The following clarification questions have been received from prospective tenderers. The Council's responses are published below to ensure that all interested parties have access to the same information.
Q1. Are litter-picking duties required at weekends and on bank holidays?
Yes. Litter picking is required seven days a week, including weekends and bank holidays, with the exception of Christmas Day.
Q2. Are other grounds maintenance duties required at weekends or on bank holidays?
Routine grounds maintenance work is not generally required at weekends or on bank holidays. However, emergency response may be required in accordance with the contract specification.
Q3. Will TUPE apply to the new contract?
The Council does not anticipate that TUPE will apply.
Q4. Can the Council provide historical records of tree works and emergency call-outs?
Historical records of tree works and emergency call-outs are not available for inclusion in the tender information.
Q5. Is an accompanied site visit mandatory, or can tenderers visit independently?
An accompanied visit is not mandatory. Tenderers may undertake the required pre-tender site visit independently, as all relevant areas are publicly accessible.
Tenderers must confirm completion of their site visit in the Tender Response Form.
Q6. Are editable versions of the tender documents available?
The Tender Response Form is available in editable Word format on both the Council's website and Find a Tender. The remaining tender documents are provided in PDF format.
Tenderers requiring an alternative format should contact the Clerk, specifying the document concerned.
Q7. Can the Council confirm that tenderers should submit their annual Contract Price excluding VAT, and that VAT would be added to the agreed price if the successful Contractor becomes VAT-registered during the contract period?
Yes. Tenderers must submit their annual Contract Price excluding VAT.
In accordance with clause 5.4 of the draft Contract, VAT properly chargeable will be payable in addition to the agreed Contract Price, unless Annex 3 specifies that the price includes VAT.
This also applies if the successful Contractor becomes VAT-registered during the contract period. The underlying agreed Contract Price would remain unchanged.
Q8. Will the Council consider tenders for individual elements of the grounds maintenance specification rather than the complete contract?
No. The Council is procuring the services as a single combined contract and will not consider partial tenders. Subcontracting of individual elements is permitted, subject to the tender and contract requirements, but the appointed contractor remains responsible for delivery of the complete specification.
Q9. Could the Council provide an indication of the expected annual volume and frequency of routine tree maintenance, including minor pruning, crown lifting, thinning and removal of dead or damaged branches?
The Council is unable to provide an estimated annual volume or frequency of routine tree maintenance. Requirements vary according to resident requests, the findings of safety inspections, weather conditions and any issues arising during the contract period.
Q10. Does the Council anticipate that specialist climbing and chainsaw work will be required as part of the routine annual programme, and if so, is there an estimated workload or schedule available?
Yes. Specialist climbing and chainsaw work will be required as part of the routine annual maintenance programme. The Council is unable to provide an estimated workload or schedule, as requirements will vary depending on weather conditions, including storms, high winds and prolonged dry periods, as well as the condition of individual trees.
Q11. Where significant tree works are identified, such as larger tree removals, substantial crown reductions or other specialist operations, would these be separately instructed and priced following prior approval from the Clerk?
Significant tree works, including substantial crown reductions and individual tree removals, are required on an occasional rather than routine basis and are expected to be included within the annual Contract Price. In exceptional circumstances involving an unusually high volume of tree removals, the Council would consider any additional requirements on a case-by-case basis, subject to prior agreement with the Clerk.
Q12. Could the Council confirm that where a MEWP/cherry picker is required, the hire cost will be paid separately by the Council in accordance with Section 2.9 of Annex 2?
Yes. As confirmed in Section 2.9 of Annex 2, where a MEWP/cherry picker is required for tree works, the hire cost will be met separately by the Council and is not included in the annual Contract Price. The requirement and cost must be agreed with the Clerk in advance, except where immediate use is reasonably necessary in a genuine emergency.
Q13. Would the Council accept the use of a suitably qualified and insured specialist tree-care subcontractor to undertake work requiring specialist qualifications, with the main contractor remaining responsible for the overall delivery of the contract?
Yes. The Council accepts the use of suitably qualified and insured specialist tree-care subcontractors. The appointed Contractor will remain responsible for the overall delivery of the Contract, including all work undertaken by subcontractors.
Q14. Does emptying public litter bins form part of the Grounds Maintenance Contract?
No. All public litter bins and dog-waste bins throughout Vigo are emptied by Gravesham Borough Council. Emptying these bins does not form part of the Grounds Maintenance Contract.
Q15. Who is responsible for maintaining the footpaths throughout Vigo, including leaf clearance and weed control?
The public footpaths throughout Vigo are the responsibility of Kent County Council (KCC).
However, leaf blowing along the main pedestrian routes is undertaken by Vigo Parish Council's grounds maintenance contractor as and when required.
Weed control on these footpaths remains the responsibility of Kent County Council and is not included in the Grounds Maintenance Contract.
Q16. Can the Council clarify the ownership and location of the garage available for the grounds maintenance contractor?
Vigo Parish Council owns a garage located in Highview, which is made available for use by the Council's grounds maintenance contractor.
The garage is situated separately from the compound and is not at the same location.
Q17. Are toilet facilities available for the grounds maintenance contractor?
Toilet facilities may be available within the village, subject to confirmation and access arrangements.
However, access cannot be guaranteed, and tenderers should not assume that toilet facilities will be available throughout the contract period.
Q18. What arrangements should contractors make for the disposal of wood chippings?
The Council does not have an on-site facility for the disposal of wood chippings generated by tree surgery operations.
The quantities generated can be considerable. Contractors should therefore make appropriate allowance within their tender pricing for the removal and lawful disposal of wood chippings, including any associated transport, travel time and disposal costs.
Q19. Can the Council provide details of the volume and frequency of fly-tipping and waste removal over the previous 12 months?
The Council does not hold detailed historical figures for the quantities or frequency of fly-tipped waste removed over the previous 12 months.
As set out in Section 2.4 of the Service Specification, the contractor is required to report fly-tipping and dumped waste to the Clerk.
The contractor may be asked to remove small quantities of ordinary dumped waste where this can be undertaken safely and lawfully using normal equipment.
Large-scale fly-tipping, abandoned vehicles, hazardous waste or materials requiring specialist handling are referred to the Clerk and do not form part of the contractor's routine removal obligations.
The volume of minor waste removal varies according to circumstances.
Part B – Updates to Previously Published Clarifications
The following information supplements or clarifies answers already published on the Council's tender webpage. The original responses will remain visible for transparency.
Update to Existing Q3 – TUPE
Original published answer:
"The Council does not anticipate that TUPE will apply."
Additional clarification:
The Council understands that the existing grounds maintenance services are provided by a self-employed contractor who engages a self-employed assistant.
On the basis of these arrangements, the Council does not currently anticipate that TUPE will apply.
However, the applicability of TUPE depends on the particular circumstances and relevant employment legislation. Tenderers should therefore undertake their own assessment and seek appropriate professional advice where necessary.
This additional clarification explains the basis of the Council's earlier response.
Update to Existing Q6 – Editable Tender Documents
Additional clarification:
The Council's standard Tender Response Form contains protected fields which may not be fully compatible with Microsoft Word Online.
An alternative, fully editable Word version is available on request from clerk@vigo-pc.gov.uk.
Both versions contain the same questions and requirements. Tenderers using the alternative version must ensure that the Council's original wording, questions and requirements are not amended when completing the form.
This information supplements the existing Q6 response regarding the availability of editable tender documents.
Update to Existing Q10 – Specialist Tree Surgery Workload
Additional clarification:
Tree and woodland maintenance forms an important part of the Grounds Maintenance Contract, as detailed in Section 2.3 of the Service Specification.
Historically, a minimum of three days per week of specialist tree surgery, undertaken by a two-person team (consisting of at least one qualified arborist), has been carried out during the autumn/winter period of approximately 26 weeks each year.
This information is provided to assist tenderers in understanding the historical scale of the work and preparing their tender prices. It is not a guaranteed or fixed programme for the new contract, and actual requirements may vary depending on tree condition, weather, safety considerations and other operational needs.
This historical information supplements the earlier response that no estimated future workload or schedule is available.
Update to Existing Q13 – Specialist Tree Surgery Subcontracting
Additional clarification:
Specialist tree surgery may be subcontracted, provided that the main contractor retains overall responsibility for the work and ensures that subcontractors have the appropriate competence, training and qualifications.
Tree and woodland maintenance forms an important part of the contract. The Council therefore expects the contractor to have sufficient knowledge and experience to manage this element of the service effectively, including recognising and reporting potential tree-related problems.
The Council does not require all specialist tree surgery to be undertaken directly by the contractor's own team.
This supplements the Council's earlier confirmation that suitably qualified and insured specialist tree-care subcontractors may be used.
Further clarification questions should be submitted to clerk@vigo-pc.gov.uk by Friday 20 November 2026.
Additional questions and answers will be published on this page as appropriate.