QUALBID - GROUNDS-MAINTENANCE TENDER CHECKLIST https://qualbid.aifirm.app/learn/grounds-maintenance-tender-checklist/ ARCHIVED SOURCE EXAMPLE Deadline checked 18 September 2026; specification reviewed 10 September 2026 Willingham Parish Council, WPC01, notice 078006-2026. Official notice: https://www.find-tender.service.gov.uk/Notice/078006-2026 Specification: https://www.find-tender.service.gov.uk/Notice/Attachment/A-21150 Last notice amendment: 17 August 2026. The Landing Ground was added. Deadline passed: 18 September 2026, 5pm UK time (BST), 16:00 UTC. Estimated total contract value: GBP 60,000 including VAT for the full three years. Contract period: 1 April 2027 to 31 March 2030. This example is archived. Do not use it as an open bidding opportunity. Reuse the checklist with the current notice and specification for your tender. Current grounds-maintenance notices: https://qualbid.aifirm.app/?q=grounds%20maintenance#tool YOUR REVIEW Reviewed by: ___________________ Date: ___________________ Latest notice version checked: ____________________________ Decision: BID / CLARIFY / NO BID Reason and next action: ___________________________________ Action owner and date: ____________________________________ 1. REQUIRED SUBMISSION MATERIALS - specification page 2 [ ] Completed pricing schedule [ ] Contact details for two references, ideally local authorities [ ] Public Liability Insurance certificate - minimum GBP 5,000,000 cover [ ] Employer's Liability Insurance certificate [ ] Health and Safety policy [ ] Ability to cover ALL areas in section 4 [ ] Submission prepared to arrive before the published deadline Risk assessments are also required for the appointed contractor (pages 2 and 10). Check safe working methods, suitable equipment and relevant certification. Do not mark a requirement met without the supporting evidence. 2. FULL COVERAGE CHECK - specification section 4, pages 3-10 For EACH area, record map/access check, task, season, frequency, crew time, travel/setup, machinery, waste/disposal, price and outstanding questions. [ ] 4.1 Pyrethrum Way - Phases I and II [ ] 4.2 The Pound, Pound Lane [ ] 4.3 Village Green [ ] 4.4 Public Hall, High Street [ ] 4.5 Barton Field, Black Pit Drove [ ] 4.6 Wildlife Meadow, Meadow Road [ ] 4.7 Haden Way [ ] 4.8 QEII Playing Field, West Fen Road [ ] 4.9 Community Orchard [ ] 4.10 Recreation Ground, West Fen Road [ ] 4.11 Ploughman Hall, West Fen Road [ ] 4.12 The Landing Ground [ ] 4.13 Cemetery, Church Street Do not use one visit frequency for the whole contract. Some tasks are weekly, fortnightly, monthly, annual or specific to year two. Read the individual schedule and maps. Do not estimate site size from the notice headline. 3. COMMON OMISSIONS TO CHECK [ ] Revised scope includes the Landing Ground [ ] Separate summer/winter visit frequencies [ ] Sweeping, strimming and removal of arisings [ ] Weed-treatment visits and required records [ ] Site access, play equipment, boundaries and relevant seasonal restrictions [ ] Annual and year-two tasks, equipment, staff and waste-disposal costs [ ] Any ambiguous schedule wording clarified through the official buyer route 4. PRICE AND CASH TIMING [ ] Labour, travel/setup, equipment, consumables, disposal and overheads costed [ ] Capacity checked across the full three-year term [ ] Own pricing basis kept separate from the published value including VAT [ ] Invoicing and working capital reviewed against specification page 11 The document asks for monthly invoices by the last Wednesday of each month, unless advised otherwise. Payments follow the monthly full-council meeting. Missing the agenda deadline can defer payment to the following month. The published estimate is not an award, an annual fee, or profit. 5. DECISION BID only after the requirements, capacity and pricing have been checked. CLARIFY when an answer could change the decision; record who will ask and when. NO BID when a requirement cannot be met or the work is not commercially viable. This checklist organises a review. It does not replace the official pricing schedule, the complete specification, a site assessment or the buyer's decision. Qualbid is independent of Willingham Parish Council.