Aims and specification of contract

In 2023 a tender process took place to ensure we were getting value for money for the ground’s maintenance contract. Following this M&BG Ltd were appointed and began at the beginning of 2024. Regular reports detailing their work can be found here. The aims and specification of the contract is below:


To ensure areas within BVT responsibility are clean, tidy and well maintained throughout the year. This will be achieved by:

•           Keeping grassed areas even and well-cut.

•           Hard surfaces for public access are clean and usable, weed, litter, leaf and moss free.

•           Hedgerows and shrub beds are well maintained, retain their shape and vigour throughout the year and are weed (including overgrowth of invasive plants) and litter free.

•           Ensuring hedgerows, shrubs and trees do not restrict access, block light to windows or encroach onto footpaths, public access routes and highways.

•           Removal of all small self-set trees (other than in designated woodland areas) by means of digging out from the root throughout the year.

General specification of contact

M&BG Ltd will:

•           Report all matters which may prevent the grounds being well maintained, for example, damaged fencing and paving, heavy wheel marks on grassed areas, broken external fittings, pest control problems, excessive amount of animal faeces, overflowing bins, and fly-tipping.

•           Report any intrusion, fly tipping, anti-social behaviour, safeguarding issues, injurious and invasive weeds, near misses or accidents to BVT.

•           Provide weekly reports on a timely basis of work carried out the previous week and offer suggestions as to how communal areas may be improved (e.g.  laying down suitable mulch, planting, re-turfing). 

Site visits

At each visit you should carry out the following as required and ensure areas are left clean and tidy, removing all debris from site:

•           Cut the grass. Grass should be cut no lower than 25mm and grow no longer than 75mm. All grass cuts will be cut and mulch. If the weather is severe so the contractor is unable, or there is no requirement to cut the grass, then they should carry out other tasks listed below and strim grassed areas where possible.

•           Clear and remove litter, debris, faeces and leaves from the hard surfaces (including roadways, alleyways and parking areas) and grassed areas, beds and hedges.

•           Trim/edge all grassed areas to paths, borders, beds, to the same height as the grassed areas.

•           Remove all large weeds and weed seedlings from all areas. Any large weeds will be removed by hand.

•           Remove all small self-setters by means of digging out from the root. Report larger/older self-setters to BVT.

•           Remove all epicormic growth from the base of the trees.

•           Unless prohibited by a TPO or similar, cut back/crown lift overhanging trees to 2.5 metres from ground level over footpaths and 5 metres over roads, courtyards or other areas where vehicles require access.

•           Treat weeds and moss by an agreed method (non-chemical treatment is preferred) and in accordance with manufacturer’s instructions to any appropriate area, e.g. hard surfaces, alleyways, footpaths, car parks, steps, ramps as required; displaying notice as directed by the manufacturer. Remove all dead and decaying weed material following treatment. Scrape and remove any excess moss. The contractor is required to report any potential damage to surfaces and seek BVT’s authorisation prior to undertaking any work. Densely planted areas must be weeded manually to avoid damage to adjacent plants.

•           Remove and/or maintain wall/fence climbing plants (including ivy) as required. If there are any excessive cases of climbing plants/ivy, the contractor should report to BVT.

•           Tidy, prune or cut shrubs and hedges to maintain a neat line and definition. They should be kept to a height suitable for the area that they are situated in but be no higher than two metres unless specified in writing by the Estates & Stewardship Team – Manager. Remove all debris from site. Some species will require heavy pruning during the winter months but should still be maintained throughout the year. It is recognised any shrubs or hedges with nests cannot be tended to during the nesting season. However, if there is not a nest present, it is expected these areas will be maintained. Any shrubs or hedges with nesting birds that cannot be pruned should be highlighted to BVT. Any growth that is not purposeful will require removal (e.g. holly, ivy etc) and those that have been planted for aesthetic reasons must be maintained to a size that is appropriate for the area it is in.

•           Any shrub/hedge causing an obstruction to paths/alleyways/access points/windows/highways/public footpaths to be kept pruned/trimmed.

•           Remove and replace any dead shrubs as agreed with BVT.

•           Remove any vegetation encroaching onto BVT managed land from neighbouring property/land. This includes ivy and other climbing plants. BVT should be notified ahead of any work to discuss the matter with the neighbour.

•           Litter pick all shrub and flower beds, borders, grassed areas and hard surfaces each visit.

•           Clear and remove all leaf fall throughout the year on all surfaces.

•           Maintain the definition of beds by trenching the earth, as required but at least twice a year. The contractor should notify BVT completed.

•           Lop and trim fast-growing hedges/shrubs to maintain a suitable shape as required.

•           Where beds have no bark, mulch or similar covering, hoe or dig the soil as required, but at least every quarter.

•           Drains and gulleys to be kept clear from debris relating to any works completed. Any build-up of debris in drains or gulleys is to be reported to BVT for action.

Minimal Maintenance Areas

Contain minimal maintenance areas (e.g. woodland, re-wilded areas and wildflower areas) as and when required e.g. not encroaching on non-minimal maintenance areas or public access routes.

Sustainable Urban Drainage Systems (SUDS)

SUDS Ponds and Associated Systems (Streams and Culverts)

Tasks to include:

•           Inspect regularly, at least monthly.

•           Inspect after high-intensity storm events (after heavy rain).

•           Keep the inlet and the outlet of ponds clear of vegetation.

•           Inspect and remove rubbish and other debris that may cause blockages from any associated streams, gulleys, culverts, ditches and drains.

•           Strim or flail sides or banks of associated streams, gulleys, culverts, ditches, and drains. at least twice per annum to maintain a clear and tidy appearance, whilst retaining a barrier from the water’s edge.

•           Remove rubbish from inlet and outlet, and from the pond generally.

•           Manage the vegetation in and around the pond to maintain operational efficiency – strim out dry ponds annually.

•           Remove trees from the pond area in winter, annually if needed. Trees and shrubs must not be allowed to grow as their roots will pierce the pond membrane.

•           Don’t do or allow any operation that might pierce the pond membrane.

•           Keep the access track, where applicable, reasonably well maintained and certainly free from trees.

•           Management of vegetation around the pond, as necessary.

•           Keep manholes around the pond accessible and visible.

•           Conduct health and safety reviews, as needed.

•           Manage safety signage, safety equipment and other features as may be needed.

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