Quotation Request general mtce

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Bradford On Tone Parish Council

General Grounds and Property Maintenance Works

QUOTATION REQUEST

Miss Joy Norris - Parish Clerk
Bradford On Tone Parish Council
C/O Taransay
Bradford On Tone
Taunton
Somerset
TA4 1EX
Tel: 01823 461856
Email: Hello@bradfordontone-pc.gov.uk
11 August 2025

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Bradford On Tone Parish Council
Instructions for submitting quotations
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Contractors will be held to have fully informed and satisfied themselves by their
own independent observations and enquiries, including where appropriate, site
visits and inspection of drawings, as to the nature, extent and practicability of the
works and where appropriate the positions relevant thereto of buildings,
structures, the means of access to the works and all other points which can in
any way affect the prices inserted in the Form of Quotation.
Where drawings are issued with the quotation document, quotations will be based
on them.
Where a quotation requires entry by the contractor they must be completed in ink
or typescript and signed by the contractor.
All contract documents, including drawings, whether a quotation is submitted or
not, remain the property of Bradford On Tone Parish Council and shall be treated
as private and confidential.
Quotations shall remain open for acceptance for a period of 90 days after the
latest date for submission.
The Council will not be responsible for or pay any expenses or losses, which the
contractor may incur in the preparation of their quotation.
The contractor is responsible for providing all transport, fuel, tools, equipment and
materials to undertake the specified works, except in the case of ad hoc general
repairs or replacements to footpath furniture e.g. repairs to stiles, painting,
hardware or ironmongery.
A contractor may choose to submit a price for any or all of the specified services.
Timetable – the timetable for dealing with this quotation procedure is:
11 August 2025
Quotation document made available
12 September 2025 12 noon Completed quotations submitted
16 September 2025 Quotation Parish Council meets and considers
quotations received
1 October 2025 Agreement commences
If any of the information in this document is not clear and you would like
clarification or if you would like additional information or would like to visit any of
the locations please contact the Parish Clerk.

Quotations are to be returned to: The Clerk to Bradford On Tone Parish Council, C/O
Taransay, Bradford On Tone, Somerset TA4 1EX or by email to
Hello@bradfordontone-pc.gov.uk
Quotations to be received by no later than noon on 12 September 2025

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SPECIFICATION
The services listed in the table below are required for a period of two years starting 1
October 2025 (or other date by mutual agreement between the Parish Council and the
chosen contractor); the contract may be extended for a further two years by mutual
agreement.
Task
planted areas adjacent to the war
memorial
weeding, pruning and general tidying
* sloped planted area between the road
and the village hall
weeding, pruning and general tidying
2 X Bus shelters (either side of the A38
near the Worlds End)
weeding around the perimeter area,
cleaning under any seats, litter picking in
and around the shelters cleaning the
shelter structures inside and outside
Footpaths / Public Rights of Way
General grounds maintenance strimming, hedge cutting, litter picking;
Repairs to stiles etc
Play / Trim Trail Area
Grass cut
Defibrillator Kiosk (centre of the village
next to the public house)
Clean inside and outside
General grounds maintenance and simple
property maintenance

Frequency
Twice a year – spring and early
November (before Remembrance Day)
Twice a year – spring and early
November (before Remembrance Day)
Every 3 months

As and when needed & requested by the
Parish Clerk
**Weekly April – September
2 weekly October – December , March
Quarterly
Ad hoc requests

* This area may be dug out and redesigned in the next 18 months
**This may be varied by agreement with the parish council dependant on growing
conditions
The contractor is responsible for providing all transport, fuel, tools, equipment and
materials to undertake the specified works, except in the case of ad hoc general repairs
or replacements to footpath furniture e.g. repairs to stiles, painting, hardware or
ironmongery.

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Health & safety – including method statement
Whilst work is in progress every effort must be made to protect members of the public,
including the display of appropriate signage and the cordoning / fencing the working
area and any associated storage area
The contractor is to provide with the quotation, a simple method statement to show the
method of working and in particular how safety of the public and workers will be ensured
during the course of the works.
Insurance
The contractor shall maintain a comprehensive policy of public liability and employer’s
liability insurance. In respect of its liability such insurance cover to be maintained and
provide for a minimum of £5,000,000 (FIVE MILLION POUNDS). Cover in respect of
death of personal injury due to negligence will be unlimited.
A copy of the contractors insurance should be provided with their quotation submission.
References
Please provide names of 2 people/organisations for whom you have undertaken similar
work.
Evaluation of Quotations
All quotations received will be evaluated against the following criteria;
• Quality of the completed quotation form and provision of all requested documents
• Value for money (cost / quality)
• Use of sustainable methods and materials
• Evidence of undertaking similar work previously
• As contractors may provide a quotation for some or all of the specified tasks,
account will be taken of which tasks have been priced so that the Parish Council
can enable all the work in the way that provides best value.
Variation to cost
The Parish Council will only consider a variation of the cost after the first year of the
contract in exceptional circumstances.
If an extension to the contract after the initial two years is discussed a cost variation may
be considered.
Payments
The contractor should submit their invoice, detailing the work undertaken by email to the
Parish Clerk – Hello@bradfordontone-pc.gov.uk
Payment to the contractor will be made by BACS as soon as possible after the Council
has approved the contractor’s invoice for payment. (please note Council meetings are
usually held in January, March, May, July, September and November)
Format of contract
The formal contract between the chosen contractor and the Parish Council shall
comprise this written specification, the completed quotation submitted by the contractor
and the Parish Council’s written acceptance of the quotation (this includes email).
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Subsequent variations to the contract shall be by written (including email)
correspondence.
Termination of contract can be exercised by either party by giving three (3) months
written notice or at any times where the provisions of this contract are not being served
in the opinion of the Parish Council.

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FORM OF QUOTATION
Closing Date & Time:
To:

Parish Clerk
C/O Taransay
Bradford on Tone
Taunton
Somerset
TA4 1EX
Or by email to Hello@bradfordontone-pc.gov.uk

Contractor’s Name: …………………………………………………………………
(in block letters)
SHORT DESCRIPTION OF WORKS:General Grounds and Property Maintenance Works
Reference Contact 1:
Contact Name: ………………………

Company Name: …………………………….

Address: ………………………………………………………………………………………
Phone No: ………………………

e-mail address: ………………………………………

Reference Contact 2:
Contact Name: ………………………

Company Name: …………………………….

Address: ………………………………………………………………………………………
Phone No: ………………………

e-mail address: ………………………………………

Having examined the specification for the above-mentioned works, we offer to carry out
the whole of the said works in conformity with the said specification for the sums as
detailed in the table below
NB:
(i)
The price stated includes all transport, fuel, tools, equipment and materials to
undertake the specified works, except in the case of ad hoc general repairs or
replacements to footpath furniture e.g. repairs to stiles, painting, hardware or
ironmongery
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(ii)

A contractor may choose to submit a price for any or all of the specified
services.

Task
Planted areas adjacent to
the war memorial
weeding, pruning and
general tidying
Sloped planted area
between the road and the
village hall
weeding, pruning and
general tidying
2 X Bus shelters (either
side of the A38 near the
Worlds End)
weeding around the
perimeter area, cleaning
under any seats, litter
picking in and around the
shelters cleaning the shelter
structures inside and outside
Footpaths / Public Rights of
Way
General grounds
maintenance - strimming,
hedge cutting, litter picking;
Repairs to stiles etc
Play / Trim Trail Area
(Heatherton Park)
Grass cut
Defibrillator Kiosk
Clean inside and outside
General grounds
maintenance and simple
property maintenance

Frequency
Twice a year – spring and
early November (before
Remembrance Day)

Cost
Please give a cost per
work visit

Twice a year – spring and
early November (before
Remembrance Day)

Please give a cost per
work visit

Every 3 months

Please give a cost per
clean

As and when needed &
Please give a cost per
requested by the Parish Clerk hour

Weekly April – September
2 weekly October –
December, March
Quarterly
Ad hoc requests

Please give a price per
cut
Please give a cost per
clean
Please give a cost per
hour

We confirm that once the Quotation is formally accepted we can commence the work
starting 1 October 2025 – if this is not possible please provide your preferred start date
…………………
This quotation together with your written acceptance thereof, shall constitute a binding
contract between us.
Checklist of information / documents to accompany completed quotation form
• Public Liability Insurance
• Employers Liability Insurance
• Method Statement / Full description of how contractor will undertake works /
methods to be used
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We understand that you are not bound to accept the lowest or any other quotation you
may receive and that this quotation will remain open for acceptance for a period 90 days
from the latest date for receipt of quotations.
Yours faithfully

Signature:

………………………………..

Date: …………………………………...

Name :

…………………………

Address:

…………………………………………………………………………………….

Company:

……………………………………

…………………………………………………………………………………….
Tel No:

………………………

e-mail: ……………………………………………

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