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THE LONDON BOROUGH OF HAMMERSMITH &

FULHAM CONTRACT FOR GROUNDS MAINTENANCE:

TECHNICAL SUBMISSION

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Sports & Golf

Housing Golf

Cleansing Parks Construction

Contents
CONTENTS..................................................................................................................................................1 INTRODUCTION TO ENGLISH LANDSCAPES ........................................................................................3 CONTRACT OVERVIEW.............................................................................................................................5 10.3 SAMPLE OF PROPOSED FORMAT OF CONTRACT MANUAL..................................................6 11.1 RESOURCE INVENTORY...................................................................................................................6 12.1.2 OPERATIONAL PLAN .....................................................................................................................7
MANAGEMENT STRUCTURE ..........................................................................................................................7

Corporate Structure ........................................................................................................................7 Management Structure ...................................................................................................................8 Operational Contract Management Structure ................................................................................9
STAFFING .................................................................................................................................................10 MANAGERIAL / SUPERVISORY DETAILS........................................................................................................12 TRAINING PLANS .......................................................................................................................................14

Continuous Training......................................................................................................................14 Trainees ........................................................................................................................................17 Apprenticeships ............................................................................................................................17


SHIFT ARRANGEMENTS ..............................................................................................................................19 HEALTH & SAFETY PROCESSES .................................................................................................................19

Implementation of relevant health and safety legislation.........................................................20 Implementation of the Companys health and safety policy ....................................................22
VEHICLES & MACHINERY............................................................................................................................23

Vehicles & Machinery ...................................................................................................................23 Cemeteries.............................................................................................................................24 Cemetery Machinery..............................................................................................................25 Parks ......................................................................................................................................26 Parks Machinery ....................................................................................................................27 Parks Machinery ....................................................................................................................28 Housing ..................................................................................................................................29 Housing Machinery ................................................................................................................30 Cleansing ...............................................................................................................................31
IMPLEMENTATION PLAN..............................................................................................................................32

METHOD STATEMENTS ..........................................................................................................................32


USE OF DEPOTS ........................................................................................................................................32 COMMUNICATIONS AND IT (USE OF SBS CONFIRM).....................................................................................32 BRANDING & LIVERY ..................................................................................................................................33 PROTOCOLS ON TUPE ..............................................................................................................................34

Grass Cutting............................................................................................................................35 Leaf Clearance .........................................................................................................................37 Sports Pitch Maintenance ..................................................................................................................39 Football Maintenance ...............................................................................................................39 Bowling Greens ........................................................................................................................41 Beds & Borders ..................................................................................................................................44 Shrub Maintenance ..................................................................................................................44 Rose Maintenance....................................................................................................................46 Herbaceous Plants Maintenance .............................................................................................47 Annual Bedding ..................................................................................................................................48 Cleansing (inc WC) ............................................................................................................................51 WC ............................................................................................................................................51 Paths and Hard Surfaces .........................................................................................................56 Ponds .................................................................................................................................................58
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Cemeteries .........................................................................................................................................59 Grave Digging...........................................................................................................................59 Burial Service Provision ...........................................................................................................59 Cemetery Attendant Duties ......................................................................................................65 Memorial Safety........................................................................................................................66 Play areas...........................................................................................................................................68
SPECIAL EVENTS.......................................................................................................................................70 RECYCLING OF GREEN WASTE & OTHER WASTE INC. WATER .......................................................................71

Waste Minimisation.......................................................................................................................71 Composting technologies.........................................................................................................74 HotRot Composting ..................................................................................................................75


WASTE DISPOSAL .....................................................................................................................................77 GREEN FLAG ............................................................................................................................................78 WEED CONTROL .......................................................................................................................................81 ASSISTING PARKS POLICE TO UPHOLD BYE-LAWS .......................................................................................83 EMERGENCY RESPONSE ............................................................................................................................83 HOUSING AREAS .......................................................................................................................................85

CONFIRMATION OF INSURANCE, PLUS EVIDENCE ...........................................................................85

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Introduction to English Landscapes


During this tender period, English Landscapes have carried out detail site evaluations and visits throughout the Hammersmith & Fulham area. Our thorough review of these parks, open spaces and associated areas have ensured that we have the fullest understanding possible of the areas covered by the scheduled works and the covering specification, the total scope of services to be provided and the overall impact on the environment and the users of those areas. As the leading Grounds Maintenance and Street cleansing contractor within the UK, English Landscapes has the Culture, Experience and the Proposal to supply and first class service to the London Borough of Hammersmith & Fulham. English Landscapes directly employ over 500 staff; each member of staff receives the correct type and level of training, supervision and direction to complete their duties in the best possible way. English Landscapes carry out Grounds Maintenance and Street cleaning services across a diverse section of clients, we have carried out works for Local Authorities (including Sefton, East Staffordshire DC, Lee Valley Regional Park, Portsmouth CC, Dover DC, Tunbridge Wells, Dartford BC, LB Redbridge, Mid-Sussex Council, Newbury TC, North Devon DC, Teignbridge DC, Sefton Council, East Hampshire DC and Bromley with recent wins for Babergh DC and West Wilts DC), Private sector clients (including Chatham Maritime Trust, Coventry City Centre Company, Vodafone and Smith Kline Beecham) and various MoD sites (including Shorncliffe Garrison, RAF Manston, HMS Nelson, JSCSC Shrivenham, RAF Whittering, RAF Brize Norton and Welford). In addition some of these contracts have developed into true partnerships, our 7 year relationship with Coventry has been based on a true open book approach and our 15 year best value contract with Portsmouth has allowed the company to implement a training apprenticeship scheme. English Landscapes have successfully been re-accredited three times since receiving our IiP (Investors in People) status in 1995. Our Customer Focus System (CFS) allowed us to implement systems in how we carryout our business and how we communicate with our customers, the CFS is currently going through a review with the view of ISO 9000 accreditation. Our Environmental Policy is consistent with most council policies and objectives, and the way in which we provide our services ensures the minimum environmental impact. We comply with all relevant legislation, industry standards and any other requirements. However; English Landscapes believe that the most important thing is to provide a safe working environment not just to our employees but to the public and users of those areas to which the contract exists. Our company Health & Safety policy meets or exceeds all required legislative requirements and all of our employees are given specific training within the H & S genre relevant to the works to be undertaken.

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Introduction Cont..,

English Landscapes is the trading name of English Landscapes Maintenance Ltd and English Landscapes Ltd, both wholly owned subsidiaries of The Landscape Group Ltd. English Landscapes Maintenance Ltd provides landscape maintenance services, covering the full range of provision from traditional based amenity horticulture contracts, through multi-site contracts, to large 'City based' cleansing contracts. English Landscapes Ltd focuses on hard and soft landscaping, external works packages, design and build and has the capability to undertake and efficiently deliver complex landscaping schemes.

With a combined turnover of in excess 30 million and employing over 500 staff, English Landscapes is a market leader, with the consistency and quality of our service being recognized with over 40 National Awards. National coverage is provided from a strategically placed network of Regional Offices, which enable English Landscapes to deliver a first-class local service with the back up and resources of a major contractor. Our philosophy is simple. English Landscapes is committed to building effective, long term, relationships with clients by delivering the highest quality and level of service. English Landscapes will continue to recruit and train talented staff, providing efficient support systems. English Landscapes is committed to building mutually beneficial long-term relationships with key suppliers.

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Contract Overview
English Landscapes provides the support outlined in this document for its bid submission for the invitation for the Grounds Maintenance services 2008- 2015 for the London Borough of Hammersmith & Fulham. We have set achievable targets for reduced costs of operations, improved technical efficiency, financial performance and the introduction of new types of machinery which have been brought together through our expertise in carrying out grounds maintenance operations for other clients. English Landscapes is aware that the areas where the specified works will be carried out are not just visible to the public, but are used by them. We understand the importance of satisfaction with our service delivery, and English Landscapes will carry out all works to a consistently high standard. We have made a business decision that our services be based upon the key deliverable of Quality. This will not be compromised by price competition. English Landscapes operates a Customer Focus System, which is broadly based in accordance with BS EN 9001:2000. We will carry out all operations in accordance with our current Health and Safety Policy, and will comply as necessary with any of the Councils Health and Safety requirements not covered by our own policies and procedures. English Landscapes environmental performance is continually improved to minimise environmental impact and comply with relevant legislation, industry standards and other requirements. We are currently looking at ISO14001 accreditation, and all works will be carried out in an environmentally responsible manner in accordance with our standards. To this end we have made provision within this bid to be as environmentally conscious as possible; we have included the following initiatives to benefit the area: All of our Vehicles will run on Bio-Diesel. All of our two-stroke equipment is provided by Echo they have the cleanest two-stroke engines in the World and also have the lowest Independently Tested vibration figures of any manufacturer. We will be bring the latest technology to Hammersmith & Fulham with the use of Electric Hedge Cutters We will also be providing vehicles under the Carbon Neutral scheme, this equates to funding specific projects which will in affect give a total carbon neutral footprint to our vehicles for this contract.

English Landscapes is a BALI award-winning Grounds Maintenance and Street Cleaning specialist, with experience in managing and maintaining high-profile sites. Our grounds maintenance expertise has been developed through our works on numerous Local Authority contracts across the UK (both present and past). English Landscapes operations, will be conducted from local depots based locally within the contract area, we will focus on providing responsive customer service and public protection as relevant to the contract specification. English Landscapes managers have a huge amount of experience in managing Contracts of this type. Our management capability and extensive experience will allow us to deliver the quality of service required by Hammersmith & Fulham and expected by the public. To provide the Council with Best Value on this contract, English Landscapes will work to secure continuous improvement to both efficiency and communication. We view Best Value as an on-going process, requiring regular consultation with the Public and the Council staff to ensure that we achieve our mutual goals.
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10.3 Sample of Proposed format of Contract Manual


We have included within the appendices section supporting this tender our Sample of the Proposed Contract Manual including the contents list for the manual. We would propose that the majority of this manual would be put together during the Mobilisation period (as detailed within your tender information the two month lead in Period). A few items would need to be bedded in during the first quarter of the new contract term, however; the manual should be up and running by the end of May 2008. This manual has been based on the companies Customer Focus System (CFS), the CFS was originally put together as a road map for all employees to follow on how we should conduct our business and would included how we: Liaise with our clients and the public Guide lines on our internal processes Company Health & Safety Processes and Risk Assessments Purchasing Staff image Etc.

11.1 Resource Inventory


We have broken down the resources allocated to this contract should we be successful within the individual areas below: Management Staffing Vehicles (Including Plant)

The breakdown of team numbers are as follows: Cemeteries 2 x 2man Grave Teams, 1 x 2man Team Fulham Cems & 1 x 2man Team Hammersmith cems, North Sheen & Mort Lake will both operate 2 x 3 man Teams (total of 12 operatives) Parks Bishops Park 1 x 2man Static Team, Ravenscourt Park 1 x 3man Static Team, Wormwood Scrubs 1Static man, Northern Parks Mobile 2 x 3man Teams, Central Area Parks Mobile 1 x 3 man Team, Southern Area Parks Mobile 2 x 3 man Teams, 1x Tractor operator, 3 x Triple operators, Housing operating 7 x 2man Teams covering a geographical split of 3 x Teams Northern Area, 1 Team Central Area, 3 x Teams Southern Area, there are also 2 x man Litter Teams Cleansing 3 x 2 man Cleansing Teams, 2 x 1man Public Convenience Teams and 1 Johnston CN200 Sweeper Driver. A full Organogramme and staffing chart can be found within the sections below:

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12.1.2 Operational Plan


Management Structure

Corporate Structure

English Landscapes Central Support function is carried out by our Parent Company The Landscape Group Ltd; based at our Newbury Office and offers a highly experienced support team. This support covers the areas of Health & Safety, Personnel, IT, Asset Management and all Accounts functions.

With the assistance provided by Central Support, each English Landscapes contract is able to focus on safe, efficient delivery of operations whilst utilising the economies of scale and experience offered by a UK-wide organisation.

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Management Structure Whilst it is crucial to have the right calibre of management performing the day to day operations of this contract, the support and company backup is equally important for the smooth and efficient running of a contract of this nature. The Operations Director, Mr Mark Oliver, will be available to meet with the client when ever appropriate and will be paramount in the mobilisation and inception of the contract. Mark has a wealth of experience in grounds maintenance, landscape construction and cleansing provision to private sector clients and Local Authorities throughout England. The Area Manager will be responsible for this contract and will be responsible for ensuring a smooth transfer is undertaken and that the transferring staff are inducted into the company fully and feel part of the team from the first day of the contract. Our area managers have been within the industry for many years and has highly proven business acumen and has been involved with several major contract start ups in the past for a range of clients, this would ensure that the current standards of the parks are maintained form day one. On award of any new or extended contract we will always compile a Contract Mobilisation plan, this plan is put together by the Tender Team generally when we have reached a shortlist position; in this instance with Hammersmith & Fulham we have (as requested) included a copy of our draft Mobilisation Plan within the appendices section of the supporting document. We will then on award of the contract go through our plan with the Operations Director, Area Manager and the Client. Information covered within this plan would normally include some of the following points: Contact details for the new client English Landscapes own staff roles & responsibilities ( who will take on certain areas to make sure they happen, e.g. TUPE presentation made to incoming staff Normally processed by the Ops Manager) Contract Term plus any possible extension periods Consulting with staff (incoming to English Landscapes) Consulting with Unions Visits to Land owners and Estate agents to secure new premises (if required) Making sure site specific H&S documentation is in place including Site Specific Risk assessments Induction training plans Identifying skills/training gaps Employee information binders (these include employee H&S Policy, Uniform order forms etc.) ID Cards (making sure every employee has an ID Card prior to starting) Clarifying plant and vehicle requirements and placing orders for them Identification of subcontractors and our Subbie packs sent to those that are required Starting of an audited document register (this tracks any VOs etc.) Letters sent to utility companies and HSE notifying them of new depot working arrangements

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Management Structure

English Landscapes

Peter Holland Commercial Director

Mark Oliver Operations Director


GM Support Manager

Robin Gumbrell Business Development Manager

Darren Davison Area Manager

Robert Klien Area Manager

Danny Mitchell Area Manager

Tony Race Area Manager

Operational Contract Management Structure

English Landscapes Senior Contract Manager


Admin Assistant

Northern Area Manager

Central Area Manager

Southern Area Manager

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Staffing Below you will find the operational and geographical structure that English Landscapes propose to run this contract with, you will clearly see that it is our intention to run this contract with a holistic approach to combined management of the service, our Contract management team will have full responsibility over the entire contract specification). It is our view that The Transfer of Undertakings (Protection of Employment) Regulations 1981 will apply to the Contract. As such, all of the staff that are permanently and specifically employed on the works in question will have the right to transfer their employment from the incumbent contractor(s) to the incoming contractor without interruption to their continuity of service and on their existing terms and conditions of employment.

3 Area Managers

Cemeteries

Parks

Housing

Clensing

Grave Team 1 Grave Team 2 Fulham Maintenance Team Hammersmith Maintenance Team North Sheen Maintenance Teams Mort Lake Maintenance Teams

Bishops Park Static Team Ravenscourt Park Static Team Wormwood Scrubs Static Team Northern Area Mobile Horticultural Parks Teams Central Area Mobile Horticultural Parks Teams Southern Area Mobile Horticultural Parks Teams Tractor & Gangs Triple teams 1 - 3

Northern Area Horticultural Teams Central Area Horticultural Team Southern Area Horticultural Teams Litter Team 1 Litter Team 2

Northern Area Litter Team Central Area Litter Team Southern Area Litter Team Toilet Teams 1&2 Compact Sweeper

We have detailed the numbers within all of the teams in a chart format which follows:

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Area All Northern Area Central Area Southern Area

Team

Description Senior Contract Manager Admin Assistant Manager Manager Manager


Total Management

Management

No. of staff 1 1 1 1 1
5

Cemeteries

Parks Parks Parks Parks Parks Parks Parks Parks Housing Housing Housing Housing Cleansing Cleansing Cleansing

Grave Team 1 Grave Team 2 Fulham Team Hammersmith Team North Sheen Team Mort lake Team Bishops Park Ravenscourt Park Wormwood Scrubs Northern Area Mobile Teams 1&2 Central Area Mobile Team 4 Southern Area Mobile Teams 5&6 Tractor & Gangs Triple Teams 1,2 & 3 Northern Area Teams 1,2 & 3 Central Area Team 4 Southern Area Teams 5,6 & 7 Litter Teams 1 &2 Area Litter Teams 1,2 & 3 Toilet Teams 1&2 Sweeper Driver

All grave digging and associated tasks All grave digging and associated tasks All Grass cutting and Horticultural Tasks All Grass cutting and Horticultural Tasks All Grass cutting and Horticultural Tasks All Grass cutting and Horticultural Tasks Static team carrying out various cleansing, horticultural and grass duties Static team carrying out various cleansing, horticultural and grass duties Static team carrying out various cleansing, horticultural and grass duties Grass back-up and horticultural tasks Grass back-up and horticultural tasks Grass back-up and horticultural tasks All Parks Gang mowing Back-up mowing to Gang mower + all other park sites Multi-discipline teams Multi-discipline teams Multi-discipline teams All litter on housing Litter Picking, Bin emptying and Dog Bins Opening & Closing and cleansing of all toilets Sweeping of all roads and paths specified within contract
Total Operatives

2 2 2 2 6 6 2 3 1 6 3 6 1 3 6 2 6 4 6 2 1
72

Total staff inc. Management


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Managerial / Supervisory Details It is our view that The Transfer of Undertakings (Protection of Employment) Regulations 1981 will apply to the Contract. As such, all of the staff that are permanently and specifically employed on the works in question will have the right to transfer their employment from the incumbent contractor(s) to the incoming contractor without interruption to their continuity of service and on their existing terms and conditions of employment. It is therefore not possible for us at this stage of the tendering process to know what qualifications and biographical details the transferring workforce will have. However; we can give some idea of what we would expect from our operational staff and our contract managers & supervisors. Contract Manager The job of the Contract Manager includes the following tasks and responsibilities: Execute the contract to ensure maintenance standards are kept to a high level. All Key Performance Indictors are met. Ensuring that the budgets are adhered to. Meeting the customer's needs and deadlines. Help establish a strong operating team. Help focus training needs for all staff; to included wherever possible NVQ training. Develop a strong and good working relationship with the client. Employ and motivate operatives, ensuring good techniques. Working in accordance with the companys Health and Safety requirements. Assess and monitor operative performance, training as necessary within the companys Investors in People programme. Source and order materials, through effective Supply Chain Management. Report to the Area Manager.

Contract Supervisor or Charge hands The contract supervisor/charge hand will have the following responsibilities: To supervise and assist English Landscapes staff in carrying out the most cost effective and productive methods of working. To assist the Contract Manager in ensuring the English Landscapes Health and Safety policy is enforced. To liaise with Contract Manager on all matters with regard to the contract. To ensure quality control in respect of materials and plant is carried out. To carry out manual tasks as needed to ensure successful completion of work. To ensure extra works or day works are undertaken only when the agreed documentation is in place. Constantly improve working or operational methods. Stand in for the Contract Manager in his/her absence. The Contract will be managed by a close working team, comprising the Contract Manager and the Contract Supervisor/ charge hands. They will also have the experience and expertise of the Area Manager and that of the Operations Director to draw on.
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The London Borough of Hammersmith & Fulham Contract for Grounds Maintenance Services 2008 - 2015

We have included within the appendices information supporting this document a copy of a typical Area Managers CV, a copy of our Health, Safety & Quality executives CV (Jim Nichols) and as we believe that TUPE does apply to this contract a copy of a typical English Landscapes Contract Managers CV.

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Training Plans

English Landscapes recognise that our employees are our most valuable resource and that their competence and commitment are fundamental not only to our current success, but will allow our business to grow and develop. We work with our employees to encourage, support and provide opportunities for training and personal development and to create an environment which encourages learning. It is the individual Managers responsibility to carry out regular reviews with their staff and to work together to assess and feedback any training requirements to the HR department. Employees and Management share the responsibility for continually reviewing and evaluating any training, development or learning opportunity. Our aims are: To enhance our employees knowledge, skills and attitudes that are required to carry out their jobs effectively, safely and to encourage and enable them to reach their full potential. To satisfy the needs of the individual employee, for them to feel valued and for their achievements to be recognised. To allow our workforce to develop skills at the highest level to enable us to retain and exceed our standing in a competitive marketplace. To enable us as a business to meet our strategic goals and objectives.

Continuous Training It is our view that The Transfer of Undertakings (Protection of Employment) Regulations 1981 will apply to the Contract. As such, all of the staff that are permanently and specifically employed on the works in question will have the right to transfer their employment from the incumbent contractor to the incoming contractor without interruption to their continuity of service and on their existing terms and conditions of employment. On award of the contract to English Landscapes, we would seek contact with all potential transferees, at the earliest possible opportunity, in order to invite them to a presentation designed to allay any anxiety on their part and to introduce the history and ethos of English Landscapes and to answer any questions. Representatives from any relevant trade unions would be invited to attend such presentation. An opportunity for a private individual consultation would also be afforded to any potential transferees. English Landscapes affirm their commitment to ensuring a smooth transfer of employment for all eligible employees. We will seek to ensure that suitably qualified and experienced personnel will be available for the duration of the contract, especially in response to seasonal fluctuation in the workload. We are governed initially by the staff transferring under TUPE, however; it is the Companys policy to monitor any short falls in training and address the need of its staff. Developing our existing staff helps for the retention of staff and their moral, if however; at this point we cant adopt either of these options we will advertise the positions. The company has a long standing wealth of knowledge of procuring staff

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either on a permanent or seasonal basis, all managers have to deal with this and are geared up to do this at ant moment in time. This is backed up by the strong Personnel Department that English Landscapes have. Full training and reviews of all personnel working on this contract will be given under our employeetraining programme, through Investors in People (IiP). IiP sets national standards to encourage companies to commit to training and developing their staff. Whatever the business, a company can be only as successful as its employees. IiP standards are designed to ensure that company training is carried out in a planned and systematic way. English Landscapes follows IiP principles by: Setting long and short term goals for our business Communicating these goals to all our employees Continual training and development of employees Regular review of this investment in people

English Landscapes maintains comprehensive training records for all employees, formalised through the IiP programme. All new employees are interviewed to assess abilities and training needs, plan further training and make a date for review. Employee records are held at the contract site. These records are available for inspection by the Client. All staff will have general training and induction in Customer Care, Health and Safety, Company and Client Procedures, as well as training, which is specific to the tasks undertaken by the employee. Machine operatives will have thorough grounding in the use of the machine/ machinery, usually through the manufacturers training courses. All operatives would attend regular Toolbox talks.

Development Reviews Individual training needs will be assessed and implemented through annual development reviews which all staff undergoes at least once a year with their line manager or our Grounds Maintenance Support Manager (Lorraine Brown). Through these: Skills are assessed A training plan is established to fill any skills gaps Training undertaken in the previous year is reviewed.

Further consideration will be given to include Key Performance Indicators (KPI's) for all staff to help align Individual and Company objectives, highlighting essential training needs, with agreed KPI's being measured on a quarterly basis. Term Contract Skills Audit: When term maintenance contracts are won, part of the contract handover will contain a schedule of the skills needed to comply with the contract specification as a minimum. Contract training plans are then established to meet these requirements. This is then updated annually and varied wherever required to enable added value to the contract. We have a great many systems and procedures in place, so as to make the transfer of incoming staff flow through the system with maximum effectiveness. These are tried and tested and some of which follow:

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Induction Training Procedure The Directors of English Landscapes Maintenance Ltd are aware of the responsibility for induction training required by the Management of Health and Safety Regulations 1999. They also believe that the induction of new employees into the Company, their new job and to their colleagues is vitally important to the future success of the Company. The aim of the procedure is to arrange for this to be carried out in an orderly and structured manner. This is to enable new employees to be integrated into the workforce in a safe and comfortable atmosphere and to have a successful career with the Company. It is therefore the Policy of the Company to provide a thorough induction training for all its employees, and to make available such resources, information and training as is necessary for this purpose. Responsibility is also accepted for the provision of adequate initial information and training, where it is required, to ensure the Health and Safety of people other than employees who may be affected by the Companys work activities - e.g. work in others premises. Training will include: 1. 2. 3. 4. 5. A welcome on arrival to the Company. Initial H & S Induction to cover essential items only immediately on joining the Company Completion of any remaining elements of induction training within the first week of employment A review meeting after two full weeks, and within one month, of starting employment with the Company. Identification of further training needs and preparation of training programme for each employee within three months of employment and a full appraisal to be carried out within six months of employment.

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Trainees We advertise annually for our Student Placement and Graduate Training Programme. A Director is responsible for planning the student/graduate programme and reviewing the students on a quarterly basis through their first year, with additional meetings every six weeks. We also employ a number of day-release students under new deal who are supported by their Line Manager. The graduate scheme is one that we have had real success in: Mr. Don Holmes

Don joined the company on the 1st August 2001 as a graduate trainee and it was long before we had placed him on one of our more prestigious sites as a working supervisor(4th April 2002). When we secured our contract in North Devon Don was the ideal Candidate to head the contract up as a Contract Manager (1st October 2003). Mr. Andrew Trott

Andrew joined the Business Development team in September 2003 where he gained working knowledge of how contracts were tendered for. On winning further packages of work for the London Borough of Redbridge Andrew went to assist the setting up of the additional areas. When the New Contract was secured for the Borough of Dartford Andrew was again the ideal choice as its Contract Supervisor and more recently as Contract Manager. Apprenticeships Horticultural and Fine turf Apprenticeships. English Landscapes for the first time in September 2003 started a number of 16 24 year olds on specific Modern Apprenticeships, as far as we know this is the first time a private company within this industry has taken this approach to training since the abolition of the old Council Apprenticeship schemes. This has taken place at our Portsmouth contract and is part of an initiative deal which has extended this contract through to 2017. We are fully aware that the lack of skills entering into our industry is becoming less each year and hopefully this scheme will take students through a basic three year apprenticeship covering a wide range of specialities. This type of training can only be put in place with contracts with long term views and with clients proactively backing us. The system in Portsmouth although a pilot scheme to start with, is now becoming a bench mark for all training within our industry. This has been set up not to attract any financial gain for offering this service to the Council at Portsmouth and the local community only asking their support for long a term partnership. We are aware that helping our staff short term will always pay long term dividends, this will increase the worth of our staff within the industry and along-side us as a Company.

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The scheme at Portsmouth has been set up using the following criteria: Scheme to be accessible to anyone of any age and sex with out discrimination Each employee will enter via a 3 month probationary period During this probationary period our Training Manager will conduct training programmes suited to the particular time of the year. At least one day a week will be classroom based instruction and would contain an element of visits from Specialists in certain areas i.e. Fine Turf, Agronomy also visits from suppliers of our machinery/plant and materials. A large part of this time will also be dedicated to Health and Safety. Once the probationary period has been completed a Review will be conducted on an individual basis and an assessment made for the best way forward. Training then can be offered and could be tailored if the individual wants to specialise in any specific area. The basic Apprenticeship will revolve around the NVQ in Amenity Horticulture. Once the basic NVQ has been completed we will be in a position to forward the employees training further should they wish through NVQ 2 up to NVQ 3 should they wish to look at a future within the Management of these Contracts. It should also be made clear that during the first 3 months the Apprentices will be paid a reasonable wage and this is not subsidised by the contract that they may be working on and is subject to an increase on the successful completion of their 3 month probationary period. We are very proactive in the recruitment of the apprentices and even have had our own current staff asking for details on the scheme. Two of the 2005 Apprentices with our Training Manager Alan Hazzard

We would offer the following to the staff on this contract with London Borough of Hammersmith & Fulham: Standard NVQ training in Amenity Horticulture for all of employees during their normal working time; this is also helping us fill the skills gap. As an example our contracts in the Kent area during 2006 have had 3 NVQ Passes, 15 NVQ2 passes and 3 City & Guilds passes.

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Shift Arrangements English Landscapes have not allowed for any other shift arrangements other that those specified under the TUPE details. Health & Safety Processes English Landscapes is committed to a Safety First culture, a culture that is designed to protect our employees, other workers and the general public. All works are carried out under a work safe policy, and we promote a positive safety culture company-wide. From our works for various clients around the country, we know that employee and public safety is paramount, and we take all necessary measures to ensure that this is maintained at all times. Our Health and Safety Policy and supporting procedures are reviewed regularly, and any amendments or additions are communicated to staff via monthly Health & Safety Meetings, annual Employee Safety Reports and site specific risk assessments. A copy of our Health & Safety document can be found within the appendices of the supplementary documentation. We have also included within the appendices section a copy of Safe Systems of Work for our contract with Sefton Council. All workplaces meet or exceed the minimum standard detailed in the Workplace (Health, Safety and Welfare) Regulations 1992, the Management of Health and Safety at Work Regulations 1999 and other relevant legislation, including new legislation such as the Working from Height Directive (Temporary Working at Height). All English Landscapes employees will be issued with job-specific Personal Protection Equipment (PPE) and corporate clothing (including but not limited to safety glasses, ear protectors, helmet with face shield (mesh or visor), leather gloves, and high visibility jacket/vest and steel toe-capped boots). Public Safety Any works situated on or near private property, in public areas or in urban or industrial developments will be carried out in a manner that minimises the risks to any third parties and their possessions. All works will be carried out with a minimum of audible noise and vehicle movement, in strict compliance with Local Authority by-laws. Incident and Accident reporting English Landscapes Safety, Environment, Quality, Management System procedures (Customer Focus System) (in line with ISO9001:2000) provide methods for the reporting of incidents and accidents that meet the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 1995 (RIDDOR). Following any incidents and subsequent investigations, safety bulletins are issued to staff detailing the correct work methods and any appropriate actions to be taken to avoid a recurrence of the incident.
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As an integral part of English Landscapes health and safety procedure, we insist on near-miss reporting. This is intended to ensure that all operational staff are proactive with our policy of continuous improvement and pre-emptive of the circumstances and practices under which injuries might be sustained in future. Implementation of relevant health and safety legislation The implementation of any relevant H & S legislation is driven by our Company Safety Policy Document (a copy of which is included within the appendices supporting this tender). The following are statements taken from the Policy document: HEALTH & SAFETY MANAGEMENT SYSTEM The Management of Health and Safety at Work Regulations (Regulation 5) requires the employer to have arrangements in place to cover health and safety. These arrangements should, where possible, be integrated within the management system that is already in place for the company. The arrangements when implemented will however depend on the size and nature of the business and will require the following factors to be considered when integrating them into any management system: Planning. Organisation. Control. Monitoring and review.

This Health and Safety policy includes a management structure and arrangements developed for the company to ensure compliance with the law and can be integrated within the present company management system. Including the factors mentioned above and using current health and safety principles and management practises, the system outlines clearly how to manage the requirements. Guidance is provided on CD to show how this policy can be used as part of an effective health and safety management system to ensure compliance and control in a logical manner, by describing the service provided by Bravanark and the contributions required by the company.

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The flow diagram below provides a pictorial representation of good management practises as describe in HSE Document HSG65 Successful health and safety management.

In fo rm a tio n lin k Im p r o v e m e n t lin k R e v ie w in g P e r fo r m a n c e F e e d b a c k to Im p r o v e P e r fo r m a n c e

P o lic y

P o lic y D e v e lo p m e n t

A u d itin g

O r g a n is in g

O r g a n is a tio n a l D e v e lo p m e n t

P la n n in g & Im p le m e n tin g

D e v e lo p in g te c h n iq u e s o f P la n n in g , M e a s u rin g & R e v ie w in g

M e a s u r in g P e r fo r m a n c e

HEALTH AND SAFETY GENERAL ARRANGEMENTS 1. COMMUNICATION AND CONSULTATION WITH EMPLOYEES

It is our policy to comply with the Health and Safety (Consultation with Employees) Regulations 1996, to ensure that all lines of communication and communication are in place. All Area Managers are to ensure that: Adequate communication channels are maintained so that information concerning safety matters, including results of risk assessments, which may affect any or all employees, is communicated effectively. Matters concerning safety raised by any employee are thoroughly investigated and, where necessary, effective action taken. Matters which cannot be effectively remedied are referred to external consultants for advice and guidance. Safety meetings are held regularly where any matters relating to Health, Safety or Welfare may be discussed.

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Implementation of the Companys health and safety policy English Landscapes policy statement and Policy Document are cascaded through the organisation via hard copies or are available from the companies H&S Standards WEB site, any changes that are made to the original document are notified to all staff member via email and all controlled copies of the document are updated. H & S induction of new starters covering all H&S issues relevant to their activities are completed as part of the standard induction procedure for all new employees (this is the case for Permanent and Seasonal staff).

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Vehicles & Machinery When English Landscapes put a bid together we will look at the bid from several angles to make sure that we understand the tender in its entirety. The means of splitting the tasks for this contract down into each sub task allows us to calculate how many hours it will take to complete those tasks, it will also take into account when the task occurs allowing us to see the peaks and troughs in labour throughout the year. The outputs used are built up on known quantities we have generated from over 30 years within the Grounds Maintenance industry, these outputs are constantly updated as technology changes and working practices are modified. All these figures generate a total blue print for the resource generation for the Staff numbers and the seasonality the requirements for the Plant, Machinery and Vans. Once we have a good understanding of how the contract looks we will start our Site visits to validate the figures generated by our known outputs and where necessary we will adjust these for specific local conditions i.e. travelling from site to site maybe an issue at certain time of the Day/ Week or Season. Vehicles & Machinery English Landscapes have looked proactively at the machinery requirements and it is our proposal to introduce several different types of equipment to help make this work easier, more efficient and wherever possible more environmentally friendly. Plant and machinery requirements are derived using specific outputs known for individual tasks. These fundamental requirements have a safety margin to cover for down time and planned maintenance, thus providing the resource level required to meet the specification. Plant and equipment performance will be monitored continually and requirements reviewed on a regular basis. We would provide the necessary equipment on site to allow for all routine maintenance to be carried out by the operatives. Workshop facilities for the winter overhauls of machinery are based locally to the contract and will utilise the current dealer network to make down time as small as possible. During the season a mobile fitter will be available for certain servicing of machinery and attend to breakdowns as required. At all times plant and equipment will remain well maintained and all safety guards will be fitted. Maintenance of plant and equipment is carried out to the manufacturer's recommendations. Before taking out any piece of machinery operatives are trained to carry out routine safety and maintenance checks. Inspections of plant are documented at weekly intervals, and are logged by the operator on a machinery checklist. Daily checks are carried out by the operator but not documented unless faults are found. The maintenance of all machinery is logged on the individual Machine Maintenance Records. Our arrangements for planned maintenance of vehicles, plant, machinery and equipment are in accordance with the manufacturers instructions, including any statutory testing requirements.

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Cemeteries Vehicle / Machinery Description Replacement Profile Qty Required Pictures

Easigo 1200 Empt Utility Vehicle

5 Years

JCB Mini CX Digger c/w Grave Arm

5 Years

Ferris IS4500 Ride-on Rotary Zero turn mower

5 Years

Wright Stander Rotary Mower

5 Years

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Cemetery Machinery

Description HONDA HRH536 QX 21" Rotary roller mower ECHO Strimmer SRM 4000 AUSA 1 ton dumper Grave boards 2.7m x 230mmx25mm Honda water pump per unit INDESPENSION All Dig 8' x 4' digger trailer TELESHORE Grave shore per 6 sets KARCHER HD613+ Cold Pressure Washer ECHO hedge cutter HC30ES ECHO PB 750 back pack blower HARDI DP20 Knapsack Sprayer KERSTON K-Line 1200 Pro IFOR WILLIAMS 6x4 Utility Trailer

Qty
6 12 1 1 2 1 6

Replacement Profile 2 Years 2 Years 5 Years Change subject to Safety checks 2 Years 5 Years Change subject to Safety checks 2 Years 2 Years 2 Years 2 Years 5 Years 5 Years

1 4 4 2 1 2

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Parks Vehicle / Machinery Description Change Profile Qty Required Pictures

VW Crafter Caged Tipper

5 Years

Ransommes 2250 Parkway Cylinder Mowers

5 Years

New Holland TL90 4wd Tractor

5 Years

Ransomes TG4650 Cylinder Gang Mower

5 Years

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Parks Machinery

Vehicle / Machinery Description

Change Profile

Qty Required

Pictures

Amazone Jumbo Ground Keeper

5 Years

Greenmech combi Chipper/ Shredders

5 Years

Kersten K-Line 1200 Pro Sweeper

5 Years

1 x No. Bishops Park Easigo 1200 EMPT Utility Vehicle 5 Years 1 x No. Ravenscourt Park 1 x No. Wormwood scrubs

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Parks Machinery

Description Ransomes Marquis 61 Cylinder mower Denis FT610 Fine turf Cylinder Mower Ferris 23/52 Dual Drive Rotary Mower Honda HRH536 QX 21 Rotary Mower Echo SRM 4000 Strimmers SCH 900ltr Trailed Water Bowser Echo ECH 30ES Electric Hedge Cutters Echo PB750 Back Pack Blowers Hardi DP20 Knap-sack Sprayers Tanaka Pedestrian Edger 58/22 Pedestrian Fert Spinner Autoroller 3 foot Cricket Roller Greenscare Powered Areator Hardi Defender Walk over sprayer Ryan Renothin Pedestrian Scarifier RTS 24 Sorrel Roller Rigby Taylor Line Marker TR1104 11hp Truck Mounted Leaf suckers Greensward Double Quick 8 Spiker Wessex Tractor Mounted Fert Spinner Opico Grass Comb Harrow, 6mtr width AS Marston Trailer 6.5Tonne

Qty 3 4 1 8 13 1 8 8 8 8 4 1 1 4 1 2 4 2 1 1 1 1

Replacement Profile 5 Years 5 Years 5 Years 2 Years 2 Years 5 Years 2 Years 2 Years 5 Years 2 Years 5 Years 20 Years 5 Years 5 Years 5 Years 5 Years 5 Years 5 Years 5 Years 5 Years 5 Years 5 Years

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Housing Vehicle / Machinery Description Change Profile Qty Required Pictures

VW Crafter Caged Tipper

5 Years

Suzuki Carry Caged Tipper

5 Years

Ransomes 728 Frontline Rotary Mower

5 Years

Ifor Williams Trailers

5 Years

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Housing Machinery

Description Honda HRH536 QX 21 Rotary Mower Echo SRM 4000 Strimmers Echo ECH 30ES Electric Hedge Cutters Echo PB750 Back Pack Blowers Hardi DP20 Knap-sack Sprayers

Qty 10 10 7 7 7

Replacement Profile 2 Years 2 Years 2 Years 2 Years 5 Years

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Cleansing Vehicle / Machinery Description Change Profile Qty Required Pictures

VW T30 Caged Tipper

5 Years

Suzuki Carry Panel Van

5 Years

2 WC Team

Suzuki Carry Caged Tipper

5 Years

Johnston CN200 Sweeper

5 Years

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Implementation Plan We have included within our appendices a copy of a draft mobilisation plan that would be instigated if we were successful in being awarded this contract.

Method Statements
Use of Depots We have visited the depots within the contract area and would confirm our use of the depots provide. Communications and IT (Use of SBS Confirm) We can confirm that English Landscapes would use the councils IT Systems (SBS Confirrm)

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Branding & Livery

We believe in a strong visual image for our company but also believe that inclusion of our clients details brings together a far grater working team. Our proposal would be as follows:

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Protocols on TUPE

English Landscapes are fully aware of the revised Transfer of Undertaking (Protection of Employment Regulations) which came into force on 6th April 2006 and the Code of Practice on Workforce Matters in Public Sector Service Contracts which was published by the Cabinet Office in March 2005 and are fully supportive of protecting employment rights when TUPE applies. English Landscapes are fully aware of the statutory protections which apply and the additional protections which apply when transfers take place from the public sector. Contracts of Employment English Landscapes will consult fully with individual employees and their representatives in order to protect any contractual obligations that the transferring employee wishes to retain. This will apply to all employees who were employed immediately before the transfer who were employed within the organised group. We are not obliged to transfer over any employees who were temporarily assigned (depending on length of contract) or those that worked less than 50% of their time on the contract. However, should we transfer over any additional staff we will work in accordance that TUPE applies. English Landscapes will take over all rights and obligations associated with their contracts of employment (with the exception of criminal liabilities). Management will work with employee representatives to ensure that strong working relationships are maintained. Prior to, during and after the transfer has taken place communication is paramount in ensuring transferring employees are aware and consulted of any changes which may take place that will affect them as individuals. Prior to the transfer taking place transferring employees are encouraged to attend a company presentation given by English Landscapes and then all potential employees are invited to be involved in one to one meetings on what TUPE means and what we will do as an organisation to make the process as easy as possible, providing as much clarity and information, at this point we use the opportunity to hand out employee information packs which contain (clothing sizing forms, ID Card details and payroll details) again to ease the start of the new contract should we be successful. English Landscapes ensure that potential transferring employees are aware that they can object to the transfer and the consequences of doing so i.e. the objection terminates the contract and the employee will be deemed to have resigned and therefore not eligible for redundancy. When we recruit new staff onto the contract, we will offer employment on fair and reasonable terms and conditions which are overall, no less favourable than those of the transferred employees. We will provide information as requested to the transferring employer to allow for monitoring to take place. Contractor Obtaining Admitted Body Status Admitted Body Status (ABS) has been developed predominantly to allow specified groups of employees to have continued access to the Local Government Pension Scheme (LGPS), this allows for continuation of the accumulation of benefits under one scheme whilst employment is transferred between different contractors.

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Grass Cutting

KEY AIM To provide a good quality sward fit for the particular purpose it is intended To cut the grass using good horticultural standards

METHOD OF OPERATION The grass maintenance is a highly sensitive area of work that requires sympathetic management; with trained operatives understanding fully the effect of the quality of the work has on the environment. The plant allocated to the contract is detailed in the plant list. In provision of this part of the service we will ensure that all litter and other debris are removed prior to the commencement of the cutting operation and that upon completion of the work the site is left in neat and tidy condition with all arising being removed form any surrounding hard standings. In addition to this upon the completion of the main area of grass all back up mowing and strimming will be carried out on the same day to ensure that the site is well presented at all times. Operators will ensure that cut grass does not lie in 'clumps' on the area being worked on. They will be instructed to spread the cuttings evenly, thus not causing detriment to the sward.

Site Inspection On arrival at the site, operators will decide what steps should be taken if the public occupies the area. If necessary, agreement may need to be reached with the Council on which areas to cut first. It is obvious that the safety of the general public will never be put at risk. For safety reasons, prior to commencement of cutting, checks will be performed in order to ensure that:
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All guards are correctly fitted There are no loose nuts or bolts Cables are not frayed All petrol caps fit correctly No equipment has any oil, fuels leaks etc. All controls operate correctly

Employees using grass cutting machinery shall be trained to adjust the machinery according to different ground and weather conditions. Where new machinery is introduced to the contract, manufacturer demonstrations will be given to all relevant employees. Special attention will be paid when cutting embankments with an angle of more that 20 degrees. During periods of adverse weather, such as drought or heavy rainfall, the contract manager shall inspect all sites prior to commencement of cutting operations. This will enable the best course of action to be determined.

(Coventry City Centre)

CV One Ltd

RAF Wittering

The Neville Ground


Tunbridge Wells

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Leaf Clearance

KEY AIM To remove autumn leaf fall and tree debris from all contracted areas as directed by the specification To provide a holistic one pass approach clearing all areas in one visit (for each specified visit) To co-ordinate resources and prioritize on the basis of need To recycle all arisings produced wherever possible Leave areas leaf free, to achieve a safe driving and walking environment To liaise and programme visits well in advance with the client

Method of operation We have taken into account all additional resources which will be required during the leaf fall seasons. However the timing and pattern of leaf fall is obviously very weather dependent and English Landscapes deliberately keeps its methodology flexible and allows the Management Team in conjunction with the Client Officer to determine on a local basis the resource required. English Landscapes have included within this tender to cover leaf fall, where appropriate with additional personnel and machinery. The method of collection will be an Operational decision depending upon the circumstances. For example, in areas where leaf fall is heavy, use of a leaf sucking machine attached to a compaction vehicle can, if the leaves are dry, can be a very effective method of collection. However, should they be wet, which is often the case; the machine gets blocked easily and slows the process down considerably. In this instance the manual collection of leaves, using boards for placing the leaves into a vehicle can be the most efficient method, or alternatively the use of additional mechanical sweeper may prove a better method.

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In areas where leaf fall is not as heavy, one way of dealing with the collection can be by simply increasing the size of the team crews.

A typical path cleansing operation Being carried out on a Local Council Contract for Newbury TC:

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Sports Pitch Maintenance

Football Maintenance

KEY AIMS To provide a high quality, safe, uniform playing surface for facility users. To increase usage of the football facilities by residents and visitors to the Area.

METHOD OF OPERATION All elements of good practice and quality control for grass cutting apply to the maintenance of sports fields. Towards the end of the cutting season, the grass shall be left at such a length so as to prevent frost damage over the winter, but not too long so as to hinder sporting activities. The work will be carried out utilising a tractor or similar width machinery and all other appropriate machinery to follow up. All machinery will be fitted with grassland tyres to ensure the minimum amount of compaction and damage to the surface is caused. All contracted maintenance tasks will be carried out at least 24 hours before play commences, unless so directed by the Supervising Officer or for safety related or practical reasons. Operatives will insure that all refuelling of machinery is completed before any item of Plant/Machinery is moved onto the playing surface. The Grounds man in conjunction with the match Referee will have final say whether the pitch can be played on if weather conditions are adverse. Marking Out Immediately prior to the playing season, unless otherwise instructed all pitches will be marked out according to the specification and the FA. Initial marking out wont automatically follow previous seasons marking. Measuring will dictate where the new seasons lines will be placed. The mixing of line marking liquid shall be carried out at the depot, as opposed to on site. This will minimise spillages on site. The disposal of all liquids shall be to a holding tank, not to the watercourse. Employees shall report any damage observed on sports fields to the Contract manager, who shall in turn report to the Council.

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Pitch renovations If end of season pitch renovations are required by the Contract Specification, they should be carried out as soon as practically possible after the playing season has finished. Any worn areas should be cultivated to a depth of 75mm by the use of the following machinery: Either Disc Harrow Contravator Rotavator

This should be done to provide a fine tilth. This will provide a level surface; if the importation of soil is required this should be of a pre-approved type (screened to less than 25mm).

The use of our own Verti-drain machine on Football pitches in Mid-Sussex

We can see the application of topdressing sand at our contract in Mid Sussex.

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Bowling Greens

KEY AIMS To provide a high quality uniform playing surface for facility users to increase usage of facilities by residents and visitors to the area. To provide the service that the specification requires. To work with the client and users/clubs to take notice of individual requirements

METHOD OF OPERATION Maintenance work on the Bowling Green will be performed by a trained Green Keepers to ensure that a problem free level surface is provided. Work will be performed in accordance with the specification laid down and English Landscapes will ensure that all operations are completed in ample time to allow users access to the greens. During the playing season, the green keeper shall ensure that the site is kept clear of litter and debris, thus promoting an attractive playing environment. We will set up a schedule of operations that will relate to the works functions that will deliver the standards detailed in the specification. These functions have been included in the build up of the estimate of the resource and include. The table below indicates & illustrates the level of operations that the bowling green maintenance has been broken down into, this table may differ from one contract to another subject to specific contract specifications. The different functions and outputs have been drawn form our experience of bowling green maintenance on similar contracts. Currently in London Borough of Redbridge and Portsmouth we maintain fifteen bowling greens whose specified standards are similar to these. We have also taken on the all of the bowling greens for Sefton council. The tasks detailed below are an example list of task and the contract specific tasks will be programmed into a schedule of operations. It is this schedule that will ensure the delivery of a uniform playing surface. The work completed can then be inspected in relation to the work completed and the key aims of this section. Subject to the current standards we would envisage that it will take English Landscapes, a full summer and winter season to get the key aims delivered. Through the season we would ensure that the required scheduled work is performed on the greens. The increased use will be a Performance Indicator that we will document throughout the season. The Facilities Management of the greens will enable us to monitor the use, and understand why it may not be achieving the levels of use expected.

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Indicative Table of Tasks: Bowling Greens


4 Feature Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Bowling Green Description Spot Weed Liquid Feed Roll Green Split Mechanical Drag Brush x 3 wk Repos Lanes x 3 wk Apply Lawn Sand Rem/Repl Soft Base Hollow Tine (Mech) Apply Sensitive Herb Mow & Box Cyl x 3 wk Apply Fungicide Scarify (Light) Water as required Apply Worm Killer Renovate Worn Areas Apply Top Dressing Quantity 2 2 2 2 2 2 2 2 2 2 Unit no no no no no no no no no no no no no no no no no Act f 30 2 30 12 53 29 1 2 1 3 29 9 7 45 1 1 1 Ann Quant 60 4 60 24 106 58 2 4 2 6 58 18 14 90 2 2 2 Nov 4 Dec 5 Jan 4 Feb 4 Mar 4 4 1 4 1 1 4 1 1 1 1 1 5 1 1 4 1 1 4 1 1 4 1 1 4 1 1 4 1 1 5 Apr 5 1 5 1 5 4 May 4 4 1 5 4 4 Jun 4 4 1 11 4 5 Jul 5 5 1 15 4 4 Aug 4 4 1 11 4 4 Sep 4 1 4 1 11 4 5 Oct Tot 30 2 30 12 53 29 1 2 1 3 29 9 2 7 1 1 1

1 1 1 1

2 2 2 2 2 2 2

1 1

1 1

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Qualified employees will carry out any spraying application. Autumn maintenance will be completed in time to allow grass to recover before growth stops for the winter. Upon completion of intense scarification and spiking, top dressing will be applied. (Subject to contract specification). Seed shall be stored in an adequate fashion, thus promoting its growth over the winter period. Prior to seeding, the contract manager shall check the weather forecasts, to minimise the potential for water logging, and subsequent poor growth. Outside the playing season, regular inspections will be performed by the Supervisor to ensure that the appropriate quality thresholds are achieved. In the event that the standard has dropped below the required level, suitable rectification work will be performed. Inspections will also take place for any damage that has been caused to the facilities as a consequence of vandalism. The green keeping staff will be suitably qualified and will be trained in the Performance indicators laid out in the specification. They will undertake their weekly inspections in accordance with those targets. English Landscapes will encourage the staff to be involved in the maintenance plans. Through adhering to these plans and reacting to any changes we will engender the staff with the confidence to develop the playing facilities over the course of the contract into a high quality facility. English Landscapes encourages the use of user groups for facilities such as these and would make available the Supervisor or Manager along with our operational staff to meet with the facility users in conjunction with the council/client as a method of improving the facility and reducing customer complaint levels. The Calverley Ground (Tunbridge Wells)

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Beds & Borders Shrub Maintenance

KEY AIM To provide high quality shrub displays that are healthy, vigorous and maximises the aesthetic qualities of the specific genus. To provide high quality shrub displays that achieve the maximum quantities of flowering wood for the specific genus. To ensure that shrubs do not grow out across footpaths, obscure windows or sight lines so as to cause a hazard or nuisance to pedestrians, property owners or vehicles. To achieve weed free displays. To recycle all arisings produced wherever possible, something we feel very positive about is waste minimisation and an opportunity for this is the ability to chip/shred shrub prunings straight back onto the beds.

METHOD OF OPERATION All shrubs will be maintained throughout the Contract to the highest standards to maintain and improve the current specification. Employees who are trained in the use of equipment, and the correct methods and timing of pruning operations shall carry out all shrub maintenance. Where the employees deem an area to be unsightly, or encroaching on property/highways, they shall inform the contract manager, who shall in turn instruct them in the correct course of action and if necessary discuses this with the Council. This will occur at any time throughout the year, not just the period specified for pruning.
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Pruning shall take place with adequate hand and power tools. All will be sharpened and adjusted to the appropriate standard. Depending on the type of shrub and its location, shrubberies will be kept weed free by either cultural or other methods. For example, hand weeding will only be performed for weeds that are easily pulled out complete with the full root system. Where weeds are deep rooted a fork will be used. When forking beds through, employees shall take care not to damage the root system of the shrubs. The surrounding grass/hard standing area shall be kept free of any arisings. Following work at each shrub bed all litter, perennial weeds and any other unwanted debris will be removed from the site and disposed of at an appropriate facility. Wherever possible, English Landscapes would propose the use bark mulch and the recycled materials generated from its own activities within the borough, such as tree pruning or hedge cutting. This will provide for the minimisation of waste and the maximisation of recycling potential. Where chemical control of weeds is performed, the areas will be visited on a regular basis and localised spraying will be implemented to ensure the quality threshold is achieved. Where late winter displays of colour are possible, in areas with willows and dogwood plantings for example, we will encourage coppicing of these types of species in early spring to ensure colourful displays in subsequent years. The picture bellows show English Landscapes staff within the CV One contract (Coventry City Centre) chipping prunings straight back onto the beds.

BRITISH STANDARDS AND CODES OF PRACTICES BS 7370 - 1: 1991 BS 7370 - 4: 1993

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Rose Maintenance

KEY AIM To provide high quality rose displays that are healthy, vigorous and with the maximum quantity of flowering wood. To ensure that roses do not grow out across footpaths, obscure windows or sight lines so as to cause a hazard or nuisance to pedestrians, property owners or vehicles. To achieve weed free displays.

METHOD OF OPERATION The maintenance of rose beds will be the same as that for shrubs with the exception of pruning. Throughout the flowering season roses will be deadheaded on a regular basis. Employees shall carry out regular inspections of the roses, reporting on their condition to the Contract Manager or Supervisor/Forman. All pruning operations are to be carried out by trained, experienced staff.
Portsmouth Apprentices

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Herbaceous Plants Maintenance

KEY AIMS To provide high quality herbaceous plant displays that are healthy, vigorous and with the maximum quantity of flowering growth, especially during the months June to August. To achieve weed free displays. To compost all arisings produced.

METHOD OF OPERATION The herbaceous plants form the basis of the displays in parks in the summer. English Landscapes will ensure that skilled operatives, who understand their work, complete all at each visit to the site. They will form part of the horticultural teams and regularly visit the parks deadheading, dividing stock, weeding and watering as required. Problems that cannot be addressed at a visit will be reported to the Contract Manager who will then decide on the best course of action. The Contractor may use such cultural methods he thinks best to achieve the desired finish based upon good horticultural practice. We intend to manage the stock with little need to purchase new stock, thus demonstrating sustainability of the herbaceous beds. METHOD OF ASSESSMENT Customer complaint levels. Monthly quality assessments. High quality herbaceous border displays with maximum colour during the appropriate flowering season. Sustainability of the operation.

BRITISH STANDARDS AND CODES OF PRACTICES BS 7370 - 1: 1991 BS 7370 - 4: 1993

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Annual Bedding

KEY AIM To produce high standard floral, displays to key locations throughout the Borough. To maintain floral displays to a high standard. To achieve weed free displays.

METHOD OF OPERATION The contract manager will ensure the bedding plants are maintained in the condition they were delivered in whilst in storage. Prior to planting, the employees will ensure the soil within the beds is of an acceptable quality to promote healthy growth of the bedding. If they are of the opinion that the soil needs improving, the contract manager shall be informed. No planting is to commence until the soil is deemed adequate. Plants will be set out on the bed to ensure that even spacing and the correct pattern is achieved, and all plants will be watered prior to planting. All beds will be kept weed free by means of hoeing and hand weeding; taking care at all times not to damage any plant. As old flowers fade they shall carefully be removed without damaging the rest of the plant. All arisings, soils and footprints on the grassed/hard standing areas surrounding the beds shall be removed. The surrounding areas shall be left in an acceptable condition.

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We have had great success in the Britain in Bloom awards with our CV One contract (Coventry City Centre) since we started in 2002 2002 Heart of England - Silver Gilt 2003 Heart of England - Gold award Overall Category winner / Nominated for 2004 nationals 2004 Heart of England - Gold award Overall Category winner 2004 National Britain in Bloom - Silver Gilt Overall Category winner 2005 Heart of England Gold award Overall Category winner Certificate of merit Greyfriars Green Nominated for 2006 Nationals 2006 Heart of England Gold award Overall Category winner Nationals Silver Gilt

CV One Ltd (Coventry City Centre)

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Sefton Metropolitan Council

Tunbridge Wells

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Cleansing (inc WC)

WC

the van allocated to the service will be fully equipped with all the appropriate user consumables, cleaning materials and hand tools to enable them to fulfil the full requirements of the service (more detailed information in the Method Statements below. SERVICE MANAGEMENT The Service will be managed and administered on a day to day basis by the local contract management team. The operational teams will report to the local offices on a daily basis to receive any specific work instructions or requests on a daily basis and they will be issued with a mobile telephone so that they can be instantly contacted to enable additional or variation instructions can be issued to ensure the right level of response is instigated. The relevant contact telephone numbers will be made available to the Supervising Officer prior to the commencement of the Contract. METHODS OF WORK Our objective is to provide a quality service that satisfies the requirements of the specification and maintain good communications between all parties. All operational personnel will be comprehensively trained in both the technical and qualitative requirements of the service and this training will include: the use of machinery, equipment and materials in accordance with manufacturer or supplier instructions the use of safe methods when lifting heavy or bulky items the wearing of protective clothing the methods of storage where by storage areas are maintained in a safe, secure, clean and dry state risk identification, whether to themselves or others, and the requirement to correct them where practicable and to always report such risk identification to the Contract Manager following of laid down procedures in emergency situations the completion and submission of any documents which are given or produced, for example work instructions, accident reports carrying out required safety checks on machinery before and after use the reporting of any building faults or damage promptly to the Contract Manager the reporting and labelling clearly any faulty equipment and machinery and put it out of the way keeping equipment and machinery clean and store it securely and safely after use following site instructions for entering and leaving buildings reporting suspicious people and packages immediately to the Contract Manager or the Supervising Officer reporting actual or potential breaches of security for example outer doors unsecured or evidence that people have entered the building

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The foregoing training will be underpinned by the issue of formal operational method statements and operational procedures which all staff are required to adhere to at all times. The following method statements are submitted as model draft proposals but we will be customising these prior to contract commencement to compliment the public convenience facilities in the District. METHOD STATEMENTS CLEANING OF SANITARY AREAS PURPOSE OF TASK To hygienically remove any debris and matter from sanitary areas and leave areas free from visible dirt whilst minimising the spread of bacteria. Toilets 1 2 3 4

5 6 7 8 9 10 11 12

Flush toilets with seat lids closed. Reveal water line by pushing back water in toilet bowls with toilet brush. Apply toilet cleaner to inside of bowls, including under the rims and allow soaking. With cleaning agent (detergent sanitiser) and colour coded cloth immersed and wrung out, wipe outside and around toilet bowls, including toilet roll holders, pipework, toilet brush holder, cisterns and handles, toilet seat lids, top and underneath and hinges, working from clean to dirty. Scrub inside toilet bowls with toilet brush, particularly any stains, water lines and under rims. Flush toilets, rinsing brush in flushing water. Wipe brush holder and replace brush in holder. Dry toilet seats with cloth, then close lids. Remove any splashes or marks from walls and wipe door handles. Check and replenish toilet paper, if necessary. Clean equipment and check for safety. Return equipment, materials and warning signs to store.

Urinals 1 Flush, then turn off automatic flushing system, if applicable. 2 Clear waste outlets and urinal channels in accordance with waste procedures. 3 With cleaning agent (detergent sanitiser) and colour coded cloth immersed and wrung out, wipe surrounding surfaces including cistern and pipework, starting at highest point and working from clean to dirty parts. 4 Apply cleaning agent to entire face of urinals and wipe clean. Use toilet brush inside urinals. Pay particular attention to water marks and drain. 5 Rinse toilet brush, then urinals using clean hot water. Repeat until clean. 6 Remove any splashes or marks from walls and wipe door handles. 7 If required, replenish channel blocks. 8 Turn on automatic flushing system, if applicable. 9 Clean equipment and check for safety. 10 Return equipment, materials and warning signs to store. Wash Hand Basins 1 With colour coded cloth wrung out in cleaning solution, wipe surrounding surfaces including wall tiles, ledges, pipes, waste bin and underneath the basin, working from clean to dirty areas. 2 Remove any objects, eg soap from the basin. 3 Remove any hair or other items from plug, plughole and plug chain with tweezers. 4 Wipe around inside of bowl, including plug, plug chain, taps and overflow. 5 With running tap water, rinse basin thoroughly, swilling water into overflow. Clean overflow with bottle brush.
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6 7 8 9 10

Wring out cloth and polish stainless steel or chrome. Replace items removed, replenish soap if necessary and paper towel dispenser, where fitted. Remove any splashes or marks from walls and wipe door handles. Clean equipment and check for safety. Return equipment, materials and warning signs to store.

DUSTING, DAMP WIPING, WASHING, POLISH APPLICATION PURPOSE OF TASK To remove dirt and debris from ledges, sills, skirtings, tables, seating, etc METHOD 1 Put on personal protective equipment. 2 Assemble equipment and check for safety. 3 Place warning signs 4 Dusting: Using a dry, lint free duster or static mitten, systematically dust vertical surfaces from top to bottom and horizontal surfaces with straight, overlapping strikes. Re-fold duster as necessary to ensure that dust is not re-deposited on cleaned surfaces. Draw dust out of corners and away from the edges of horizontal surfaces. Do not flick duster. Replace duster as necessary. 5 Damp Wiping: Prepare cleaning solution according to manufacturers instructions. Using a damp cloth, wring almost dry and wipe surface using smooth strokes. As necessary, rinse cloth in clean water, recharge with cleaning solution and wring out until almost dry. 6 Washing: Apply cleaning solution using a cloth, then remove dirt by wiping turning the cloth frequently. Apply clean rinse water and wipe dry with a clean cloth. 7 Polishing: Apply polish sparingly to a surface previously cleaned and allowed to dry. Take care to avoid applying polish to adjacent surfaces. When polishing small items, or items over a hard floor, spray the polish on to a duster rather than directly on to the item. When dry, buff to a high sheen. 8 Clean equipment and check for safety. 9 Return equipment, materials and warning signs to store

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SINGLE SOLUTION MOPPING PURPOSE OF TASK To remove spillages, soil and debris from hard floor surfaces. METHOD 1 Put on personal protective equipment. 2 Assemble equipment. 3 Place warning signs as appropriate, and at entrance and exits 4 Ventilate the area, if appropriate. 5 Prepare cleaning solution according to manufacturers instructions, adding detergent to water. 6 Commence furthest from the exit to avoid walking on wet floor. 7 Apply solution to an area of floor using the mop. 8 Mop the floor using a figure 8 stroke with each pass overlapping. 9 Clean adjacent to skirtings by cutting in parallel to skirtings. 10 Use abrasive pad to remove stubborn marks. 11 Ensure bucket is behind line of work. 12 When wringing out mop, stand in front of wringer and press down firmly (if applicable). 13 Change cleaning solution when dirty. 14 Leave floor as dry as possible. 15 Clean equipment and check for safety. 16 Return equipment and materials to store. 17 Return warning signs to store when floor completely dry. SAFE REMOVAL AND DISPOSAL OF SYRINGES/SHARPS & BODILY FLUIDS STANDARD TO BE ACHIEVED To remove and dispose of safely, any sharps and bodily fluids found on the premises whilst cleaning. METHOD 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 On discovering a sharp, if at all possible, lock off the area Put on personal protective equipment Assemble equipment Place out warning signs and close off area Open Sharps Box and either place near affected area or hold firmly Use tweezers to remove syringe/sharp and place into Sharps Box Securely close lid of Sharps Box and remove to safe storage location Remove any solid debris and flush down toilet using disposable scoop, then dispose of scoop Fill bucket with hot water Add the correct amount of bactericidal chemical, following manufacturers instruction, paying special attention to the contact time Wash down the whole area affected, working from the outside in Rinse with fresh clean water Place disposable equipment and cloths in refuse sack Gather all equipment, clean down and put back in cleaners cupboard Remove warning signs when floor is dry Take off personal protective equipment Ensure refuse sack, and sharps box are disposed of at an appropriate disposal point

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CONDUCT OF CLEANING OPERATIVES AT WORK The conduct and general operational demeanour of our cleaning operatives at work is a critical element of our service provision and subject t the scrutiny of the Council staff, general public and customers alike. To ensure that the perceptions off other people are positive, we have established the following dos & donts guidance principles for our staff: You should:

wear your uniform and sensible shoes (flat, closed toe, lace-up, giving good support to the foot) whilst at work
wear your ID card at all times

be courteous to people working in or visiting the building while you are there whether or not they are courteous to you take any lost property you may find to your supervisor and obtain a receipt for it. You should not:
take any unauthorised person into your contract area of operation

use the telephones for any personal reason (consult your Supervisor or Contract Manager if you have urgent need to telephone out or be contacted at work) remove any item from your contract area of operation without written permission attend work in an intoxicated state or become intoxicated whilst at work complain about your company or your work to client staff or your colleagues - if you have cause for complaint speak to your supervisor or Contract Manager who will help as much as they can to resolve it read documents left on desks or elsewhere or discuss what you get to know about the client and your contract with people outside. Failure to comply with the above may lead to disciplinary action.

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Paths and Hard Surfaces

KEY AIM To ensure that paths and hard surfaces are kept free from grass cuttings or arisings as mowing operation progresses. To keep surfaces in a weed free condition in line with the contract specification To be as environmentally aware as possible and wherever possible not use or reduce the need for the use of Herbicides (Subject to the Contract Specification)

METHOD OF OPERATION Each mowing operative will be equipped with both hand blowers and brushes, it will be the responsibility of each operative to ensure that upon completion of mowing operations with a particular area that all arisings have been cleared form the hard surfaces and the site is left in a clean condition. The operatives will be encouraged to cut areas in such a manner so that the amount of arisings that fall onto surrounding areas are kept to a minimum thus allowing the operation to proceed with greater speed and efficiency. Particular attention will be paid to this operation during wet condition as clippings are harder to remove from wet surfaces. In exceptional circumstance the Manager will consider adjusting the programme of work if at all possible to prevent the key aims not being achieved. In addition all hard surfaces will be kept in a weed free condition through out the year. All grass edges will be kept neatly trimmed as determined by the location. Sweeping will take the form of either manual methods (brushing) or mechanical methods (road sweeper, Blowers etc). This will predominately be driven by the contract specification and also the weather conditions. English Landscapes have a huge amount of experience within this area as we also carry out City Centre Cleaning in Coventry and a Streetscene contract in East Hants where we operate a range of machines from 15t HGV road sweepers to the manual Barrowman.

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Ponds

SAFE WORKING PROCEDURE FOR WORKING ON OR NEAR WATER

Working from waters edge Display appropriate warning signs to alert the general public. Minimum of 2 employees to be in each team Communication equipment to be tested before work commences All employees are to be trained in rescue techniques. All employees to be trained in the use of safety harness and safety line Buoyancy aids are to be worn at all times. When weeding in water full chest waders to be worn Where steep banks is to be maintained safety harness will be worn with safety line anchored to a secure post/structure. Permit to work is to be issued for each task. When working from boats Minimum of 2 persons in boat at all times with 1 member on bank to act as Banksman to ensure emergency assistance can be called if necessary. Buoyancy aids are to be worn at all times. All employees to be trained in basic boatmanship. Communication equipment to be tested before work commences. Boats to be moored securely to picket post or secure structure. Permit to work is to be issued for each task

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Cemeteries Grave Digging

Although we believe TUPE may apply to this contract, we are unable to take the risk that on day one of the contract we are not in position to Dig Graves. As part of the mobilisation period we would seek to find out the likely hood of the current grave digging staff transferring to us? We have via our supply chain partners Teleshore the ability to train normal operatives to be proficient, competent grave diggers through their intensive Training programme, this programme could in extreme cases be completed within 3 days. Burial Service Provision This method statement was written specifically for another Cemetery, English Landscapes would make sure a similar but site specific statement would be written for this contract. English Landscapes had visited all of the sites in question: Site 1 Site 2 Site 3

We have made specific notes on the following: Ground Type Site 1 Site 3

Both of these sites are on clay soil. We have noted that across the sites the type of clay can be quite different, from heavy to very much lighter. Site 2
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The London Borough of Hammersmith & Fulham Contract for Grounds Maintenance Services 2008 - 2015

On this site we have noted a different soil structure, this one being based on Chalk. Both of these ground conditions will require different methods of working. The following processes will be adhered to on all New and Reopened graves. English Landscapes will ensure that all permanent staff are fully trained in the excavation of graves and associated burial service duties. The Manager and Supervisor will be responsible for managing the service and ensuring that there are sufficient members of the team present at all times to provide an efficient burial service. As detailed in the plant list all necessary shoring equipment has been allowed for, to ensure that health and safety issues are complied to at all times. 1. Make sure a detailed plan of operation is in place that all staff are aware of and any changes of this plan are communicated to all concerned. This should include the following: The grave to be excavated has been clearly marked / indicated and paperwork from the client is in place prior to any excavating takes place Any / All tools that are required are in working order and available for this excavation and are not then used for any other work until this excavation is complete and in a safe condition

2.

Shoring of graves can take many forms. We will ensure that 100% of all graves are shored during the dig process no matter what depth is being excavated. We would normally have at least two different types of shoring on site and available for use, these would normally take the guise of the following: TELESHORE, this system has been improved over the last few years and is now widely acclaimed as one of the best systems on the market Timber shoring, these are generally of a Native hardwood previously approved by the Client

3.

If an excavation is to be below 0.9m, a second banks man must be in place to assist the dig and watch for any anomalies such as spoil heap collapse, Grave collapse, members of the public and head stone unsteadiness. Always ensuring that the Supervisor/ Manager is notified prior to starting. If an excavation is required at Site 2 care must be taken using the Pace Pick (Mechanical Pick Axe) when the cross bracing of the shoring system is in place All excavations that are made which are more than 0.9m will have ladders in place for entry and exit to the Grave. If risk of ladder slip is probable the lower section of the ladder up to the first rung will be dug in to the floor of the grave. Any rescue equipment must be at the graveside in case of collapse if the grave being dug maybe susceptible to collapse. All dug soil from the grave site will not be placed any closer than 0.6m from the edge of the newly or any other open site.
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4. 5.

6. 7.

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8. 9.

All sites will be checked at least one hour before internment, reporting any problems to the Client, Supervisor and Contract Manager. During any absence by the contracted staff from the grave either whilst digging on once the dig is complete the Grave will be covered by boards to leave no gaps between and maintain a sate site. Staff will also remove all tools if the grave site is left for any time so as not to create trip hazards etc. On returning to any Grave the staff will check immediately for soil movement. The Grave will be completely refilled once the internment has taken place and the Family members have moved away. No staff will leave the Cemetery until the Grave has been completed. The shoring used will be removed in reverse order of installation and only when the soil refilling the hole has reached the next stage.

10.

11.

Risks to the Grave digger: The largest risk to our staff whilst excavating the site or working around an excavated site is from Grave collapses. Some of the causes are highlighted: Little or no shoring Shoring that has been installed incorrectly

Both of these should not happen as it is a prerequisite that shoring be used on every excavation and all staff will be trained and retested on the use of shoring equipment. Other causes of collapse include: Breakdown of soil strength, this can be caused by moisture / frost The weight of excavated soil next to the excavation Vibration, vehicle/ traffic near to the Grave Variable soil structure. (sand pocket running through clay) Excavation which is too close to a previous excavation The side walls of the grave being struck by a heavy object e.g. the Coffin On graves which are being reopened the possible movement of the Monument/Headstone

Maintenance of shoring equipment A daily record will be kept on all shoring equipment. Looking for cracks or fatigue within the shoring itself Timber will also be checked for rot All metal items which move will be lubricated using the manufacturers specification Ladders will also be checked at the same time and a separate register be kept

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Lowering of Ground Water In times where the weather is very wet or the Local Water Table is high it might be necessary to remove water from the excavation. This can be achieved by the following: The use of a petrol powered pump could be used to reduce the water level (ground de-watering) In extreme conditions it maybe a requirement to sink a number of small holes within the area Pumping may also be used to drain the excavated grave but this will only be once the grave is finished or when the water level is at a low level (under the first board)

Mechanical Excavators We have noted that within the documentation there is not a requirement to hand dig all graves, you will see from the machinery list detailed above we have allowed for an 8 foot reach Mini Excavator this will be enough to cope with all digs required by the contract specification. (Subject to Contract Specification). Unusual Ground conditions We have already indicated that the ground conditions vary across the contracted sites and that the clay at Sites 3 & 1 would normally constitute unusual ground conditions, however; because this seems to be site wide we have classed this as usual. There could be a particular risk with stock graves (if this system is used by the Client) in this type of ground type; we would suggest a dig in time approach. If this system is not possible then regular checks should be made checking for loose supports. Wet ground of any type is always less stable than that of dry, so additional supports maybe required. Exhumation The Cemetery Manager will take overall responsibility for the safe operations that are required for this delicate type of works. The following will be adhered to: The Supervising Officer will make sure that prior to the excavation taking place he/she is satisfied as far as possible that the remains to be exhumed are that of those referred to on the Exhumation Licence. All possible precautions are taken to screen the site from the public; if possible the exhumation should take place when the Cemetery is closed. The overall responsibility for ensuring that the conditions of the Coroners Order, Sheriffs Warrant, Home Office licence or any other statutory body are met falls to the Officer of the Environmental Health and the Senior Officer for the Burial Authority. The Environmental Health officer will be responsible for the control / prevention of the spread of diseases, ensuring there is no public danger. The Contract Manager / Supervisor and the Grave Diggers will have the responsibility for the safe operation of the method of digging.

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Precautions to prevent the spread of Disease All appropriate PPE (Personal Protective Equipment) will be supplied this will include the following: Disinfectants All will be stored in their original containers and kept within a chemical safe. Method of safe working with Exhumations and the precautions to prevent the spread of disease: Wear disposable Gloves & Overalls Protective boots will be worn Respirators of the disposable type will be used If the conditions of the exhumation require that Lime be used it should be freely sprinkled over the coffin, any remains which may be exposed and any soil removed from or adjoining the grave. When the use of Lime is called for the Grave Diggers and any other personnel in the vicinity of the grave MUST wear Respirators and dust proof Goggles. Gloves, Wellingtons, Helmets and Goggles. After use all will be washed with disinfectant once all soil has been removed (all except Gloves which are disposable) Overalls will be of a type which are also disposable Eyewash Personal washing facilities must be made available which will include hot & cold water, soap and nail brushes.

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Communications Most of the day to day communicating of the requirements of the contract will be face to face with the staff at the beginning and the end of each day. This will involve discussion backed up with the Tick sheets, instructions for completion of variations, maps, plans and the parts of the specification that are relevant. The Cemetery Officer, Cemetery Admin Officer and Supervisor will all be issued with mobile phones, which will allow the client to contact them as and when required. There will also be fax, phone and email facilities available on top of the mobile network. Excavation of a plot for an internment of three (Croydon).

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Cemetery Attendant Duties Allocation of Resources English Landscapes has a wealth of knowledge in the management and maintenance of Cemeteries, our aim would be to provide a service to the highest quality in a sympathetic and dignified manner. All staff are actively aware of, and sensitive to dealing with the general public at times of bereavement etc, and the need to display due respect to mourners. As a consequence all employees working within the Cemetery will receive specific training in terms of Customer Care. Works which create a disturbance are to cease during services. Within the make up of this tender we have allowed for one of the operatives to take on the role of Cemetery Attendant. This person shall have the responsibility to ensure that the requirements of the specification concerning this aspect of the service are met at all times. They will be able to call upon other members of the cemetery team for assistance should the need arise. The demands made within the specification will be responded to and efficiently dealt with effectively and efficiently. English Landscapes will ensure that sufficient cover is allowed for during periods of holiday and sickness, and that others within the team are trained to provide a seamless service when the need arises.

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All operations relating to safe working practice in cemeteries and churchyards Memorial Safety Inspection of Grave Memorials

English Landscapes believe in fostering Partnerships with our Clients we have migrated the Partnering Ethos into our supply chain; one of these supply chain partners are Teleshore, Teleshore have a Sister company Memsafe although we will not be using Memsafe for this bid we have included one of their method statements for the inspection of memorials, this will give an indication of the structure of the inspections and how the are staff will be Trained/Guided. We will create site specific method statements to suit the all of the church yards in Hammersmith & Fulham. Memsafe Information Memorial Testing All of our memorial test engineers are fully trained to ICCM standards and carry the relevant certification. They work totally to health and safety guidelines and are acknowledged by the leading insurance companies. All engineers will follow where applicable, NAMM guidelines regarding memorial testing. Each test engineer will have at his/her disposal, a team of qualified and licensed lifting engineers who will work throughout the duration of the contract to ensure that all unsafe memorials are made safe by whichever means agreed with the client. This ensures that the client is not faced with a list of unsafe memorials and no means of making them secure at that time and as such removing the unnecessary worry from the client.

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All members of our teams are totally capable and enjoy contact with any concerned persons or relatives who may wish to attend the testing of a specific memorial and as such are very happy to show and explain any procedures being undertaken and will arrange if requested the testing in their presence a specific memorial. All information collected plus the results of the mechanical test currently of 35Kgs force applied via our electronic stability testers will be stored on computer and transferred to either a CD, disc or paper copy, whichever system is most convenient to the client. Digital photographs will be taken upon request. This is normally used to photograph memorials that are to be laid down or require some form of remedial work, so that a reference to before and after can be made. We can photograph all memorials if requested. This is a decision that can be made at any time. Other Safe working Practices Other areas that will be concentrated on are the following: COTS Cemetery Operatives Training Scheme o Grounds Maintenance & Memorials o Excavator course Risk assessments Manual Handling Push/Pull risks assessments Risk of infection from Human Remains

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Play areas

KEY AIMS To keep maintained a range of interesting and stimulating play equipment for use by young people To ensure that the safe condition at all times and all potential hazards are minimised. To comply with the recommendations of the annual independent play ground inspection. To implement the targets and standards set out in the Councils Play Strategy.

METHOD OF OPERATION English Landscapes is acutely aware of the importance that must be placed on the inspection and maintenance of children's play areas. As a consequence of this a Safe Code of Practice has been introduced to ensure that all play area inspections are carried out in a safe and efficient manner. English Landscapes will ensure that inspections are carried out on each of the play areas as specified within the contract terms and a daily visual inspection is completed (Subject to Specification). Prior to performing the inspections, English Landscapes will, as part of its training regime, ensure that these operatives are fully trained in all aspect of the work. All inspections will be carried out in line with the details contained within the standards BS5696, parts 1, 2 & 3, DIN 7926 and BSEN 1176 and 1177. Condition of fences and gates, signs, and lighting will be checked. Pathways and play surfaces will be examined for dog fouling, glass and any other dangerous objects. Employees shall be instructed to pay attention to comments made by members of the public who use the play areas. Should they receive any comments about any activities which may cause harm to everyday users of the play area; the Council will be informed. Where playground equipment is found to be in a dangerous condition, the equipment will either be removed, or, red tape, lock and chain (swings) or appropriate warning signs will be erected and the
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Council notified immediately of the defect. Leaving the site in a safe condition will be the paramount consideration of the staff. Any defects that are of a minor type will be repaired at the time of inspection. After performing each inspection English Landscapes will ensure that the play area and its immediate surroundings are completely cleaned so as to be free of litter and any debris which could cause harm. We would ensure that all staff involved in this operation are fully conversant with the aims and are fully trained to do daily inspections. In addition to inspection reports, English Landscapes staff will produce for the supervising officer, on a weekly basis, a repairs worksheet which details the repairs for the week ahead.

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Special Events

We have noted your requirements for the flexibility need by us if awarded this contract to help with the special events laid on within the Borough : The Oxford & Cambridge Boat Race Various Sports tournaments London in Bloom Music Rallies Fireworks Fun Fairs

We also note that as a council you are trying to increase this area of usage. English Landscapes have always operated in a very open and transparent manner and can show our flexible approach to variations on either ad-hoc basis or long term variations with existing clients. We are known as a contract that can be flexible in its service delivery and can confirm that the four additional requirements that the special events pose can be dealt with in a professional manner. We will look to work with the client in the planning of known events and develop an annual works calendar detailing all the requirements of each event. The lead up to any events will include scheduled tasks being under taken in a timely manner so the build up to the event isnt held up by any schedules which are behind.

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Recycling of Green Waste & other waste inc. Water

Waste Minimisation We have included within the appendices section of the information supporting this tender submission a copy of our Waste carriers License. The issues of waste, at a philosophical level, arise primarily from the twentieth century view of the product lifespan as being linear; from creation, through use, to disposal. In earlier times, in natural systems, and in recent shifts towards sustainability, a more cyclical view prevails. There is an emphasis on reuse and recycling together with minimisation of residuals. This philosophical shift back to recycling has been given momentum by the impact of waste and its disposal on the environment, but more particularly by the voting public affected by the impacted environment. The move towards sustainability has been led from Europe. Key drivers in many countries include protection of groundwater, and reduction of greenhouse gas emissions. The cost of organic waste disposal In a natural ecosystem most living tissue is recycled within the ecosystem. Carbon is fixed by plants, used for growth, consumed by animals and released through respiration or decay. Other elements are similarly cycled within the ecosystem. While this cycling is not perfect, many ecosystems are relatively stable for extremely long periods of time. In the current human-manipulated environment these cycles have been largely lost with two important consequences. Firstly, important nutrients are removed from productive land and ultimately disposed of to landfill or sewer. This causes problems of both depleted lands and enriched receiving environments. Secondly, organic matter that is essential for effective soil function is depleted. This depletion is relatively slow with significant effects taking decades to manifest. Nevertheless, as significant depletion of productive land has been occurring for nearly a century, very significant effects are now realised. The first cost of land filling organic waste is thus a loss of productive capacity of the land. While chemical fertilisers have reduced the impact of this, their long term use is not a sustainable option, and does not address organic matter depletion. The practice of land filling organic waste is problematic because the waste is not stable. The greenhouse gas methane is produced in high quantities (up to 100kg/tonne of waste), and ground water may be impacted by leachate. Appropriate engineering can mitigate these issues at a cost, but avoidance is generally more cost effective and is without long term risk. Composting removes organic waste from landfill, but more importantly applying the product to land replaces organic matter. Soil organic matter gives the soil structure and preserves biodiversity. In purely functional terms, however, it improves water retention, (counter-intuitively) improves drainage, suppresses crop disease and increases productivity. Essentially the natural cycles can be restored even though they may now be discontinuous in both time and space. This is a practical and achievable sustainability solution for modern society. English Landscapes have for a long time understood that if you dont produce it you dont have to recycle it! We have in Portsmouth for the last four years shredded all of our annual bedding directly back onto the beds, this has stopped the need for double handling the waste and then the work involved in getting waste composted. After four years of dealing with the waste from the beds in this way we have seen no ill affects at all, the beds are still disease free but gain from the addition of humus being returned to the bed each year and the need for topping up the beds on an ad-hoc basis has stopped totally allowing the extra spend that would have been allocated to that task to be used elsewhere, thus adding value back to the contract as well as being waste conscious. Where green waste cant be dealt with at the site of production English Landscapes have always tried to compost as much as possible, sometimes this cant be done because of the amount of grass

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clippings within the waste. We have included a few pictures from several of our sites showing the composting of green waste. The use of a Screener to separate any unwanted waste

The final product after screening

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Dealing with tree waste in Coventry

Why waste minimisation is so important Tunbridge Wells stock pile which requires weekly management and turning

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Composting technologies A range of composting-based solutions are available for the treatment of municipal wastes. These are distinguished by the goal of the process and the mechanism for achieving treatment. Two approaches to organic waste are taken: sustainable reuse and waste treatment. In the former, composting is used to produce a useful product that is beneficially reused on land. The waste s processed are separated or selected to ensure that contamination levels are low. In using composting as a waste treatment technology, separation of waste prior to a composting stage is less important and the goals are stabilisation and volume reduction. The final product is of low or nil value, and may have to be land filled. Clearly a sustainable reuse approach is most desirable, but this is only achievable where the means and will for an uncontaminated organic waste stream exist, and where appropriate markets for the composted product can be developed. These issues are discussed further below. Composting technologies can be split into three broad categories: open windrow, in-building and invessel. Open Windrows Open windrows are long piles of compost that are turned occasionally by appropriate equipment. There is no containment so odour, dust, leachate and the potential for pathogenic aerosols are uncontrolled. Sighting and the range of wastes that can be processed are therefore constraints. Composting times are protracted (around 120 days). Typically open windrow is restricted to green waste composting where there is no requirement for pathogen control. In this application some unevenness of treatment is not problematic. Climatic impacts can be significant but cost is low. In some parts of the world regulatory approval for windrowing is becoming hard to obtain. Within-building Systems In-building systems bring composting inside. The composting is contained with respect to the environment, but workers and equipment are exposed to potentially damaging aerosols. There is scope for much higher levels of monitoring and process control when compared with windrow composting. Inbuilding systems are generally suited for larger scale installations and are relatively inflexible. The direct processing cost is usually high due to the large amounts of air that need to be moved and treated. Installations are capital intensive. In-vessel Composting Systems In-vessel systems are varied but generally offer the following features: The compost is retained within some sort of vessel and the environmental and human impacts can therefore be tightly controlled, and most wastes can be handled. There are opportunities for strict monitoring. The thermal properties of the systems generally ensure rapid and sustained heating. Air delivery is relatively well controlled. Systems are generally scalable In-vessel solutions are relatively capital intensive, and total processing costs reflect this, but they offer the most comprehensive control and containment options. Systems are generally suited to small to medium sized installation. However, their modularity and cost advantage when compared to in-building systems means that several satellite plants can be established to serve very large populations. The advantage of satellite plants is that waste and product transportation costs can be minimised.

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HotRot Composting As mentioned earlier English Landscapes are always looking for new innovative ways in carrying out our business, we have partnered with a composting company to supply In-vessel composting specifically for the Parks type environment. Systems that are only 1.4meters wide and 7.2meters long that can handle tonne per day of green or mixed waste through to systems that are 4.4meters wide and 22meters long that will handle 10tonne per day of green or mixed waste. It is widely recognised that whilst layout and engineering may mitigate most planning problems with regard to Green waste recycling: noise, odour and site traffic remain the key barriers to successful implementation. With this system we have found a robust and high quality technical solution to this. With HotRot we have access to a technology with these solutions built-in. An enclosed vessel, the composting process is completely contained until the product emerges from the discharge point. Each low rate motor-operated unit is incredibly quiet. The on-site micro-processing unit automates the process, removing the need for manual intervention and onsite vehicle movements. The benefits of automated operation and monitoring are also manifested in reduced work load associated with the regulation on site. The software retrieves constantly collected data and presents it in formats that will satisfy all the reporting requirements on site. The greatest success any waste operation can achieve is convincing its neighbours its not even there. This system guarantees for no odour and noise nuisance and the minimum of onsite operations, it is very easy for this system to blend in with any existing operations. Although the system will be used generally within park situations, the system is completely able to comply with all current legislation for handling ABP (Animal-by-Products). This system will allow a site to operate where a vehicle arrives, tips, leaves. and then silence.

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Water Recycling

We believe that you are always able to go that little further and as you see we have gone that extra mile with our wash down facility that is being instigated for our Coventry City Centre contract, we are required by law that no contaminants enter any water courses, however; we are not required to recycle that water. The Clearwater system will clean the water used to wash off all plant including that used for dog waste and allow us to reuse the water to wash off other equipment, this in a time of water shortages makes great environmental sense.

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Waste Disposal We are proposing that our Cleansing teams will try to separate litter at source during the scavenge operation. Our vans will have segregated areas so the dog bin emptying can be split away from everything else and be dealt with under the proper disposal regulations. The scavenge operation will separate dry recyclables into appropriate bags where they can be sent to the councils MRF sites. The contents of litter bins wont be able to dealt with this way as the sorting of these will be to labour intensive.

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Green Flag English Landscapes are aware that the standards for achieving the Green Flag award are high, we are also aware each entry is judged on its own merits. English Landscapes are aware that each Park, Community Park, Sports & Recreation Ground, Public Open Space, Cemetery & Crematorium, Civic Spaces, Woodlands and Allotments within the Borough area have their own unique character and the Green Flag process will reflect this. We are also aware of the scoring process to achieve the award status i.e. the scoring of a minimum of 50% from the desk score and a minimum of 60% from the field evaluation process. A Welcoming Place: The overall impression for any member of the public / community visiting the Borough should be positive and inviting, regardless if they are using the Park or just walking by / through. Key areas are: Equal Access for all members of the community o If this means the use of different languages these should be used after consultation with the parks user groups to make sure the right content is in place Good and Safe Access o Making sure any obstructions, slip areas are attended to and the surface of the path etc is sound and in good order Good Signage to and in the Park o The signage is placed well and is clean and free of graffiti so it can be read easily Healthy, Safe and Secure: Hammersmith & Fulham must be a Healthy, Safe and Secure place for the whole community to use. The Management plan must detail all relevant issue pertaining to these points. New issues should be noted and acted upon as soon as possible and if required the Management Plan should also be amended. Particularly Important Issues are: Hammersmith & Fulham must be a safe place for the Community to use or travel through / past. o This will be improved due to the static nature of the staff manning this site Health & Safety policies should be in place and regularly reviewed All facilities on site should be clearly marked and accessible by all who may want to use them, facilities could include toilets, phones and in the case of Ponds/ Lakes life belts for that feature. This equipment and those facilities must be safe to use. Dog fouling must be adequately addressed o We have noticed that there isnt a requirement within the specification to price Dog Bins unlike the Litter Bins; we know how important the management of this issue is to the Judges of the Green Flag awards. We would work to make sure this is addressed in conjunction with the client.

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Clean & Well Maintained: For visual reasons as well as Health & Safety, the cleanliness and maintenance of the Borough must be adequately addressed. In Particular: A policy on Maintenance should be in place a reviewed regularly o This policy must make provision for Litter and Vandalism Litter and other waste issues will be adequately addresses Grounds, buildings and features should be well maintained in accordance with any relevant quality statements. Sustainability: Maintaining the Borough and its facilities should be based on sound environmental practices; our Management will be aware of the range of materials, machinery and techniques available to them and will make sure that we can demonstrate that through well informed choices which are regularly reviewed are made. Specifically: We will make sure that if an environmental policy / charter isnt in place we will secure one. This will encompass the management strategy and will be regularly reviewed. High horticultural standards will be practiced o The use of tool box talks and on-site trainers will enforce this Energy conservation, pollution reduction, waste minimisation and recycling and conservation measures will be used. o We have allowed within this bid when plant / machinery is update to our own we will be using Bio-Diesel, Electric Hedge cutters, subscription to the Carbon Neutral Scheme, wherever possible we will minimise the waste created so that the amount needing to be recycled can be reduced. (if you dont produce it you dont have to recycle it) Minimising the use of pesticides through a proper justification process All materials that are made from or use Horticultural Peat will be eliminated Conservation and Heritage Particular attention will be given to the conservation and appropriate management of: Natural features, wildlife and Fauna Landscape features Buildings and structural features

The above should represent their usage without putting undue pressure on the surrounding environment.

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Community Involvement: We will actively involve the members of the community and as many Friends groups as possible to represent the broadest cross section as possible. We will demonstrate: Knowledge of our Customer/ User base; patterns of usage will attendance levels. We will evidence the usage of the Borough and its community involvement of the management / development of the park. We will make sure appropriate levels of recreational facilities are in place for all sectors of the community. Marketing: English Landscapes will make sure that we have a Marketing Strategy in place and that this strategy is regularly reviewed. Good levels of relevant information will be provided to users of the park o Management strategies, activities, features and ways for the community to get involved We will promote the park and its resource within the community Management: All green Flag applications must have a Management or strategy plan in place which reflects the Local Agenda 21 aspirations and that this clearly defines and adequately addresses all of the 7 key criteria points as listed above. The plan will be actively implemented and reviewed on a regular basis. Overall the plan will be based on sound financial criteria and this will be demonstrated and robustly recorded.

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Weed Control

KEY AIM To achieve a weed free environment. To use Environmentally friendly herbicides Not to use any residual herbicides (unless specified within the contract) To reduce the reliance and minimise herbicide use

METHOD OF OPERATION English Landscapes is aware of its responsibility to the environment and will look to use cultural weed control methods where ever practicably possible, there will be a need to use chemical control in certain areas of the service. With the implementation of the recycling initiatives for the handling of green waste and reapplication of the product produced onto shrub beds within the borough the amount of chemical control will be reduced. The application of chemical weed control on hard surfaces is seen as paramount in order to create a weed free environment. The timing of these applications is extremely important and once the application has commenced the operation will be continuous until spraying of all areas has been completed within the time scale stipulated. The weather conditions will be considered at time of the programmed operation and the parks officer will be kept informed of any alterations to the programme. English Landscapes will only use trained Grounds Maintenance staff for this activity. All operators will hold certificates of competence issued by the National Proficiency Test Council for the type of equipment and work undertaken, for example PA1, PA6, and PA20 etc. Pre-operational checks will include checking the equipment is clean, water tight and correctly calibrated to apply the correct quantity. Prior to spraying the foreman will: Ensure the chemicals to be applied are within date, and have been stored in accordance with manufacturer specifications. Check weather conditions and ascertain whether it is safe to apply pesticide. Carry out an assessment of the work area and the likely effects of a spraying operation on people in close proximity. Any special arrangements will be recorded on an assessment sheet and given to the operators. Ensure all operatives are carrying a copy of their spraying certificate, and have read and understood the instruction label of the pesticide being used. When spraying, place warning signs in close proximity and in a visible position.

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Ensure that no spraying is carried out near drains or watercourses. On completion of spraying activities, operatives will return any unused pesticides to safe storage decontaminate equipment and wash their hands and other contaminated body parts. Spraying activities will only be carried out using approved substances, including but not limited to: Casoron G Herbicide Vittesse Fungal Control Castaway Plus Insecticide & Lumbricide Twister Flow Earthworm Control Agent Clovotox Touche Herbicide Tribute Herbicide Ecomark Emulsion Roundup Pro

This list is subject to continuous change and is not linked to a controlled list of chemicals.

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Assisting Parks Police to Uphold Bye-Laws We will work with the Client and the Parks Police to make sure the facilities are kept safe for the users of these areas. We will contact the Police / Client for all incidents of vandalism and unsocial behaviour.

Emergency Response For Oil, Chemical, Other Spillages, Urgent Works and Dead Animals KEY AIMS To provide a prompt, effective and efficient service to deal with spillages and urgent works. To support emergency services. To comply with provisions of the Highways Act, Environmental Protection Act, Special Waste Regulations and any other relevant legislation. To convey collected materials to a place for appropriate treatment / disposal. Where dealing with Special Waste and Hazardous Waste to ensure that all material is dealt with by appropriately licensed and qualified persons. Leave area free of spilt material. To efficiently remove dead animals as soon as possible. To convey animals to an appropriate disposal facility. To leave the site of collection cleans and tidy. To minimise distress to the Community.

METHOD OF OPERATION English Landscapes will ensure that there are fully trained operatives available at all times to respond to any spillage or urgent work within the time scales laid down within the contract documentation. A rotor system will be placed in operation to ensure that the appropriate level of Supervision and Management is available through out the duration of the contract and that the responsible person will have the names and contact numbers of additional personnel necessary to ensure that appropriate numbers of operatives are available as each situation requires. When requested to remove, store and dispose of animal carcasses, English Landscapes will:
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attempt to ascertain whether the animal, bird etc. was a domestic pet (e.g. by checking for an identification tag) and if so will endeavour to contact the owner before disposal and determine his requirements for the disposal; if the carcass is a dog English Landscapes will, before disposal, inform the local police and follow any instructions thereby given; dispose of the carcass in accordance with all statutes and regulations;

In the event of the carcass being the subject of a road accident English Landscapes will ensure that any blood or other organic matter is removed to the best of our abilities using sand and water. If the carcass of a Badger is discovered by an English Landscapes operative, a Supervisor will be informed immediately who will notify the Badger line and will supply precise details as to the location of the carcass. The carcass will be placed in a clinical waste sack and stored in a safe and appropriate area for later collection by a representative of the Badger Group. There will be a need to ensure that all operatives that are involved with this part of the service receive regular training and updates in legislation in order to ensure that all regulations are adhered to at all times.

METHOD OF ASSESSMENT Customer complaint levels Quality assessments 100% response too urgent / emergency requests. Quality records Compliance with all relevant legislation. Removal of 100% of reported dead animals within 2 hours. Quality records. No evidence following removal.

BRITISH STANDARDS AND CODES OF PRACTICES

Environmental Protection Act 1990:

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Housing Areas We will work with the specification on the housing sites using the resources detailed above and the individual task method statements. We would state the fact that all of our operatives will need to be able to communicate with the residents of these areas and customer satisfaction is vital. Our staff are given training on Customer Satisfaction.

Confirmation of Insurance, plus Evidence


We can confirm that all insurances are held and a copy is within the Appendices section of the supporting documentation. We are able should things change to increase insurance levels dramatically should the scope or nature of the contract change over its life.

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