Street Lighting Maintenance for Aylsham Town Council

Street Lighting Maintenance Contract Tender Specification 1. Introduction Aylsham Town Council invites tenders from suitably qualified and experienced contractors for the inspection, maintenance, repair and emergency response of the Council's street lighting stock. The contract will commence on 1st October 2026 for a period of five (5) years, with the option to extend for an additional period of 12 months at the Council's discretion. The Council currently owns and maintains approximately 434 street lighting assets, comprising predominantly decorative and residential street lighting columns. 2. Contract Objectives The successful Contractor shall: • Assist the Council to maintain the Council's lighting stock in a safe condition. • Ensure compliance with all statutory requirements. • Minimise outages and response times. • Provide value for money. • Maintain accurate asset records. • Identify defects from inspections before they become safety hazards. • Provide professional advice on replacement and lifecycle planning. 3. Scope of Services The contract shall include, but not be limited to: • Annual visual inspection and clean of every lighting asset and subsequent report of defects. • Electrical inspection and testing (EICR) of approximately 20% of the lighting stock each year, ensuring that every lighting asset receives one Electrical Installation Condition Report during the five-year contract. • Callout service to reports of faulty or damaged lights 4. Annual Visual Inspection and Clean Each year the Contractor shall undertake a visual inspection and clean of all 434 street lighting assets. The Council should be notified of when this inspection is taking place. The inspection shall include, but not limited to: • Structural condition • Column stability • Corrosion • Lantern condition • Brackets • Doors • Locks • Photocell operation • Lamp operation • Electrical safety (visual) • Underground cable entry (where visible) • Signs of overheating • Evidence of unauthorised alterations • Identification numbering • Cleaning of lanterns/bowls and photocells Following inspection the Contractor shall provide a report identifying: • Urgent defects • Dangerous defects • Routine repairs • Recommended replacements • Estimated remaining asset life • Vegetation or any other objects obscuring the light 5. Electrical Installation Condition Reports (EICR) The Contractor shall undertake Electrical Installation Condition Reports in accordance with prevailing legislation, British safety standards and professional guidance: Approximately 87 lighting assets (20%) shall receive a full EICR each year. By the end of Year Five: • 100% of the lighting stock shall have received an EICR. Electronic copies of all certificates shall be supplied to the Council. 6. Callout Service The Contractor shall respond to notification of light failure and damage. This includes, but is not limited to: • Lamp failures • Lantern failures • Photocell failures • Door damage • Vandalism • Vehicle strike damage • Electrical faults • Cable faults • Structural defects • Emergency make-safe works 7. Response Times The Contractor shall provide a 24-hour emergency call-out service. Response times: Priority Attendance Dangerous electrical fault / Exposed live parts Within 2 hours Column struck by vehicle Within 2 hours Lantern hanging Within 4 hours Routine outage / damage Within 5 working days Where permanent repair cannot be completed immediately the Contractor shall make the asset safe. 8. Planned Repairs Following inspections and call outs the Contractor shall provide quotations for repairs. No repair works shall be undertaken without prior Council instruction unless required to remove immediate danger. The council will review all quotations received in accordance with its Standing Orders and Financial Regulations to ensure it meets with its obligation to obtain best value for the taxpayer. There is no guarantee that that the Contractor will receive additional repair works outside of this contract. 9. Asset Register The Contractor shall maintain an electronic asset register containing: • Asset number • Location • Column type • Height • Lantern type • Lamp type • Wattage • Installation date (where known) • Inspection dates • Test results • Repairs completed • Outstanding defects The register shall be updated following every inspection and callout and made available to the council annually on the anniversary of the contract, or on request. 10. Contractor Requirements Tenderers shall demonstrate: • Minimum five years' experience maintaining public lighting. • NICEIC or equivalent electrical accreditation. • Membership of the Highway Electrical Association (preferred). • Public Liability Insurance of not less than £10 million. • Employers' Liability Insurance of £10 million. • Professional Indemnity Insurance of £2 million. • Evidence of competent and trained operatives. • Machinery and vehicles serviced and in good repair to complete the contract. • There is ample liquidity in the company to service the contract The Contractor accepts that the Council is indemnified against any expense, liability, loss, claim or proceedings arising in respect of personal injury to any person or damage to any property arising out of, or in the course of, the performance of the services or any act, neglect or omission of any employee of the Contractor, howsoever such liability may arise. 11. Health and Safety The Contractor shall: • Provide site-specific risk assessments. • Prepare method statements where required. • Comply with CDM Regulations. • Operate safe traffic management where necessary. • Dispose of waste responsibly. • Provide evidence of training. 12. Environmental Considerations The Contractor shall: • Recycle removed equipment where possible. • Dispose of lamps in accordance with WEEE regulations. • Minimise vehicle movements. • Promote low-carbon working practices. 13. Pricing Schedule Tenderers shall provide separate prices for: • Annual visual inspection and clean of all 434 assets, with subsequent report. • Annual EICR programme (approximately 87 assets). • Annual charge for routine callouts • Hourly labour rates. • Emergency call-out rates (working hours). • Emergency call-out rates (out of hours). • Schedule of rates for common repair items. 14. Tender Evaluation Tenders will be evaluated on the following basis: Criteria Weighting Price 50% Technical Qualifications, Insurance and Professional Memberships 15% Relevant Experience in relation to locality and size of contract 15% Liquidity in the Company to Service the Contract 10% Environmental and Social Value 10% 15. Contract Termination The contract will terminate on 30th September 203, with the option to extend for an additional period of 12 months at the Council's discretion. There shall be a break clause for either party to terminate on the anniversary of the contract, provided that 30 days' notice of termination is provided. The Council will have the right to terminate the Contract with immediate effect should there be evidence of significant or repeated failure by the Contractor to comply with the terms of service. All tenders should be completed on the specified form and are to be received by the council by midday on Monday 24th August 2026. This, and any supporting documents, can be sent to: The Town Clerk - TENDER DOCUMENTS ENCLOSED Aylsham Town Council Town Hall Market Place Aylsham NR11 6EL Or emailed to townclerk@aylsham-tc.gov.uk For any queries, please contact Faye LeBon on 01263 733354 or email townclerk@aylsham-tc.gov.uk