Street Lighting Service Contract

Concepts

• street lighting
• council's street lighting service
• ipswich
• suffolk county council
• street lighting service contract
• industry-leading service provider
• street lighting service
• service delivery
• different services
• appointed service provider

Location

Suffolk and the East of England

Description

Suffolk County Council wishes to appoint an industry-leading service provider to become its partner in the delivery of the Council's Street Lighting Service (Contract). The Council is looking to forge a long-term collaborative relationship with a service provider that delivers a Contract which actively supports the Council's corporate objectives and provides added value to the County. At present, the majority of the Council's street lighting service (SLS) is delivered through its existing highways contract with support for the Capital replacement works being provided by the contractor currently undertaking the LED Replacement project. Both contract arrangements are due to expire at the end of September 2023 with the highways contract currently the subject of a separate procurement process which should lead to an award in early 2023.The Council therefore intends to put in place a new, flexible SLS Contract to maximise the potential for success for both parties

Total Quantity or Scope

The Council wishes to put in place a new, exciting and flexible arrangement to facilitate its street lighting service. The current intention is to ensure that the new Contract encourages and facilitates the following:• Collaboration and partnership - the Council is keen to establish a partnership with the appointed service provider which embodies trust in service delivery and pricing, actively supports its objectives, promotes collaboration and embraces the needs of the Council as well as the people of the County of Suffolk.• Social considerations - in putting in place this important Contract, the Council will consider how it can bring Social Value benefits to its communities by ensuring these are embedded in the service specification, form part of its procurement decisions and are delivered through this Contract.• Climate Emergency - potential service providers will need to demonstrate how they will help the Council with its aim to be Carbon Net Zero by 2030. This will include reviewing and monitoring street lighting services activities to mitigate environmental impacts whilst actively working in accordance with the Council's Climate Change Commercial Ask.• Environmental considerations - the Council also wishes to seek out opportunities within the street lighting services where it can make positive contributions to biodiversity and protecting the environment across Suffolk.• Communication and Engagement - communication for the street lighting service plays a key role in keeping customers and stakeholders informed about the different services being delivered (location and time) and informs the Council of defects, complaints and compliments.• Equality, Diversity and Inclusion - the Council wants a service provider that is committed to ensuring fair and accessible opportunities for everyone from diverse backgrounds and promoting an inclusive culture and environment within the workplace.The Contract will be required to deliver street lighting services to include General Maintenance, Capital asset replacement and installation of new assets. There may also be the requirement for design support during peak times. In addition to the work with Suffolk County Council, there will also be the opportunity for the delivery of the contract requirements to other bodies within the East of England, including but not limited to parish councils, district, borough and county councils and housing developers.As mentioned above whilst separate contracts will be put in place for the provision of the core Highways Maintenance Service and ITS services. The Council reserves its right to bring elements of this service into those Contracts at a later date.The Council recognises that innovation is at the forefront of the street lighting market and as such has provided opportunity for other electrical and related services to potentially be delivered under this contract in the future where value for money can be assured.The Council is aware that the approach it has decided to take in respect of the Contract may be different to many of the approaches currently in or coming to the market. The Council strongly believes that its approach will not only promote a closer working relationship with the service provider but will provide the best value for money for the Council. Delivering through a platform that supports innovation, anticipates change and drives continuous improvement to promote and deliver on the key objectives. The Council will ensure a fair and transparent procurement process whilst complying with the Public Contracts Regulations 2015 and intends to invite the top three scoring Candidates to participate in and submit an initial tender. They will then be invited to participate in and submit detailed and final tenders. Further information about the procurement process is set out in the Project Information Memorandum (PIM).

Renewal Options

The contract term will be up to a maximum of 10 years comprised of an initial minimum term of 7 years followed by an optional aggregate extension period of up to a further 3 years.The duration and number of extensions beyond the minimum term of 7 years shall be determined at the Council's absolute discretion. The Council will explore the duration of any extensions as part of the negotiations

CPV Codes

• 34928500 - Street-lighting equipment
• 51300000 - Installation services of communications equipment
• 34928510 - Street-lighting columns
• 71314000 - Energy and related services
• 34928520 - Lampposts
• 71318000 - Advisory and consultative engineering services
• 71334000 - Mechanical and electrical engineering services
• 71244000 - Calculation of costs, monitoring of costs
• 51120000 - Installation services of mechanical equipment
• 50232000 - Maintenance services of public-lighting installations and traffic lights
• 34928472 - Sign posts
• 31158000 - Chargers
• 65310000 - Electricity distribution
• 71245000 - Approval plans, working drawings and specifications
• 34928400 - Urban furniture
• 71322000 - Engineering design services for the construction of civil engineering works
• 65320000 - Operation of electrical installations
• 71222000 - Architectural services for outdoor areas
• 71241000 - Feasibility study, advisory service, analysis
• 34928450 - Bollards
• 71336000 - Engineering support services
• 71242000 - Project and design preparation, estimation of costs
• 51110000 - Installation services of electrical equipment
• 34928430 - Beacons
• 31680000 - Electrical supplies and accessories
• 34928530 - Street lamps
• 71630000 - Technical inspection and testing services
• 71248000 - Supervision of project and documentation
• 71311000 - Civil engineering consultancy services

Indicators

• Variant bids may be considered.
• This is a recurring contract.
• Options are available.
• Renewals are available.
• Professional qualifications are sought.

Other Information

** PREVIEW NOTICE, please check Find a Tender for full details. ** Selection Questionnaire responses and tenders are to be completed electronically using the Portal: www.suffolksourcing.uk.Please note that a 'request to participate' for the purposes of this contract notice (in particular, Section IV.2.2) is by completion and return of the Selection Questionnaire by the stated deadline.Bidders will remain responsible for all costs and expenses incurred by them or by any third party acting under instructions from Bidders in connection with taking part in this procurement, regardless of whether such costs arise as a consequence, direct or indirect, of any amendments made to the procurement documents by the Council at any time.The Council is mindful of the issues presented by conflicts of interest and will be proactively managing any actual or potential conflicts that may arise during this procurement. The Council have engaged with Faithful & Gould (F&G) and Bird & Bird (B&B) for their support in this procurement process. Any potential bidders who consider a potential or perceived conflict of interest should raise this with the council at the earliest opportunity to ensure appropriate action to ensure that F&G or B&B have put in place all the necessary information barriers and precautions to manage all actual, potential and/or perceived conflicts of interest.The Council reserves the right at any time to: i) reject any or all responses and to cancel or withdraw this procurement at any stage;ii) award a contract without prior notice;iii) change the basis, the procedures and the time-scales set out or referred to within the procurement documents;iv) require a Bidder to clarify any submissions in writing and/or provide additional information (failure to respond adequately may result in disqualification);v) terminate the procurement process; and/orvi) amend the terms and conditions of the selection and evaluation process.All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties.The estimated value of the Contract identified in II.2.6) is only an estimate at this stage and provides scope for additional works currently unknown to the Council, therefore it has the potential to be higher.There is some uncertainty as to the total value for several reasons including: (i) the flexible approach being adopted which anticipates change and continuous improvement;(ii) the availability of central Government funding for future projects/schemes; and(iii) the potential for other Government bodies to utilise this Contract as described in Section II.2.4 above;(iv) the significant impact that inflation could have on costs under the Contract.In relation to Section II.2.10, variant bids may be accepted by the Council. However, this will only be in circumstances where the form and content of the variant has been approved by the Councilin advance.