M) or if a crown reduction would be insufficient to safeguard branches that may fail. Individual cuts will be made up to a general maximum diameter width of 200mm.

Trees that divide into several stems should be individually cut to initiate a candelabra frame work. It is usually typical to leave a trunk supporting three to five branches, which are cut back to a desirable length and the twiggy growth appears at these ends. Initially, the new branches are held weakly as they grow rapidly from underneath the bark, rather than from within the tree.

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E.6.8.10 Clear Obstruction

Objective: the removal or pruning of branches that are causing an obstruction to a structure or a utility cable. Subject to the location of the tree, which may be causing an obstruction to street furniture, road signs, traffic lights, lamp columns, or utility cables and wires, the offending branches will pruned back or removed to ensure at least one metre clearance is created. The branch/s will be pruned by hand or a saw to the first suitable forking point or side-bud. This will be carried out on trees up to 20m in height.

E.6.8.11 Cut back tree from structure

Objective: to remove or prune all branches causing a hazard to a neighbouring structure.

Subject to the location of the tree, which may be causing an obstruction to a property, the offending branches will pruned back or removed to ensure at least one metre clearance is created. The branch/s will be pruned by hand or a saw to the first suitable

forking point or side-bud. This will be carried out on trees up to 20m in height. Often this will be carried out in a confined area, and therefore additional safety measures may be required. It may be necessary to re-balance the tree to address its appearance and weight.

E.6.8.12 Fell and remove tree

Objective: the complete remove a tree within a designated ensuring minimal damage to the landscape. It is important to inspect the tree first and its location. Decide the felling direction and ensure there is a safety area. It will also be necessary to check the wind direction, wind strength, slope and any obstacles within and around the area.

Study the tree. Is there any decay, cracks or some other factors? Check to see if there any dry, dead or broken branches that may fall from the tree or from adjacent trees. Is the tree leaning and in which direction should the tree be felled.

When felling trees close to buildings, it is often important to be in control of both the tree’s felling direction and how far it reaches. This will be determined by identifying the point on the ground that provides the equilateral and right-angled triangle, that is to say equidistant to the height of the tree. Most trees have a natural direction of fall and where possible use these techniques.

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Always clear the undergrowth and the intended felling directional, so that the tree can fell without any obstacles in the way.

Pruning makes the felling safer by removing low branches and twigs which are in the way. The safest way to prune is to work with a pulling chain (underside of the guide bar) from the top down. This is carried out at both ground and within the tree. The tree is dismantled to a safe condition ready for felling.

Always stand on the left side of the trunk

Stable foot position

Where possible, stand still with your feet in the same position during the whole limbing operation. Ensure that all harnesses and safety lines are set before commencing pruning.

Establish a comfortable working height and secure your position in the tree.

Release branches and sections to the grounds man on the floor as they are removed from the tree. Once the sectional pruning has been completed, the area will be cleared for felling.

Flat or slightly sloping terrain

Directional notch opening 60 – 80

The top cut is made first which determines the direction.

The bottom cut is sawn horizontally at a right angle to the felling cut, which is made in line with or slightly above the level of the directional notch.

Straight felling will be limited to such situations which pose no risk of damage to any property whatsoever, including specially prepared grass areas.

Trees to be straight felled will be guided by the use of pulling ropes/cables and felling wedges as necessary to ensure the correct direction of controlled fall. Where a large or heavy main stem of a tree is to be straight felled, branches, crash matting or a large rubber tyre will be placed on the ground in the direction of the tree's intended fall to protect the underlying surface.

Alternatively, the tree will be felled by reducing sections until the stump height is attained. The stump will be left in situ up to 150mm in height. All brash will be chipped and the core wood removed from site.

E.6.8.13 Stump removal

Objective: to remove a tree stump from a grass verge or soil area in a quality process that is re-instated to regulated standard.

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Stump removal consists of the complete removal of the stump and root bole of the tree and may be undertaken either by the use of hand tools or machine. Where hand tools are to be used in conjunction with a winch anchored to a nearby tree, adequate measures will be taken to ensure that the anchor tree is fully protected. Stump grinding will remove the root bole to a specified depth, generally between 150mm and 300mm, depending on size and diameter of the roots.

Upon completion of stump removal, the tree space will be excavated to 60cm and will be back-filled with soil or grinding waste to leave a level surface, unless otherwise specified. Grubbing out stumps (Removal by hand tools) involves the complete removal of the stump by digging around and under the stump and cutting all roots adjoining to it, by use of mattocks, graffs, pick axes, spades, shovels etc.

Consideration should be given to the potential presence of underground services such as electricity cables and in many cases it will be necessary to contact public utility Companies in order to identify any services, which may be present.

The area will be reinstated with approved quality topsoil, complying to BS 3882 and then consolidated, the backfill shall be mounded in such a way as to leave an approximately level surface after subsidence occurs. Grass seeding will take place if requested.

E.6.8.14 Treat Stump

Objective: to apply an approved herbicide to a tree stump that will effectively kill th stump over time.

The only safe and authorised product for stump control is Roundup Pro Active or a similar product that contains Glyphosate. The tree stump is prepared by either making wedge-shaped incursions in the bark surface, so that the liquid weedkiller can be brushed in or drilling holes, so that glyphosate granules or pellets can be inserted into the bark. The trees must be dormant, so the best time to treat tree stumps is from November to February. Neat Roundup Pro Biactive is introduced straight into the phloem through a hatchet cut into the bark of the tree or stump. This has the benefit of not requiring the stump to be freshly cut and has been in situ. 2mls of neat product per 10cm diameter of trunk is applied. A spot gun with a solid stream nozzle is used. It is advisable to make a second cut under the first to catch any surplus Roundup. A cut for every 10cm diameter is required. Uptake of the herbicide is almost immediate from a fresh cut and will be rainfast within 10 minutes.

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E.6.8.15 Ivy removal

Objective: to cut away all ivy growth leaders from a tree to eradicate its growthIvy is a woody stemmed, self-clinging climber that can grow quickly into the canopy of a tree. Where it grows as a trailing, ground-cover plant it roots in at many points and its stems extend over a wide area.

Where possible, the stems should be cut back to the ground up to 1m up the tree’s trunk. If proximity to the tree’s roots prevents removal, regular cutting of the stems to ground level may weaken the ivy over time but is unlikely to kill it. Therefore, it will be necessary to apply a herbicide to the roots to ensure eradication.

Ivy that is growing vertically can be killed by severing the stem close to soil level and treat the stump with a stump and root-killer, such as Scotts Roundup Tree and Stump and Rootkiller containing Glyphosate or Vitax SBK Brushwoodkiller containing triclopyr, which is best applied in the autumn/winter.

Where we have appropriate core wood we would be happy to use them within a suitable open space as informal seating. This is an initiative to create sustainable solution for seating and natural play.

Other chipped wood can be provided for wet areas along rights of way or in woodland pathways. Alternatively, it will be used for border mulch.

(342)



Method Statement F. Non-Programmed Work

F.1 Introduction Although the majority of maintenance work is included in the core schedules, it is inevitable that from time to time additional work will be required. This may be part of a planned project such as the provision of internments in the cemeteries or delivering a landscaping scheme or a response to an emergency situation such as clearance to storm damage. Typically with horticultural operations, non-programmed work will be undertaken to meet the cultural requirements of specific landscape features, which depend on a range of factors and priorities, varying from site to site and year to year. In such circumstances, there are mechanisms within the contract such as schedule of rates, day-work rates or quotations that deal with service charges, but a key issue is building capacity within the core schedule to ensure the work can be undertaken in a timely fashion. Additionally, with pressure on local government budgets Serco understand the importance of working flexibly with client to help keep expenditure on services within budgetary constraints. Serco’s approach to working in partnership with the Council is that we work very much in the spirit of the contract and are flexible in our approach.

F.2 Correctly sized Serco has applied proven output targets to the quantities and frequencies for the range of tasks as provided within the Contract Documentation. Following site visits, observations and our knowledge of working within Milton Keynes, the outputs were adjusted, taking into consideration the topography and geography of the contract area, access to sites, traffic density and travelling involved across the operational area. By entering the data through a programme of work for each item identifying when the work is to be performed by period or month, the total hours per period have been calculated. By allocating the number of hours available for work in each period, excluding bank holidays where not required for working, the calculation provides the number of staff required for each period. This forms the basis of the operational plan for the allocation of work for the staff teams throughout the year to fully meet the requirements of the ITT and the operational requirements of the services specification.

(343)



F.3 Planning for unscheduled work In addition to the core scheduled tasks it is inevitable that there will be a requirement to carry out a range of non-scheduled tasks as part of the services. Much of this is easy to identify, quantify and plan for. Examples of non-scheduled work’ include the preparation of additional sports pitch provision, tree and shrub planting or the removal of tree stumps. Another example would be burials where historic data provides a good indication of frequency/ pattern of burials. We are able to make a professional judgment on the output targets and resources required to deliver the service and have include these accordingly. Inevitably, there will be some tasks that by their nature are more difficult to predict and often need to be responded to quickly. This may include the effects of severe weather, vandalism, accident, disease or unplanned event. It is possible to deal with such events by employing additional labour/ resources through overtime, agency or sub-contractors, but this will add additional cost to the client. The most cost effective way is to allow for the provision of a specialised dedicated team that can provided a range of tasks throughout the year. This is only possible when the workload can be balanced to support this team. This means working very closely with the Authorised Officer to provide a weekly/monthly programme of work. This could be balanced with other tasks so that the workload supports the financing of this resource, but the advantage is that it is responsive and totally flexible as well as cost effective. The hours available within the schedule of rates and day-works accommodate a grave-digging team and another team of two staff to support this ‘Responsive Team’. Although our team is correctly sized to deliver the high quality services the council has stipulated in the ITT, experience has shown that a certain amount of flexibility exists within our teams in order to meet the needs of additional and emergency work. In some circumstances, we may be able to accommodate these tasks without the need for additional resources or overtime. For those priority tasks such as fallen trees we are happy to provide the service at no additional costs if the council is flexible in allowing Serco to redirect staff to undertake these tasks at the expense of day-to-day-operational activities. Obviously it will not be possible to divert resources from some tasks at certain times of the year, for example frontline grass cutting operations during the peak growing period in the spring and again during the summer flush. Therefore the flexible approach needs to be supported by a good understanding of the current operational status in terms of capacity, commitments and priorities, as well as consequences of delaying or omitting planned operations. Serco’s work planning and tracking tools will help enable informed decisions to be made. We would also stress that our flexibility to divert resources to avoid incurring additional cost is not just within the grounds maintenance service, where appropriate we can offer additional flexibility by diverting resources from other services, such as street cleaning. Having an integrated approach to Streetscene provides a holistic approach to managing grounds and cleansing staff, giving much greater critical mass and inherent flexibility to deal with non- programmed, urgent or seasonal work that may arise.

(344)



It is our objective to develop a ‘streetscene’ workforce that is multi-skilled in a range of tasks. The picture shows Serco staff in the town centre of Woking carrying out combined tasks of sweeping, litter-picking and weeding and dead-heading floral displays.

Other staff working together – following grass-cutting, both a mechanical and a manual sweeper are assisting to remove grass-cuttings falling on hard surfaces. Where possible, we will integrate services to deliver one complete service. In addition to our own direct staff resources, we have at our disposal staff engaged through partner agencies and sub-contractors who can assist with specialist tasks or in response to sudden spike in workload. These include two local partners: Frosts Landscapes and RTM Landscapes.

F.4 Timing of non-urgent non-scheduled work All grounds maintenance services are subject to seasonal variation, with a peak of workload in the spring, which drops slightly to plateau over the summer, then peak again in late summer/ early autumn. All planting, reinstatement and other soft landscaping works are carried out in the autumn and early spring, sports provision and the application of chemicals will be scheduled at the appropriate time. Inevitably there will be some non-scheduled tasks required within the peak period, but wherever possible it is desirable to avoid non urgent or non-seasonal work during peak periods when the core maintenance needs of sites are greatest. Such work can then be programmed, in a structured, controlled manner over the autumn/ winter period. Clearly some tasks will need to be prioritised to make the most of any weather windows/ seasonal requirements. This process assists greatly the provision of a ‘Response Team’.

In respect of the range of arboricultural tasks, a similar arrangement is best suited to ensure that a team is always available for emergency work. Our approved sub-contractor will have a team available at the majority of time, subject to a weekly allocation of day-work orders. Where this workload increases or heavy storms create additional requirements, he has another four teams at his disposable to re-direct to support. He also has a range of specialised equipment available, to assist in these types of emergencies.

(345)



F.5 Empowered staff Often non-scheduled work is required in response to relatively straight forward, minor occurrences which come to the notice of operational staff when they are on site. Often a little, timely extra attention to detail will make a big difference to perception of the service or stop a situation getting worse, for example picking up a small broken branch from the floor. Serco aim’s to empower staff to respond directly to minor situations while they are working on site as part of our added value approach. Not only does this help resolve problems quickly, it helps avoid a long paper trail raising job tickets for the work. To enable this approach to be successful, it will be essential to get client approval of the range or type of tasks that can be undertaken. Staff too will need to be trained, in the scope, scale and duration of work they can undertake under the umbrella of ‘added value’. Importantly they need to trained, competent and equipped to identify tasks and carry them out safely. Staff will also need to communicate and make a log of work undertaken. Different teams will have different capacities for undertaking responsive work when on site. For example, it would not be desirable to delay frontline mowers on minor tasks in the growing season. However, such staff should be able to feed back issues they have identified. Encouraging staff to use their initiative often gives them a greater sense of ‘ownership’ and pride in the sites they are maintaining. It does require good communication, a degree of trust and initial close management, but can help enhance service value. To support this initiative, Serco rewards its employees for excellent service to both to the customer and the public. We recognise and reward good individual and staff performance and achievement through a number of recognition and rewards schemes including Employee of the Month/Serco Pulse awards and through staff incentives schemes linked to key contract KPIs such as public satisfaction. Within the principles of Partnership it is desirable to establish some thresholds and the basis of trust and transparency for additional works. The aim would be to avoid the costs associated with calculating and agreeing quotations and the delays in service that they would bring.

F.6 Pricing Unscheduled Work Although Serco aim to undertake certain responsive non-scheduled works as part of ‘added-value’ or diversion of resource, there will be occasions, particularly for ‘planned non-scheduled works’ will need to be undertaken.

(346)



Such work may be undertaken in accordance with either the priced schedule of rates, day-work rates or by quotations. This will be carried out in a timely fashion in accordance with the agreed deadlines. We shall inform the Authorised Officer of when all requested unscheduled work is to be undertaken at the time of request and inform the Authorised Officer of any change of schedule, subject to the requirements of the instruction order request.

F.7 Seasonal working The Grounds Maintenance specification has identified a seasonal variation of resource levels for summer and winter requirements. This is mainly due to several activities that are often related to grounds maintenance services being transferred into the Street Cleansing Specification. This includes the reinstatement of summer sports pitches, annual bedding maintenance, shrub and rose bed maintenance and other winter activities. The majority of the existing workforce operates such a system: working 39 hours for 35 weeks and 34.5 weeks for 17 week based on a standard 37 hour week. Due to the varying nature of the weather and in particular the effects of global warming, we may seek to adjust these hours to accommodate additional grass cuts and other horticultural works to ensure we maintain the specification standards. Therefore, it is important to resource accordingly and additional summer hours will be banked for the winter period. Some staff will remain on standard hours in response to their duties, such as grave-digging staff who will need to be available five days a week to facilitate any internment preparation and to also be able to empty flower and litter bins from the cemeteries all year. Serco’s objective is to work closely with the Councils to assist in addressing this variation, by allowing flexibility in the programming of any additional work, so that we can maintain where possible a predominantly static workforce, which will benefit both parties in this partnership. In addition, we will establish an agreement with staff to manage their holiday leave in accordance with the seasonal workload. This will also reduce the variation, by allowing restricted leave during the summer period.

(347)



Method Statement G. Other Service Improvements

G.1 Service Provision Improvements We believe the following proposals will contribute to contract improvement and added value.



As part of Serco’s commitment to harness the energy, goodwill and capacity of the community and voluntary sector we will create a team of 20 Community Champions who will be additional ‘eyes and ears’ on the ground.


Thus, Serco has found that local people as the key users of local streets are almost always best placed to know where the environmental grot spots are and many are keen to play a role in helping to keep the environment clean and litter free. We supply them with PDA’s or Smart Phone technology to report incidents and photographs directly. We will meet as a partnering group with the council to support their development and community engagement.

We advertise locally with the Council to seek individuals who want to assist in improving their environment for the benefit of the community ‘Your Community needs Champions’ Customer Satisfaction.




(348)








Milton Keynes.




activity through the provision of basic day to day support in the form of loans of tools, equipment and support to clean up and maintain neighbourhood open spaces. Our proposed Milton Keynes Community Neighbourhood Action Trust will consist of 100 ring fenced staff hours each year dedicated to helping Voluntary and Community organisations plan, organise, set up and clean-up community led makeovers and events.



(349)






(350)

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197

Onl

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240.

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207

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F14

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£

12

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£

10

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£

12

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3

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2

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42

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24

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98

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09-S

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F20

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£

18

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£

16

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£

18

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10

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TRE

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09-S

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180.

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3

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360

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237

Onl

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TRE

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09-S

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F80

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£

60

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£

60.0

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60.0

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10

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12

0

60

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160

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7 O

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TRE

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267

Onl

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S09

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10

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£

5

3

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1

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10

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277

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10

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297

Onl

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09-S

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9

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Fell

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10

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60

0

40

0

20

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31

7 O

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S09

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Fell

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13

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£

17

0.00

£

13

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£

10

3

2

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500

39

0

34

0

13

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360

32

7 O

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S09

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Fell

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280.

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260.

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200.

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5

3

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337

Onl

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TRE

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09-S

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347

Onl

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TRE

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09-S

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10

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10

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1

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10

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10

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35

7 O

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Felli

ngTR

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S09

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Rem

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£

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15

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15

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7 O

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Rem

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£

18

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18

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18

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0

54

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36

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7 O

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Rem

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£

20

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20

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20

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7 O

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Felli

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S09

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Rem

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250.

00£

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3

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750

500

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397

Onl

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TRE

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09-S

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5.00

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5.00

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5.00

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3

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1

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of R

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Ser

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Ass

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152

All

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Day

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216.

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154

All

Lots

Non

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Day

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W03

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155

All

Lots

Non

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Day

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W04

Cha

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Sun

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Pub

lic H

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1

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118

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12

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36

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£

36

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36

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36

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36

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21

6.00

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15

6A

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900.

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159

All

Lots

Non

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Day

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W08

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24.0

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00£

160

All

Lots

Non

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tine

Day

wor

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W09

Sem

i-Ski

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07:

00 to

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12.0

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0.00

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480.

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48

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480.

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-£

2,88

0.00

£

161

All

Lots

Non

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tine

Day

wor

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W10

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0£

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288.

00£

162

All

Lots

Non

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Day

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W11

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120.

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72

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16

3A

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24

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48

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48

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48

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16

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165

All

Lots

Non

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tine

Day

wor

kD

W14

Labo

urer

17:

00 to

07:

00 M

on to

Fr

1

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our

110

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10.0

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00

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12

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20

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20

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20

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50

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50

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50

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50

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5-P

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383

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TRE

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ss to

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3 tim

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aint

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P

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SH

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K

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1

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D

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TS G

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ain

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TS G

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Cut

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ss to

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enan

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2-P

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632

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3R

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ark

FOO

TBA

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1-P

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TS G

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3

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EN

ITY

GR

AS

S

Cut

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cuts

per

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3

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und

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RU

B B

ED

K

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007

302-

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6

3

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Cut

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n st

akes

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305-

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142

3

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TBA

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1-P

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430

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Gro

unds

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nten

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and

Ass

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ted

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t 2

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4-P

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Mai

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2

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Ous

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Gro

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Par

t 2

App

endi

x 6

- Pri

ce L

ist

Pag

e 23

of

23

(373)

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