THE LONDON BOROUGH OF LEWISHAM

GREEN SPACE MANAGEMENT AND MAINTENANCE CONTRACT

2010-2020

BOOK TWO

SPECIFICATION OF SERVICE (1 -10)

Appendices to Specification (1 - 79} CONTENTS

1. THE LONDON BOROUGH OF LEWISHAM 1 1.1 Address for Correspondence 1 1.2 Def"Iriitioris and Interpretations 1 2. SCOPE OF THE S}'ECIFICATION 10 2.1 General Description of the Service 10 2.2 Locations 12 2.3 Contract Area 15 2.4 Works Excluded from. the Contract 15 3. STRATEGIC AND OPERATIONAL OBJECTIVES 20 3.1 Strategic Council Documents 20 3.2 Strategic Objectives 20 3.3 Parks Service Standards

3.4 Management and Operations

4. PREMISES 23 5. PEJ1FORMANCE STANDARDS 24 5.1 PERFORMANCE STANI>ARD I- Grounds and Ecological Maintenance 24 5.2 PERFORMANCE STANDARD 11- Environmental Maintenance 46 5.3 PERFORMANCE STANDARD ID- Serviced Facilities 58 5.4 PERFORMANCE STANDARD IV- Maintenance of Specif"Ied Plant and Equipment and Provision of Public Overhead Lighting 63 5.5 PERFORMANCE STANDARD V- Park Furniture and Sports Equipment 6768 5.6 PERFORMANCE STANDARD VI - Availability and Maintenance of Playground Equipment 70+± 5.7 PERFORMANCE STANDARD VII- Infrastructure Maintenance 5.8 PERFORMANCE STANDARD VIII- Waterplay and Water. Features n:n 5.9 PERFORMANCE STANDARD IX- Availability, Opening and Patrolling of Parks 76 5.10 PERFORMANCE STANDARD X-Events & Activities 77+8 5.10.1 General 77+8 5.10.2 Subelement X A-Local Community Events & Activities 78+9 5.10.3 Subelement XB- Corporate and Not for Pront Events 7981) 5.10.4 Subelement XC - Commercial Events 808l 5.10.5 Subelement [XD]- Additional Maintenance for Events and Resources ,818a 5.11 PERFORMANCE STANDARD XI- Sports Facilities 82!B 5.11.1 Subelement XlA -Availability and Booking Service 82!B 5.11.2 Subelement XI B - Sports Facilities 8586 5.12 PERFORMANCE STANDARD XII- Marketing and Development 8788 5.12.1 Marketing Plan 8788 5.12.2 Ecology and Nature Conservation Development

5.12.3 Sports Development 90 5.12.4 Sports Coaching

5.12.5 Sponsorship 5.13 PERFORMANCE STANDARD XIII- CUSTOMER CARE 5.13.1. General

5.13.2 Customer Information 94% 5.13.3 Customer Consultation 94% 5.13.4 Customers Forums/ User Group/Liaison Work 95% 5.13.5 Undertaking Visitors Surveys 97 5.13.6 Complaints 9798 5.14 PERFORMANCE STANDARD XIV -SAFETY AND'EMERGENCffiS9899 5.14.1 Emergency Procedures 9899 5.14.2 Emergency Plan · 99!00 5.14.3 Misconduct by Users of the Locations 100HI± 5.14.4 Lost Property lOl±m 5.14.5 Security lOl±m 5.15 PERFORMANCE STANDARD XV~ Value for Money

5.15.1 Value for Money

5.15.2 Continuous Improvement - external awards

5.15.3 Efficiency Savings - Raising standards

5.16 PERFORMANCE STANDARD XVI- EQUALITffiS & DIVERSITY

6 EMPLOYEES 6.1 Staffing 6.2 , Maintenance Qualifications. 107!08 6.3 Clothing and Identification 108 7 COMPLIANCE 109 7.1 Health and Safety 109 7.2 Hygiene 110 7.3 Portable Appliances llOlH 7.4 Construction and Design Management Regulations llOlH 7.5. Licences llOlH 7.6 Fire Certificates llOlH 7.7 Insurance 111 8 UTILITIES AND RATES lll±n 8.1 Services, Utilities and Uniform Business Rates lll±n 8.2 Uniform Business Rates I 11tH 8.3 Telephones 112 8.4 Wayleaves and Rights of Way 1121-H 8.5 Disposal of Waste and Refuse 113 9 GOODS AND MERCHANDISE 113!!4 9.1 Goods and Material Provision 113!!4 9.2 Sale and Hire of Merchandise 114 9.3 Coin Operated Equipment Ill 10 ADDITIONAL ITEMS 113 10.1 Manor Park Building 113 APPENDICES

Note: Appendices shown are supplied for information only

Schedule 1

Appendix 1 Map showing the location of all parks and churchyards covered by the Specification

Appendix2 Map showing the location of Highways Enclosures

Appendix 3 Map showing the location of Miscellaneous Sites I Appendix4 Map showing the location of Housing sites

Appendix 5 List of Parks with the Plan Number Reference, Category Code and EPA Category Zone

Appendix 6 List of Churchyards with Plan Number Reference, Category Code and EPA Category Zone

. Appendix.7 List of Highways Enclosures with Plan Number reference and EPA Category Zone

Appendix 8 List of Miscellaneous Site, Car Parks and Industrial Sites with Plan Number reference and EPA Category Zone

Appendix 9 List of Housing Sites with Plan Numbers with Plan Number reference and EPA Category Zone

Appendix 10 Parks Services - Current Contractors General Inspection report

Appendix 11 Incident Report Form

Appendix 12 Safety Inspection Record Appendix 13 Health and Safety Policy

Appendix 14 Not Used

Appendix 15 List of Parks to be locked/unlocked

Appendix 16 Seasonal Opening & Closing times for parks

Appendix 17 Parks Byelaws

Appendix 18 Parks Incident Book

Appendix 19 Violence to staff Guidelines

Appendix 20 Not Used

Appendix 21 Nature Conservation Areas in parks (managed by Nature Conservation team)

Appendix 22 List of Sites of Importance for Nature Conservation (to be managed by the contractor)

Appendix 23 List of events held in parks 2008 including special arrangements

Appendix 24 Events lnfonmation Pack

Appendix 25 Not Used

Appendix 26 Database of facilities in parks

Appendix27 List of current charges for Sports Pitches and Facilities

Appendix 28 List of Changing rooms currently in use

Appendix 29 Football and Cricket Sports seasons

Appendix30 Not Used

Appendix 31 Income from Pitch lettings 2008 Appendix 32 Not Used

Appendix33 List of Parks Buildings

Appendix 34 List of parks toilet facilities .

Appendix 35 Not Used

Appendix 36 Gas, Electricity and Water Costs for 2008

Appendix 37 Parks with overhead lighting/floodlighting

Appendix 38 List of parks with permanent pedestrian/cycle paths (that are the responsibility of Highways Dept)

Appendix 39 The number and type of litter and dog bins and park benches in each parks

. . Appendix40 Condition survey on Buildings

Appendix41 Copy of Council's Agreement with Bowls Clubs

Appendix42 Council's Customer Charter

Appendix43 Copy of parks Customer Survey form

Appendix44 Complaints procedurEl .·

Appendix45 Not Used .

. Appendix46 Fortnightly/Quarterly/Annual Playground ·Equipment Inspection records

Appendix47 Annual condition survey of PlaYground Equipment 2008

Appendix48 List of Parks Plant and Static equipment

Appendix49 List of Bridge Structures and details plus Condition Survey of Bridges Appendix 50 Not Used

Appendix 51 Open Spaces Strategy 2005-2010

Appendix 52 Environment Division Service Plan 2008/9

Appendix 53 Physical Activity, Sport and Leisure Strategy

Appendix 54 List of Sites with Annual Bedding

Appendix 55 British Standards relevant to Grounds Maintenance Spec

Appendix 56 List of British Standards and General Conditions for Repair and Maintenance works

Appendix 57 Wayleaves and Rights' of Way

Appendix 58 Not Used

Appendix 59 Lewisham Cultural Strategy 2009-2013

Appendix 60 Rateable value and Uniform Business Rates for buildings listed in Appendix 34

Appendix 61 Not Used

Appendix 52 Not Used

Appendix 63 Lewisham Plus Card

Appendix 64 Terms and Conditions applicable to cafEl's, kiosks and mobile concessions and Sites currently in use

Appendix 65 Rental from cafes, kiosks and mobile concessions for 2008

Appendix 66 Tender Evaluation Criteria -extract from Committee Report

Appendix 67 Lewisham's In-Bloom commitment

Appendix 68 Green Flag Award Scheme Appendix 69 Equalities Impact assessment for Parks and green spaces

Appendix 70 Nature's Gym

. Appendix 71 Christmas tree collection and recycling

Appendix 72 Project Proposals for Pepys Estate

Appendix73 PPG 17 Planning Policy Guidance for Open Space, Sport and Recreation in Lewisham 2009 . Appendix 74 Playing Pitch Strategy 2009

Appendix 75 Code of Practice Litter and Refuse and Lewisham Standard

Appendix76 Parks Service Standards to be met

Appendix 77 A Natural Renaissance for Lewisham 2006 "2011

Appendix7B List afCCTV camerl:fs in Parks

AppEmdix79 Information Access; Freedom of Information; Data Protection INTRODUCTION TO THE SPECIFICATION

1. THE LONDON BOROUGH OF LEWISHAM

1.1 Address for Correspondence

Insert address

1.2 Def"mitions And Interpretations

1.2.1 In this Specification, the words and phrases shall have the same meaning as set out in the Conditions and in addition, except where the context otherwise requires, the following words shall have these meanings:-

"Acceptable Waste" means litter and refuse, with no single item measuring more than 1.2 metres in any dimension or weighing more than 25Kg and excluding clinical waste, dangerous substances and radioactive substances;

"Arisings" includes litter, cans, cartons, chewing gum, paper, faeces, vomit, debris, detritus, loose chippings and stones, animal carcasses, bird droppings, mud, silt, glass, grit, dust, oil, sand, Sharps, tyres, cardboard boxes, timber, accident debris, soil, leaf and blossom fall, grass, vegetation and/or other deposits left as waste material;

"Bowling green" means the land and buildings which have been let by the Council to members of the Bowls' Clubs for use as bowling greens;

"Bowls' Pavilions" means the bowls' pavilions in Hilly Field, Ladywell Fields and that part of Mayow Park Lodge used by the bowls' club;

"Buildings" means all buildings including public conveniences and temporary buildings such as portakabins; 2

"Car Parks" means the Locations listed as such in Appendix 8;

"Check" means a visual inspection, noting any readings of temperature, pressures, levels of flow rates or other data of a particular piece of plant and equipment as necessary, making comparisons against the manufacturer's performance specification thereby allowing any deterioration or deviation from the manufacturer's specification to be ascertained and rectified, and to generally carry out an examination to ascertain performance and/or quality of a service;

"Churchyards" means the churchyards listed in Appendix 6;

"Clean, cleaning or cleaned" means ilie removal of litter by manual and/or mechanical sweeping or otherwise and transportation to the Point of Deposit of all litter as

described under the definition of 'litter' 0 This includes the removal of litter from boundary fences, walls and/or hedges and behind and beneath parks' furniture;

"Clinical Waste" means any waste which consists wholly or partly of human or animal tissue, blood or other body fluids, excretions; drugs or other pharmaceutical products, swabs or dressings or syringes, needles or other

0 sharp instruments, being · waste which unless rendered safe may prove hazardous to any person coming into contact with it in accordance with SI 1988/ No 819 and SI 1992/ No 588;

"Code of Practice· on Litter means the Code of Practice issued by the Secretary and Refuse" of State for the Environment, Food and Rural Affairs (DEFRA) under Section 89(7) of the 3

Environmental Protection Act 1990 and includes any replacement or modification in force;

"Competent" means a person with enough practical and theoretical knowledge and actual experience to carry out a particular task safely and effectively. The person should have the necessary ability in the particular operation of the type of plant and equipment with which he or she is concerned, an understanding of the relevant statutory requirements and an appreciation of the hazards involved. That person should also recognise the need for specialist advice or assistance when necessary and to assess the importance of the results of examinations and tests in the light of their purpose;

"Daily" means every day , with 24 hours from one day to the next;

"Empty Litter Bin" means the emptying of the litter bin into a refuse sack or barrow or other suitable receptacle and includes replacing the refuse sack if appropriate, replacing the inner liner, re- affixing the lid or cover and locking into position, sweeping up and/ or litter picking any surrounding or spilt litter;

"Enclosure" means any Location which is listed as an enclosure in Appendix 7;

"EP A" or "Environmental means the Environmental Protection Act 1990 and Protection Act" references thereto and the provisions thereof shall include any statutory modification or re-enactment 4

in force;

"Equipment" means all fixtures, fittings and other facilities equipment permanently installed in the premises;

"Fl ytipping" means any deposit or accumulation of earth, garden waste, debris, tyres, bricks, timber, rubbish, refuse or other material deposited on the site by any person whosoever without the approval or authority of the Council;

"Grounq Maintenance" includes:-

(a) the cutting and tending of grass (including returfing and reseeding) but not initial turfing or seeding;

(b) the planting and tending of trees, but not mature trees;

(c) maintenance of hedges, shrubs, flowers and other plants (but excludes the landscaping of any area); and

(d) the controlling of weeds.

"Highway Enclosures" means the Locations listed as such in Appendix 7;

"Housing Sites" means Council housing green spaces as per Appendix 9, currently managed by Lewisham Homes an arms-length management organisation wholly owned by the Council

"Industrial Sites" means the Locations listed as such in Appendix 8;

"Infrastructure" includes roads, paths, bridges, other communication networks, [the energy and water supply] fences, 5

walls, gates, boundaries, and items of a similar nature;

"Inspect" means to examine closely or officially;

"Key Parks" means those Parks being at the date hereof Blackheath, Brookmill Park, Chinbrook Meadows, Deptford Park, Forster Memorial Park, Hilly Fields, Ladywell Fields, Manor House Gardens, Mayow Park, Mountsfield Park, Sydenharn Wells Park and Telegraph Hill Park;

"Litter" means materials often associated with smoking, eating and drinking, that are improperly discarded and left by members of the public; or are spilt during business operations as well as waste management operations (for guidance a plastic sack pf rubbish should usually be considered fit-tipping rather than litter).

"Litter Bin" means any receptacle whether fixed or free standing, for refuse or litter;

"Local Community Events" means events which are organised by the Council or by local community groups and are intended to appeal predominantly to the local community rather tl1an at a metropolitan or national level;

"Location" means any park, open space, highway enclosure, churchyard, car park, industrial sites or other place appearing in the lists which are attached to the Specification as Appendix 5, Appendix 6, Appendix 7, Appendix 48 and Appendix 9 where the Service or any part of the Service is to be performed by the Contractor but for the avoidance of doubt excluding 6

Beckenham Place Park and Warren Avenue Playing Field;

"Marketing Plan" means the plan to be prepared pursuant to Sectjon 9;

"Materials" means any soil, chemicals, seeds, fertilisers, mulch, turf, plants, moss killers, trees, or any other goods or supplies to be used in the performance of the Service;

''Mature Trees" are those with a diameter of 150 mm or more, measured at chest level,, termed its Breast Height Diameter or BHD, and trees above 6 metres in height;

"Nature Conservation Areas" means the Locations referred to as such in Appendix 21;

''Non Acceptable Waste" means any material or substance which is not 'acceptable waste', including but not limited to Clinical Waste, dangerous substances and radioactive substances;

"Park~' means any Location identified as a park or an open space listed in Appendix 2;

"Park Furniture" means seats, benches, tables, litter bins, dog bins, notice boards, lamp columns, bollards and planting tubs in parks, churchyards and open spaces;

"Parks Management" means:-

(a) the provision of on-site Park keeper service together with patrols and security service, 7

(b) the opening and closing of parks and parks facilities;

(c) the protection of parks properties;

(d) the display and enforcement of byelaws and Dog Control Orders;

(e) the conducting of surveys and development of community relations;

(i) the provision of an emergency service for parks;

(g) the arranging and holding of events and activities;

(h) the carrying out of safety inspections, and the provision of a sports coaching service;

(i) Provision of a sports booking service and hire of sports equipment;

All in accordance with the Perfonnance Standards set out in this Specification;

"Parks Opening Hours" means the times during which the Parks are open to the public in accordance with the Seasonal Schedule of Opening Hours as set out in Appendix [15] and Appendix [16];

"Patrol" means the process of reconnoitre or similar activity used to ensure the completion of any necessary Service requirement and for the safeguarding of facilities and park users;

"Plant and Equipment" means any specified Plant and Equipment, Playground Equipment, Sports Equipment, Parks 8

Furniture, Vehicles, loose tools, and any other plant equipment used by the Contractor in the performance of the Service;

"Playground Equipment" means swings, slides, roundabouts, rockers, climbing and similar equipment;

"Point of Deposit" means the SELCHP facility or other refuse transfer station or other facility licensed to accept waste as approved in writing by the Authorised Officer;

"Premises" means the premises which are the subject matter of the Licences and Leases;

"Recyclables" means glass, paper, textiles, oil, can and cardboard;

"Redundant Buildings" means the unused buildings at the Locations as listed in Appendix 33 unless the Contractor brings the same to use in accordance with the Contract;

["Schedule of Rates" means the Schedule of Rates supplied by the Contractor in its Contract Tender;]

"Sports Equipment" means goal posts, nets, sockets, [floodlights] and any equipment to be used for playing sports;

"Specified Plant and means all fixtures, fitting and other facilities Equipment equipment permanently installed m or on any premises which are the subject matter of this Specification;

'~SELCHP" means the South East London Combined Heat and Power Limited Waste-to-Energy facility located in Landmann Way, off Surrey Canal Road, London SE14 SRS;

"Service" means the service to be performed by the Contractor at the Locations as set out in this Specification 9

including Ground Maintenance, General Maintenance, Parks Management and catering concessions;

"Sharps" means syringes and/or needles and/or other sharp objects;

"Toiletries" means materials including paper towels, roller towels, toilet rolls, bars of soap, liquid soap, sanitary/ urinal blocks;

"Vehicles" means motor vehicles, including specialised mobile equipment used in the Service;

"Vermin" means rats, mice, cockroaches and other similar insect infestation but excludes, for the purposes of the Contract, foxes and squirrels;

"Water Features" means lakes, or ornamental ponds, rivers watercourses, dykes, ditches and the like.

"Water Play" means children's water play equipment specifically designed for children's play

1.2. In this Specification references to 'Section' are references to a section of this Specification; references to 'Condition' are references to the Conditions comprised in the Contract between the Council and the Contractor of which this Specification forms part; references to 'Schedule' or 'Appendix' are references to a schedule to the Contract or an Appendix annexed to the Contract as listed in the contents pages hereto. 10

2. SCOPE OF THE SPECIFICATION

2.1 General Description of the Service

The Contractor shall perform the Service as set out in this Specification and on the terms and conditions of the Contract:-

Notes to Bidders: This will include:

• The provision of a permanent presence of parks staff in Lewisham's Key Parks of a type and proficiency suitable for the service to be provided

• The patrolling ofparks

• The regular carrying out ofsafety inspections on park areas and facilities

• The opening and closing ofparks and parks facilities

• The protection, management and repair ofparks' properties

• The display and enforcement of byelaws and Dog Control Orders

• , The carrying out of infrastructure repairs and maintenance in parks and highway enclosures

• The cleaning ofparks' public toilets and changing rooms

• The clearance of litter, leaves and blossom fall from park areas and highways enclosures in accordance with the requirements of the Environmental Protection Act 1990

• The clearance of dog'waste material, clinical waste and fly tip materials from parks, highways enclosures and Churchyards in accordance with Environmental Protection Act 1990 11

• The provision of green waste recycling for parks, highways enclosures, churchyards and housing sites including the collection and recycling ofdomestic Christmas trees

• The provision of a customer liaison service which includes giving information about the Parks' Service, supporting User Groups, conducting sun1eys and analysing results and developing community relations.

• The maintenance ofparks habitat for flora, fauna and wildlife

• The provision of a booking service for sports pitches and parks facilities

• The practical aspects of sports development (but not the formulation ofpolicy)

• The provision ofan emergency service for parks

• The arranging and holding ofevents and activities in parks

• The provision of a sports coaching service where requested by the Authorised Officer.

• The provision of a grounds maintenance service in parks highways enclosures, housing sites, churchyards, car parks and other miscellaneous sites covered by the Specification.

• Preparing and updating Green Flag Management Plans and making annual applications for each Green Flag Site 12

2.2 Locations

2.2.1 The Contractor shall provide the Service at all of the Locations save that in respect of the Locations listed in Sections 2.2.2 to 2.2.11 specific arrangements will be agreed by the Council with the Contractor to take account of the special circumstances applicable there.

Note to Bidders: All parks in the Borough (with the exception of Beckenham Place Park and Warren Avenue Playing Fields) are covered by this Specification and are listed in Appendix 5 together with their Category letter which denotes current patrol arrangements. A number of parks and green spaces have facilities which include playground equipment and a range ofsports pitches as indicated in Appendix 4.

The sites listed in Sections 2.2.2 to 2.2.12. are the subject. of special arrangements.

Tenderers are required to include in their tender price the cost of providing the full Service at theseLocations when operational.

2.2.2 Ladywell Fields (P28)

The Council has received significant funding, from CLG Thames Gateway Parklands to regenerate the central and southern fields at Ladywell Fields. Over the period January 2009 to March 2011 works will be undertaken to open access to the river Ravensbourne creating new and enhanced habitats and features throughout both sections of the park.

2.2.3 Water/ink Way & Deptford Loop (including Deptford Park, Pepys Park, Folkestone Gardens, Fordham Park, Margaret McMillan Park, Broadway Fields, Brookmill Park, Commill Gardens, Ladywell Fields, River Pool Linear Park and Riverview Walk)

The Council has received significant funding, from CLG Thames Gateway Parklands funding to signpost and promote the Water/ink Way 13

and Deptford Loop.. Over the period January 2009 to March 2011 works will be undertaken to cany out this work.

2.2.4 Playbuilder projects (Chinbrook Meadows, Mayow Park, Deptford Park). The Council has received fimding to improve the playgrounds in these parks as part of the year 3 Play builder programme.

2.2.5 Hatcham Gardens - This small pocket park is scheduled for regeneration as part ofthe Kender triangle road scheme.

2.2.6 Pepys Park and estate works - Major regeneration of the park and estate are due to commence in 2009 and be completed by 2011 refer to Appendix 72.

2.2. 7 Fordham Park and Margaret McMillan Park- major redevelopment of the parks is due to commence in 2009 and be completed by 2011. Fordham Park -Comprehensive regeneration of the park proving better infrastructure, soft landscaping, Sports and Play facilities, areas of nature conservation and improved links to the surrounding areas · including the proposed new BSF Deptford Green School.

Note to bidders

Bidders should note that there is a proposal to enter into a service level agreement with the new Deptford Green School for the use of the junior grass sports pitch during term time.

Margret MacMillan Park- Improvements to hard and Soft Landscaping to the tinier section of the park Between the Waldron Health Centre and Watson Street.

2.2.8 Housing Sites

Bidders should note that an improvement plan is to be put in place for housing sites which may necessitate the closure of sites including their 14

green spaces. These sites will be varied from the contract whilst the closure remains in force.

Bidders should also note that that the Council may require the deletion, suspension or modification, by means ofa Variation (Contract Condition 34.1) ofthe service provided at any ofthe housing sites listed in the contract documents by reason ofthe transfer ofhousing properties to new housing partners.

2.2.9 Beckenham Place Park (Common and Summerhouse Field )

Note to bidders:

The Contractor is aware that it is the Council's intention to vmy these locations in the Contract, on the Commencement Date, following commencement on an annual basis. The Current service and this specification will be required and a separate Bill ofQuantities (included in main bill) and Facilities database will be provided with the Tender documents

2.2.10 Manor House Gardens Sports Courts

Note to bidders:

Bidders should note that there is a proposal to enter into a service level agreement with the new Northbrook School for the use of the l:iall court during term time.

2.2.11 Hilly Fields and Mayow Pirrk Cricket Project

The Council proposes to enter into a partnership arrangement with ParkSport, managed by a social enterprise Envirowork Lewisham specifically set up. to regenerate sports grounds. This project would entail the central field at Mayow Park and the lower section of Hilly Fields being varied from the Contract and a formal agreement be ent~red 15

into. ParkSport would manage, maintain and operate both sites under this formal agreement with the Council.

2.2.12 Mountsfield Park- temporary Public Toilets and Cafe facilities

Two temporary portacabins have recently been installed at Mountsfield Park, one to house public toilets and one to house a cafe facility. Once tl1ese sites have been fully opened they will be added to the contract.

2.3 Contract Area

The Contractor shall provide the Service at all Locations within the Contract area and at each Location, defined by a yellow line on the maps at Appendix 1, Appendix 2 , Appendix 3 and Appendix 4 to the Specification.

Note to Bidders:

1. Lewisham is an inner London Borough which spans from Deptford in the North; Sydenham in the West; Downham in the South and Lee Green in the East. It covers some 13.7 square miles of South East London and is bordered by the London Boroughs of Bromley, Greenwich and Southwark. Its population of approximately 260,000 has a wide cultural and ethnic base.

The Borough has 47 designated parks covering an area in excess of350 hectares,5 Churchyards, 160 sites known as highways enclosures, over 500 housing estates as well as cemeteries and nature resen,es. Public open space makes up 12% ofthe total area ofLewisham.

2.4 Works Excluded from the Contract

The following works are excluded from the Contract: 16

2.4.1 Mature Trees

The maintenance of Mature Trees within the Locations. During the term of the Contract, the Contractor shall maintain existing young trees and all young trees it provides until they become Mature Trees.

2.4.2 Generations Playclubs

Any aspect of the Service in relation to the Generation Playclubs held at Bellingham Green P2, Deptford Park Pl1, Forster Memorial Park P20, Friendly Gardens P22, Grove Park Library Gardens P23 and Telegraph Hill P53, including Building Maintenance of and at the Generation Playclub buildings listed in Appendix 33. save that the Contractor shall be responsible for providing Grounds Maintenance to the areas used by the Generation Playclubs

2.4.3 Nature Conservation Areas

Any aspect of the Service in relation to the Nature Conservation Areas listed at Appendix 21 save for the requirement to clear litter from Hare and Billet Pond (Plan Reference No 4).

2.4.4 Cycleways and Public Footpaths

Any aspect of the Service in relation to the Cycleways and footpaths listed at Appendix 38 and the access ways which run through Margaret Macmillan Park P35, and Fordham Park P19, but is responsible for other designated cycleways in the parks.

Note to Bidders: Since these are designated Public Highways, they are not included within the maintenance responsibilities ofthis Contract.

2.4.5 Public Overhead Lighting

Maintenance of the pathway overhead lighting listed in Appendix 3 7 17

Note to Bidders: There is overhead lighting in 12 Parks. These are listed at Appendix 3 7.

2.4.6 CCTV Cameras

Maintenance of the CCTV cameras listing in appendix 78 save that the contractor shall be responsible for the maintenance of the stand-alone system at Manor House Gardens

2.4.7 Churchyards, Housing Sites, Industrial Estates and Car Parks

Maintenance and repairs to paths, walls, fences, gates, and buildings in Churchyards, Housing Sites, Industrial Sites and Car Parks as identified in Appendices 6, 8 and 9 respectively];

2.4.8 Ladywell Arena

Any aspect of the Service in relation to the part of Ladywell Fields (Plan Number Reference P29) known as Ladywell Arena;

2.4.9 Redundant Buildings

Maintenance and repairs to the Redundant Buildings, as listed in appendix 33, but without prejudice to the Contractor's obligation to keep such buildings safe and secure in accordance with Section 5.3.1.

2.4.10 Bowls Clubs

All aspects ofthe service in relation to the Bowls Pavilions save for:

(a) security in accordance with sections 5.14.5

(b) removal ofgraffiti in accordance with the Specification

(c) external repair maintenance and decoration in accordance with the contract conditions

2.4.11 Housing Sites 18

(a) The maintenance and inspection of children's playground equipment, seating, litter and dog bins, footpaths and signage from all housing locations

Note to bidders: since these sites are managed by Lewisham Homes the ·maintenance and inspection ofthese locations remains its responsibility

(b) All aspects of the litter and cleansing service save for the picking of litter as part of the grounds maintenance specification as set out in section 5.1

2.4.12 Hilly Fields Old Bothy

Any aspect of the Service in relation to the part of the park (Plan reference P 25) known as the old Bot{zy. Envirowork Lewisham have a lease/licence to occupy and manage this site.

2.4.13 Mayow Park Compound

Any aspect of the Service in relation to the part of the park (Plan reference P 36) known as the Compound. Envirowork Lewisham have a lease/licence to occupy and manage this site.

2.4.14 New Adventure Playground in Ladywell Fields (Middle Field)

2.4.15 Environmental Classroom in Ladywell Fields (Northern Field)

Note to Bidders:

Tender Rates and Prices 19

1. For the purpose of bid evaluation Tenderers are required to price each Categ01y of Service within the Contract as a Pricing Document item, Schedule ofRates item or a Dayworks item as indicated.

2. The figures in brackets preceded by the words Plan Number Reference P refer to the Map references in Appendix 1 to the Specification. The figures in brackets preceded by the words Plan Number Reference E refer to the Map References in Appendix 2 to the Specification. The figures in brackets preceded by the words Plan Number Reference M. refer to the Map References in Appendix 3 to the Specification. All references to Appendices and Schedules are to Appendices and Schedules to the Specification. The figures in brackets preceded by the words Plan Number Reference HS refer to the Map references in Appendix 4 to the Specification.

3. The P numbers on the Pricing Document showing +B +C next to them indicate that the plan of the site covers more than one sheet, in Schedule 3.

4. The areas of the parks, highways enclosures and miscellaneous sites quoted in the Pricing Document show the size of the horticulturally cultivated areas only.

5. The plans incorporated within Schedule 3 show the area of the parks in hectares. The sizes of other sites are shown in square metres.

6. Further details providing a breakdown by plot, type and size of eve1y cultivated area in each site will be issued to the Contractor prior to the commencement of the Contract and the Contractor shall be required to keep this schedule up to date at all times during the Contract. 20

3. STRATEGIC AND OPERATIONAL OBJECTIVES

3.1 Strategic Council Documents

In performing the Service the Contractor will use all reasonable endeavours to comply with the Council's Open Spaces Strategy for Lewisham 2005-10 which is shown at Appendix 51, the Physical Activity, Sport and Leisure Strategy shown as Appendix 53 , the Culteral Strategy shown as Appendix 59., PPG17 which is shown as Appendix 73 and the Playing Pitch Strategy which is shown as Appendix 74.

3.2 Strategic Objectives

The Contractor will use all reasonable endeavours to comply with the Council's Green Spaces strategic objectives, namely:-

• To promote high quality management and design standards in parks and open spaces"

• To understand and respond to issues of public safety to reduce fear of crime

• To maximise the effectiveness of both internally and externally funded capital and revenue expenditure

• To ensure open space meets local needs and promotes greater social inclusion

• To raise awareness of the value of open space, its role in improving health and well being of residents and its contribution to quality oflife

• To promote wildlife protection, biodiversity management and environmental education and awareness throughout open space in Lewisham

• To improve the environmental quality and sustainability of open spaces 21

3.3 Parks Service Standards

The Council has an agreed set of Service Standards that the Contractor will be obliged to meet, and measure on a monthly basis, as set out in Appendix 76

3.4 Management and Operations

3.4.1The Contractor will maintain the Key Parks as category rating 'A' parks within the Borough in terms of the level of patrols and inspection.

Note to Bidders: TheCouncil has identified Twelve key parks with a

category rating ~' (Blackheath, Broolanill Park, Chinbrook Meadows, Deptjord Park Forster Memorial Park, Hilly Field, Ladywell Fields, Manor House Gardens, Mayow Park, Mountsfield Park, Sydenham Wells Park and Telegraph Hill Park). These twelve parks, with the exception of Mountsfield Park and Mayow Park, currently have a permanent presence of park keeper staff during the opening hours and are identified as Category

rating ~' parks. The other parks within this Contract are identified as Categ01y rating 'B' or 'C' parks as shown in Appendix 5. Categ01y 'B' parks should be visited and patrolled on a twice daily frequency and Category 'C 'parks on a daily frequency.

3.4.2 The Contractor shall use all reasonable endeavours to comply with the Council's objectives for the Parks' Service (a) to maximise the visibility of personnel in the parks in order to provide a safer environment for parks' users and (b) to develop and enhance all Service provisions and the use of the Parks as a community facility and (c)to continue to raise the Service standards in Parks and Open Spaces.

Note to Bidders:

1. The Council expects the Contractor to share the same commitment and to demonstrate such commitment in its planning and execution of all work carried out in accordance with the Specification.

2. The Contractor shall detail in its Method Statement (MSJ) its proposals for providing a 'park management service which will be capable of

• 22

meeting the Council's Service Objectives for Parks and Green Spaces. Such proposals must be aimed at widening the appeal ofthe amenities to the people ofLewisham. The Specification has been written to reflect the diversity and needs ofproviding a comprehensive service at a variety of differing amenity areas and sports facilities.

3.4.3 The Contractor shall ensure that all Parks and facilities contained therein are open to all residents and visitors to the Borough, except only to the extent that the entrance is to be restricted by capacity on the grounds of safety and comfort and availability as set out in the specification. To this end the Contractor shall not introduce any membership or other scheme which has the purpose or effect ofrestricting public access to the whole or part of the Locations.

Note to bidders: i) Appendix 15 lists the boroughs parks which are to be opened and locked each day as part ofthe service. ii) Parks listed in appendix 15 are opened no later than 8.00a.m. everyday except Christmas Day when they have remained open from Christmas Eve until Boxing Day evening. iii) Appendix 16 provides a seasonal schedule for Parks Closing times for 2009 iv) The Current Contractor operates a call-out service to let any person out ofthe park should they get locked in v) Appendix 38 lists parks with permanent pedestrian/cycle public pathways which are accessible to the public at all times.

3.4.4 The Council wishes to place emphasis on site based operations with the introduction of site based gardeners and keepers working to a site specific Management Plan for its Category A and B parks. 23

Note to Bidders:

This Specification sets out the Council's standards for the Parks and Grounds Maintenance Service in terms of minimum opening hours, elements of programming, grounds maintenance, minimum health and safety requirements and so on. The Contractor is required to outline its proposals for the Operation of the Service, together with a proposed management structure, in a Method Statement (MS2) which should include proposals for meeting the requirements set out in section 3.4.1 - 3.4.4. Please provide the minimum experience and qualifications for each designation of staff irrespective of current experience and qualifications of existing staff who may transfer under TUPE. Please also provide brief biographical details of the principal managers to be deployed in this contract.

3.4.5 Quality Assurance (ISO 9001)- The Contractor shall provide details, in a Method Statement,(MS3) as to how staff will use the ISO 9001 standard to maintain a high quality of service

4. PREMISES

This section was excluded from the final copy of the Spec and referred to in the Contract and Lease 24

~ PERFO~CESTANDARDS

5.1 Performance Standards I- Grounds and Ecological Maintenance

Performance Standard I is that the Parks and Open Spaces shall be maintained in respect of the grounds and horticulture to meet the applicable provisions of BS7370. BS3936, BS4043 and BS4428: 1989 and in accordance with the detailed provision of this Performance Standard I as set out in the following sub-sections of this Section 5.1

Note to Bidders:

1. There are 52 parks and churchyards, 159? highways enclosures, ? Housing sites and 11 miscellaneous sites (industrial sites and car parks) which require a grounds maintenance service as part of the Parks and Grounds Maintenance Service. ·

2. The Pricing Documents at Appendix Con 11 provide information about the type and size of areas to be maintained at each site. The areas detailed include General Grass (in square metres), Shrub Beds (in square metres), Rose Beds (in square metres), Young Trees (Nos), Annual Bedding- Spring and Summer plantings (in square metres), Meadow (in square metres), Hedges (in linear metres), , Herbaceous Borders (in square metres), Heather Beds (in square metres), and Woodland (in square metres).

3. The method of assessing whether the performance standards have been ·achieved may be by visual inspection.

5.1.1 Subelement lA- General Grass Areas

5.1.1.1 The Contractor shall maintain all grass areas in accordance with BS 7370: Part 3 as set out in Appendix 55. General Grass areas are to be maintained to a maximum height growth of 65 mm. In naturalised areas there should be no cutting of grass from the emergence of bulbs until eight weeks after foliage has died down. Edges are to be trimmed 25

back to turf on alternate mowing cycles and reformed during January or February each year.

5.1.1.2 For the purposes of the Contract there is no defined grass cutting season and therefore no finish date to grass cutting.

5.1.1.3 The British Standard category applicable to areas designated as General Grass is Category D.

5.1.1.4 The Contractor shall not include or use growth retardants of any form to any area of grass within this Contract.

Note to Bidders:

The Contractor shall include within its Method Statement (MS4) proposals for Maintaining General Grass areas.. These proposals shall include taking into account preparation for mowing including the collection of Litter, timing of the work access requirements, obstructions (temporary and permanent), dealing with the public etc.

5 .1.2 Subelement lB - Ornamental Grass

5.1.2.1 The following standards shall apply:

(a) the Contractor shall maintain the areas in accordance with BS 7370: Part 3.

(b) Ornamental Grass areas are to be maintained to a maximum height growth of 50 mm.

(c) The grass surface is to be maintained in accordance with BS 7370:Part 3 with total grass cover of at least 85%.

(d) The ground cover of weed species should not exceed 5% and there should be no bare patches in excess of 25 mm. diameter. 26

(e) When an extracted core is measured with a ruler, the uncompressed thickness of thatch should be no more than 15 mm. in accordance with BS. 7370: Part 3.

(f) The proportion by area of sward seriously damaged by pest, disease or worm casts should not exceed 10% in accordance with BS 7370: Part 3.

5.1.2.2 The British Standard category applicable to areas designated as Ornamental Grass is Category Cl.

Note to bidders:

The Contractor shall comply 0 with its Method Statement (MS5) for maintaining ornamental grass areas.

5.1.3 ·subelement IC- Meadow Management

5.1.3.1 The ContraCtor shall provide a Method Statement (MS6) for the management of Meadow Grass Areas. The proposal shall take into account management objectives as follows:

(a) to maintain and enhance the nature conservation interest in grassland communities valued for nature conservation with their component species of flora and fauna

(b) to limit the estqablishment of undesirable robust competitive grasses and herbs

(c) to prevent the establishment of shrubs and trees

(d) the establishment of new meadow areas

5.1.4 Subelement ID -Watercourse bank vegetation: control. establishment and management 27

5.1.4.1 The Contractor shall provide a Method Statement (MS7) for the management of Watercourses (Bank Vegetation: Control, Establishment & Management). The proposal shall take into account the Best Practice guidance as contained in:

• The Royal Society for the Protection of Birds, National Rivers Authority, The Royal Society for Nature Conservation handbook called: 'The New Rivers & Wildlife Handbook' [2001; RSPB; ISBN 0-903138-70-0] • Association of Drainage Authorities & Natural England's guidance called: 'The Drainage Channel Biodiversity Manual, Integrating wildlife and flood risk management' [2008; ADA & NE; ISBN 978-1-84754-090-2]

5.1.4.2 The proposal shall take into account management objectives as follows:

a. To maintain and enhance the nature conservation interest of the bank and buffer zone vegetation valued for nature conservation with their component species of flora and fauna.

b. To maintain and enhance the habitat mosaic of bank and buffer zone vegetation ·and limit the establishment of undesirable robust competitive grasses and herbs.

c. ·To prevent the establishment of self seeded shrubs and trees.

5.1.4.3 The proposal shall take into account the difference between 'bank' and 'buffer zone' vegetation. The bank is the slope associated with the river up to the bank top. This area will get wet as flows fluctuate and vegetation establishment and species 28

are usually specific to this habitat. The bank top is where the buffer zone starts.

5.1.5 Subelernent IE - Shrub Beds

5.1.5.1 Shrub Beds are to be maintained so as to ensure no more than 5% cover of weeds at any time with no weed being over 150 mm in height. The Contractor shall maintain the shrub beds well stocked in accordance with good horticultural practice.

5.1.5.2 Shrub beds are to be cultivated to a depth of75mm annually and finished with a fine tilth throughout the year with no large stone or debris visible on the surface. No holes or footprints present. No panning of surface allowed whether by rainfall, pedestrian or vehicular encroachment. All soil bed edges neatly cambered.

5.1.5.3 Plants shall be pruned in accordance with BS 73 70 Part 4, (3.6.1 to3.6.12)

5.1.5.4 Mulched shrub beds are to be maintained with a minimum depth of 100 mm of medium grade bark mulch across whole bed.]

5.1.5.5 The Contractor shall check for, and cut out, Brown Tail Moth cocoons in an approved manner, back to clean and unaffected wood and place immediately into a strong sack, ensuring that no loss of cocoons or caterpillars occurs. Sacks shall be securely tied, removed from site to Contractor's tip and disposed of by burning. 29

Note to bidders: The Contractor shall provide a Method Statement (MS8) as to how it will maintain shrub beds including provision for re-stocking

5.1.6 Subelement IF- Rose Beds

5.1.6.1 Rose Beds are to maintained in accordance with BS 7370: Part 4 and so as to ensure that there is no more than 5% weed cover at any time and no weed shall be more than 150 mm in height. The Contractor shall maintain the rose beds well stocked in accordance with good horticultural practice.

5.1.6.2 Rose Beds are to be cultivated to a depth of 75mm annually . and finished with a fine tilth throughout the year with no large stones or debris visible on the surface. No holes or footprints present. No panning of surface allowed whether by . rainfall or pedestrian or vehicular encroachment. All soil beds neatly cambered.

5.1.6.3 Plants shall be pruned twice a year in accordance with BS 7370: Part 4; (3.6.5.1).

5.1.6.4 Dead flower heads and suckers should be treated in accordance with BS 7370: Part 4 (3.6.5.1) and all standard roses shall be upright, firmly anchored into the soil and securely attached to a stake in accordance with BS 7370: Part 4 (3.6.5.1).

5.1.6.5 Mulched Rose beds shall be maintained with well rotted farm yard manure across whole bed applied by end of October each year in accordance with BS 7370 part 4 (4.10.1)

5.1.6.6 The Contractor shall comply with its Method Statement (MS9) as to how it will maintain Rose beds including provision for re-stocking 30

5.1.7 Subelement IG- Heather Beds

5.1.7.1 Heather Beds are to be maintained in accordance with BS 7370: Part 3, and so as to ensure that there is no more than 5% weed cover at any time and no weed shall be more than 150mm in height. The Contractor shall maintain the heather beds well stocked in accordance with good horticultural practice.

5.1.7.2 Heather Bed surfaces shall also have a minimum depth of 100 mm.of ericaceous compost across the whole bed.]

5.1.7.3 Bed surfaces shall also be even with no holes or footprints and no stones or hard debris visible above or within mulch layer. The mulch shall completely and evenly cover soil surface at all times. All soil bed edges are to be neatly cambered.

5.1.7.4 Plants are to be pruned and trimmed in accordance with BS 7370: Part 4 (3.6.5.2) in order to ensure that dead heads are removed immediately after flowering.

5.1.8 Subelement IH Herbaceous Borders

5.1.8.1 Herbaceous Borders are to be maintained in accordance with BS 73 70: Part 3 and so as to ensure that there is no more than 5% weed cover at any time, that no weed exceeds 150 mm in height and bed surfaces are even, with no holes or footprints and no large stones or hard debris visible on the surface. The Contractor shall maintain the herbaceous beds well stocked in accordance with good horticultural practice.

5.1.8.2 Bed surfaces shall be maintained with a loose cultivated depth of 75 mm at all times and finished with a fine tilth. All soil bed edges shall be neatly cambered. 31

5.1.8.3 All dead flower heads and discoloured leaves shall be removed periodically and shrubs shall be pruned m accordance with BS 7370: Part 4 (3.6).

5.1.8.4 All plants that require support shall be upright and finnly anchored into the soil. Supports shall· be unobtrusive amongst mature plant growth and ties shall not cause damage to plants.

5.1.8.5 Off season, all plant material (except shrubs and roses) shall be cut down to a height of 300 mm and temporary supports removed.

5.1.8.6 Pre- growing season, all previous season's growth shall be totally cut down to ground level (except shrubs and roses) and in accordance with BS7370: Part 4 (3.6). Shrubs and roses are to be pruned.

5.1.8.7 The Contractor shall comply with its Method Statement (MS 10) as to how it will maintain herbaceous beds including provision for re-stocking

5.1.9 Subelement IJ- Hedges

5.1.9.1 Hedge bed surfaces are to be maintained in accordance with BS 7370: Part 3, and so as to ensure no more than 5% weed cover with no weed exceeding 150 mm in height at any time. Any dead or unhealthy hedge plants shall be replaced with another plant of the same species at the appropriate planting season. 32

5.1.9.2 Hedge plants are to be maintained throughout the year in accordance with BS 7370: Part 4 Section 4.3 leaving no cuttings lodged within or on top of hedge.

5.1.9.3 At the end of cutting, the hedge shall have a uniform finish with a flat top and faces, with no protrusions or projecting foliage or stems. The hedge faces shall have a taper of 10° from base to top - wider at base- except where face adjoins a fence. The top of.the hedge is to run parallel to ground levels and slopes with a constant height for its entire length. Angles between top and faces shall be clean and crisp - not rounded.

5.1.9.4 The Contractor shall check for, and cut out, Brown Tail Moth cocoons in an approved manner, back to clean and unaffected wood and place immediately into a strong sack, ensuring that no loss of cocoons or caterpillars occurs. Sacks shall be securely tied, removed from site to Contractor's tip and disposed of by burning.

5.1.9.5 Field hedges are to maintained in accordance with BS7370: Part 4: 3.6.4.2.2

5.1.10 Subelement IK - Rockeries

5.1.10.1 Rockeries shall be maintained in accordance with BS 7370: Part 3 and shall have no more than 5% weed cover with no weed exceeding 150 mm in height at any time. The Contractor shall maintain the rockeries well stocked in accordance with good horticultural practice.

5.1.10.2 Rockery bed surfaces are to be cultivated to a depth of 75 mm annually and finished with a fine tilth throughout the year with no large stones or debris visible on the surface. No 33

holes or footprints shall be present, all soil beds shall be neatly cambered and all rock surfaces shall be clear of soil.

5.1.10.3 All dead flowers shall be removed immediately after flowering and in accordance with BS 7370: Part 4 3.6.3 - 3.6.3.7.

5.1.11 Subelement IL- Annual Bedding

5 .1.11.1 Bed surfaces are to be maintained in accordance with BS 7370: Part 3 and BS 7370: Part 3 Appendix A4 and so as to ensure that they are weed free at all times and that bed surfaces are even with no variation above or below a straight edge 0.5m in length greater than 25mm.

5 .1.11.2 The bed surfaces shall be finished in fine tilth with no stoney or hard debris in excess of 25 mm diameter visible on the surface, no footprints, holes or indentations or plant roots exposed. Soil bed edges are to be neatly cambered.

5 .1.11.3 Dead flower heads shall be removed from plants immediately after flowering

5.1.11.4 The Contractor shall comply with its Method Statement (MS 11) as to the preparation of beds and planting Spring and Summer beds and their layout including a list of plants to be used.

5 .1.11.5 The Contractor shall plant annual bedding schemes twice each year; during the first 2 weeks of June and first 3 weeks of October each year in accordance with BS 7370 Part 4 (4.14)

5.1.11.6 The Contractor shall ensure that no more than 10 working days elapse between strippiog out old plants and preparing the beds for new plants and plantiog the new bedding scheme. 34

5.1.11.7 To meet the Council's recognition of the importance of the use of annual bedding to improve the environment for the people of Lewisham. the Contractor shall provide the Authorised Officer for approval (not to be unreasonably withheld), detailed planting schemes for spring and summer bedding six months prior to the planting dates.

5.1.11.8 The list of sites for annual bedding is shown at Appendix 61.

5.1.12 Subelement IM-New and Young Trees and Tree Pits

5.1.12.1 Any trees that are to be supplied and planted by the Contractor as part of its investment in the Service and any trees that are replacements for any existing trees or trees planted in future shall comply with the minimum requirements of BS 3936: Parts I and 4, BS 5236 and BS 4043.

5.1.12.2 Tree planting shall be carried out in accordance with BS 4428: 1989 Section Seven (7.1 - 7.8)

5.1.12.3 As necessary, the Contractor shall supply and erect tree guards that comply with BRC pattern 752525, fixed to the stake using 3 38mm galvanised wire staples positioned at · top, middle and bottom of guard. Tree guards shall be fixed, spikes down with a ground clearance of 150 mm. ·

5.1.12.4 The Contractor shall maintain any young trees in accordance with BS 7370: Part 4: 1993 Section 4.2 to ensure their healthy, vigorous growth · and survival throughout the Contract Term.

5.1.12.5 The Contractor shall ensure that the necessary amount of support is given for the stability of these trees and re-tie when necessary, ensuring that at no time do the ties constrict the growth of the tree. 35

5.1.12.6 The Contractor shall provide and maintain appropriate protection for these trees by way of cages or otherwise.]

5.1.12. 7 The Contractor shall prune back any damaged, dead, dangerous, diseased or infested branches whilst retaining the natural shape of the tree.

5.1.12.8 The Contractor shall check for, and cut out, Brown Tail Moth cocoons in an approved manner, back to clean and unaffected wood and place immediately into a strong sack, ensuring that no loss of cocoons or caterpillars occurs. Sacks shall be securely tied, removed from site to Contractor's tip and disposed of by burning.

5.1.12.9 Tree pits within grass areas shall be square with sides measuring 600 mm.

5.1.12.10 The Contractor shall maintain tree pits in accordance with BS 7370: Part 3 and so as to ensure no more than 5% weed cover at any time, and no weed shall exceed 150 mm in height.

5.1.12.11 Tree pit surfaces shall be cultivated to a depth of 75mm annually and finished with a fine tilth throughout the year with no large stones or debris visible on the surface. No panning of surface shall be allowed.

5.1.12.12 Tree pit edges shall be clearly defined, clean and sharp at all times.

5.1.13 Subelement IN- Woodland & Scrub

5.1.13.1 Woodland areas are to be maintained in accordance with BS 7370: Part 3.

5.1.13.2 The Contractor shall alongside roads, paths and other hard surfaces, cut down marginal vegetation to 1OOmm (cutting 36

width 1m) and overhanging branches to a height of 2.5m above ground level and 1 m either side of pathways.

5.1.13.3 Woodland areas are to be maintained in accordance with BS 7370: Part 4: 2;2.9 and 2.2.12.5

5.1.13.4 Scrub areas are to be maintained. . in accordance with BS 7370: Part 4: 2.3.1 and 4.4

5.1.14 Subelement IP- Plants

5.1.14.1 All plants supplied and planted by the Contractor shall comply with BS 4428: 1989 Section Nine (9.1 - 9.14).

5.1.14.2 The Contractor shall provide and maintain hanging baskets in such quantities and at such times and locations as the Authorised Officer may notify for siting anywhere in the Borough. . 5.1.14.3 The baskets will be planted twice a_year, with plants for sul1llller bedding and autumn/spring bedding and shall conform to BS. 3936 (1990) part 7.

5.1.14.4 The baskets will be hung for summer display in late May and October for autumn/spring display. This work will only be required if instructed by the Authorised Officer and should be priced in the Schedule of Rates.

5.1.15 Subelement IQ - Grass Maintenance- Sports Pitch areas

5.1.15.1 The Contractor shall cut the full extent of all grass areas up to the very edge leaving no part uncut.

5 .1.15 .2 The Contractor shall maintain grass abutting paVIng, boundary or fencelines, trees or any other obstacles to the 37

same height and standard as the surrounding grass areas as part of the same cutting operation.

5.1.15 .3 The Contractor shall maintain all grass areas in accordance with BS. 7370:Part 3 1991 'Recommendations for maintenance of amenity and functional turf or European equivalent. The Contractor shall comply with its Method Statement (MS 12) as to maintaining grass areas to this Standard and for the timing of the work and arrangements and materials to be used for line marking.

5.1.16 Subelement IR- Football Pitches

5.1.16.1 Football pitches shall be maintained in accordance with BS 73 70: Part 3 together with guidance from the National Governing Body (the Football Association) as a minimum standard and should aspire to continually improve the quality of pitches throughout the contract term ..

5.1.16.2 The Contractor shall maintain markings so as to ensure that lines shall be between 50-75mm wide and clearly visible from a distance of 30 m throughout the playing season.

5.1.16.3 The Contractor shall ensure that Goal posts are erected and maintained correctly and safely and in accordance with the rules of the Sports Governing Body and removed at the end of the playing season. At the end of the playing season, following the removal of the posts, sockets shall be capped over by the Contractor and left in a safe, sound condition.

5.1.16.4 The Contractor shall maintain sockets so as to ensure tl1at sockets shall be 25mm below surrounding ground level, safe, vertical, firm and fully supported and maintained in 38

accordance with the rules of the relevant sports governing body.

Note to bidders: The Contractor shall comply with its method statement (MS13) as to how it will maintain and improve football pitches throughout the year including the maintenance of goal posts, line markings and sockets

5.1.17 Not Used

5.1.18 Subelement IT- Rugby, Camogie and Lacrosse pitches

5.1.18.1 Rugby, camogie and lacrosse pitches shall be maintained in accordance with BS 7370: Part 3.

5.1.18.2 The Contractor shall maintain markings so as to ensure that lines shall be between 50-75 mm wide and clearly visible from a distance of 30m throughout the playing season.

5.1.19-21 Subelement IU- Cricket Pitches

5.1.19 Cricket Outfield and Boundary

5.1.19.1 The Cricket outfield and boundary shall be maintained in accordance with BS 7370: Part 3 during the playing season and out of season as per General Grass standard. (Subelement IA)

5.1.19 .2 The Contractor shall maintain boundary markings so as to ensure that lines are 50mm wide and clearly visible from a distance of 30m at all times during the playing season.

5.1.19.3 The Contractor shall also ensure that lines are accurately positioned to correct angles, measurements and radii with no more than 200 mm margin of error.

5.1.20 . Cricket Square 39

5.1.20.1 Cricket Squares shall be maintained in accordance with BS 7370: Part 3.

[5.1.20.2 Within 14 days after the end of the playing season, the Contractor shall erect a fence (min. height 1.5m, max. height 2.0m), 0.5m beyond outside edge of table to completely surround and enclose table. The fence shall remain . in position until 7 days before the start of the playing season when it shall be removed.

5.1.20.3 The fence shall be taut, straight and upright, level, with no gaps or breaches present, stakes broken or damaged.

5.1.20.4 Immediately following removal of the fence, all post holes are to be firmly filled to the correct level.]

5.1.21 Cricket Wicket

5.1.21.1 The Cricket wicket shall be maintained in accordance with 887370: Part 3 and so as to ensure that the grass is no more than 6mm at the commencement of each game.

5.1.21.2 During the non-playing season, the wicket shall be maintained as a Cricket square.

5.1.21.3 The grass surface shall be maintained to ensure no variation above or below a straight edge 3m in length greater than 6mm.

5.1.21.4 The total ground cover of sown grass (or acceptable species of plant) shall be at least 90% and there should be no evidence at all of weeds, moss, lichen or pearlwort.

5.1.21.5 No part of the sward shall be affected by pest, diseases or worm casts and the total ground cover of thatch of any depth shall not exceed 1% of area. 40

5.1.2 1. 6 Marking shall be maintained so as to ensure that lines are [15mm] wide and clearly visible from a distance of [20m] during a match.

5.1.21.7 Lines shall be accurately positioned with no more than 25mm margin of error.

5.1.22 Subelement IV- Gtass Tennis Courts

5.1.22.1 Grass Tennis Courts shall be maintained in accordance with BS 7370: Part 3, and so as to ensure a maximum height of growth of 15mm during the playing season and a maximum height of growth of 30mm during the non-playing season.

5.1.22.2 There shall be no variation above or below a straight edge 3m in length greater than 8mm.

5.1.22.3 The total ground cover of weed, moss, lichen, pearlwort and narrow leafed weeds should not exceed 5%.

5.1.22.4 The proportion of area of the sward seriously damaged by pest, diseases or wormcasts shall not exceed 1% during the playing season.

5.1.22.5 When an extracted core is measured with a ruler 1 minute after extraction, the uncompressed thickness of thatch shall be no more than 15mm.

5. L22.6 Markings shall be maintained so as to ensure that the lines shall be between 50-75mm wide and clearly visible from a distance of [35m] at all times during the playing season. ·Lines shall be accurately positioned with no more than 50mm margin of error.

5.1.24 Subelement IX- Hard Tennis Courts/Multi Use Games Areas MUGA) 41

5.1.24.1 The Contractor shall comply with its Method Statement (MS14) for maintaining and marking out and re-marking the courts including the timing and use of materials.

5.1.24.2 All lines shall be of the correct dimensions, angles and colour and clearly visible from a distance of 35m at all times.

5.1.24.3 The Contractor shall use only non-toxic, non-porous marking paint approved by the Authorised Officer.

5.1.25 Subelement IY - Soft Landscape Maintenance

5.1.25.1 The Contractor shall maintain all soft landscape features in accordance with BS.7370: Part 4 1993 'Recommendations for maintenance of soft landscape' or European equivalent. The Contractor shall comply with its Method Statement (MS 15) for achieving this standard.

5.1.26 Subelement IZ - Bowling Greens

5 .1.26.1 The Contractor shall maintain the bowling greens in accordance with the quality performance standards for bowling greens laid down by the Institute of Groundmanship.

5.1.26.2 The Bowling season is the period each year from the last Saturday in April until the last Sunday in September. Unless otherwise instructed by the Bowls' Club Secretary all operations carried out during the playing season must be completed beforelO.OO a.m each morning.

5.1.26.3 During the 3rd week in April in each year, the Contractor shall mark out 6 rinks in accordance with the regulations of the English Bowls Association, using thin green string, across the full length of the green. i 42

5.1.26.4 During the bowling season each year the Contractor shall turn rink strings through 90 degrees once each week.

5.1.26.5 The Contractor shall remove rink strings prior to mowing the green and replace the strings on completion of the mowing operation.

5.1.26.6 The Contractor shall maintain the bowling greens and ditch material in accordance with the requirements of the Environmental Protection Act 1990.

5.1.26.7 The Contractor shall replenish the drainage ditch to a depth of 200mm with ditch material, once each year during the winter months.

5.1.26.8 The Contractor shall reform the boundary edge on one occasion between November and March each year using a half moon edging iron.

5.1.26.9 The Contractor shall comply with its Method Statement (MS 16)for meeting the requirements of the Specification in relation to the maintenance ofbowling greens.

5.1.27 Subelement 1AA - BMX Tracks

5.1.27.1 The track in Forster Memorial Park is to be maintained so as to ensure that the surface material is kept topped up, the track is weed free and safe and the wooden ramps and obstacles are in good order of repair at all times.

5.1.28 Subelement IBB - Miscellaneous

5.1.28 Weed Control

5.1.28.1 The Contractor shall comply with its Method Statement (MS 17) for ensuring that weeds in all hard areas, sports 43

courts, playground surfaces (including beneath play equipment), sand pits, safety surfaces and playbark areas are controlled throughout the year.

5.1.28.2 The Contractor shall control the growth of weeds by either cultural methods and/or herbicides.

5.1.28.3 The Contractor shall not use herbicides to control weeds in Spring and Summer Bedding schemes.

5.1.28.4 The Contractor shall utilise mulching as a method of weed control.

5.1.29 Slippery Surfaces

5.1.29.1 The Contractor shall comply with its Method Statement (MS 18) for treating hard surfaces, including hard tennis courts, sports courts, playgrounds surfaces and safety surfaces with an appropriate herbicide/fungicide or other suitable material to ensure that at no time there is a formation of algae, moss etc. causing the surface to be slippery. The Contractor should not without the consent of the Authorised Officer use chemicals in children's playgrounds or around any play equipment.

5.1.30 Snow and Ice

5.1.30.1 The Contractor shall comply with its Method Statement (MSI9)

(a) for the removal of snow and ice and for distributing de-icing salt over areas to maintain a safe surface whilst not causing damage to grassed and planted areas;.

(b) for the clearance of surface water drainage channels, gully gratings and outlets to prevent ponding, 44

flooding and subsequent damage to roads, paths and planted areas following a thaw.

5.1.30.2 Any specific hazards caused by inclement weather shall be made safe and reported to the Authorised Officer immediately.

5.1.30.3 The Contractor shall promptly break the ice on all ponds in parks and open spaces for a width of at least 1 metre around the pond and shall erect signs warning the public of the dangers of going onto the ice.

5.1.31 Invasive Species

Note to bidders: The Contractor shall outline in its Method Statement (MS20) the treatment of Invasive Species

5.1.32 The contractor shall provide a Method Statement (insert reference number) for the monitoring, management and control of all invasive species as defined within Part II of the Wildlife and Countryside Act 1981. i.e.:

Common name scientific name

Hogweed Giant Heracleum mantegazzianum

Knotweed Japanese Polygonum custidatum

5.1.33 In addition the contractor shall describe how they will undertake the monitoring, management and control of other invasive non­ native species as defined by the Environment Agency e.g. :

Common name scientific name

Balsam Himalayan Impatiens ganduliflera

5.1.34 Other relevant legislation that the contractor will need to consider in relation to the control of invasive non-native species include: Part II of Environmental Protection Act 1990, Environmental 45

Protection (Duty of Care) Regulations 1991, Town and Country Planning Act 1990, Highways Act 1980, Water Resources Act 199l,The Waste Management Licensing Regulations 1994, The Land:fill (England and Wales) Regulations 2002.

The Method Statement shall take into account

(a) The recording and monitoring of the locations of invasive non­ native species identified on a!! land and watercourses covered within the contract.

(b) Methodology for the control and removal of invasive non- native species identified on all land and watercourses covered within the contract.

(c) The disposal of any controlled waste arising from the control of invasive species that will comply with Part II of Environmental Protection Act 1990. 46

5.2 Performance Standard II- Environmental Maintenance

Performance Standard II is that the Locations shall be maintained in respect of their environmental maintenance to meet the applicable provisions of Section 89(1) of the Environmental Protection Act 1990 and codes of practice and guidance thereunder in relation to the relevant zoning category into which each Location falls, as set out in Appendix 5 and Appendix 7 and in accordance with the subelements of this Performance Standard li as set out in the following subsections of this Section 5.2. Under the present arrangements a General Inspection Record is completed for each park listed category 'A', 'B', and 'C' on a daily basis indicated that the park has been inspected. A copy of the General Inspection record is shown as Appendix 10.

Note to Bidders:

Section 89(1} of the Environmental Protection Act 1990 (EPA) places a duty upon the Council to ensure that all land under its direct control is kept clear oflitter and refuse. The Department for Environment Food and Rural Affairs (DEFRA) has issued a Code of Practice, under section 89(7) of the EPA to provide guidance in

establishing reasonable < and generally acceptabfe standards of cleanliness. Appendix 5, 6, 7, 8 and 9 list the zoning category into which each Location falls under the EPA and the response times applicable to each such category for . achieving the highest standard of cleanliness. Detail of the Grading, Zoning and Timings are set out in appendix 75, The Contractor shall ensure that sites listed in Appendies 5, 6, 7 and 8 achieve the standards required by the EPA 1990. The Contractor shall refer to the Environmental Protection Act 1990:Code ofPractice on Litter and Refuse 2006for examples ofcleanliness standards.

5.2.1 Subelement IIA- Litter and Refuse

5.2.1.1 The Contractor shall give priority to areas of need in line with the .requirements of the Environmental Protection Act 1990. 47

5.2.1.2 The Contractor shall comply with its method statement (MS21) as to how it will meet the Lewisham Acceptable standard included in Appendix 75.

5.2.1.3 The Council shall be entitled to issue to the Contractor Litter Control Notices in respect of any Location in accordance with the Enviromnental Protection Act 1990, during the Contract Term.

5.2.1.4 All arisings shall be transported to tl1e South East London Combined Heat and Power Limited waste to energy facility located in Landmann Way, off Surrey Canal Road, London SE14 5RS (SELCHP) and the Contractor shall meet all associated costs.

Appendix 20 provides information about Acceptable Waste and Unacceptable Waste.

5.2.1.5 The Contractor will make proper financial and operational arrangements for the disposal of all effluent, waste and refuse arising from all sites during the Contract Term.

Note to Bidders:

Appendix 62 shows the estimated cost per tonne of using the SELCHP facility for each calendar year between 1999 and 2001.

The Contractor must ensure that it complies fully with its obligations under Section 34 of the Environmental protection act 1990 insofar as it is acting as the Council's waste carrier.

5.2.2 Subelement IIB - Leaf and Blossom Fall l 48

5.2.2:1 The Contractor shall ensure the clearance and proper disposal of leaves, blossom, tree fruit and seeds from the areas contained within this Contract and comply with its Method Statement (MS22) for achieving this.

5.2.3 Subelement IIC -Animal Fouling Clearance

5.2.3.1 The Contractor shall ensure the removal of animal fouling from the sites within this Contract to which the duty under the Enviromnental Protection Act 1990 applies, and ensure that sites remain free from dog excrement and shall comply with its Method Statement (MS23) for achieving this.

Note to Bidders: There is currently a one-hour response to complaints requesting animal fouling clearance. This service operates during park opening times seven days per week (excluding Christmas Day)

5.2.3.2 In respect of the dog exercise areas indicated at Appendix 4, the Contractor shall meet the requirements of the Enviromnental Protection Act 1990, notwithstanding that this may entail more frequent clearing than other sites.

5.2.4 Subelement liD -Litter Bins and Dog Bins

The Contractor shall provide such number of litter bins and dog bins at such positions in each Loc&tion as is necessary to meet the reasonable usage requirements of the users of such Locations and in any event having regard to the need to locate litter bins at park entrances and close to concessionaires. The Contractor shall ensure that all such bins are emptied as frequently as necessary and kept clean and maintained in a good state of repair. A list of all bins is shown as appendix 39.

5.2.4.1 The Contractor shall comply with the Method Statement (MS24) to keep an up to date audit of the location of litter and dog bins 49

5.2.4.2 The Contractor shall comply with its Method Statement (MS25) for inspecting all litter bins and dog bins on a regular · basis and recording all defects found and the action taken or proposed in order to remedy or replace them.

Note to Bidders: The Council currently inspects this equipment once every 14 calendar days.

5.2.4.3 Litter bin emptying includes the repositioning of any galvanised liner so that it does not protrude above the bin.

5.2.4.4 Dog Bins have a plastic liner which shall be renewed and fitted into the receptacle correctly on each occasion that the bin is emptied.

5.2.4.5 TI1e Contractor shall comply with its Metl1od Statement (MS26) as to its proposals for emptying, cleaning, repairing and replacing dog bins.

5.2.4.6 Any replacement bins or liners shall conform with existing types or otl1erwise be approved by the Authorised Officer. The Contractor shall provide a sample of a litter bin, galvanised liner and dog bin it proposes to use, for approval by the Authorised Officer, if it intends to change the type currently being purchased by the Council, during the term of the Contract

5.2.4.7 The Contractor shall use reasonable endeavours to reduce the problem of dog fouling in tl1e Parks and Open Spaces which could include providing educational literature and suitable training and giving advice to the Council on the provision of dog exercise areas and/ or dog free areas.

5.2.5 Subelement IIE- Removal of Dead Animals

5.2.5.1 The Contractor shall comply with its Method Statement (MS27) for ensuring the removal and proper disposal of dead 50

animals from parks and parks facilities. The Contractor shall dispose of dead animals at an authorised Point of Deposit.

5.2.5.2 Dead animals are classed as Clinical Waste and the Contractor shall ensure it meets the statutory requirements for the collection and disposal of Clinical Waste.

5.2.6 Subelement IIF - Graffiti and Flvoosting

5.2.6.1 The Contractor shall remove all graffiti and flyposting from all bins, fences, walls, gates, bridges, noticeboards, parks' furniture, playground equipment, buildings and parts of . buildings within the Locations to ensure that sites remain Graffiti free and shall use reasonable endeavours to prevent and reduce the writing of graffiti on the Location. The Council has agreed Parks Service Standards whereby on notification the Contractor will .remove graffiti within 24 hours and within I hour of notification of racist, sexist or clearly offensive graffiti.

Note to Bidders: The Contractor should set out its proposals to meet the Service Standard in its Method Statement (MS28). The Contractor should also set out proposals for initiatives to tackle the problem of graffiti recurring locally.

5.2.6.2 The Contractor shall ensure that

(a) racist, sexist and other clearly offensive graffiti . and/or flyposting which does not indicate the name of the person or organisation which may be responsible for its origin is removed as a priority; and .

(b) graffiti and/or flyposting which does indicate the name of the person or organisation which may be responsible for its origin shall be noted and/or 51

photographed and this information shall be kept, in accordance with the requirements of the Police and Criminal Evidence Act 1984 to enable the Authorised Officer to take further action.

5.2.6.3 The Contractor shall be aware of the variety of surfaces to be treated and ensure that damage is not sustained from the removal process. The Contractor shall comply with its Method Statement (MS29) for methods and materials used in the removal process.

5.2.7 Subelement IIH- Removal of Dumped Refuse Abandoned Vehicles and Fly- tipping

5.2.7.1 The Contractor shall comply with its Method Statement (MS30) for the prompt, and compliant, removal and disposal of dumped refuse (including gas cylinders, tyres, ·car batteries and builders' materials), abandoned cycles, motor cycles and vehicles and fly-tipping.

Note to bidders:

The Contractor must ensure that it complies fully with its obligations under Section 34 of the Environmental protection act 1990 insofar as it is acting as the Council's waste carrier.

The Contractor shall give every assistance where required in enabling the Council to adhere to its obligations under the Duty ofCare legislation.

The Contractor shall give every assistance to Lewisham Council and/or the Environment Agency who have a right under Section 34 of the Environmental protection Act 1990 to test the tare and gross weight, and inspect the contents, 52

where considered necessary, of any vehicle used as part of the Contract.

Flytipping In Category Zone High areas is cleaned within I working hour ofan operative becoming aware ofit

Flytipping in Category Zone Medium and Low is cleared within 3 working hours of an operative becoming aware of it.

5.2.8 Subelement Ill- Pests. Vermin and Wild Animals

5.2.8.1 The Contractor shall deal with the eradication of rats and with the removal of wasps' nests, swarms of bees, pests, including Brown Tail Moth and vermin from Locations. The Contractor will also be responsible for dealing with injured wild and domestic animals in the Locations.

The Contractor, when using pesticides, shall comply with guidelines contained in:

(i) Ministry of Agriculture, Fisheries and Food/HSE 'Pesticides' HMSO.

(ii) British Agrochemical Association 'Handbook of Amenity Pesticides'.

(iii) Weed Research Organisation 'The Weed Control handbook Vols I and II'.

(iv) National Association of Agricultural Contractors and National Turn Council. 'Code of Practice for the Use of Approved Pesticides in Amenity Areas'.

5.2.9 Subelement IlK- Storm Damage

5.2.9.1 The Contractor shall comply with its Method Statement ' (MS31) for dealing with Storm Damage. 53

5.2.9.2 The Contractor shall comply with its Method Statement for carrying out emergency works in any of the Locations.

5.2.10 Subelement - Clearance Works of an Urgent Nature

5.2.1 0.1 The Contractor shall comply with its Method Statement (MS32) for maintaining an urgent clearance service, including:

the removal of unsightly or excessive accumulations of litter and/ or flytipping following planned or unplanned events or demonstrations in or affecting any of the Locations

the removal of water as a result of flooding and the clearing and cleaning up of the flooded area(s)

the removal of all debris resulting from storm damage

any other incident reasonably deemed to be an emergency by the Authorised Officer in connection with which the Contractor ought reasonably to provide an urgent clearance service.

5.2.1 0.2 The Contractor shall provide the clearance service between the hours of 6.00 a.m. and 8.00 p.m. daily.

5.2.11 Subelement IIM- War Memorials

5.2.11.1 Remembrance Sunday Services are held at three war memorial sites in the Borough: Lewisham Memorial Gardens (Plan Reference No E83 ), Deptford Memorial Gardens (Plan Reference No. E48) and at the junction of Bromley Road with Downham Way (Plan Reference No.E50).

5.2.11.2 The Contractor shall comply with its Method Statement (MS33) for ensuring that the Memorial sites are litter free (Grade A - Environmental Protection Act 1990) and that the 54

Memorial Stones are clean and free from graffiti, fly-posting or other detritus, generally throughout the year and in particular prior· to the commencement of the public commemoration· services.

Note to Bidders

The Services at Lewisham Memorial Gardens and Deptford Memorial Gardens are usually held on the Sunday nearest to the 1 J'h November each year. The Service at the small memorial site, junction ofBromley Road and Downham Way

1 is held· on the 11 h November each year. .The Contractor should include in its proposals, the arrangements for disposal oflitter etc at these sites.

Appendix 23 describes the Council's current arrangements for ensuring that the sites are readyfor the Services and for meeting the requirements of the Environmental Protection Act 1990.

. 5.2.12 Subelement ITN~ Availability and Maintenance of Habitats for Flora Fauna and Wildlife

5.2.12.1 The Contractor shall throughout the contract period comply . with Section 40 of the Natural Environment & Rural Communities Act 2006: 'in exercising its functions, have regards, so far is consistent with the proper exercise of those functions to the purpose 'of conserving biodiversity.'

5.2.12.2 The Contractor shall ensure in the performance ofthe'service that all the Sites of Importance for Nature Conservation [SlNC's] that are part of this Contract are managed to maintain or enhance the features of interest for which the site has been selected & designated in accordance with the 55

National Indicator 197. The Contractor shall provide documented evidence, on a yearly basis, that positive conservation management is being undertaken at the SlNC Ecological Areas listed in Appendix 22.

5.2.12.3 The Contractor shall not be responsible for carrying out any ground maintenance within the Nature Conservation Areas (Appendix 21 ),, save for clearing litter from Hare and Billet Pond on Blaclmeath (Plan Reference No. 4).

5.2.12.4 The Contractor shall note that it is the Council's intention to enhance existing and expand, where appropriate, the Ecological Areas on sites.

5.2.12.5 The aim of these Ecological Areas is to achieve a variety of habitats supporting a wide range of flora and fauna, at the same time as improving the visual amenity and the educational values of the sites. Wherever possible the areas are to be made safely accessible to the public whilst protecting the more sensitive areas from excess damage.

5.2.12.6 The Contractor shall make personnel available during daylight hours and otherwise upon reasonable notice to unlock and lock the entrances to such areas and shall maintain fences and footpaths, and gates and walls within them, if required by the Authorised Officer and Schedule of Rates prices will be sought for this part of the Service.

5.2.12. 7 The Contractor shall fully satisfy the Authorised Officer of his understanding of the particular requirements in respect of 56

the maintenance of Ecological Areas and that he has, or has the use of, sufficient mowing and clearance machinery, both suitable to the required purposes and of approved types, to fulfil all of the various mowing requirements. In the case of the Ecological Areas suitable mowing machinery shall include rotary mowers, cylinder mowers, tractor mounted flail cut & collect units, Alien scythe and strimmers. The actual size and type of particular machines shall relate to the size and nature of the particular area to be mown.

5.2.12.8 The maintenance tasks required at Ecological Areas, whether specified in this particular section, or elsewhere in the Contract, shall at all times be carried out in the manner and at the times specified by the Authorised Officer. Failures, by the Contractor, in either the timing or the method of operations may seriously jeopardise the development of the areas causing permanent or temporary loss, or damage, to individual speeies of flora and fauna. This being so, any failures by the Contractor, whether by his acts, omissions or negligence when working at or adjacent to Ecological Areas shall be considered as serious failures .

5.2.12.9 The Contractor shall note, that due to the sensitive nature of the Ecological Areas, access for his plant shall be restricted to only that plant which is required and actively employed on the operation in progress. Generally this shall mean only such , plant as is needed directly for mowing or for the collection and carting away of arisings .. 57

5.2.12.10 In the case of grass cutting operations at Ecological Areas the Contractor shall provide the Authorised Officer with at least 48 hours notice of his intention to commence such operations at each location and on each occasion.

5.2.12.11 The Contractor shall note that the use of chemical treatments at Ecological Areas is to be avoided wherever possible. In the cases where the Authorised Officer specifies the use of certain chemical treatments for certain tasks, the Contractor shall fully observe the provisions of 5.1.28 of the Specification.

5.1.12.12 As appropriate to the task the Authorised Officer shall provide the Contractor with plans or drawings showing the areas to be worked to accompany the specific instructions issued by the Authorised Officer. The Contractor shall, in such cases satisfy himself that the plans or drawings are accurate to the task specified and that he fully understands them before commencing the works and he shall, if appropriate, verify the information and details, with the Authorised Officer before starting the works.

5.2.13 Subelement IIO Recycling and Composting of Green Waste

5.2.13.1 The Contractor shall comply with its Method Statement (MS34) as to its proposals for recycling and composting green waste at source during the Contract Term and thereby reducing the amount taken to SECHP or landfill ..

5.2.13.2 The contractor will be required to separate out recyclable waste from the general litter and place them in a receptable 58

and location decided by the Council. This would include paper, cardboard, glass bottles and jars, cans and plastic bottles.

5.2.13.3 The Contractor shall provide a Christmas tree drop off service throughout the month of January. The Christmas · trees must be used as mulch or composted, with attention paid to the proximity principle.

5.2.14 Subelement liP Environmetal Management System (ISO 14001)

5.2.14.1 The Contractor shall provide details, in a Method Statement,(MS35) as to how staff will use the IS014001 standard to maintain a high quality of service

5.3. Performance Standard m- Serviced Facilities

Performance Standard Ill is that the Contractor shall at each Location at all times during the Contract Term make available serviced facilities to not less than the existing standard and at the start of the Contract and meeting the standards described in this Performance Standard and otherwise in accordance with this Specification.

5.3.1 Subelement IliA- General

Without prejudice to the generality of th~ foregoing the Contractor shall, also be responsible for the inspection, servicing, maintenance and repair of all plant, equipment, fixtures and fittings and for redecoration and cleaning of the buildings listed in Appendix 33 (save for the Bowls Pavilions). The standard of repair, decoration and the condition of buildings and fixtures and fittings shall be as necessary so as not to prevent the proper performance of the Service. 59

Note to Bidders: The responsibilities of the Contractor set out above may in part be imposed on the Contractor through the Lease/Licence.

The Contract will provide that the Contractor may take possession of and title to the supplies stored in any of the buildings listed in Appendix 33 (save for the Bowls' Pavilions) at the commencement of the Contract. The Council gives no warranty as to the fitness for purpose or compliance with statut01y requirements of any such equipment. The Contractor should indicate in its tender the value which it attributes to this inventory.

5.3.1.1 In the event of defects or damage to the structure of the building necessitating closure of all or part of the sites or buildings the Contractor shall give as much notice as practicable to the Council and public and in any event (except in the event of emergency) no less than 24 hours.

5.3.1.2 The Contractor shall ensure that all relevant codes of practice and controlling legislation, including the Health and Safety at Work Act 1974 are adhered to.

5.3.2 Subelement IIffi- Decoration, Cleaning and Lighting

(a) Decoration

5.3.2.1 The Contractor shall comply with its schedule for the internal redecoration of the buildings contained within Appendix 33 (save for the Bowls' Pavilions) and maintain the standard set out in its schedule.

5.3.2.2 The Contractor shall comply with its Method Statement (MS36) how it proposes to meet its obligations to decorate buildings. The existing quality of maintenance, cleaning and decoration shall be regarded as the minimum acceptable. The Method Statement shall show how this level shall be maintained and improved. 60

(b) Lighting

5.3.2.3 The Contractor shall ensure that all internal lights within buildings listed in Appendix 33 (save for the Bowls' Pavilions) and any external lights fixed thereto are maintained in working order.

5.3.2.4 Any failed or broken light or bulb shall be replaced by the Contractor as soon as practicable, and in any case within two working days of the failure occurring.

(c) Cleaning

5.3.2.5 The Contractor shall ensure that the buildings listed in Appendix 33 (save for the Bowls' Pavilions) are cleaned on a

regular basis in order to maintain ~igh standards of presentation and hygiene.

5.3.2.6 The Contractor will comply with its Method Statement (MS3 7) as to the process by which it plans to maintain a high standard of cleanliness including provision for the removal oflitter and for window cleaning.

Public Toilets

5.3.2.7 The Contractor shall comply with its Method Statement (MS38), how it proposes to ensure that public toilets are open and available for tise during parks opening hours and that they are clean, stocked and fully operational. The Contractor shall supply and replenish all toiletries necessary for the provision of a public convenience service, including solid and liquid soap, paper towels, roller towels, toilet rolls, sanitary/ urinal blocks artd any other items of a similar nature.

5.3.2.8 The Contractor shall comply with its Method Statement (MS39) for providing and maintaining sigus within the 61

public conveniences to indicate the regularity of checks and to provide the Contractor's telephone number for users to report damage, lack of stock, cleanliness levels and misuse. The Contractor shall comply with its Method Statement for responding to such reports within the timescales specified.

5.3.2.9 The toilets shall be opened during the park opening hours and closed during the times that the parks are closed.

Note to bidders: i) The public toilets listed in appendix 34 are those which are currently open and available during parks ' opening hours, The toilets are closed ISminutes before the parks' closing times.

Changing Rooms

5.3.2.10 The Contractor shall comply with its Method Statement (MS40), how it proposes to ensure that all changing rooms are open, clean, stocked and in full working order (including hand basins and showers) before the scheduled time of arrival of team users, in accordance with the Contractors own schedule of pitch bookings. The Contractor shall ensure that changing rooms are securely locked whilst games are m progress and that no unauthorised access is permitted. Current changing room facilities are listed at Appendix 28. Records of all damage, routine repairs and maintenance shall be kept and be available for scrutiny by the Authorised Officer. The Contractor shall ensure that all changing rooms are locked in accordance with the stated parks' closing times. The Contractor is also responsible for ensuring all Health and Safety inspections including the L8 Legionella tests. (refer to section 5.4)

Catering Facilities ,Concessions and Licenses 62

5.3.2.11 The Contractor shall make available at each Location listed in appendix 64, by means of a lease/licence, catering facilities to no less extent than currently available.

5.3.2.12 Bidders should describe in a Method ·Statement (MS41) their proposals for providing catering facilities

Note to Bidders:

Cafe facilities are currently provided at Manor House Gardens and Ladywell Fields under a lease between the Current. Contractor and the leasee. · (A copy of the heads of terms is shown as Appendix 64 together with hours of operation). There is also a proposal for a cafe at Mountsfield Park.

Kiosk facilities are also provided at Chinbrook Meadows and Horniman Triangle (Play Park). (A copy ofthe heads of terms is shown as Appendix 64 together with hours of operation)

The Council has given an assurance to. the current licensees that these licences will continue for 3 calendar years after the Commencement Date before review by the Contractor.

Any additional proposals for new Cafes and/or Kiosks must have the prior approval ofthe Authorised Officer.

Annual permits are also provided by the Current Contractor for the following parks, Blackheath, Deptford Park, Forster Memorial Park, Hilly Fields and Mayow Park These will cease on the 28111 February 2010. Negotiations for new permits at these or other sites must be made in agreement with the Authorised Officer. 63

The Council reserves the right to exclude the permit holders form Corporate and not for profit events

5.4. Performance Standard IV -Maintenance of Specified Plant and Equipment and Provisions of Public Overhead Lighting

Note to Bidders: The obligations set out in this Pelformance Standard may in part be contained in the Leases/Licences and/or the Conditions

A list of Specified Plant and Equipment currently installed in the buildings in the Locations is listed in Appendix 48.

5 .4.1 The Contractor shall provide such Plant and Equipment situated in or about the buildings at the Locations as is reasonably necessary to provide the Service.

5.4.2 The Contractor is responsible for maintaining the entire Plant and Equipment, and not solely a headline item relating to an Asset, but including associated groups of components. Maintenance tasks relate to all pipework, cables, valves and insulation and equipment that is related distribution, both internal and external to the Premises. This includes but is not limited to support brackets, tray, trunking, anchors, guides, drain cocks and auto/manual air vents and gauges as applicable.

5.4.3 The Contractor shall carry out the Maintenance part of the Service in accordance with the highest of the following applicable standards which are set out below in no particular order of priority, as appropriate:

• Statutory regulations

• Health and Safety Executive Regulations and Guidance Notes

• Food Safety (General Hygiene) Regulations 64

• British Standards (or equivalent)

• Heating and Ventilating Contractors' Association, (HVCA), Service and Maintenance Group, 'Standard Maintenance Specification for Services in Buildings'

• Manufacturers' recommendations

• Institution of Electrical Engineers' Regulations and Codes of Practice

• Other prescriptive maintenance tasks as set out m this Specification

5.4.4 The Contractor shall carryout Emergency Lighting testing and maintenance as prescribed by the current British Standard and record all tests and maintenance in a Log Book to be held at the premises where appropriate and safe to do so, else held in a place of safety by the contractor and made available on request. The contractor shall be responsible for any repairs or replacement of fittings to maintain the emergency lights to the British Standard.

5.4.5 The Contractor shall provide a Water Hygiene Risk Assessment by an independent company for all properties, within three months of the Commencement Date, whether in full regular use, intermittent use, or an empty property, to cover but not limited to, potable water, risk of scalding/burning from hot water, food hygiene Health and Safety Executive Approved Code of Practice LS and COSHH and these must be . made available to the Authorised Officer upon request. The Contractor shall then also be responsible for all measures that mitigate risk from signage, maintenance of signage, sample taking, testing, cleaning, chlorination, draining down, refilling, isolation reconnection and or other methods.

5.4.6 The Contractor shall undertake temperature checks of hot and cold water systems outlets in compliance with Health and Safety Executive 65

guidance, Regulations and other authoritative guidance and provide appropriate certification.

5.4.7 The Contractor shall undertake the '5 Yearly' Inspection and Test, together with the issue of appropriate certification, of 100% of the electrical installations in accordance with the requirements of British Standard BS 7671 (lEE Wiring Regulations).

5.4.8 In addition to the '5 Yearly' Inspection and Test the Contractor shall carry out an annual inspection of all socket outlets, lighting switches and small power accessories and provide a report on condition.

5.4.9 The Contractor will be responsible for providing 'statutory', regulatory certification, testing and maintenance records, in respect of, for example including, but not limited to electrical systems, [fire alarm, fire extinguishing if includecl], emergency lighting and water systems as part of the maintenance regime and must be made available to the Authorised Officer upon request.

5.4.10 The Contractor shall, during the first two months of the Contract, and at no additional cost to the Contract, carry out a survey of tl1e Locations, Plant and Equipment and produce an accurate Asset Schedule, in hard copy and soft copy format using Microsoft Excel software, which shall detail as a minimum the Asset description, location, quantity, name of manufacturer, type/model, and related maintenance task reference to a format as reasonably required by tl1e Authorised Officer.

5.4.11 The Contractor will update tl1e Asset Schedules throughout the Contract Period and issue revised Asset Schedules to the Authorised Officer as required at no additional cost to the Contract.

5.4.12 Where tl1e Contractor fails to complete the Surveys and issue the Asset Schedules Sheets within the time scales set out in paragraph 5.4.1 0 of this Specification this may result in the Authorised Officer commissioning the collection of the Asset data with the Contractor baring the cost for this work.

I l -- ~---~--~~~~~~~~~------

66

5.4.13 Within three months of the Commencement Date the Contractor shall · submit for approval a programme of planned preventative maintenance for Specified Plant and Equipment, based on the Asset List (see 5.4.10) within the Locations for the duration of the Contract.

Note to Bidders: The Contract will provide that the Contractor will not enter into (and the Co!mcil shall accordingly have no liability under) any maintenance agreement with the. supplier of equipment that runs beyond the Contract Term.]

5.4.14 In the event of defects or damage to any plant necessitating closure of all or part of the sites or buildings, the Contractor shall give as much notice as practicable to the· Council and public and in any event no less than 24 hours except where closure is reasonably necessary in the case of emergency.

Note to Bidders: The Contract will provide that the Contractor shall at the end of the Contract return to the Authorised Officer a set as available of drawings, technical manuals, service and warranty arrangements made available to the Contractor at the commencement of the Contract in respect ofall Specified Plant and Equipment operational at the end of the Contract updated to take account of any changes and additions that may have been made to the plant during the course of the Contract.

The Contract will provide that the Contractor shall comply with all the requirements ofthe CDM Regulations 2007 .. When acting as Principal Contractor as defined in these regulations, the Contractor shall produce and maintain up to date the required Safety File. This file shall be made available immediately on request to the Council and shall be passed to the Council at the end of the_ Contract. The Contractor shall also act as Client and be responsible for the appointment of a Planning Supervisor as defined under the CDM Regulations 1994.}

Public Overhead Lighting 67

5.4.15 The Contractor shall provide public overhead lighting at Deptford Park, and the floodlights in Broadway Fields, Chinbrook Meadows and Eckington Gardens and ensure that the same are operational at all times to no less a standard than the design standard of the existing lighting there and kept in lighting during the hours of darkness or in the case of the floodlights are available when required by the users of Broadway Fields, Chinbrook Meadows Eckington Gardens who require them inclusive within the hire charge payable by users.

Note to bidders: A list of parks with overhead and floodlighting is shown as Appendix3 7, indicating either the Council or Contractors responsibilities

5.4.16 Any failed or broken lamp, light or bulb shall be replaced by the Contractor at its own expense, as soon as is practicable, and in any case within two working days of the failure occurring.

5.4.17 Any modifications or additions to the lighting, shall be subject to inspection by a suitably qualified tradesperson appointed by the Authorised Officer.

5.4.18 The requirements of this Performance Standard IV will also apply to any additional lighting provided by the Contractor or the Council in any of the Locations as part of a future improvement Programme.

5.5 Performance Standard V- Park Furnitnre and Sports Equipment

5.5.1 Sub-element VA- Park Furniture

The Contractor shall provide such Park Furniture as shall be reasonably necessary for the use by users of the Parks and other Locations in safety and comfort.

5.5.2 The Contractor shall make available at each Location at all times during the Contract Term Park Furniture to not less than the existing standard and quantity at the start of the Contract, in accordance with the terms of this Specification. There are a total of 722 seating/benches as shown as appendix 39 68

5.5.3 All Park Furniture shall be properly and adequately maintained in accordance with all applicable legislation and other standards where necessary and shall be replaced with such replacements to be to an equivalent standard (as new) and in accordance with whole life costing and shall be fit for purpose and meet applicable British Standards.

5.5.4 All Park Furniture shall be inspected at timely intervals. Following inspection, a record shall be completed which indicates all defects found and the action taken/ proposed to be taken in order to remedy them. The Contractor shall comply with its Method Statement (MS42) setting out its proposals for carrying out and recording inspections together with details as to how it will make any necessary replacements of park furniture.

Note to Bidders: The current inspection cycle is every 14 calendar days. Check

5.5.5 The Contractor shall maintain the current level of park benches, seats, picnic tables, notice boards, signs and gates as a minimum level.

5.5.6 The Contractor shall continue and operate the Current Contractors Dedication Scheme in accordance with the Dedication Scheme leaflet and. install the relevant Park Furniture for a fee (to be approved by the Authorised Officer) equal to the cost (including installation charge) to the Contractor.

Note to Bidders: The Current Contractor operates a Dedication Scheme which provides an all-in service including the ordering. and supply, siting, inscription and aftercare (including replacement) of memorial benches, and other parks items in exchange for the payment ofa one-off fee.

5.5. 7 No Park Furniture shall be moved or new signs erected without the prior approval of the Authorised Officer.

5.5.8 Subelement VB Sports Facilities 69

The Contractor shall make available in the Locations sports and games facilities during the seasons indicated in Appendix 29 and Appendix 30 or, where no season is indicated, throughout the year. The Contractor shall not without the consent of the Authorised Officer and any relevant User Group increase or reduce the sports facilities made available or the times of availability. The facilities shall be made available for hire from the Contractor as agent of the Council in accordance with the current conditions of hire applicable thereto (as amended from time to time with the consent of the Authorised Officer and any relevant User Group).

5.5.9 The Contractor shall be responsible for the erection of goal posts, goal nets, cricket nets, tennis posts and tennis nets, as necessary, in order to meet its booking schedule and in accordance with applicable health and safety standards.

5.5.10 The Contractor shall ensure that where required for reasons of public safety field sports nets shall be removed at the end of games and.that all the posts and nets are removed at the end of the seasons indicated in Appendix 29 and Appendix 30 in all Parks, save for Blackheath where historically, the teams have been responsible for erecting and dismantling timber posts and nets at the beginning and end of their games, as part of their conditions of hire from the Council.

5.5.11 The Contractor shall ensure that goals are not left on the pitches at Blackheath when the pitches are not in use and shall comply with its Method Statement (MS43).

5.5.12 The Contractor shall provide and replace when necessary all goal posts and nets, cricket nets and frames, tennis nets and posts and other necessary equipment and for replacing tennis post sockets for existing pitches identified in Appendix 26 and for additional pitches and other facilities provided by the Contractor during the Contract Term, at no additional cost to the Council, such equipment to be fit for purpose and meet relevant British Standards or their European equivalent. 70

Note to Bidders: The Contract will provide that the Council shall transfer to the Contractor at the commencement of the Contract the current Contractors store ofgoal nets, goal posts and tennis posts in a number ofparks around the Borough but the Council gives no warranty as to their fitness for purpose or compliance with statutory requirements. The Contractor may take possession of and title to whatever equipment is stored in any of the buildings listed in Appendix 33 (save for the bowls' pavilions in Hilly Fields, Ladywell Fields and Mayow Park used by the bowls clubs) at the commencement of the

Contract but the Co~Urz£il gjjJeS no warranty as to their fitness for purpose or compliance with statutory requirements.

5.6 Performance Standard VI - Availability and Maintenance of Playground Equipment

5.6.1 Sube1ement VIA- Availabilitv

The Contractor shall make available at each Park at all times when the Park is open playground facilities to no less extent than currently available.

5.6.2 Subelement VIB -Maintenance

The Contractor shall ensure that all playground equipment is available for use in safety and comfort and, without limitation, shall maintain all playground equipment to BS EN 1176- 2 & 3 (Play equipment intended for permanent installation outdoors) and PAS 018 - Children's Playground Equipment.

Note to Bidders: The list ofplay equipment in the Council's Parks and Open Spaces is shown at Appendix 45. Appendix 47 provides information about the condition of the play equipment as at 2008 but no warranty is given as the accuracy of this information. The Council has purchased PlaySafe, a database for the management ofplayground inspections, for use during the Contract Term, the Current Contractor pays the annual licence fee. 71

5.6.3 The Contractor shall comply with its Method Statement (MS44) for maintaining the play equipment during the Contract Term which should include the maintenance of sand pits.

5.6.4 The Contractor shall comply with its Method Statement (MS45) for assuring the safety of equipment on each site and for maintaining the PlaySafe database. This should include a method statement for the maintenance of sand pits.

Note to bidders: The current contractor undertakes a daily visual inspection of all play equipment, a fortnightly detailed inspection undertaken by a ROSPA qualified member of staff. and a quarterly in-depth inspection of all play equipmen as shown as Appendix 46. Details are logged directly onto the Playsafe system and any fault or repair actioned.

5.6.5 The Contractor shall commission an annual independent survey of all playground equipment by qualified person(s) agreed with the Authorised Officer and shall promptly make the results of this survey available to the Authorised Officer.

Note to Bidders: The Council has a number ofprojects earmarked for PlayBuilder fimding. The focus ofthis fimding is for 'ji-ee 'play utilising natural materials and elements.

5. 7 Performance Standard VII- Infrastructure Maintenance

Performance Standard VII is that the Contractor shall maintain the Infrastructure in accordance with Civil Engineering Standards and in any event ensure that the Infrastructure is at all times safe and available for use.

Note to Bidders: There are a total of29 bridges in parks covered by the Parks and Grounds Maintenance Specification.

The location of these bridges and the details of their structure is shown in Appendix 49. 72

Information on the condition ofthe bridges is included in Appendix 49 but no warranty isgiven as to the accuracy ofthis information.

5.7.1 The Contractor shall inspect all fences, paths, walls, gates and bridges and other Infrastructure at timely intervals in accordance with its Method Statement (MS46) and promptly thereafter make available to the Authorised Officer completed records which indicate all defects found and the action taken/ proposed to take in order to remedy them. The Contractor shall comply with its Method Statement for carrying out and recording these inspections and carrying out the repairs.

Note to Bidders: The current practice is to inspect these items at least once every 14 calendar days.

5,7.2 Prior to arranging for works to be carried out to any boundary fences, railings and walls or other Infrastructure at · any Locations, the Contractor shall obtain confirmation from the Authorised Officer that they are Council owned.

5.8 Performance Standard VID- Water Play facilities and Water Features

Performance Standard VIII is that (a) the Contractor shall make available at each Location during the Contract Term Water Play facilities to the existing standard and qnality in accordance with the terms of this Specification and that (b) all Water Play facilities and Water Features at any of the Locations shall be properly maintained to ensure that they can be used in safety and in comfort as appropriate to their putpose.

5.8.1 Performance Standard VIllA Water Play Facilities

Performance Standard VIllA is that Water Play Facilities shall be maintained as set out in this Section 5.8.1 and shall be available during the periods set out in Section 5.8.1.3 for use in safety and comfort and otherwise as set out in Section 5.8.

5.8.1.1 Appendix 26 identifies the Water Play facilities that are currently usable within the Borough. 73

5.8.1.2 That the Contractor shall maintain water conditions at the Water Play facilities to the standards of clarity and purity as laid down by statute and in accordance with [standards laid down by the relevant statutory bodies] and so as to ensure that the following water conditions (or better) and that the Water Play facilities are available for use apply at all times:-

A. A free chlorine level of 1.0 to 2 parts per million throughout the whole body of water at all times (ideal= 1.5 p.p.m.)

The above is a free chlorine level obtained via breakpoint chlorination. Combined chlorine levels shall be as low as possible. The combined chlorine value should not exceed a value equal to twice the free chlorine value.

B. The pH of the water shall be within the range of7.2 to 7.8 (ideal= 7.4 to 7.6).

C. The level of total dissolved solids shall not exceed 1500p.p.m.

D. Total alkalinity shall fall within the range of 160 - 180 p.p.m. measured as Ca C03.

E. Water balance shall always be maintained at neutral i.e. 0, or not more than plus .5 scale forming. The method employed to obtain water balance value shall be via the "Langelier Index".

F. No sample may contain coliform organisms in lOOm! of water, and in 75% of samples, the plate count at 37oC shall not exceed 10 colonies and shall not exceed a hundred colonies in the remainder. 74

G. Albuminoidontrogen content should not exceed 0.24p.p.m.

H. Oxygen absorbed shall not exceed 2.5 p.p.m. in 4 hours at 27oC.

I. No free and saline ammonia shall be present.

5.8.1.3 The Water Play facilities shall be available for use by the public during all opening hours (or otherwise between dawn and dusk) every day between 1'1 April and 30th September each year, or as instructed by the Authorised Officer.. The Contractor shall comply with its Method Statement (MS47) for inspecting, cleaning and operating the Water Play facility

1 1 between 1' April and 30 h September each year.

5.8.2 Perforinance Standard VIIIB Water Features

Performance Standard VIIIB is that all Water Features shall be properly and adequately maintained to meet all applicable legislation including the EPA and to enable the Water Features to be available as an attractive visual amenity.

5.8.2.1 Lakes and Water Courses

(a) Appendix 26 identifies the Parks with lakes and water courses and those through which rivers flow.

(b) The Contractor shall comply with the procedures set out in its Method Statement (MS48) for management of the Water Features in checking water levels, lakeside banks and piers.

(c) The Contractor shall remove litter and other debris from the top of banks to riverbeds in rivers that flow through Parks. 75

(d) Paragraph 5.14 sets out the grounds maintenance standards required for watercourse bank vegetation

5.8.2.2 Ornamental Ponds

Appendix 26 shows the location of ornamental ponds in the Parks and Open Spaces .. The Contractor shall comply with the procedures set out in its Method Statement (MS49) for maintenance and operation of Ornamental Ponds, which shall include the cutting down of herbaceous marginal vegetation and removal of invasive vegetation.

5.8.2.3 Ditches/Dykes/Culverts

The Contractor shall comply with the procedures set out in its Method Statement (MS50) for the clearance and maintenance of ditches, dykes and culverts.

Note to Bidders: There are concrete water courses in Sydenham Wells Park and culverts or covered water courses under the railway in Chinbrook Meadows and culverts or covered water at the Downham Woodland Walk.

5.8.2.4 Hazard Signs

The Contractor shall comply with the procedures set out in its Method Statement (MS51) for ensuring that appropriate signs are placed around any water area to indicate the potential hazards of the area. The wording of such signs shall be agreed by the Authorised Officer.

5.8.2.5 Water Testing

In relation to all Water Features the Contractor shall inspect each water feature for blue/green algae and notify the Authorised Officer of any occurrence. 76

Note to Bidders: The Contract will provide that the Council reserves the right to inspect any work being carried out and to require reasonable improvements and/or changes to ensure that overall standards at the facilities are maintained.

5.9 Performance Standard IX-Availability, Opening and Patrolling of Parks

5.9.1 The Contractor shall ensure that each of the Parks is available for use by the public for the opening hours set out in its Method Statement (MS52), being (unless otherwise agreed with the Authorised Officer) not less than in the case of a Park which is locked nightly the opening hours as at immediately before the commencement of the Contract, and in the case of a Park which is not locked nightly, the hours between dawn and dusk.

5.9.2 The Contractor shall ensure that each Park listed in Appendix 15 as being a Park which is locked nightly is locked at the required closing time and shall ensure that all members of the public have vacated the Parks at the time of closure each day. The Contractor shall comply with its Method Statement (MS53) in that regard.

5.9.3 The Contractor shall make available such number of personnel to patrol the Parks , as shall be necessary to ensure in accordance with the requirements set out in paragraph 3.4.1 for the static category 'A' parks and the patrolling of Category 'B' and 'C', parks ensuring that the Parks can be used in safety by the general public at all times when the Parks are open. The Contractor shall comply with its Method Statement (MS54) in this regard.

Note to Bidders: Appendix 15 lists those parks which are currently locked and unlocked.

Note to Bidders: Currently, the parks are open seven days a week from 8.00 a. m. until dusk. The Contractor shall detail in its Method Statement the intended opening and closing hours during each year ofthe contract and how this will be communicated to the public at entrance gates . This should incorporate current opening hours as a minimum. 77

5.9.4 The Council reserves the right to require the hire or use of all or part of any Parks and Open Spaces for its own purposes including its requirements in the event of a civil emergency.

5.9.5 The Contractor shall provide a call out service in accordance with its Method Statement (MS55)

Note to Bidders: The responsibility for any users who find themselves locked in a park is solely that of the Contractor. The Contractor's proposals for ensuring the peiformance of this clause should be contained within the Method Statement. This should include for a call­ out system for which the Contractor shall be responsible. A duty call-out rota shall be made available to the Council's central switchboard team

5.10 Performance Standard X- Events & Activities

General

5.1 0.1.1 The Contractor shall include in its proposals the arrangements for taking into account the Licensing arrangements for Parks, the Control of Pollution Act 1974, the Environmental Protection Act (EPA), all plarming legislation, security of site, plant and equipment, Fire Regulations, identification of artistes/performers/hirers and cancellation.

5.1 0.1.2 The Contractor must not accept any bookings which are scheduled to take place after the end of the Contract without prior consent of the Council.

5.10.1.3 The Contractor must not accommodate hirers who it has reason to believe may cause public offence or embarrassment to the Council or who may treat users of the Services less favourably because of their race, colour, ethnic origin, religion, sex, sexual orientation or physical or mental disabilities or political association.

5.1 0.1.4 The Contractor must ensure that all hirers are competent in respect of the nature of their event and that all hirers are adequately and appropriately 78

insured. A copy of the Current Contractor's policies, which must be followed, is included in Appendix 24.

5.10.1.5 The Contractor shall be responsible for ensuring that the event organisers have appropriate public liability and other insurance cover similar to or exceeding that described in Appendix 25.

5.1 0.1.6 The Contractor shall be responsible for obtaining consent for the holding of events from appropriate authorities.

5.10.1.7 The Contractor shall provide or ensure that event organisers provide sufficient number of mobile toilets, and arrange the supply and connection of services and for the supply and erection of marquees in connection with their events.

5.10.2 Subelement X A- Local Community Events & Activities

Note to Bidders:

1. : The Contractor shall detail in the Method Statement (MS56) its proposals for the booking ofevents, promoting events, setting out licensing arrangements, fees and charges and terms and conditions for bookings. The Contractor shpll also include their proposals for including concessionary or discount schemes providing that these do not prohibit or prevent casual use ofthe sites. The Council's current Terms and Conditions ofHire and fees and charges are included at Appendix 24. A list ofthe events that were held in Lewisham's Parks and Open Spaces during 2008 is shown at Appendix 23.

2. Lewisham Council operates under an ethos of Equal Opportunities. Services are provided to the whole community regardless of age, race, gender, sexuality, disability, religious affiliations, political beliefS or domestic or economic status. The Contractor shall take due notice of this policy and shall provide services that take account ofthe community 79

served and that are available to all who wish to use them, on an equal basis.

5.10.2.1 The Contractor shall make the Locations available for Local Community Events including those organised by the Council in accordance with [Council Policy] and in accordance with the Method Statement (MS57) and as otherwise agreed with the Authorised Officer. The Contractor shall be entitled to charge organisers of Local Community Events such reasonable charge for the items listed in Section 5.10.5 in accordance with the agreed tariff, such tariff to be indexed annually.

5.10.2.2 The Contractor shall be required to demonstrate its commitment to Equal Opportunities through the Annual Programme of Local Community Events & activities which will outline a programme of activities and events for each park.

5.1 0.2.3 The Contractor shall actively seek community involvement in the Parks, placing particular emphasis on under-represented groups.

5.1 0.2.4 The Contractor shall attend the Lewisham Events Steering Group meetings in order to develop a working partnership with tl1e group

5.10.3 Subelement XB- Corporate and Public Not for Profit Events

5.10.3.1 The Contractor shall make the Locations and the facilities therein available to the Lewisham's Events Team, at no charge, for the exclusive use for corporate and public not for profit events. The Contractor shall detail in its Method Statement (MS58) how it will liaise and cooperate with the Lewisham Events Team and their agents including arrangements for litter collection, licensing and promotion.

Note to Bidders

The dates of these and other events will be given to the Contractor as soon as the dates are confirmed. Throughout the year the Councils' 80

parks are used as venues for a variety of special events. The four main events are the starting of the London Marathon at Blackheath, the Lewisham Peoples Day at Mountsfield Park, The Blackheath Festival, the Firework Display at Blackheath and the Country Fayre at Cornmill Gardens ..

5.10.4 Subelement XC - Commercial Events

5.10.4.1 Subject to the terms of this Section 5.10, and subject to the agreement of the Authoriised Officer, the Contractor shall be entitled to contract with commercial organisations to stage additional events on a commercial footing at which the Contractor or organiser may charge entrance fees at commercial rates or other negotiated rates.

5.1 0.4.2 The Contractor shall ensure that:

(a) the event meets all safety, planning and other statutory requirements;

(b) the event area shall be suitably fenced off from the body of the Park;

(c) the event shall ,not take over the whole of any Park;

(d) the general public shall be able to use the remaining areas of the Park in safety and in comfort.

(e) The appropriate licence is sought

(t) The appropriate user or Friends Group is informed

Note to Bidders:

The Joint Blackheath Working Party reserves the right to veto any. events it feels is not in keeping with the nature of the heath, the two boroughs, Greenwich and Lewisham, liaise at the meetings to ensure no duplication or clashing of events 81

5.1 0.4.3 The Contractor shall:

(a) have regard to the needs of the local community of Lewisham in selecting the events to be staged; and

(b) have regard to the interests of local residents as regards the noise, disturbance and other inconvenience that such an event may cause;

(c) give consideration to giving a donation to the Park User Group/Friends Group form the income received for the event:

(d) impose on any organiser obligations similar to such of the requirements of this Contract as are applicable to public events, especially as regards safety, hygiene, equal access, community involvement and the availability of concessionary rates and compliance with the Council's Core Values.

5.10.4.4 The Contractor shall list in its Method statement (MS59) the Parks which it feels are suitable to stage commercial events and give guidelines for their size, frequency, type and environmental impact of staging any event, together with the likely charging regime and consideration of donation to user groups

5.1 0.4.5 Any events held, or intended to be held shall meet the requirements set out above.

5.10.5 Subelement XD- Additional Maintenance for Events and Resources

5.10.5.1 The Contractor shall ensure that adequate resources are available to deal with events which may necessitate any or all of the following:-

5.10.5.1.1 Additional grass cutting

5.1 0.5 .1.2 Additional marking of sports pitches and tracks 82

5.10.5.1.3 Supply and erection of boundary fencing, signs, litter bins etc

5.1 0.5.1.4 Additional irrigation

5.10.5.1.5 Unforeseen emergency service

5.10.5.1.6 Provision of mobile toilets

5.10.5.1.7 Siting of mobile toilets

5.10.5.1.8 Supply and connection of services

5.10.5.1.9 Supply and.erection of marquees

5.10.5.1.1 0 -Re-instatement of grass

5.10.5.2 The Contractor may charge event- organisers for costs arising from 5.10.5.1.1 - 5.10.5.1.10 above; the charge to be as set out in the Schedule of Rates and be subject to an annual adjustment in line with inflation.

5.11. Performance Standard XI- Sports Facilities

5.11.1 Subelement X1A- Availability and Booking Service

The Contractor shall make available for use by members of the public including local teams, community groups and schools, the sports pitches and courts and other sports facilities at the Locations in accordance with the Method Statement (MS60) being no less extent than at present. The contractor will detail in its Method Statement how it will ensure equality of access to the Service.

Note to bidders:

The Current Contractor employs a Sports Development Officer in order to develop the service in tandem with the council's strategic aims for sport and active recreation. This post would form part of the Contractors requirements e.g. a foil time post fully funded by the Contractor. The Sports Development Officer should 83 attend the CSPAN (Community Sport and Physical Activity Network) meetings on behalfof the authorised Officer.

5.11.1.1 The Contractor shall operate a booking service for all pitches, courts and other sports facilities (excluding bowling greens), both on a pre-booked and pay on-the-day basis and shall be entitled to retain income from all sports bookings and concessions, save for that generated by bowls.

5.11.1.2 In accordance witl1 its Method Statement (MS61) the Contractor shall actively promote the use of the sports pitches and facilities at tl1e Locations and shall monitor the use of pitch and court bookings, provide information and advice to potential users and monitor and evaluate customer satisfaction.

5.11.1.3 The Contractor shall actively promote use by disabled people and provide such assistance as necessary to enable them to benefit fully from the facilities including assisting their support workers.

Note to Bidders:

The Parks and Open Spaces contain a range of sports and other facilities and pitches as shown at Appendix 26.

Note to Bidders: Bowls Clubs

1. There are self managed bowls clubs within Hilly Fields (Plan Number Reference P24) Ladywell Fields (Plan Number Reference P28), Mayow Park (Plan Number Reference P 36), 84

2. The Agreement with the Bowls Club locations will provide that:

(a) At the commencement of the Contract, the Contractor shall be responsible for keeping the bowling greens in a neat and tidy condition and for maintaining them in accordance with section. 5.1.26.

(b) The Contractor shall also be responsible for all structural repairs and external decorations at the bowling greens.

(c) The Contractor shall pay the water and sewerage rates levied on the bowling greens.

(d) The Contractor shall pay the Uniform Business Rates levied on the bowling greens.

(e) The Contractor shall be responsible for keeping the bowling green, including all frxtures and fittings, insured with a reputable company to its full reinstatement value, including fees, against damage by fire and other perils as it may from time to time . require.

4. The Clubs shall pay all energy costs in respect of any property used by the bowlers .

.5. The Clubs shall continue to frx their own fees and retain all income generated.

6. At the commencement of the Contract, the responsibilities of the Clubs will be otherwise as those contained in Appendix 41 85

7. Tenderers will be asked for separate prices for the management and maintenance of the bowling greens within the pricing documents.

Note to Bidders: Booking Arrangements

A copy of the Current Contractors allocation forms, accompanying letters, the current rules and regulations for footballers and registration forms used in connection with the booking offootball pitches are shown at Appendix 32.

It is proposed that the Council will centralise the bookings of all sporting ~clivi ties across the borough in 20 I 0/11 and this booking function described above will be varied out of this contract at this time. Income for bookings taken centrally will be passed onto the contractor.

5.11.2 Subelement XI B- Sports Facilities

5.11.2.1 The Contractor shall comply with its tariff as set out in the Method Statement (MS62) for usage of sports facilities including pitches and courts, including a scheme for concessionary charges. The Contractor shall be entitled to increase the tariff at the Indexation Rate on an annual basis. If the Contractor wishes to increase any prices above this rate, tl1en permission must be sought in writing from the Authorised Officer.

5.11.2.2 The Contractor may, if desired, reduce prices below tl1e maximum allowable above but shall inform the Authorised Officer in writing before implementing such changes, [to seek his/her agreement to the change; such agreement not to be unreasonably witltheld.]

5.11.2.3 The Contractor shall give at least two weeks' notice to the public of any price changes, before they take effect. This notification shall take the form of prominently displayed notices at the parks and open spaces covered by the Specification, as appropriate. Printed price lists must be available from the Contractor personnel on site and from the Contractor's head office, at all times, on request, free of charge. 86

5.11.2.4 The charges for facilities and services which have not been identified by the Council at Appendix 27 shall be set out in the Method Statement.(MS63) Where, for any reason, an activity or facility is requested for which no price is currently specified, the Contractor shall liaise with the Authorised Officer to decide a price,

5.11.2.5 No charges shall be collected in respect of services extending beyond the Contract Term other than those duly authorised by the Authorised Officer during the last year of the Contract or part thereof.

5.11.2.6 In the event of any changes to the tax element of charges e.g. Value Added Tax, the Contractor shall review the charges and be entitled to adjust the charges accordingly (and shall do so in the case of a reduction in tax).

Note to Bidders:

1. The Council's charges for the use of sports facilities and pitches for the financial year 1'1 April2008 to 31'1 March 2009 are shown at Appendix 27. These charges are inclusive of VAT.

2. The Council normally reviews the fees and charges on an annual basis and adjusts them in. line with inflation, as a maximum, with effect from 1'1 April each year.

3. The Council operates a concessionary scheme that give reduced prices. The Leisure Plus Card gives discounts on production of the card for a ,number of different activities as set out in Appendix 63.

4. For information, income received by the Council for the letting offootball pitches in2007/8 and for the early part of the2008/9 seasons is shown at Appendix 31.

5. A number of Lewisham's Schools have traditionally held their Sports Days within Parks, for which a nominal charge 87

has been made. The Contractor should ensure that the Method Statement (MS64) include proposals for liaising with schools about their requirements for these events, for example special markings.

6. In tandem with the centralisation of bookings the tariffs will also be centralised at this time.

5.12 Performance Standard XII - Marketing and Development

5.12.1 Marketing Plan

5.12.1.1 The Contractor shall prepare and comply with an agreed plan for providing, marketing and advertising the services to be made available by it pursuant to this Specification (the "Marketing Plan"). The initial Marketing Plan shall be in the form agreed prior to the commencement of the Contract. The Contractor shall by not later than two months prior to each anniversary of the commencement of the Contract prepare and submit to the Authorised Officer for his approval an updated Marketing Plan in respect of the twelve months commencing or such anniversary.

5.12.1.2 The Marketing Plan will be updated by the Contractor and given to the Authorised Officer in the form of an Annual Marketing Strategy for approval.

5.12.1.3 The Contractor should seek advice from the Council's central Communications team and work in partnership with the new leisure provider to provide a brochure for parks events and activities .

Note to Bidders:

The Contractor shall submit the first year's Marketing Strategy in the Method Statement.(MS65) 88

The Contract will provide that:

(a) The Contractor will ensure thdt no information causes

offence or embarrassment to the user~ ofthe Parks and Open Spaces or to the Council.

(b) The Contractor shall ensure that all standards laid down by the Advertising Standards Authority and Trading Standards Board are adhered to at all times.

(c) The Contractor shall ensure that the wording 'Managed by 'name' ' is used in conjunction with the wording 'On Behalf of the London Borough of Lewisham ' on all publicity material and stationery.

5.12.2 Ecology and Nature Conservation Development

5.12.2.1 The Council employs a Nature Conservation Team (currently) comprising of a full time Ecological Regeneration Manager [ERM] and a full time Ecology Officer. The Contractor shall provide in a Method Statement (MS66) as to how it will liaise closely with the ERM and Nature Conservation Team, at all times, on all matters pertaining to tlie detailed maintenance, management and development of the Ecological Areas.

5.12.2.2 The Contractor shall provide in a Method Statement (MS67) how it will make qualified and suitable personnel available to develop and deliver guided walks and nature trails. The Contractor shall identify conservation tasks/events/activities and projects and prepare, market, implement, monitor and review a progranune of projects/events to be carried out in partnership with the Nature Conservation Team & Lewisham Council's nature conservation volunteering progranune called: 'Nature's Gym.' (Appendix 70). The Contractor shall communicate with individuals and groups to organise the involvement oflocal people to ensure the success of the progranune. 89

5.12.2.3 The Contractor shall fully satisf'y the Authorised Officer that he employs sufficient staff who are trained to NVQ level 2 in Enviromnent & Conservation and conversant with the particular needs to both manage/supervise the works and to operationally effect the works in the detailed manner specified. ·

5.12.2.4 The Contractor shall note that the Council has developed and will continue to develop close working partnerships with a number of voluntary groups specialising in the management and maintenance of Ecological Areas. It is the Council's intention to enter into partnership arrangements with these voluntary groups in respect of all or parts of some of the Ecological Areas. At the time of publication the information provided in this Contract in respect of Ecological maintenance tasks and areas, reflects the sites and types and quantities of work required of the Contractor. In the case of variations to the works required of the Contractor arising, the sums due to the Contractor shall be adjusted in accordance with his detailed rates provided in the Schedule of Rates. Under the instructions of the Authorised Officer· the Contractor shall, at all times, work in close liaison with the designated voluntary groups and both the Authorised Officer and the Contractor shall ensure that the works by one party shall not encroach on, nor adversely affect, the works carried out by the other party.

5.12.2.5 The Contractor shall inform the Authorised Officer of any outside bodies which present the Contractor with proposals which are ecologically or enviromnentally orientated. 90

5.12.3 Sports Development

The Contractor shall make from time to time at such times as may reasonably be required by the Authorised Officer sufficient personnel available within the Locations to meet with the Council's Sports Development staff to discuss its remit to promote and develop sport, health and fitness as identified in Appendix 53 and 58.

Note to Bidders:

The Current Contractor employs a dedicated Sports Development officer who will deliver the Sports Development programme for Parks and liaise with the Council's Sports Development team with a commitment to deliver and promote the Council's strategy and other such as department/or Culture, Media and Sport (dCMS), Department Of Health (DoH) and Sport England. This post would require an individual with at least 3 years of experience of the above in a Local Authority setting or similar.

The above post would be. responsible for the delivery and monitoring of the Peiformance Indicator's (PI's) relating to sports development and physical activity. In addition they would:

• Attend partnership meetings with the local authority and partners e.g. Physical Activity Partnership(PAP), sports action groups

• Develop the Bowls clubs

• Assist the Council to retain quality accreditation

• Work with clubs and users to increase participation

• Work with sports clubs to achieve club mark

• Complete satisfaction surveys with sports clubs and casual users e.g. tennis and deliver an action plan dependant on the issues arising from the consultation. 91

• Attend events to promote parks services. E.g. People Day, London Youth Games.

The Contractor should include details within the Method Statement (MS68) ofhow it proposes to assist the Council in the implementation of its strategy.

5.12.4 Sports Coaching

5.12.4.1 Where instructed by the Authorised Officer the Contractor shall make available a sports coaching service in respect of such sports as set out in Appendix 53 and/or in such other sports as the Council may from time to time nominate. Such number of coaches shaH be made available as shall be necessary to meet the reasonable requirements of users, having regard to seasonal requirements and popularity of sports. The Contractor shaH be entitled to charge users in accordance with the tariff set out in the Pricing Schedule, to be adjusted annually by the Indexation Rate, [or such other tariff as may be agreed from time to time by the Authorised Officer to reflect prevailing commercial rates for such coaching but with concessionary rates available in accordance witl1 Council policy]. This item should not therefore be included in the tender price.

5.12.4.2 The Contractor shaH ensure that a11 supervised coached sessions provided as part of the implementation of the Physical Activity, Sport and Leisure Strategy are conducted in the presence of a suitably qualified coach or member of staff. 92

5.12.4.3 The Contractor shall make available to the Authorised Officer, on request, a list of the names, qualifications and experience of persons attending the sites for the purpose of instructing.

5.12.4.4 The Contractor will employ only coaches or instructors who hold currently valid qualifications for those activities where coaching or instruction takes place. The coach/instructor will have a currently valid qualification of the Sports Council governing body or European equivalent to the satisfaction of the Authorised Officer, of the sport or game in which instruction is being given appropriate to the level of instruction or coaching.

5.12.4.5 The Contractor will ensure that all sports coaches have up to date enhanced Criminal Records Bureau (CRB) clearance to work with · children and young people

5.12.4.6 The Contractor shall comply with its Method Statement (MS69) for achieving the requirements of this Section above including proposals to meet your obligations in respect of staff working with children and young people.

Note to bidders:

The Current Contractor has a partnership with TeachSport (multi sports); Lewisham Community Sports (Multisports); Active Community (Multisports) and Urban Tennis (Tennis coaching).

5.12.5 Sponsorship

5.12.5.1 The Contractor may seek sponsorship for any part of the Service, subject to written permission being obtained from the Authorised Officer, such consent not to be unreasonably withheld, in advance of the completion of negotiations with the potential sponsors. The Council will not authorise any form of sponsorship which it regards as inappropriate to the image of the Council. 93

5.12.5.2 The Contractor shall comply with its policy arrangements for obtaining sponsorship as set out in the Method Statement (MS70).

5.13 PERFORMANCE STANDARD XIII- CUSTOMER CARE

5.13.1 Customer Care

5.13.1.1 The Contractor shall ensure that members of the public using the facilities and services in the Service provided by the Council are served promptly, effectively and courteously at all times. The Contractor shall comply with its customers charter (see appendix 42) as set out in its Method Statement (MS71) as to its proposals for Customer Care, staff presentation, customer enquiries, compliments, comments and complaints, booking system, customer service, point of sale service, telephone procedure, training and teclmical skills, market research, user group consultations and closures.

Note to Bidders

(a) The current Council procedures and policies for dealing with Customer Complaints are shown at Appendix 44.

(b) The Council has published its Customer Charter and a copy is provided at Appendix 42.

(c) The Contractor shall be expected to produce its own Charter for customers of the Service that meets or exceeds .the Council's Charter.

5.13.1.2 The Contractor shall co-operate with the Authorised Officer in compiling statistics and information concerning the performance of the Contractor against tl1e Customer Charter.

5.13.1.3 The Contractor shall make such information available to the public by means of prominent displays on boards at each park and elsewhere, as necessary, and shall display updated information within one working week of receipt. 94

5.13.1.4 The Contractor shall implement revised Customer Charter promises as required and in consultation with the Authorised Officer.

5.13.1.5 The Council has undertaken an Equalities Impact Assessment {EIA) for its parks and green spaces shown as appendix 69. Bidders are asked to set out in a Method Statement (MS72) how they will help meet the requirements of the EIA and action recommendations.

5.13.2 Customer Information

5.13.2.1 The Contractor shall make information publicly available about the performance and cost of the Service and how it operates including by way of reports, press releases, open forums or via individual enquiries.

5.13.2.2 The Contractor shall especially make available information regarding the use of the Service and the range of services to the customers and potential customers.

5.13.3 Customer Consultation

5.13.3.1 The public will need to be consulted in a number of ways to enable the Contractor to ascertain customer views and Service requirements. These may include any or all of the following as later described or such other methods as one agreed or instructed by the Authorised Officer from time to time:-

face to face interviews/surveys

On line surveys

Telephone surveys

surveys in the Council publications

User Group Meetings

5.13.3.2 The public will be informed of the consultation exercise by 95

survey findings being published in Lewisham Life

survey findings being discussed at all User Group meetings

survey findings being available in all libraries

survey findings being displayed in the parks

or such other method as is agreed .or instructed by the Authorised Officer.

5.13.4 Customers Forums/ User Group/Liaison Work

5.13.4.1 The Contractor shall undertake to support existing User Groups and develop new User Groups in the Parks

5.13.4.2 The Contractor shall promote the existence of User Groups within the community by means of publicity by the Contractor and approver by the Authorised Officer.

5.13.4.3 The Contractor shall attend the User Group meetings and be the link between the users and the Council. The meetings may also be attended by the Authorised Officer or his/her representative.

5.13.4.4 The Contractor shall meet the cost, if any, of providing accommodation for User Group meetings.

5.13.4.5 A full report of each User Group meeting shall be made available to the Authorised Officer within one week of the meeting taking place.

5.13.4.6 The Contractor shall offer advice on issues relating to the Parks and environmental concerns.

5.13.4.7 The Contractor shall carry out liaison work to establish and develop community relations and shall work closely with all users of the Parks including neighbouring schools and local residents to respond to needs and concerns and develop ongoing relationships.

l 96

5.13.4.8 The Contractor shall offer articles for publication in the bi-monthly Council publication, Lewisham Life, and other publications (with the approval of the Authorised Officer).

5.13.4.9 The Contractor shall undertake to support, and share costs with the Authorised Officer, the Annual Parks Conference and shall offer topics for presentation

Note to Bidders: Good liaison and consultation by the Contractor with User Groups is considered to be essential by the Council. The Contractor shall outline in its Method Statement (MS73) its proposals as to how it will mange and support user groups and the annual parks conference.

User Groups currently exist at:

• Blackheath Joint Working Party

• Blythe Hill Fields

• BrookmillPark/Broadway Fields and Friendly Gardens

· • Chinbrook Meadows

• Deptford Park

• Downham Woodland Walk

• Forster Memorial Park

• HomePark

• Ladywell Fields

• Manor House Gardens

• ManorPark

• MayowPark

• Mountsfield Park

• River Pool and Riverview Walk .

• Sydenham Wells Park 97

• Telegraph Hill Park

5.13.5 Undertaking Visitors Surveys

5.13.5.1 On an annual basis, the Contractor shall undertake no fewer than 10 site­ based Visitor Surveys dedicated to individual Parks, to gauge customer satisfaction and feedback on the services provided in each Park. Survey forms are to be agreed with the Authorised Officer, User Groups and the Contractor and include qualitiative and quantitative information on the useage of parks and green spaces by Lewisham's communities.

5.13.5.2 A copy of the Council's Park User Survey Form is shown, for information, at Appendix 43.

5.13.5.3 Visitor surveys will actively encourage Park users to participate in the services decision making processes by seeking their views on aspects of both the liaison service and park environmental issues, as a means of improving the service.

5.13.5.4 In addition to the visitor surveys, the Contractor will undertake an annual survey of the whole parks service, which should cover at least 1% of all park users, to gauge progress on achieving the Strategic Objectives and the outcome reported to users at the annual parks conference. The annual survey should include a survey of sports clubs and casual sports /physical activity users

5.13.5.5 The Contractor shall report all other customer feedback to the Authorised Officer using an appropriate form.

5.13.6 Complaints

5.13.6.1 The Council's current procedure and methods for responding to complaints and enquiries is shown at Appendix 44. 98

5.13.6.2 The Contractor shall take account of this when providing and managing its complaints policy and procedure documentation in its Method Statement (MS74). These procedures will be monitored by the Council on a monthly basis as part of the Actual inspections.

5.13.6.3 The Contractor shall make provision for monitoring complaints of racial or sexual harassment or other discrimination by its staff towards customers, or by customers towards staff. Harassment is unwanted conduct which has the pwpose or effect of either violating another persons dignity or creating an intimidating, hostile, degrading, humiliating or offensive environment for that person. It may be related to age, sex, sexual orientation, race, disability, religion, belief, nationality, political opinion, family status or any personal characteristic of the individual and may be persistent or a single incident. The Contractor shall inform the Authorised Officer of such complaints immediately and shall notify the Authorised Officer what action is taken to resolve the complaint. The Authorised Officer shall have the right to require the Contractor to remove from the Service any person responsible for discriminatory and/or abusive behaviour.

5.13.6.4 The Contractor shall comply with any reasonable request from the Authorised Officer to facilitate an investigation if the Authorised Officer considers it necessary. In the event of an investigation by the Authorised Officer or his/her representative into any matter concerning the site, service or Contractor, the Contractor shall be required to comply with any reasonable recommendations and requirements of the investigation.

5.14 PERFORMANCE STANDARD XN- SAFETY AND EMERGENCIES

5.14.1 Emergency Procedures

5.14.1.1 The Contractor shall comply with its Method Statement (MS75) for complying with all statutory fire and other safety regulations. The Contractor will, in addition, be responsible for the production and implementation of all procedures to deal with emergencies and evacuation of facilities and these should be set out in the Method 99

Statement. The Contractor shall be the point of contact in case of emergency at any of the Locations.

5.14.1.2 The Contractor shall provide to the Council's emergency out of hours switchboard and to the Authorised Officer the name of the Contractor's duty officers to be available out of hours. The Council currently runs an out of hours emergency telephone service via the Council's main switchboard.

5.14.1.3 Prior to the commencement of the Contract and from time to time thereafter, the Contractor shall provide to the Authorised Officer the name and telephone of a responsible person or persons who would respond to emergency ca11 out requests, alarm calls and incidents requiring a presence.

5.14.1.4 The Contractor shall comply with its Method Statement (MS76) as to how it proposes to provide this part of the Service.

5.14.1.5 The Contractor shall comply with its Metl10d Statement (MS77) as to how it proposes to maintain communication with its staff in connection with the setting up of an emergency procedure.

5.14.1.6 The Contractor shall comply with its Method Statement (MS78) for responses to the Emergency Services and the Authorised Officer.

5.14.1.7 The Contractor shall keep emergency access routes clear at all times.

5.14.2 Emergency Plan

5.14.2.1 The sites, including all access routes and thoroughfares shall be made available for use in the event of a major national or local emergency or disaster. The Contractor shall be prepared to assist the Council in such a case in responding to the prevailing emergency.

5.14.2.2 Should any Locations be required for this purpose during the Contract Term, the Council will inform the Contractor and the Contract will in respect of that Location be suspended forthwitl1. 100

5.14.2.3 In the event of the Contractor having to close part or whole of any of the sites owing to emergency conditions, the Contractor shall notify the Authorised Officer as soon as practicably possible in accordance with Clause.

5.14.3 Misconduct by Users of the Locations

5.14.3.1 The Contractor shall ensure and promote the appropriate and responsible use of the Locations and the facilities thereon in safety and comfort. The Contractor shall report and take action in the case of bye-law infringement and Dog Control Orders and, in the case of serious misconduct or emergency, inform the appropriate authorities and issuing of Fixed Penalty Notices. The Contractor shall comply with the proposals in the Method Statement (MS79)for ensuring that all users comply with relevant Legislation, Council rules, regulations, guidelines and bye-laws. A copy of the Current Contractors Incident Report form is shown for information in Appendix 11.

Note to Bidders:

An information pack which includes a copy of the parks and pleasure ground Bye-Laws and Dog Control Orders is included as Appendix 17.

5.14.3.2 The Contractor will be expected to provide evidence to the police and other authorities and the Council in accordance with the Police and Criminal Evidence Act 1984 and to enable the Council to prosecute offenders if required. The Contractor will produce an Incident Book, based upon the example given at Appendix 18, for use by its entire staff. The Contractor shall comply with its Method Statement (MS80)) to ensure that all staff receive the necessary training to carry out this function.

5.14.3.3 The Council has a policy in relation to violence to staff to help staff deal with incidents of aggression and violence. A copy of the policy guidelines is shown at Appendix 19. The Contractor should comply with 101

its Method Statement (MS81) in dealing with incidents of aggression and violence against staff.

5.14.3.4 The Contractor shall inform the Authorised Officer of any land within a Park or other Location which is encroached upon by a private residence and the action taken to prevent the continuation of the encroachment.

5.14.4 Lost Property

5.14.4.1 The Contractor shall comply with its Method Statement (MS82) as to arrangements for the safe storage, collection, return and disposal of property found in any of the Locations premises.

5.14.5 Security

All parts of the Locations expect Redundant Buildings, Generations Playclubs and Housing sites

5.14.5.1 The Contractor shall be responsible for the total security of the Parks and facilities thereon during the Contract Term.

5.14.5.2 The Contractor shall ensure that all fire, panic, intruder alarms and any other security devices are maintained in accordance with current legislation and manufacturers instructions and that effective training in their usage is given to the appropriate staff.

5.14.5.3 The Contractor shall ensure that any alarms and security devices contained within the sites are not removed or replaced without the prior consent of the Council.

5.14.5.4 The Contractor shall ensure that prior to the installation of any additional alarm/security equipment, approval in writing is obtained from the Authorised Officer.

The Contractor shall inform the Police immediately if a dead body is found within the boundaries of a Park or Open Space or any other 102

Location. The Contractor shall also inform the Authorised Officer of any such occurrence.

5.15 Performance Standard XV-Value For Money

5.15.1. Value For Money

5.15.1.1 VFM is generally regarded as a measure of whether an organisation is achieving the best value (outputs and/or outcomes) for the resources used (input). The determination ofVFM is normally based on the "three Es" - Economy, Efficiency and Effectiveness. Lewisham has always strived to deliver better services which meet the expectations of the service users. As there are,1imited resources available to achieve this, it is necessary to ensure that value for money is being achieved from these limited resources.

5.15.1.2 The Council is committed to making annual efficiency savings across all its service areas and will apply annual cashable savings to this contract. On the anniversary of the Commencement Date during the Contract (the Review Date) the Contractor shall re-calculate the Bills of Quantity, the Schedule of Rates and the Day Works Rate for the coming year using the formula set out in Section 10 of the Contract Conditions (i.e RPI (Retail Price Index) minus 3%). The Contractor should provide detail in a Method Statement (MS83),how it will achieve these efficiency savings without detriment to service quality.

5.15.1.3 The Contractor shall outline in,its Method Statement (MS84) how it will deliver Value for Money on behalf of LB Lewisham, and how performance will be continually improved across the Service during the term of the contract. 103

5.15.1.4 The Contractor shall attend the London Parks Benchrnarking Group meetings as the representative of the Authorised Officer, and provide benchrnarking information to the Group as requested.

5.15.2 Continuous lrnprovement- External awards

Green Flag Awards Scheme

5.15.2.1 The Contractor shall be responsible, at its own cost, for making the annual applications for Green Flag awards as advised by the Authorised Officer. (refer to Appendix 68 link to Green Flag website) The application shall be made in the name of Lewisham Council in partnership with the Contractor.

5.15.2.2 The Council is committed to increasing the number of Green Flag awards on an annual basis with an aspiration to have awards for all Category A & B parks by 2020, with 15 parks being awarded Green Flag by 2015.

5.15.2.3 The Contractor shall be responsible for writing and updating the Management Plans for the Green Flag parks

5.15.2.4 The Contractor shall include details within the Method Statement (MS85) as to how it will maintain and increase the number of Green Flag awards throughout the term of the Contract

Note to Bidders

The Council currently has 8 Green Flag parks; Bellingham Green, Brookmill Park, Chinbrook Meadows, Commill Gardens, Manor House Gardens, Manor Park, Sydenham Wells Park, and Telegraph Hill Park. In addition to the above applications have been made in 2009 for Blackheath (in partnership with Greenwich Council), Deptford Park, Hilly Fields, and Ladywell Fields

In Bloom 104

5.15.2.5 The Council enters the Annual London in Bloom competition and runs its own Lewisham in Bloom competition. The contractor will outline its proposals in a Method Statement (MS86) how it will support and actively participate in both these competitions and other similar community engagement and improvement initiatives.

5;15.3 Continuous Improvements -Raising Standards

5.15.3.1 The Authorised Officer intends to secure an Annual Improvement Budget for the duration of the contract term to be administered by the Client team. The successful bidder will be given an opportunity to quote for works identified in the annual improvement programme. Works that could be undertaken could include new equipment, infrastructure and facilities

5.15.3.2 The Council has recently commissioned a PPG17 (Planning Policy Guidance for Open §pace, Sport and Recreation) shown in Appendix 73. The report details a 'league' table for parks identifying each parks quality rating. The Council wishes not only to raise the standard at the upper end of the table but to raise the levels at the lower end to an acceptable standard of no fewer than 50 points.

5.16 PERFORMANCE STANDARD XVI- EQUALITIES & DIVERSITY

5.16.1 The Contractor shall outline in its method statement (MS87) how it will promote equalities & diversity and deliver accessible services for the duration of the contract:

• The contractor must demonstrate their commitment to · Lewisham's Comprehensive Equality Scheme 2008-11 -the promotion of equality across the 6 key equality gro1,1ps: race; gender; disability; age; faith; and, sexual orientation.

• The contractor must demonstrate their understanding of Lewisham's diverse communities and the impact their services may have on these communities. 105

• The contractor must detail the actions they will take to mitigate potential adverse impacts on equalities groups and set out the positive impacts they will be taking to promote equality and ensure that services are accessible.

• The contractor must detail how they will contribute to the delivery of actions set out in the Parks & Open Spaces Equalities Assessment (EIA) (see appendix 69) , progression of these actions will be monitored by the client.

• The contractor will develop a rolling 3 year equalities impact assessment programme (assisted by LB Lewisham) on all elements of service provision, undertaking these EIAs and progression of actions will be monitored by the client.

• The contractor will collate qualitative and quantitative information on

the usage of parks and gre~n spaces by Lewisham's communities to ensure accessibility - tiris information will inform EIAs and service development.

• The contractor will adhere to LB Lewisham's principles and standards with regards to ensuring the diversity of it's workforce, the contractor will provide monitoring information on the make up of it's workforce and will set out actions to improve diversity where appropriate. This will be monitored by the client.

• The contractor will stay abreast of new legislative developments with regards to equalities and diversity and ensure that services anticipate potential changes.

• The contractor's business plan must include a strong equalities element which responds to all the points set out above.

Note to bidders: Translation, transcription and interpreting Lewisham Council's official provider oftranslation, interpreting, transcription and disability services is Pearl Linguistics.

Pearl Linguistics- 24 hours a day, 7 days a week- a charge is levied:

• Translation services • Face-to-face interpreting • Telephone interpreting • Desktop publishing/design (for translation only) • Audio into text (transcription) • Text into audio (recording) • Foreign audio into English text (audio translation) • Voice-over • Braille • BSL (British Sign Language) • Lip-speaking • Large print • Deaf-blind interpreting

OTHER PROVISIONS

6 EMPLOYEES

6.1 Staffmg

• 6.1.1 The Contractor shall comply with its Employment Policy and Terms and Conditions as set out in its Method Statement (MS88) to meet with the provisions of the Race Relations Act 1976 and setting out the Contractor's Policy and implementation plan for dealing with the promotion of equality across the 6 key equality groups: race; gender; disability; age; faith; and, sexual orientation. 107

6.1.2 The Contractor shall ensure that adequate numbers of suitably qualified staff are provided to undertake the work specified within this Contract, including carrying out effective patrols and shall comply with its Method Statement in this regard.

Note to Bidders: The Contractor shall set out its proposals for the minimum levels ofstaffing and management for operating this Contract, together with proposals for additional seasonal staffing as required, in the Method Statement(MS89). The Contractor is reminded that the Council's objective for the Parks' Service is to maximise visibility of personnel in parks in order to provide a safer environment for parks' users. This should include the arrangements for communicating and liaising with the Authorised Officer. This should also indicate the time that each member of staff will be allocated to the Services identified in this Contract, where staff are split between a number of elements, (parks, grounds maintenance, cleansing).

6.1.3 The Contractor shall comply with its Method Statement (MS90) its proposals for Staff Training and provision for Apprenticeship training schemes

6.2. Maintenance Qualifications

6.2.1 The Contractor shall ensure that maintenance and repair work is carried out only by competent staff with relevant experience and qualifications. Proposals for carrying out! arranging for this work should be included in the Method Statement (MS91).

6.2.2 Recognised apprentices and labourers may be used only under the direct supervision of competent skilled craftspersons.

6.2.3 Any operative working on gas installations or connected with gas works must be C.O.R.G.I. registered and an A.C.O.P.S. approved person.

6.2.4 All electrical works shall conform to the I.E.E. l?'h edition Wiring Regulations and contractors must be N.I.C.E.I.C. approved. 108

6.2.5 Maintenance of bowling greens shall be carried out only by operatives who hold a Greenkeepers' qualification such as the Institute of Groundmanship - Fine Turf Culture, or such equivalent as agreed by the Authorised Officer.

6.3 Clothing and Identification

6.3 .1 All persons engaged in the performance of the Service shall at all times be properly attired and presented in appropriately identifiable clean uniforms which shall include the Council's logo or other clothing which has been approved by the Authorised Officer. The cost of providing and cleaning such uniforms shall be borne by the Contractor.

6.3 .2 Representatives of the Contractor shall display at all times identity cards or other identification approved by the Authorised Officer.

6.3.3 When requested to do so or when communicating with other persons as representatives of the Contractor, · all persons employed by the Contractor in the performance of the Service shall disclose their identity and shall not attempt to avoid doin¥ so.

6.3 .4 The Contractor shall provide at its own expense protective headgear, clothing and equipment as appropriate and first aid equipment for all workers employed.

6.4 Contractor's Vehicles

6.4.1 All liveried vehicles engaged in the performance of the Service shall at all times be properly identifiable, clean and in a roadworthy condition. The vehicle shall include the Council's logo and wording approved by the Authorised Officer

Note to bidders

Please provide details in a Method Statement (MS92) for the provision of Livery, ID, uniforms and work wear specific to this contract and 109

identify clearly the annual sum contained within you tender price for this provision

7 COMPLIANCE

7.1 Health and Safety

7.1.1 The Contractor shall set out its proposals for complying with all relevant sections of the Health and Safety at Work Act 1974, the Management of Health and Safety at Work Regulations 1992, the COSHH Code of Practice and other such legislation and approved guidance applicable to the Service. The Contractor shall provide details of its COSSH Assessments for proposed materials and demonstrate the training received by company operatives. The Contractor shall keep itself up to date with HSE and industry gnidance.

7.1.2 Currently, there are a number of health and safety inspections carried out by the Council to ensure that any potential hazards that may cause a threat to public safety are identified and the appropriate action taken to remove, or isolate, the hazard. The Contractor shall ensure that the Method Statement (MS93) includes proposals for making safe any damage which presents a hazard to the public and advising the Authorised Officer of the action taken.

7.1.3 The Contractor shall ensure that the Method Statement (MS94) also includes proposals for reporting incidents involving an accident or any occurrence that endangers the health and safety of contractor's personnel, council staff or the general public.

Note to bidders: A copy of the Current Contractors Safety Inspection Record is shown for information as Appendix 12, the Council's Health & Safety Policy is shown as Appendix 13 and the Current contractors Arrangements forHealth and Safety shown for information as Appendix 14. Tenderers are expected to provide their own written arrangements which should be subitted with their tender submissions. ---~~~~~~~~ ~~~~ ~-~-~ --

110

7.2 Hygiene

The Contractor shall ensure that any person employed in and about the provision of the Service, either directly managed or as part of a sub-lease, is properly and sufficiently qualified, experienced, instructed and supervised with regard to the Service and in particular in the need to maintain the highest standards of hygiene which will include the colour· coding of materials used in the cleaning catering equipment, toilets and changing rooms to prevent cross infection.

7.3 Portable Appliances

The Contractor shall outline in its proposals for complying with the Electricity at Work Regulations 1989.

7.4 Construction and Design Management Regulations

7 .4, 1 The Contractor shall include proposals to comply with the requirements of the Construction, (Design and Management) Regulations 2007 in the Method Statement.(MS95)

7.4.2 Should Construction, Design and Management Regulation 13 be in use, no more than four operatives are to be on site at any one time.

7.5. Licences

The Contractor shall ensure that all licences, including inter alia Television Licences, · Events licences, Liquor Licences, Music and Dancing Licences, Phonographic Performance Limited and Performing Rights Society, required for its operation are obtained and maintained in accordance with the relevant statotes and local conditions at its own expense. Proposals for carrying out this work should be contained within the Method Statement (MS96).

7. 6 Fire Certificates 111

It will be the responsibility of the Contractor to ensure compliance with the Conditions of any Fire and Electrical Certificates at its own expense. Proposals for carrying out this work should be contained within the Method Statement (MS97).

7.7 Insurance

7. 7.1 It will be the responsibility of the Contractor to ensure that there is adequate insurance cover on parks buildings and generally in relation to accidents, incidents and damage to furniture, equipment and facilities in the Parks.

7.7.2 The Contractor shall insure, and keep insured during the Contract Term, all parks' premises and buildings against loss and damage, and itself, its employees and agents with an insurance company of repute to be approved by the Authorised Officer against all actions claims and demands made against the Contractor arising from the loss or damage to any property of or death of or personal injury to any visitor to or user or licensee of the parks buildings in accordance with the Conditions of Contract.

8.. UTILITIES AND RATES

8.1 SerVices, Utilities and Uniform Business Rates

The Contractor will be responsible for ensuring that all supplies of mains water, electricity and gas are maintained to the premises during the Contract Term and, unless otherwise indicated, will be responsible for the payments arising therefrom. The Contractor will be responsible for the transfer of accounts from the current contractor on Commencement date.

N ate to Bidders:

A list of utilities charges for each site is shown as Appendix 36

8.2 Uniform Business Rates

From the commencement of the Contract, the Contractor will be responsible for payment of the Uniform Business Rate charges shown in Appendix 60 and for any 112

other Uniform Business Rate charges levied on any buildings listed in Appendix 33 or new facilities provided during the term of the contract. The contractor shall be responsible for ensuring the UBR is paid whether directly by itself or through a sub-lease/licence.

8.3 Telephones

Note to Bidders:

A list ofland lines is set out in Appendix 36. Tenderers are asked to indicate ifthey wish to utilise either some or all ofthese telephones with their Tender submissions.

The Council will be responsible for arranging disconnection of any telephone that the Contractor does not wish to use, and for paying any charges arising therefrom.

8.3 .1 The Contractor will be responsible for telephones retained, from the Contract commencement date, and will· pay all charges (both calls and rental) arising therefrom.

8.3.2 The Contractor may with the permission of the Authorised Officer and, at its own expense, install additional telephone lines and or introduce a public telephone service at any of the facilities.

8.3 .3 The Contractor will be required to indicate in the Operation Plan (Method Statement number 2) how it proposes to maintain the level of communication with staff engaged on the provision of the Service necessary to provide the Service.

8.4 Wayleaves and Rights of Way

8.4.1 A number of utility companies have the right of access to various pieces of their equipment located within Lewisham's parks. The list and details are shown in Appendix 57. but this list is not exhaustive. The Council reserves the right to VarY the routes of existing wayleaves and rights of way and to enter into new wayleaves and rights of way during the Contract Term. 113

8.4.2 The Contractor shall continue to ensure that the utility companies have unimpeded access to their own equipment, which may be necessary for the carrying out of emergency work outside parks opening hours.

8.5 Disposal of Waste and Refuse

8.5.1 The Contractor will make proper financial and operational arrangements for the disposal of all effluent, waste and refuse arising from all sites during the Contract Term, in line with relevant legislation. The Contractor's proposals for tl:ris should be set out in the Method Statement (MS98).

8.5.2 The Contractor will not dispose of waste or refuse at any of the sites by incineration at the site.

Note to bidders:

The Contractor must ensure that it complies fitlly with its obligations under Section 34 of the Environmental protection act 1990 insofar as it is acting as the Council's waste carrier.

9. GOODS AND MERCHANDISE

9.1 Goods and Material Provision

9.1.1 The Contractor shall make all arrangements for the purchasing of goods and materials for use in providing the services specified. The Contractor shall ensure tl1at all goods and materials used are, where appropriate, in accordance with specified standards, codes etc, or if not specified fit, for purpose and of good quality.

9.1.2 The Contractor's payment for goods and services must be prompt and the Contractor shall ensure that any default on payment for legitimate services shall not arise. 114

9.2 Sale and Hire of Merchandise

The Contractor may offer for hire a range of goods and equipment as will be used in pursuance of the activities offered within the sites, details of which should be contained in the Method Statement (MS99)

9.3 Coin Operated Equipment

The Contractor shall detail in the Method Statement its proposals for the

installation of any coin operated equipment. (MS 100)

10. ADDITIONAL ITEMS

10.1 Manor Park Building

The current building whilst not listed as redundant in Appendix 33 is currently not in use. The Council, together with the User Group would like to renovate the interior, reintroducing public toilets, kiosk and community space. This is a Green Flag park and it is intended to have the building renovated within the first 12 months of the contract. The estimated cost for the refit is circa £60,000 and the Council is looking at a number of funding opportunities. The bidders are asked to make recommendations as to how the building might be staffed, and what community use could be incorporated. Initial proposals have centered around a base for Nature's Gym, an on-site gardener and Contractors administrative staff.. Bidders are asked to detail in a Method Statement (MS101) their recommendations for bringing this building back into use.