Stevenage Borough Council
Street Lighting Contract 2013-2015
STEVENAGE BOROUGH COUNCIL
STREET LIGHTING CONTRACT
Deadline for tender submission: 12 noon Friday 23rd August 2013
Steve Bentley
Stevenage Borough Council
Daneshill House
Danestrete
Stevenage
Hertfordshire
SG1 1HN
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Stevenage Borough Council
Street Lighting Contract 2013-2015
TABLE OF CONTENTS
Page
Section 1 - Tendering details
Introduction
4
Instructions to tenderers
4
Tenderers responsibilities
5
Basis of the tender
5
Arithmetic accuracy of the tender
5
The tender
6
Contact details
6
Tender submission
7
Tender timetable
8
Evaluations of tenders and award of contract
8
Freedom of information
8
Section 2 - Specifications for Street Lighting Contract
Specification
10
Preliminaries
13
Conditions of contract
18
Section 3 - Information required
19
Section 4 - Transfer of Undertaking (Protection of Employment)
Regulations 2006
20
Section 5 - Schedule of Rates for Completion
21
Section 6 - Forms to be completed
Form1 - Certificate that tender is Bona fide
Form 2 - Freedom of information Form
Form 3 - Form of tender
Section 7- Evaluation and award
22
23
24
25
Appendices included in tender pack:
1. Standard Drawings (Appendix A)
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SBST/1300/001
SBST/1300/002
SBST/1300/003
SBST/1300/004
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- Cable Identification Label Details.
- Electrical Equipment Labelling.
- Feeder Pillar Labelling Details.
- Cable and Termination Details for Central Island.
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Street Lighting Contract 2013-2015
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SBST/1300/005 - Column Termination with Private Service (single arm column).
SBST/1300/006 - Column Termination with Private Service (double arm column).
SBST/1300/007 - Private connection with 2/3 way unit.
SBST/1300/008 - Column Termination with DNO supply.
SBST/1300/009 - DNO supply with 2/3 way unit.
SBST/1300/0010 - Armoured Cable Termination.
SBST/1300/0011 - Column Termination Details for Festive Lighting (general layout).
SBST/1300/0012 - Column Termination details for Festive Lighting (wiring details).
SBST/1300/0013 - Sign Post Termination.
SBST/1300/0014 - Single Phase Photocell Column (Replacements only not used for new installations).
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SBST/02.101D - Type 1A and 1B Feeder Pillars Foundation Details.
SBST/02.103D - Type 2 Feeder Pillar with Foundation Detail.
SBST/02.104D - Stub Pillar.
SBST/02.105D - Type 3 Feeder Pillar with Foundation Detail.
SBST/02.105PL - Single Phase Group Switching Panel Pillar Layout.
SBST/02.105CD - Single Phase Group Switching Diagram and Component Layout.
SBST/02.106D - Type 4 Feeder Pillar with Foundation Detail.
SBST/02.107D - Type 5 and 6 Feeder Pillar with Foundation Detail.
SBST/02.107PL - Three Phase / 12 way Feeder Pillar General Layout.
SBST/02.107CD1 - Three Phase / 12 way Group Switching Panel Wiring Diagram.
SBST/02.107CD2 - Three Phase / 12 way Group Switching Panel General Layout.
SBST/02.108D - Bus Shelter Feeder Pillar General Layout.
SBST/02.108PL - Bus Shelter Feeder Pillar Panel General Layout.
SBST/02.108CD - Bus Shelter Feeder Pillar Panel Wiring Diagram.
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SBST/1300/030
SBST/1300/031
SBST/1300/032
SBST/1300/036
SBST/1300/037
- Drawpit Details for Bus Shelter Supply.
- E.P.I.P Bus Shelter Supply.
- Speed Camera Service Pillar General Layout
- Slot cut for ELV SWA cable.
- Earth Rod Assembly.
Appendix B – Schedule Of Rates (including basket of goods)
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Stevenage Borough Council
Street Lighting Contract 2013-2015
Section 1 - Tendering details
1. Introduction
1.1
Stevenage Borough Council (the Council) is responsible for, the routine maintenance of all
street lights under their ownership. The contract will cover street lighting works including the
repair of faults, lamp changing, electrical testing and replacement of street lighting. The
contract includes both planned and reactive maintenance and the provision of an emergency
response service. An authorised officer will place orders when necessary.
The works will be at various locations throughout the Borough of Stevenage and occasionally
may include works within the wider North Hertfordshire District Area. Stevenage Borough
Council is located in Hertfordshire covering 10 square miles approximately 30 miles from
Central London. The Borough has boundaries with the Local Authorities of North Hertfordshire
District Council and East Hertfordshire District Council. Further information about the Council
can be found at www.stevenage.gov.uk
The contract will be let for an initial period of three years with the option to extend for one additional
year to a maximum of four years and is intended to commence on 1st October 2013. The contract
will be based on the Infrastructure Conditions of Contract – Minor Works, version August 2011,
Association for Consultancy and Engineering, Civil Engineering Contractors Association and will
include a Price Fluctuation Clause for an annual change in prices in line with the Consumer Price
Index (CPI).
2. Instructions to Tenderers
2.1. Tenderers must comply with these instructions. They are designed to ensure that all tenders
are treated equally and fairly and to comply with all legal requirements for public sector
procurement. Failure to comply with these instructions and conditions may invalidate your
tender.
2.2. The Tender documents are and shall be the property of Stevenage Borough Council and will not
be copied or reproduced in whole or in part, save as is necessary to enable you to complete the
Tender and must be returned to Stevenage Borough Council on demand.
2.3. All rates, and percentage additions, entered into the schedules are to remain fixed until
adjustments are agreed with the Council in accordance with the Price Fluctuation Clause.
2.4. The Council may from time to time invite quotations for specialised items of work if it considers
that more competitive rates may be obtained by doing so.
2.5
In submitting “emergency rates “the Contractor shall be deemed to have guaranteed that he
will accept notifications for emergency work and that such work will be commenced in
accordance with all the times detailed in item numbers C01.01 – C01.5 in the Schedule of
rates.
2.6
Tenderers must insert a rate against every item in the schedule of rates. Any rate that is left
blank may cause the tender to be rejected.
2.7
The Contractor should note that he is invited to insert a percentage addition rate for work which
may be required within ‘RADBURN’ areas. For pricing purposes a Radburn area is defined as
an area which is located at a distance greater than 30 metres from the nearest carriageway and
to which vehicular access is not possible. ‘RADBURN’ rates can be claimed in conjunction with
emergency rates if applicable.
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Stevenage Borough Council
Street Lighting Contract 2013-2015
2.8
Contractors shall treat the details of this Schedule of Rates as private and confidential.
3. Tenderers Responsibilities
3.1. Tenderers shall make themselves fully conversant with the requirements as set out in Section 2
(Specification for Street Lighting Contract) and Section 3 and 5 (Information Required and
Schedule of Rates for Completion) before submitting their tender. No claims arising from neglect
in this respect will be entertained by the Council.
3.2. All tenderers are required to read these instructions before submitting a tender as referred to
below. The Council will assume that Tenderers are fully aware of the contents of these
instructions and that unless queries are raised by Tenderers they are fully satisfied and have no
queries upon them. The Council will not entertain any claims for compensation arising from the
neglect or failure of any Tenderer to comply.
3.3. Information supplied to Tenderers by the Council is supplied for general guidance only.
Tenderers must satisfy themselves by their own investigations about the accuracy of such
information and no responsibility is accepted by the Council for any inaccurate information
obtained or for any loss or damage of whatever kind and howsoever caused arising from the use
of such information.
3.4. It is the responsibility of Tenderers to obtain for themselves at their own expense all information
necessary for the preparation of their tender. All works of investigation and preparation of
tenders shall be carried out at the Tenderers cost.
3.5. The Invitation to Tender and any other information issued by Stevenage Borough Council
relating to the services shall be treated by you as confidential and shall not be disclosed in
whole or in part to any third party without the prior consent of Stevenage Borough Council other
than for obtaining sureties, guarantees or quotations.
4. Basis of the Tender
4.1. All prices quoted in the tender and any supporting documents must be in pound sterling and
must be exclusive of VAT and must include all costs, and any additional related cost to the
place(s) specified in the Tender.
4.2. Quantities, volumes and/or values shown in the Invitation to Tender are based on historical
usage and for guidance only. Due to the current economic situation and changes in service
delivery there may be reductions or increases from historic usage.
5. Arithmetic Accuracy of the Tender
5.1. If the Council suspects that there has been an error in the pricing of the Tender the Council
reserve the right to seek such clarification as it considers necessary from the Tenderer only.
5.2. It is the responsibility of the Contractor to check that all unit rates and other information entered
in the cost templates are accurate. If any errors in the unit rates or in the totals are detected they
will be corrected by extending each unit rate by the quantity to which it applies.
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Street Lighting Contract 2013-2015
6. The Tender
6.1. The Tender shall be made in accordance with the instructions within this document and Section
3 (Information Required), all relevant forms for completion in Section 6 (Forms to be completed)
and Appendix B (Schedule of Rates) shall be signed / submitted with all other documents
comprising the Tenderers Tender. The Council may reject any tender not complying in any
particular matter and its decision in that regard shall be final.
6.2. The Council reserves the right to amend any information or the Specification contained within the
invitation to tender at any point prior to the award of contract. Such amendments will be notified
to the contractor within a period of 5 days.
6.3. The Council does not bind itself to accept any offer made by any Tenderer. The Council may
accept or reject the whole or any part of a tender or combined tender. The Tenderer shall bear
all costs expenses and liabilities incurred in connection with the preparation and submission of
the Tender
6.4. The Council reserves the right to make all or any bids received available for inspection by the
Office of Fair Trading or any other regulatory body.
6.5. Any Tenderer who:
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fixes or adjusts the amount of its Tender by or in accordance with any agreement or
arrangement with any other party; or
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communicates to any party other than the Council or, as applicable, relevant other commercial
body, the amount or approximate amount of its proposed Tender or information which would
enable the amount or approximate amount to be calculated (except where such disclosure is
made in confidence in order to obtain quotations necessary for the preparation of the Tender or
insurance or any necessary security); or
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enters into any agreement or arrangement with any other party that such other party shall
refrain from submitting a Tender; or
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enters into any agreement or arrangement with any other party as to the amount of any Tender
submitted; or
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offers or agrees to pay or give or does pay or give any sum or sums of money, inducement or
valuable consideration directly or indirectly to any party for doing or having done or causing or
having caused to be done in relation to any other Tender or proposed Tender, any act or
omission,
may (without prejudice to any other civil remedies available to the Council and without prejudice
to any criminal liability which such conduct by a Tenderer may attract) be disqualified from this
procurement exercise.
7. Contact Details
7.1. Any questions regarding these documents and the specific requirements of the Council must be
made in writing by emailing queries through Delta Response Manager.
7.2. There is an email box present on the top lefthand side of the Tenderbox Response screen
which says ‘Email Stevenage Borough Council’; click on this button and type your query in the
email text box then click on the green ‘Send Email’ button. You should then receive a message
which says Email has been sent successfully to buyer. You can also check that your email has
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Stevenage Borough Council
Street Lighting Contract 2013-2015
been sent by clicking on the activity log on the top right hand side of the Tender Response
section.
7.3. The deadline for questions is 12 noon Wednesday 14th August 2013. Tenderers should note
that the questions and responses will be anonymised and shared with other Tenderers.
Responses will be circulated through Delta by 3pm on Friday 16th August 2013.
7.4. If you have any technical problems with the Delta email function please contact the Delta
eSourcing Helpdesk on 0845 270 7050 or email helpdesk@delta-esourcing.com
7.5. Contact by any person acting in the name of the prospective contractor with any employee of
the Council other than those mentioned in this ITT will be grounds for the Council to terminate
the tender process for that supplier.
8. Tender Submission
8.1. All tenders must be returned to Stevenage Borough Council as per the instructions to tenderers
and arrive not later than 12 noon on Friday 23rd August 2013
8.2. Tenders must be returned through Delta at the following website: http://www.deltaesourcing.com. You must be registered on this website to respond, if you are already registered
you will not need to register again, simply use your existing username and password. Please
note that there is a password reminder link on the homepage. If you are not registered then
please register accordingly.
Suppliers must log in, go to your Response Manager and add the following Access Code:
66BUTVXZA5. Please ensure that you follow any instruction provided to you here.
If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on
0845 270 7050 or by email helpdesk@delta-esourcing.com
Tenderers are required to supply an electronic copy of their tender response incorporating the
schedule of rates and all supporting documents in either a Microsoft Word or PDF format, to be
uploaded to the Delta E-tendering system. An Excel version of the Schedule of Rates should
also be uploaded via the Delta system as part of the response.
8.3. No extensions to the closing date for Tenders can be granted. However the Council may at their
discretion extend the closing date and time specified.
8.4. The Council will not accept any responsibility if any tender is recorded as having been received
at Stevenage Borough Council after the time and date stated above.
8.5. Tenderers are required to keep tenders valid for acceptance for a period of six months from the
closing date for receipt of tenders.
8.6. Qualified tenders or tenders bearing any unauthorised alteration or addition to the form of tender
or any other contract documents may be rejected by the Council.
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Stevenage Borough Council
Street Lighting Contract 2013-2015
9. Tender Timetable
9.1. The following dates are applicable to this tender:
Activity
Dates
Invitation to Tender made available to
shortlisted Tenderers
Friday 2nd August 2013
Deadline for Tenderer Clarifications
12 noon Wednesday 14th
August 2013
Deadline for return of Tenders
12 noon Friday 23rd August
2013
Completion of Tender Evaluation,
Friday 30th August 2013
Announce Successful Tenderers
Monday 2nd September 2013
This timetable is indicative only. The Council may amend at its discretion.
10. Evaluation of Tenders & Award of Contract
10.1.
Tenders will be evaluated on price only using the submitted Schedules of Rates. A panel of
Officers will undertake the evaluation process. The Council will consider only price in the
evaluation of tenders.
Criteria
Price
Weighting %
100
Total
100
10.2. The full evaluation methodology is set out in Section 7 (Evaluation and Award).
10.3. No tender will be considered unless the potential supplier has submitted their completed
Schedules of Rates and the completed forms in section 6 within this document.
10.4. The Council will advise each Tenderer whether its tender has been successful. The Councils
aim is to notify each Tenderer in writing by Monday 2nd September 2013.
11. Freedom of Information Act
11.1. The Council is bound by the provisions of the Freedom of Information Act (“FOI”) 2000. All
information submitted to the Council may therefore need to be disclosed and / or published by
the Council in compliance with the Act. Any other law, or, as a consequence of judicial order, or
order by any court, tribunal or body with the authority to order disclosure (including the
Information Commissioner).
If you consider that any of the information included in your Tender should not be disclosed by the
Council please identify it and explain (in broad terms) why. Please also indicate how long you
think the information should be covered by a non-disclosure provision. Please include this
information in the “Freedom of Information” Schedule included in these ITT Documents and
return with your Tender.
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Street Lighting Contract 2013-2015
In terms of FOI information may be exempt from disclosure if it is –
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A trade secret
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Information which is likely to prejudice someone’s commercial interests if disclosed (this
could be your interests or the Council’s)
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Personal data where disclosure cannot be justified in terms of the Data Protection Act
1998
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Subject to an enforceable obligation of confidentiality. (This means that the information
should be recognisable as confidential in nature and must not be in the public domain
already; it must have been received in circumstances which impose an obligation to
maintain confidentiality on the person receiving it; and any unauthorised disclosure would
cause you harm.)
You should therefore seek to ensure that those parts of the Tender which you would prefer not
to be disclosed fall within these broad categories. The Council is more likely to resist disclosure
and be able to justify non-disclosure of information in response to an FOI request if the
suggested non-disclosure items are restricted to these categories. Please note that the Council
reserves the right to disclose if it is satisfied (acting reasonably) that it is in the public interest for
the information to be disclosed.
It should be remembered that, even where you have indicated that certain information ought not
to be disclosed, the Council reserves the right to disagree. Even when the Council agrees that
the information has been correctly identified, it may nonetheless be required to disclose it or
elect to do so in the public interest. Receipt by the Council of any material marked ‘confidential’
or equivalent should not be taken to mean that the Council accept any duty of confidence.
In all cases, the Council may publish (either proactively or in response to a request) the
following information:
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The identity of all tenderers
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Overall value of the Contract awarded (or a general indication of the rates applicable
under the Contract)
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The value of all tenders received (not necessarily correlated to the identity of the
tenderers)
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General performance standards to be achieved under the Contract
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Performance and progress monitoring arrangements; and early completion incentives and
penalties for failure to meet targets.
Tenderers should not mark anything as confidential which falls into the above categories.
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Stevenage Borough Council
Street Lighting Contract 2013-2015
Section 2: Specifications for STREET LIGHTING CONTRACT
The Specifications and standard drawings can all be found in the appendices
2.1 Specification
The specification for this contract will be the Specification for Highway Works published by the
Highways Agency as amended from time to time. Any items of work which fall outside of this
specification will be subject to individual quotation by the Contractor as and when the situation arises.
The Standard Drawings which are issued with the Tender documents form part of this Specification.
APPENDICES TO THE SPECIFICATION
COLUMNS.
The columns should comply with BSEN40-3-1:2000 and BD26 from the Design Manual for Roads
and Bridges, with the amendment that all columns should be designed for the following attachments:
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A sign, rectangular in elevation, with a surface area of 0.3m² for columns up to 5m in height
and 0.6m² for columns greater than 5m in height.
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The eccentricity from the centre line of the column to the centre of the sign should be 300mm
for columns up to 5m in height and 500mm for columns greater than 5m in height.
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Be manufactured from tubular steel with the shaft having uniform diameter (unless otherwise
specified). Columns and brackets shall be suitable for the lanterns offered and of a style
acceptable and approved by Stevenage Borough Council.
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Provide for side entry mounting of the lantern.
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Be provided with one door whether double arm or single arm.
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Have a weatherproof access doors to the base compartment fitted with the same pattern of
tamperproof lock that shall be of stainless steel. The door arrangement shall be such that it
can be opened by releasing a single threaded locking fastener. When the door is secured the
fastener head shall be completely recessed into the door in a circular recess. The locking
fastener shall be suitable for opening with a standard key.
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Have a compartment in the base, smooth and free from irregularities and burrs, able to
accommodate the fuse cut-out assembly and sub-fuses as required. The opening to the base
compartment shall afford easy access to the equipment and no equipment shall protrude
through the opening in the column. Door opening in the columns shall be no less than 600mm
high.
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Have a base board made from material which is non hydroscopic and rot-resistant, of not less
then 15mm thickness and suitable size, fixed securely in the base compartment of each
column to accommodate all the equipment with adequate space left at the bottom of the cable
termination and service cut-outs.
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Have a tapped stud, set-screw and shockproof washers to be used as an earthing terminal
and this is to be so positioned as to be easily accessible from the door opening. The screw,
shockproof washers and nuts are to be made of non-corrodible material.
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Street Lighting Contract 2013-2015
BRACKET ARMS.
Bracket Arms should:
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Be tubular in cross-section.
Be constructed with a wed plate.
Be protected against corrosion.
Have a securing arrangement that prevents it from rotating on the column.
The bracket arm spigot entering the lantern body should be at an angle 0 to 5’ above the
horizontal.
Column spigot dimensions for the post top luminaries shall comply with BS5649 part 2.
Double arm rackets shall be at an angle of 180’ to each other in plan.
All welds used in the manufacture of these arms shall be shop welds in accordance with
BS5135 and shall be tested in accordance with BSEN40-3-1:2000
LANTERNS.
The lanterns shall conform to the following:
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Be of a type currently acceptable and approved by Stevenage Borough Council and comply
with BSEN60598.
Have associated control gear fitted within the luminaries’ canopy. Where available all control
gear shall be electronic.
Be supplied complete with suitable lamp holder ready wired to a connector block with flexible
cord with not less then 0.75mm2 conductors insulated with non-hygroscopic heat resisting
material.
Be wired between the socket and the terminal block with colour coded cable.
Be snugly attached to the bracket without any gap between the bracket and the root end of
the lantern.
FEEDER PILLARS.
Feeder Pillar shall:
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Be fabricated from 3mm thick sheet steel (5mm for large pillar)
Be hot dipped galvanised
Be fitted with hinged doors
Provided with a concrete slab as an access platform
Be provided with a concrete foundation, the base of the feeder pillar shall be below finished
level and the ground thoroughly compacted.
Have the root treated with bituminous paint internally and externally. Galvanised pillars to
have a two pack etch primer prior to being painted.
Be bolted to the foundation with ‘Kemfast’ chemical fixing system.
Be filled with fine shingle to the ground level after the cables have been installed and then
sealed with an approved sealant.
Have engraved labels fitted in 50mm letters, the text SBC, and an electrical hazard warning
sign fixed on the external door.” Danger 240 Volts” for single phase pillars and “Danger 415
Volts” for three phase pillars. Sizes75mm x 115mm for small control pillars and 150mm x
225mm for the remainder.
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Street Lighting Contract 2013-2015
CABLE DUCT.
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All ducts shall be 100mm diameter thick walled rigid medium density polyethylene smooth
bore.
Ducts shall be permanently coloured according to their use as below
Orange = Private power cables (signs and street lights)
Black = Regional electricity supply cables.
All ducts shall be left with a spare draw wire in them after any cables are pulled.
All ducts shall protrude by at least 75mm in to the pit/pillar to allow for identification.
Storage of Materials
No plant or materials shall be stored on the highway other than on areas of carriageway within the
limits of the site of which the contractor has possession, and any areas of storage requested by the
Contractor may be only used with the expressed approval of the Engineer or his clerk of works. The
use of verges, accesses, footways and lay-bys for storage outside the site limits will not be permitted.
Site working hours
Work shall generally be carried out during normal working hours, i.e. 8.00am to 5.00pm Mon – Fri,
and 8.30am to 1.00pm on Saturdays. Working outside normal hours or at weekends may only be
permitted with the consent of the Engineer.
Damage
The Contractor shall make good at his own expense to the satisfaction of the Engineer any damage
caused to the Public Highway or other areas resulting from the works. The Contractor shall take all
necessary measures during the progress of the works to protect the existing buildings from damage
and shall be responsible for any damage caused by him or his, agents directly or arising indirectly
from anything done or omitted to be done. Any damage will be made good by the Contractor at his
own expense.
Control of noise, pollution
All plant and equipment supplied by the Contractor for use on the works shall be effectively ‘sound
reduced’ by means of silencers, mufflers, acoustic linings etc. Should the site be within a smoke
control area under the Clean Airs Acts 1956 and 1968 the Contractor shall be held responsible for
compliance with the requirements of the Act.
Site working conditions
Throughout the period of works the Contractor shall maintain the whole area of his operation in a
clean, tidy and safe condition by arranging his materials in an orderly manner. All rubbish, waste
materials deliveries and the like shall be systematically cleared off the working areas.
The Contractor shall keep all roads which are used by the contractor’s traffic entering or leaving the
site free from excavated and all other materials. Should any of these roads become dirtied due to the
contractors operations they shall be cleaned and maintained in a clean condition at the contractor’s
expense.
Health & Safety
The Contractor shall allow for carrying out risk assessments as required under the Management of
Health and Safety at Work Regulations including;
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suitable and sufficient assessments of the risks to the Health and Safety of his employees whilst
executing the Works, including any sub-contractors employed by the Tenderer to undertake any
items of work instructed by the Council in relation to those Works,
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Street Lighting Contract 2013-2015

suitable and sufficient assessment of the risks to the Health and Safety of persons not in the
employment of the Tenderer arising out of or in connection with the carrying out of and the
conduct by him or his employees during the course of the Works,
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any risk assessments required under the Control of Substances Hazardous to Health
Regulations(COSHH),
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any risks specifically pointed out in these documents or by the CDM Coordinator where a
project is notifiable under CDM regulations 2007
The Risk Assessments are to be submitted to the Council when requested.
2.2 Preliminaries
The Contractor shall allow in his rates for the provision of the following:
Provision of Labour & Materials
The Contractor shall allow for the provision of all labour, materials, and anything else required for the
complete and proper execution of the Works to form a complete and satisfactory job including
complying with all provisions of the latest Health and Safety Regulations. Approval for the use of
materials other than those specified must be obtained in writing from the Engineer in advance and
may require production of appropriate samples and documentation from the manufacturer. All normal
packing, carriage, and delivery charges are deemed to be included. Where special charges are
necessary, they must be agreed with the Engineer in advance.
Provision of Plant
The Contractor shall allow for providing, maintaining, and removing all plant, tools, equipment, and
vehicles as necessary for the proper execution of the Works.
Transport of Materials
The Contractor shall allow for providing transport for materials and goods as may be necessary for
the proper execution of the Works. Various items are included in the Schedule which involve the
collection of materials from the Council Offices or other Storage Depot within Stevenage. The rates
entered against such items shall include for loading the materials, transporting to site and unloading
and stacking on site. This clause applies to small quantities of signs etc. which the Council may have
delivered direct to its office.
Storage of Materials & Plant
Contractors will be responsible for the safe and secure storage of materials and plant required for the
works. If the work involved requires a storage compound on Council owned land, then a precise
location must be agreed before temporary fencing is erected. Storage on the public highway will not
normally be permitted.
Availability of Materials
Should the materials specified be unavailable or difficult to obtain due to protracted delivery periods
or shortages, the Contractor shall promptly inform the Engineer suggesting alternatives. The Engineer
may require production of appropriate samples and documentation from the manufacturer prior to
adopting alternatives materials and providing they are of equal specification and quality.
Setting Out
The contractor shall allow for the setting out of the works to include for correct location, position,
dimensions and levels. These should be agreed with the Engineer before commencement of works.
The contractor shall locate and mark the position of services affected by the Works.
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Street Lighting Contract 2013-2015
Making Good
The Contractor shall allow for all work necessary to leave the area site and the access to the site in
good condition (equivalent to the original condition or better) on completion.
Additional Works
The Contractor shall NOT carry out any work which he considers is not included in the Contract
without the prior approval of the Engineer. Any work likely to involve extra cost shall be pointed out to
the Engineer at the time of discovery and instructions obtained before proceeding. Additional
payments will only be authorised for the works that could not reasonably have been foreseen at the
time the works order was placed. Any additional works carried out by the Contractor without the
sanction of the Engineer may be invalidated and any costs incurred will be at the Contractor's
expense.
Acts and Regulations
The Contractor shall allow for ensuring that the Works and the execution thereof comply in all
respects with any Acts, Rules and Regulations currently in force and are in accordance with the
requirements of the Local Authority, Fire Authority, Police Authority, water, gas, electricity, telephone,
and cable TV suppliers, and the Insurers. Any item in the Contract documents or specifications, which
deviates from those requirements, shall be brought to the attention of the Engineer as soon as
possible.
Parking Restrictions
The Contractor shall comply with all traffic and parking regulations particularly relating to unloading
and loading of vehicles and all permits shall be properly obtained in due time for the works.
Persons in Charge
The Contractor shall allow for keeping at all reasonable times upon the Works a competent person in
charge. Any instructions issued to him by the Engineer shall be deemed to have been issued to the
Contractor. He shall be contactable via the Engineer at all reasonable times and the relevant
telephone number shall be advised to the Engineer prior to the commencement of the Contract. His
prime duty shall be to supervise the Works to ensure proper compliance with the contract
specification. He will also be responsible for liaison with the Employer’s Engineer including visiting
them as necessary during normal working hours. It will be the responsibility of the person in charge to
ensure that work handed over as complete is of the required standard, as work which does not come
up to the required standard will be rejected as incomplete. Only work, which has been handed over
and subsequently passed as complete by the Engineer, will be included for payment. Part completion
of work will not be allowed unless otherwise agreed with the Engineer.
Engineer’s Inspections
The Contractor shall allow for providing for the Engineer and his representatives access at all
reasonable times to the Works and other places where the works are being prepared by the
Contractor or Sub-contractors.
Employment Costs
The Contractor shall allow in his Tender for all costs in respect of all persons in his employment:
including but not exclusively; National Insurance Contributions, Pensions, Sick pay, Annual and
Public Holidays, Travelling time, expenses, fares, and transport, Guaranteed time, Non-productive
time, and other expenses in connection with overtime, Incentive and bonus payments, Redundancy
payments, Any other costs and disbursements arising from the employment of labour.
Security
The Contractor shall allow for accepting responsibility for the care and security of the Works
generally, including all work completed and materials deposited on site by himself or suppliers up to
the point where the Works have been accepted by an authorised person of the Employer, together
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with all risks arising from weather, carelessness of operatives, damage or loss by theft, vandalism or
any other cause.
Fire
The Contractor shall allow for taking all necessary precautions to prevent personal injury, death and
damage from fire including providing and maintaining any necessary fire fighting equipment taking in
to account the nature of the Works and training personnel in its use as appropriate.
The Contractor shall allow for complying, with the recommendations of BS7899 – Code of Practice for
assessment of hazard to life and health from fire.
Water
The Contractor shall allow for taking all necessary precautions necessary to prevent damage to the
Works from storm and surface water. The Contractor shall allow for the taking of all precautions
necessary to prevent the contamination of water courses or bodies of water, adjacent to or in close
proximity to the Works.
Safeguard against Damage and Theft
The Contractor shall allow for taking adequate precautions to safeguard the Works against damage
and theft, and shall indemnify the Employer against any loss or expense arising from lack of
compliance with this clause.
Protective Clothing
The Contractor shall include for providing all necessary personal protective equipment including high
visibility clothing, hard hats and steel toe cap footwear and shall ensure that it is used by all
operatives and staff employed on the Works.
Nuisance
The Contractor shall allow for ensuring that the minimum disturbance or nuisance is caused to the
occupiers of any building forming part or adjoining the Works throughout the progress of the Works.
Site Set-Up
The Contractor shall allow for the supply, erection, and maintenance of all necessary spoil heaps,
security fencing, storage areas, compounds, site huts, sheds, shelters, sanitary provision, mess huts,
temporary offices, etc. required for the proper execution of the Works and for making good, and
reinstating to the original condition (or better) any damage arising there from.
Rubbish & Debris
The Contractor shall allow for, throughout the period of construction of the Works, maintain the whole
area of operations in a clean, tidy and safe condition by arranging the materials on site in an orderly
manner. The Contractor shall remove all rubbish and spoil from site as work proceeds and leave the
site in a clean condition at the end of each working day. Burning of waste or materials arising from the
Works will not be permitted.
All surplus materials must be disposed of to a registered tip site suitable under the requirements of
the EPA Act 1990. The engineer reserves the right from time to time to carry out random inspections
of appropriate certificates of both haulage and disposal. Failure to provide such certificates may lead
to the dismissal of the contractor from the select list.
At no time shall the Contractor pour liquid waste, whether diluted or not, into drains, manholes,
gullies, gutters or sewers.
Services
The Contractor shall satisfy himself of the position of services in respect of the works. The Contractor
is responsible in the event of any accidents, injuries or damages related to services as a result of the
Works.
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Protection
The Contractor shall take all measures necessary for the protection of what works, site, plant
materials and all things on site during the progress of the work. The Contractor shall be responsible
for the protection of all work liable to be injured or damaged by frost, inclement weather, accidental;
impact or other causes and any work injured or damaged shall be made good at his own expense to
the satisfaction of the Supervising Officer,
Security
All materials and plant must be kept locked securely within the compound when no Contractor’s
personnel are working on site. At the completion of each job, all surplus materials and spoil arising
from the works will be removed to the Contractor’s tip, and the site left clean and tidy when the
Contractor leaves.
The contractor shall ensure that the works area is adequately fenced to prevent access by the public.
Where temporary access is required through the site for the public, then this access must be fenced
off from the remainder of the works area. The Contractor shall allow in his rates for the provision of
temporary accesses for both pedestrians (which must be Disability Discrimination Act compliant) and
vehicles whilst work is in progress. This shall be achieved by the provision and laying where
necessary of temporary type 1 material and/or steel plates. The Contractor is also to allow in his rates
for the removal of such temporary material and/or steel plates. This is particularly relevant in relation
to: maintaining access from carriageway/verge to a house footpath
 maintaining access from carriageway to garage apron(s) where work is being carried out in the
area between the carriageway and garage apron
 all work involving the laying of pavement quality concrete.
Health & Safety
The Contractor shall allow for taking into account the following Risk Assessment under the
Management of Health and Safety at Work Regulations 1992. Where a project is notifiable under the
Construction (Design and Management) Regulations 2007, a CDM Coordinator will be appointed and
the Contractor must respond to the CDM Coordinator with information requested for the Health and
Safety File.
Defective Work
The Contractor will not be paid for work that is deemed by the Engineer to be defective. The
contractor will rectify any such work at his expense and inform the Engineer when remedial works to
the various parts of Works are to be completed.
Payments
Payment will only be made when all works have been completed to the satisfaction of the Engineer.
Traffic Management
The Contractor must include for signing and guarding compliant with the requirements of the latest
edition of Chapter 8 of the Department for Transport Traffic Signs Manual. Appropriate traffic
management measures shall be fully in place prior to the start of any works and shall be completely
removed immediately on completion of the work.
Temporary traffic signals required for the safe execution of the works in accordance with an agreed
Traffic Management Plan will be paid for at the rates entered in the Schedule of Rates.
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Emergency Works
When an emergency occurs outside of normal working hours, including during night time hours, the
Contractor will be contacted by telephone on the Emergency Number that must given to the Council
for this purpose.
Method of measurement
Generally all work will be measured net in the units indicated against each item in the Schedule of
Rates. Abbreviations used throughout are as follows:
no = number
mt = metre
hr = day
The Contractor should pay particular attention to the unit of measurement for each item when
inserting his rates and prices.
Trench Reinstatement – Carriageways and Footways
Permanent reinstatement in bituminous material in footways and cycleways shall be to the area of the
temporary reinstatement plus a trimming allowance of not less than 50mm or as instructed.
Payment will be based on the actual quantity of reinstatement per location.
Except under exceptional circumstances agreed by the Engineer, all excavations for trench
reinstatements/remedial patching must be completely reinstated within a single working shift. When
excavations are opened and not reinstated or only partially reinstated they shall be protected from
vehicular traffic by the use of traffic signs and cones or signals until such time as the reinstatement is
complete. Due allowance must be made for the above in the rates submitted.
The rates for Trench Reinstatement shall include for protecting the work from damage by weather
and frost and the provision, erection, maintenance and removal of temporary traffic signs and the
operation of single alternate way working by stop/go boards.
Section 1400 – Electrical Works for Street Lighting
The items for ducts shall include for providing and fixing draw cords. Draw cords shall be 8mm
diameter nylon rope extending 1M beyond the ends of the duct.
Section DL – Dayworks
Dayworks rates are charged by the hour and shall only be used with the express permission of the
Engineer.
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2.3 Conditions of Contract
The Conditions of Contract will be the “Infrastructure Conditions of Contract - Minor Works
version August 2011”, approved by the Association for Consultancy and Engineering and the Civil
Engineering Contractors Association.
Variation to the Conditions of Contract
Clause 1.4 “Cost” means all work measured on site and calculated at the rates entered in the
Schedule of Rates. The rates may be increased annually by agreement with the Employer in
accordance with the Price Fluctuation Clause below.
Clause 2.1 “Engineer” means the Planning Regeneration and Transport department for the time
being, or other person appointed by the Employer.
Clause 2.2 “Delegation” means the Engineer’s Representative and Clerk of Works nominated from
time to time by the Engineer.
Clause 2.5 “Day works” are not permitted EXCEPT on the express written instruction of the Engineer
or the Engineer’s Representative. Any day works instructed in writing will only be paid on inspection
of proper records and invoices for plant and materials.
Clause 10.1 “Insurance of the Works” means that the Contractor must indemnify the Employer
against any third party claim resulting from activities and work carried out by the Contractor on behalf
of the Employer. Employer’s liability must be covered to the value of £10,000,000 for any one
incident, and Public liability must be covered to the value of £5,000,000 for any one incident, and total
unlimited.
Price Fluctuation Clause:
A Price Fluctuation Clause will apply to this contract based on the annual Consumer Prices Index
produced by the Office for National Statistics. Contractors must make written application to the
Engineer in the first week of January each year to negotiate and agree any changes in the rates,
upwards or downwards, to be applied to the Schedule for the ensuing year.
A percentage change, if applicable, will to be applied uniformly to all rates tendered, and will be set by
the last Friday of January each year, and will apply to all works ordered on or after 1st April and for the
ensuing 12 months.
Location
All works shall be carried out throughout the Borough of Stevenage and occasionally may include
works within the wider North Hertfordshire District Area.
Scope of Works
The contract will cover all aspects of highway electrical works including the repair of faults, lamp
changing, electrical testing and lighting replacement works both individual and on new lighting
schemes. The contract includes both planned and reactive maintenance and the provision of an
emergency response service.
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Section 3: Information Required
Information to be returned to the Council as part of your Tender.
a. The Certificate that the Tender is Bona Fide (Form 1 - Section 6)
b. The Schedule of Sensitive Information (Form 2 - Section 6) This form is for return at the
Tenderer’s option.
c. The Form of Tender (Form 3 - Section 6)
d. Schedule of Rates (Appendix B)
.
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Section 4: Transfer of Undertaking (Protection of Employment) Regulations
2006
Transfer of undertaking (Protection of Employment) Regulations 2006 do not apply to the Street Lighting
Contract.
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Section 5: Schedule of Rates for Completion
5.1
Schedule of rates
The Schedule of rates document can be found under Appendix B and must be completed as outlined in
the Specifications.
Tenderers must insert a rate against every item in the schedule of rates (exclusive of VAT).
The schedule of rates is set out in a Microsoft Excel Spread sheet with every item of goods that may be
called off the contract; this will be used for evaluation purposes.
Tenderers must ensure that they submit the schedule of rates document as an Excel spreadsheet with
their response as well as a PDF version.
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Section 6:
Forms to be Completed
FORM 1
Certificate that Tender is Bona Fide
I/we certify that this Tender for the Street Lighting Contract is bona fide and that I/we have not:(a)
(b)
(c)
entered into any agreement with any other person with the aim of preventing tenders being made or as to
the amount of any tenders or the conditions on which any tenders are made;
informed any other person, other than the person calling for these tenders, of the amount or the
approximate amount of the tenders, except where the disclosure, in confidence, of the amount of the
tenders was necessary to obtain insurance premium quotations required for the preparation of the tenders;
caused or induced any person to enter into such an agreement as is mentioned in paragraph (a) above or
to inform us of the amount or the approximate amount of any rival tenders for the Contract.
We also undertake that we will not do any of the acts mentioned in paragraphs (a), (b) and (c) above before the
hour and date specified for the return of these tenders.
In this certificate “person” includes any arrangement whether formal or informal and whether legally binding or not.
Signed:
Name:
In the capacity of:
Dated:
Duly authorised to give Certificates for and on behalf of:
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Street Lighting Contract 2013-2015
FORM 2
Schedule of Sensitive Information
(Freedom of Information Act)
This form is for return at the Tenderer’s option
Description of
Information
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Is the
information
sensitive?
Is it necessary to
keep the
information
confidential?
Why is the
information
considered
sensitive or
confidential?
How long must the
information be
kept confidential
for?
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Street Lighting Contract 2013-2015
FORM 3
FORM OF TENDER FOR STEVENAGE BOROUGH COUNCIL
For: STREET LIGHTING CONTRACT
To:
Stevenage Borough Council,
Daneshill House
Danestrete
Stevenage
Hertfordshire
SG1 1HN
I / We________________________________________________________________
carrying on business
at________________________________________________________
Having examined the Instructions to Tender, Conditions of Contract, Specification and Preliminaries
together with all associated documentation hereby tender and undertake to provide services for the
Street Lighting Contract for Stevenage Borough Council as defined and referred to in this Specification.
This Form of Tender is made according to the Schedule of Rates attached hereto and any other
documents required to be returned with this Form of Tender and I/we* have completed and signed the
following documents, attached hereto:(i)
the Certificate that the tender is Bona Fide;
I/We confirm and undertake that if any of the information provided in this Tender becomes untrue or
misleading that I/We shall notify you immediately and update such information as required.
Signed:
In the capacity of:
Dated:
Duly authorised to give Certificates for an on behalf of:
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Section 7: Evaluation and Award
7.1
Evaluation Methodology
7.1.1
This section details the methodology that will be used to evaluate the street lighting and electrical
works framework contract tender.
Criteria
Price (100% of 100 points)
Total points available
7.1.2
Maximum
Points available
100
100
The Schedule of rates that you submit in Appendix B in accordance with Section 5 will be
evaluated as follows:

The weighting shown on the schedule of rates will be multiplied against the rate for each
item submitted to give a score i.e. 90% weighting on a price of £50 = a 45 score.

The weighted scores for each item will be added together to give a total score for the full
schedule of rates.

The tenderer with the lowest total score will be awarded 100 points with all other tenders
receiving points based on the proportionate difference between their total score and the
lowest total score.
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