Ingoldmells Parish Council – Play Area Refurbishment Tender

Ingoldmells Parish Council – Play Area Refurbishment 
Tender

 
Ingoldmells Parish Council is seeking suitably qualified and experienced contractors to 
design, supply and install new play equipment and associated safety surfacing at two 
existing play areas within Ingoldmells, Lincolnshire.

The proposed works are intended to provide attractive, inclusive and accessible play 
opportunities for children ranging from toddlers through to approximately 14 years of 
age. 

The procurement is divided into two lots: 
• Lot 1 – Glebe Park, Sea Lane, Ingoldmells, Lincolnshire PE25 1NU 
Design, supply and installation of new play equipment, associated safety surfacing 
and all necessary ancillary works 
Estimated maximum value: £60,000 excluding VAT. 
• Lot 2 – Chapel Road, Ingoldmells, Lincolnshire PE25 1NA 
Design, supply and installation of new play equipment, associated safety surfacing 
and all necessary ancillary works 
Estimated maximum value: £60,000 excluding VAT. 

Tenderers may submit a tender for either one lot or both lots. 

The Council reserves the right to award either or both lots, subject to the outcome of the 
tender process, availability of funding and the Council's formal approval to proceed. 

Equipment and Design Requirements 

The proposed play areas must provide a suitable range of play opportunities for the 
intended age groups from toddlers to 14 years old and should incorporate inclusive 
and accessible play opportunities wherever reasonably practicable. 

All equipment, surfacing and installation works must comply with all applicable 
legislation, regulations and relevant British/European standards, including BS EN 1176 
and BS EN 1177, as applicable to the equipment and surfacing proposed. 

Tenderers must provide details of the proposed equipment, including manufacturers, 
product references, materials, age ranges, dimensions, fall heights, safety zones and 
proposed surfacing. 

The Council would prefer to avoid timber/wooden play equipment and would favour 
durable, low-maintenance materials. Tenderers should clearly identify the principal 
materials proposed. 

Accessibility and Inclusion 

The design should provide meaningful and accessible play opportunities for children 
with a range of abilities. 

Tenderers should explain within their submission how their proposed design will support 
inclusive play, including consideration of access routes, surfacing, transfer/accessibility 
requirements and opportunities for children with differing physical and sensory abilities.

Standards, Certification and Inspection 

The successful contractor will be required to provide appropriate manufacturer's 
certification and documentation demonstrating compliance of the equipment and 
surfacing with the applicable standards. 

Following completion of the works, the play areas shall be independently inspected by a 
suitably competent post-installation inspector. 

The Council intends to obtain a RoSPA Post-Installation Inspection Report before 
formal handover. The tender price shall identify whether the contractor has included the 
cost of the post-installation inspection and any associated attendance. 

Any defects, non-compliances or remedial works identified as being the responsibility of 
the contractor shall be rectified by the contractor before final handover, unless otherwise 
agreed in writing with the Council. 

Construction Programme 

Tenderers should provide an indicative construction programme for each lot, including 
anticipated lead times for equipment, surfacing and installation. 

The construction programme will be agreed with the Parish Council following 
appointment and will be subject to the Council obtaining the necessary grant funding 
and issuing written authorisation to commence the works. 

Tenderers should state the earliest date on which they could commence works following 
receipt of a formal instruction to proceed. 

Site Management and Waste
 
The contractor shall be responsible for all site management, security, plant, labour, 
equipment and temporary works required to complete the contract. 

All excess materials, excavated material, spoil and redundant surfacing arising from the 
works shall be removed from site and disposed of at an appropriately licensed 
waste/recycling facility at the contractor's cost. 

The contractor shall provide skips where required. Skips and other waste storage areas 
must be appropriately secured and, when unattended, protected behind suitable Heras
type security fencing or equivalent measures to prevent unauthorised access and fly
tipping.
 
The contractor shall leave each site clean, safe and free from construction materials and 
waste on completion.
 
Reinstatement 

Tenderers must identify within their tender price all anticipated grass, tarmac, paving, 
kerb, drainage or other reinstatement works required as a consequence of the 
installation. 

Any necessary reinstatement should be included within the tender price unless 
specifically identified as an optional item. 

Site Security and Public Safety 

The contractor shall maintain appropriate separation between the construction area and 
members of the public throughout the works. 

Particular consideration must be given to the safety of children and other members of 
the public who may be present close to the works. 

The contractor shall provide appropriate site fencing, barriers, warning signage and other 
safety measures and shall comply with all applicable health and safety requirements. 

The contractor shall submit appropriate risk assessments and method statements before 
commencing works. 

Insurance and Responsibility for the Works 

The successful contractor shall maintain appropriate insurance cover for the duration of 
the works, including public liability insurance and employers' liability insurance where 
legally required. 

Evidence of current insurance cover shall be provided to the Council before 
commencement of works. 

Until formal handover has taken place, the contractor shall remain responsible for the 
care, custody and protection of the works, equipment, materials and construction area 
and shall be responsible for rectifying damage caused through its activities or 
negligence. 

Formal handover shall take place only when the works have been completed to the 
Council's satisfaction, the required documentation has been supplied, and the required 
post-installation inspection has been satisfactorily addressed. 

Handover shall be confirmed in writing by the Parish Clerk or the Council's nominated 
representative and the contractor. 

Storage 

The contractor shall be responsible for the secure storage of equipment, machinery, 
materials and other items required for the works during the construction period. 

The Parish Council does not warrant the availability of such storage facilities. 

Contractor Experience and Qualifications 

Tenderers must demonstrate relevant experience in the design, supply and installation of 
public children's play areas. 

Tenderers should provide details of at least [three] relevant completed projects, 
including client, location, approximate contract value, date of completion and a brief 
description of the works.
 
Tenderers should provide copies of current relevant certifications, memberships and 
accreditations, including any relevant Association of Play Industries (API) membership, 
together with details of any other relevant industry accreditations. 

Where API membership is not held, tenderers should provide equivalent evidence of 
relevant competence, experience and industry compliance for the Council's 
consideration. 

Tender Price 

Tender prices must include all labour, materials, equipment, design, delivery, installation, 
foundations, surfacing, excavation, waste disposal, site management, reinstatement and 
all other costs necessary to complete the works described in the tender. 

Prices must be stated exclusive of VAT, with VAT shown separately. 

Tenderers must clearly identify any assumptions, exclusions or optional items. 

Tender Submission 

Tenderers should submit: 

1. Completed tender pricing schedule for each lot tendered for 
2. Proposed play equipment and layout/design 
3. Details of proposed safety surfacing 
4. Evidence of relevant experience 
5. Relevant qualifications, memberships and accreditations 
6. Insurance details 
7. Proposed construction programme 
8. Details of warranties and aftercare arrangements 
9. Details of proposed accessibility and inclusive-play provision 
10. Risk assessment/method statement information or outline approach 
11. Details of any exclusions or assumptions 
12. References for comparable completed projects 

The Council reserves the right to seek clarification of any tender submission but will not 
permit a tenderer to materially alter its tender following the submission deadline.