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Grounds Maintenance Contract

Totnes Town Council

This public procurement record has 1 release in its history.

Tender

24 Sep 2026 at 12:15

UK4 - Tender Notice
Summary of the contracting process

Totnes Town Council is seeking grounds maintenance services for Totnes Cemetery and Castle Meadow in Totnes, Devon. The work covers routine grass cutting, hedge and shrub trimming, keeping paths and a roadside dry-stone wall bank clear of vegetation, and removing cuttings and other debris from the sites for lawful disposal. Cemetery duties also include maintaining raised graves and the Garden of Rest, clearing leaves, and separately pricing annual maintenance of designated wild areas. At Castle Meadow, grass cutting excludes a trial meadow area. The contractor must take account of funerals and nearby homes while carrying out work. This is a local grounds care contract covering two council sites, rather than a general grounds maintenance service across the wider region.

The council invited offers through a below-threshold open competition. The tender deadline was 28 October 2026 at 17:00 UK time. The procurement is divided into one lot, with a gross estimated value of £60,000. The initial contract period runs from 1 April 2027 to 31 March 2029. If both parties are satisfied with performance during those first two years, the contract may continue into subsequent years, with a review after five years; the stated maximum extent is 31 March 2032. Either party can terminate by giving at least three months’ written notice. Quotes are assessed on cost, business resilience, flexibility and references. Resilience examples include staffing and equipment; flexibility includes accommodating delays to planned cemetery work when a burial takes place.

This requirement suits a grounds maintenance business able to manage regular, detailed work across cemetery and public open-space settings. It is identified as suitable for small and medium-sized enterprises, and participation is reserved for suppliers located in Devon. Bidders should have the staff and equipment to carry out the specified mowing, strimming, hedge and shrub work, debris clearance and seasonal wild-area maintenance, and the capacity to provide their own tools, machinery, materials, transport and support staff. The contractor needs current public liability insurance, suitable risk assessments, and equipment subject to servicing and safety inspections. Work must comply with health and safety requirements, seasonal bird-nesting restrictions and the council’s prohibition on glyphosate. A strong bid will evidence reliable delivery, operational resilience, flexibility around funerals and relevant references.

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Notice Information

Notice Title

Grounds Maintenance Contract

Notice Description

TOTNES TOWN COUNCIL GROUNDS MAINTENANCE SPECIFICATION 2027/28 The contract is for Grounds Maintenance at Totnes Cemetery and Castle Meadow. Maintenance shall include the removal from the site of all cuttings which are to be disposed of legally. Hedge and shrub cutting must comply with seasonal restrictions relating to bird nesting. Grass cutting will include maintaining the grass and any other growth around headstones /monuments/ benches / boundaries to the same height as the surrounding grass. Grass to be cut up to boundary fences or walls. The Contractor will comply with all relevant Health and Safety legislation in respect of both the Contractor's employees and the general public. Suitable and sufficient risk assessments on all work processes must be provided. Machinery and equipment used must be subject to the necessary servicing and safety inspections. The Contractor will give consideration to the area of work and noise levels when funerals are in progress and not start before 0800 hours given the proximity of residential properties. The Contractor must hold adequate and current Public Liability Insurance. The Contractor must comply with the Council's policy banning any use of Glyphosate on Town Council owned land. Totnes Cemetery The Cemetery is shown on the enclosed map A and consists of approximately 7.01 acres. Grass cutting - 17 cuts per annum, as close to the ground as practicably possible, on the following frequency - - - - - 1 cut in January or February (prior to wild flower blooming) 1 cut in March (before Easter or Mothering Sunday if Easter is in April) 2 cuts per month April to September 1 cut per month October and November 1 cut in December by the 15th of the month Grass cutting to take place only on the perimeter of wild areas on the circle (plus paths through the middle) and on the island containing the Chapel to one mower width. Raised graves - growth on raised graves to be kept below 30cm as part of the monthly grass cutting schedule. Garden of Rest - area to be cut/strimmed and grass blown off the memorial stones/tablets. Hedge cutting - 1 cut per annum. To be cut on internal sides and tops only. Shrubs and bushes (see plan provided) - to be trimmed/cut back tight once a year between September November to form rounded shapes and to remove the year's growth. Roadside dry stone wall bank - to be kept trimmed and tidy on top and both sides. Any shrubs or brambles on the bank or overhanging the wall to be kept trimmed and cleared so as not to cause an obstruction to the public footpath. Pathways - to be kept clear of any up growing and overhanging vegetation. Weeds to be strimmed. All debris to be blown off paths. Itemised quote requested for annual maintenance of the Wild Areas on the circle and the Chapel - to be cut back annually in late summer, cuttings left for up to two weeks for seed to drop and then cleared. Winter leaves and debris from trees to be cleared before Easter and before Christmas. Castle Meadow Castle Meadow is shown on the enclosed map B and the hedge runs along Collins Road and Lower Collins Road as highlighted in pink. Hedge cutting - 1 cut per annum. To be cut on both sides and on top. In the area enclosed by allotments only outside to be cut. Grass Cutting - 2 cuts per annum of Castle Meadow to be carried out in June and October, with the exception of the trial meadow area, to be marked by stakes and roped off prior to these cuts. Term of contract The initial contract will be for two years from 1st April 2027 to 31st March 2029. If both parties are satisfied with the conduct of the contract during the first two years', the contract will continue into subsequent years with a review after five years. The Contractor is expected to provide and pay for their own tools, machinery, equipment, materials, transport and support staff. Either party shall have the right at any time to terminate this contract by giving not less than 3 months' notice in writing to the other party. Contract monitoring The contractor will be required to co-operate in meeting with the Town Council's appointed officer to review progress with the contract, and to promptly address any failure in service identified at those meetings. Contract monitoring meetings will be held as required either on site at Totnes Cemetery or in the Town Council offices. Pricing and payment The agreed cost of the contract, together with VAT (if applicable), will be paid in equal monthly payments in arrears by the 30th day of the month immediately following the month in which the Services have been performed.

Lot Information

Lot 1

Renewal: If both parties are satisfied with the conduct of the contract during the first two years', the contract will continue into subsequent years with a review after five years.

Notice Details

Publication & Lifecycle

Open Contracting ID
ocds-h6vhtk-077968
Publication Source
Find A Tender Service
Latest Notice
https://www.find-tender.service.gov.uk/Notice/090521-2026
Current Stage
Tender
All Stages
Tender

Procurement Classification

Notice Type
UK4 - Tender Notice
Procurement Type
Standard
Procurement Category
Services
Procurement Method
Open
Procurement Method Details
Below threshold - open competition
Tender Suitability
SME
Awardee Scale
Not specified

Common Procurement Vocabulary (CPV)

CPV Divisions

77 - Agricultural, forestry, horticultural, aquacultural and apicultural services

CPV Codes

77314000 - Grounds maintenance services

Notice Value(s)

Tender Value
£60,000 Under £100K
Lots Value
£60,000 Under £100K
Awards Value
Not specified
Contracts Value
Not specified

Notice Dates

Publication Date
24 Sep 20261 weeks ago
Submission Deadline
28 Oct 20263 weeks to go
Future Notice Date
Not specified
Award Date
Not specified
Contract Period
1 Apr 2027 - 31 Mar 2029 2-3 years
Recurrence
Not specified

Notice Status

Tender Status
Active
Lots Status
Active
Awards Status
Not Specified
Contracts Status
Not Specified

Buyer & Supplier

Contracting Authority (Buyer)

Main Buyer
Totnes Town Council
Contact Name
Available with D3 Tenders Premium →
Contact Email
Available with D3 Tenders Premium →
Contact Phone
Available with D3 Tenders Premium →

Buyer Location

Locality
TOTNES
Postcode
TQ9 5QH
Postcode Area
Torquay
Country
England
Major Region (ITL 1)
TLK South West (England)
Basic Region (ITL 2)
TLK4 Devon
Small Region (ITL 3)
TLK43 Devon CC
Delivery Location
TLC North East (England), TLD North West (England), TLE Yorkshire and The Humber, TLF East Midlands (England), TLG West Midlands (England), TLH East (England), TLI London, TLJ South East (England), TLK South West (England)
Local Authority
South Hams
Electoral Ward
Totnes
Westminster Constituency
South Devon

Further Information

Open Contracting Data Standard (OCDS)

View full OCDS Record for this contracting process

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The Open Contracting Data Standard (OCDS) is a framework designed to increase transparency and access to public procurement data in the public sector. It is widely used by governments and organisations worldwide to report on procurement processes and contracts.

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