Soft Landscape Works Maintenance & Management Strategy

Transcription

1 STRIDE TREGLOWN LTD Promenade House, The Promenade, Clifton Down, Bristol BS8 3NE T F E stride@stridetreglown.com Soft Landscape Works Maintenance & Management Strategy Client Sainsbury s File Ref 30963_LS(90)01 Project SSL, Hayle Date Rev For Planning Aim of the Management Plan The Sainsbury s Food Store site should be managed in such away to ensure its natural assets are protected. The designed landscape elements should be allowed to mature to enhance amenity values, habitat creation and ecological diversification, whilst ensuring the investment made in the new landscape is protected. To enable the realisation of the Maintenance and Management Strategy this document in collaboration with Sainsbury s Service Level Agreement has been prepared to give direction to the aftercare of external soft works at this site, detailing how and when specific actions are to take place for the foreseeable future. Introduction The Service Provider will be required to provide a level of service which meets the Client s requirements outlined in the Contract documentation and sections 1 to 12 inclusive of the Core Service Level Requirement and in particular, the requirements scheduled below which specifically relate to the scope of work, comprising the Contract. The Service Provider shall perform the services in compliance with all relevant and current Statutory, Regulations, Codes of Practice, British Standards and by-laws of local or other authorities throughout the duration of the contract term. Any new legislation or legislation amendments occurring during the period of the Contract shall only be implemented after the Client has agreed the costs, extent and programme of works. The commencement contract date for new, extended or reinvigorated stores will be from the day of handover Scope of Works The Service Provider is to undertake an aftercare service to maintain the external landscape works within the site of Sainsbury s Food Store. The Service Provider will require provisions of precautionary and remedial treatments as necessary to control any plant pests / disease found in the landscaping at sites / stores. The Service Provider will ensure suitable access to the landscaping is provided to other Service Providers personnel i.e. Contract Cleaners and Pest Controllers in order that they can carry out their contractual duties. The Service Provider will produce and supply a schedule of visits to the Facilities Management representative. This schedule is to be updated six-monthly.

2 Page 2 of 6 The Service Provider will be requested to provide quotations for extra to contract works. Quotations shall be submitted within 3 working days and works commenced within 5 working days from receipt of an official order SPECIFIC REQUIREMENTS Pesticides All pesticides and herbicides must be approved by the relevant bodies and used in strict accordance with current legislation and any new legislation that is applicable. The Service Provider shall be responsible for ensuring that the Materials Safety Data Sheets and COSHH Assessments for all pesticides and herbicides used on the Sainsbury s Food Store site are physically held by the operatives in their vehicles whilst working on the site. Requests for data to be provided within 48 hours The Service Provider must be aware of their obligations appertaining to all current legislation in regard to the work carried out. The Service Provider will implement an audit procedure to monitor and report exceptions. The audit procedure will be subject to regular external audit. Weed Control The Service Provider shall undertake the weed control necessary to keep the site, including paved areas, in a weed free condition and only approved herbicides shall be used. The Service Provider whilst carrying out weed control will ensure that any self seeded shrubs or trees that did not form part of the original landscaping scheme are removed. The Service Provider must take all necessary steps to contain and eradicate any notifiable weeds that arise on site. This includes Ragwort, Creeping Thistle, Giant Hogwort, Japanese Knotweed and Himalayan Balsam. Grass Areas At no time between November and March will the grass exceed the height of 75 mm. Between April to October grass shall be cut to 25mm. All edges shall be trimmed. Grass shall not be cut around the immediate area of bulbs until all bulbs top growth has died down. Grass cuttings shall be removed from site. Approved selective weed killers should be used as required. Areas of meadow grass or grass in non-public areas shall be cut to a height of 75mm, once in July and once in September after flowering. Remove all cuttings from site in September only. Mulch All mulched areas shall be topped up annually to provide 50mm of cover and maintained to that level thereafter. Fertiliser

3 Page 3 of 6 A yearly spring application of slow release fertiliser shall be applied to all trees in pits in hard surfaces, raised planters, long thin island beds and small island beds as part of the requirement. Watering Trees & Shrubs The Service Provider will be responsible for watering trees & shrubs as appropriate to prevent loss and maintain healthy growth on new sites and newly planted areas for a period of two years. The Service Provider will be responsible for the provision of water for this task. The Service Provider will be responsible, at their own cost, for the replacement of trees & shrubs that have died as a result of a lack of watering. Shrub Pruning The Service Provider will use his expert knowledge and skill when carrying out pruning to maintain a good form and vigour which in turn will encourage bushiness. Shrubs will require cutting back hard to encourage growth from the base and should be at a height that can be maintained using a hand held hedge trimmer. Pruning shall be carried out to maintain an attractive shrub bed and each shrub must be pruned to retain it s individual species and shape. Shrubs shall be cut back to kerb, road and pavement edges. Vision splays must be provided where they encroach on pedestrian, vehicular routes and all signs. Consideration must be given to given to the height of vehicle windows to ensure that there is clear visibility. Shrubs must also be cut back around kick rails, water hydrants, petrol vent pipes, lamp posts and in particular near ATM machines for customer security. Pruning shall be in the appropriate month / season to maintain flowering and fruiting. The landscape section of the Health and Safety File should be used as a reference where specific areas of pruning are required to maintain design objectives. The Service Provider shall, where practicable, provide clear visibility of the store from the highway, excluding the service yard, by pruning all shrubs to a height of three feet and removing lower branches of trees to provide a gap of six feet from the ground. It shall be the Service Provider s responsibility to ensure that there are no planning conditions or hedge preservation orders appertaining to the site that prevents such a task being carried out or that such an action would cause distress to mature shrubs. In such circumstances the Service Provider shall advise the AMBS Regional Facilities Manager. Each individual species of shrub shall be pruned separately to provide a good uniform shape thereby creating a sculptured effect with peaks and troughs. Seasonal growth of boundary hedges shall be cut once annually during the autumn period unless they encroach onto footpaths or car parks within or adjacent to Sainsbury s Supermarket Limited stores/sites, or for legal obligations, in which case they shall be cut more frequently. Self Clinging Plants Self-clinging plants should be checked in the months of June and September, and be cut away from windows, roof gutters, roofs, and air and central heating vents to give a minimum clearance of 150mm. The Service Provider shall ensure that where the climbing plants are of an evasive nature e.g. Ivy or Montana Clematis, then harder pruning shall be applied. Shrubs and climbing plants shall be left with well defined lines around obstacles. Tree Pruning

4 Page 4 of 6 Any routine work carried out to keep existing / established trees in good health shall conform to current British and European standards. Pruning of trees shall be to maintain good form and vigour and to ensure that any over hanging branches are not deemed to be a health and safety risk. Dead, diseased or dying branches shall be removed. Works carried out from a height that can be reached safely from either ground level or by ladder are deemed to be within the terms of the contract. Where pruning requires specialist hydraulic access equipment, the hire of the equipment shall be deemed to be extra to contract and a task number will be required and approved before commencement of the works. The Service Provider shall ensure that no tree is subject to any restrictions or orders which would require prior approval from relevant bodies prior to commencing work. Trees shall be removed to ground level and treated with approved methods to rot the stump. Where stumps are required to be removed completely this shall be undertaken in consultant with the Regional Facilities Manager. Replacement of the trees shall be deemed extra to contract, (with the exception of tree deaths pertaining to lack of watering during the two year establishment), and a quotation shall be submitted for approval. Removal of Mature trees shall be deemed extra to contract. Definition of a Mature tree :- Mature tree means that the tree has a trunk girth of more than 46cm. Tree supports / guys shall be inspected and adjusted or replaced if necessary. Tree stakes shall be removed from those trees no longer requiring them and ground reinstated as necessary. Inspection The Service Provider shall carry out an inspection and provide an annual Condition Report in priority order by mid October in order to ascertain whether any sites require any improvement / remedial work to existing landscaped areas. This report shall be provided to the Facilities Management representative in a format to be agreed with SSL. The Service Provider shall survey new stores one month and six months after handover and submit a report to the respective RFM. Defects in the landscaping scheme, poor quality soil and dead trees and shrubs shall be identified. Customer Satisfaction The Service Provider will attend a quarterly performance review meeting and at that meeting submit a customer satisfaction report. Rodent Infestation The Service Provider shall report to the store management and the Regional Facilities Manager evidence of rodent nesting. Data Base The Service Provider will undertake a full audit of the estate and compile a comprehensive database within the first year of the contract inception. The database will include a plan showing the demise for which SSL

5 Page 5 of 6 are responsible, whether there are grass areas, tree preservation orders and trees categorised as mature. The data base will remain the property of SSL. Litter Picking At a minimum of every 6 weeks or on each scheduled visit the Service Provider shall remove from site all litter, manageable debris and minor rubble that is more than 2 metres horizontally and 4 metres vertically into the shrubs and trees Emergency Work Emergency work is defined as a problem preventing the store from trading, is a health and safety risk to customers and staff or the possibility of causing damage to property within the Sainsbury s Supermarket Limited demise. These calls will be responded to on site within two hours, 24/7. An order will be issued retrospectively only for costs incurred to make the situation safe. PROVISION OF SERVICE Sainsbury s Supermarkets Ltd has a variety of trading hours, in a variety of locations and as a result, the hours during which service shall be provided is expected to vary across the estate. It is expected service can be provided in the overwhelming majority of cases during normal working hours Monday to Friday but some small local variations may be required. SUPPLIERS PERFORMANCE Based on the Service Providers monthly reports and additional audit reports the performance will be rated as red / amber / green and will be based around the following criteria: Customer Satisfaction Communication Proactivity Innovation Financial Overall management Quotes for extra to contract works returned within 3 working days Extra to contract works to be commenced within 5 working days. Production of Annual Condition Report within agreed timescales - 100% SERVICE PROVIDER PERSONNEL The Service Provider shall employ personnel of sufficient quantity and competence to support the Sainsbury s Supermarket Limited estate and fulfil the KPI s defined within this document.

6 Page 6 of 6 The Service Provider will ensure that all personnel working on SSL property will have been given a copy of the Contractors Guide to Working in Sainsbury s Premises to be included in the tender documentation. The Service Provider shall ensure that personnel assigned to working on SSL property must wear a suitable uniform that identifies them working for the Service Provider. Companies sub contracted to the Service Provider shall have their vehicles professionally identified as Working in Partnership with the Service Provider The Service Provider shall ensure that, upon arrival at the store, personnel must sign in and report to either the Store Manager or the Duty Manager. They must sign out upon departure and obtain a signature of satisfaction from either the Store Manager or the Duty Manager. The Service Provider shall be responsible for the replacement of trees, shrubs, grass and any other item that may have been damaged due to negligence by their personnel. Replacement of trees and shrubs due to vandalism, by other than the service provider personnel shall be deemed chargeable. Service Providers Management Personnel An account manager shall be assigned to act as liaison with the Service Provider and SSL. Management Personnel will have completed an appropriate/recognised course in management, suitably trained & competent and will be able to demonstrate a comprehensive knowledge of the full scope of the contract works. The Service Provider shall be capable of providing technical back-up facilities for the identification of any pest species or disease and for advise on all pest or disease related matters. MAINTENANCE SPECIFICATION The Service provider shall submit a maintenance schedule that will fulfil the requirements of this SLA. Schedule will be agreed. The Service provider shall be required to maintain the standard system for recording visits and dealing with extra to contract quotation requests.