Procurement Advice Specific to Service
- Grounds Maintenance

(Information supplied by LCC’s Parks and Countryside Service)

• Request proof of insurance with all tender documents (this is not necessary if using the in house provider – Parks & Countryside are covered by LCC’s own insurance. Confirmation of this can be obtained by contacting Frank Morrison, Principal Insurance Officer on 247 7407 or in writing to Corporate Services [Financial Development], 3rd Floor West, Civic Hall)
   

• Ask for details of Health & Safety policies/Codes of Practice which are relevant to your establishment (please note that the in house provider would not normally send paper copies out to internal customers, as up to date electronic versions are available on the Parks & Countryside Intranet Quickplace).
   

• Ensure the provider has policies/procedures in place to comply with EMAS (Eco-Management and Audit Scheme) and LCC’s Environmental Policy. This is of particular importance in terms of green waste disposal and the use/storage of chemicals. It is worth noting that LCC also has a commitment to reducing emissions from it’s vehicles. (Corporate and Departmental EMAS information is available on the EMAS Intranet Quickplace).

  Source - Leeds City Council draft environmental objectives

  • PCD1 "To secure environmental considerations in goods and services contracts of significant environmental impact in relation to size or value and in support of corporate Best Value priorities"
     

  • TD1 "To reduce the environmental impact of vehicles used by the Council"
     

  • WD1 "To promote waste minimisation in the Council's own operations"
     

• Ideally, the service provider should have (or be working towards) quality assurance accreditation to ISO9000:2001. Providers who have achieved accreditation have quality procedures (e.g., codes of practice, methods of working and procedures for dealing with compliments/complaints) in place which are audited internally and assessed by an external body on a regular basis. Details are usually displayed on letterheads, but if in doubt, ask the provider for a copy of the certificate.
   

• If the service provider does not have some form of recognised quality accreditation, you should establish whether they have any formal commitment towards customer service standards, training and development of staff (Investor in People, records of qualifications, health & safety training and competence to use specific machinery/hazardous materials), equality of opportunity, clear methods of work instruction etc..
   

• Staff should be trained to the appropriate NVQ levels in Amenity Horticulture (or equivalent). This should also apply to supervisory and management staff.
   

• Operatives applying pesticides or herbicides (including the ‘burning in’ of sports pitches) should hold a valid National Proficiency Test Council (NPTC) certificate of competence for the class of chemical they are handling. The provider should also document the storage and application of chemicals – this is a legal requirement and is also the case if the work is carried out by caretakers/superintendents etc.
   

• Ensure that the provider can fulfil all your requirements (some companies only carry out basic grounds maintenance such as grass cutting and cannot carry out tasks such as specialised sports markings and weed control).
   

• Clarify with the provider which of your requirements will form part of a regular maintenance programme and which will be classed as one-off extra works to incur additional charges. If necessary, agree a ‘day rate’ with the contractor for additional labour or ask for a separate quotation to be sent with the tender documents for consideration.
   

• Always request clarification for issues you are unsure of before awarding a contract/signing an agreement.