Public Lighting Contract Leicestershire

Public Lighting Contract Leicestershire

Public lighting contract, commencing 1.8.2012.

UK-Leicester: street-lighting maintenance services

2012/S 63-102196

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

I.1)Name, addresses and contact point(s)

Leicester City Council
St Margaret’s Depot
Slater Street
For the attention of: Mr Stephen Cooper – Engineer (Procurement)
LE3 5AS Leicester
Telephone: +44 1162549922
Fax: +44 1162232034

Internet address(es):

Electronic access to information:

Electronic submission of tenders and requests to participate:

Further information can be obtained from: The above mentioned contact point(s)

Specifications and additional documents (including documents for competitive dialogue and a dynamic purchasing system) can be obtained from: The above mentioned contact point(s)

Tenders or requests to participate must be sent to: The above mentioned contact point(s)

I.2)Type of the contracting authority

Regional or local authority
I.3)Main activity

General public services
I.4)Contract award on behalf of other contracting authorities

The contracting authority is purchasing on behalf of other contracting authorities: no

Section II: Object of the contract

II.1.1)Title attributed to the contract by the contracting authority:

Public lighting contract, commencing 1.8.2012.
II.1.2)Type of contract and location of works, place of delivery or of performance

Service category No 1: Maintenance and repair services
NUTS code UKF21

II.1.3)Information about a public contract, a framework agreement or a dynamic purchasing system (DPS)

The notice involves a public contract
II.1.4)Information on framework agreement
II.1.5)Short description of the contract or purchase(s)

Street-lighting maintenance services. Street-lighting equipment. Installation of outdoor illumination equipment. Installation of illuminated road signs. Highway maintenance work. Installation of street furniture. Repair, maintenance and associated services related to roads and other equipment. Road lights. Installation of road lighting equipment. Installation of road signs. Road signs. Software package and information systems. Industry specific software package. System management software package. Servers. IT services: consulting, software development, Internet and support. Lighting systems. Wireless telecommunications system. Leicester City Council wishes to appoint one Lighting Contractor to deliver a high-quality public lighting service to the City of Leicester. At present, approximately 99.7 % of the City’s 36,500 street lights are on each night. In addition, each year the authority provides special festive lighting arrangements for religious events eg Chanukah, Christmas, Diwali, Eid and Vaisakhi, and also provides lighting arrangements for other special events such as the Caribbean Carnival. This contract will encompass a white light replacement programme and the installation and integration of a Central Management System to facilitate late-night dimming to reduce energy demand.
In order to avoid any dispute regarding the CPV Codes that have been chosen, the Contractor will be expected to procure and install the specified equipment and to dispose of any arisings responsibly and in accordance with the legislation of the time.
II.1.6)Common procurement vocabulary (CPV)

50232100, 34928500, 45316100, 45316211, 45233139, 45233293, 50230000, 34993000, 45316110, 45233290, 34992200, 48000000, 48100000, 48781000, 48820000, 72000000, 31527260, 32510000

II.1.7)Information about Government Procurement Agreement (GPA)

The contract is covered by the Government Procurement Agreement (GPA): no

This contract is divided into lots: no
II.1.9)Information about variants

Variants will be accepted: no
II.2)Quantity or scope of the contract
II.2.1)Total quantity or scope:

The scope of the contract is as follows:
1. The planned and reactive maintenance of the City’s public lighting infrastructure (including illuminated and non-illuminated traffic signs and bollards) in accordance with defined standards that are expected to rise throughout the Contract;
2. Subject to approval of the funding bid, the programmed replacement of existing high energy demand (mainly sodium vapour) lamps with lower-energy white-light lamps, including replacement lanterns where necessary and late-night dimming to further reduce energy demand under the control of a Central Management System (CMS). The successful Contractor will provide all the lighting and associated products, including the CMS;
3. The preparation, installation, maintenance, removal and re-storage of festive decorations for a range of cultural events in the city through each year;
4. Installations of new street furniture e.g. guard rails, traffic signs, bollards and lighting;
5. Reactive repairs to street furniture;
6. The early development and adoption of mutually-compatible paperless management processes by both the Contractor and Council.
The Council’s objectives under the white light replacement programme (2 above) is to adopt recently-proved developments in public lighting technology to reduce the energy consumption (“carbon footprint”) of the public lighting infrastructure while maintaining acceptable levels of lighting. The Council wishes to convert almost all (at least 33 000) of the City’s lights to lower energy white lamps within 3 of the first 4 years of the Contract. Thereafter, the Council anticipates a substantial reduction in the Contractor’s maintenance workload and annual costs because the white lights should have much longer service lives than sodium vapour tubes and not need programmed replacements for many years.
The Contract will include regular reviews and break clauses. This arrangement is intended to encourage the Council and Contractor to maintain and develop their performances and standards against the opportunity for continuing work. If the contract has to be curtailed for any reason, the Contractor will maintain the service for long enough for the Council to re-procure a new Contract. Performance Indicators (PIs) will be used to monitor the performance of the Contract and Contractor and inform the reviews.
This contract is for up to 8 years with annual reviews and break clauses.
Suppliers must read through this set of instructions and follow the process to respond to this opportunity: the information and/or documents for this opportunity are available on You must register on this site to respond, if you are already registered you will not need to register again, simply use your existing username and password. Please note there is a password reminder link on the homepage. Suppliers must log in, go to your Response Manager and add the following Access Code: SGQCNJ5P34. Please ensure you follow any instruction provided to you here. The deadline for submitting your response(s) is 2.5.2012, (14:00 hrs). Please ensure that you allow yourself plenty of time when responding to this invite prior to the closing date and time, especially if you have been asked to upload documents. If you experience any technical difficulties please contact the Delta eSourcing Helpdesk on call +44 8452707050 or e-mail

Estimated value excluding VAT:
Range: between 12 000 000 and 24 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The value attributed to this contract is stated as a range due to the flexibility the Authority will be seeking to adopt in the tender process and to allow for a range of innovative solutions to the tender, these will be outlined in the invitation to tender. This contract is for up to 8 years with annual reviews and break clauses. This arrangement is intended to encourage the Contractor to maintain and develop their performance and standards against the opportunity for continuing work and an extending contract. If the contract has to be curtailed for any reason, it maintains the service for long enough for the Council to re-procure a new Contract. Performance indicators (PIs) will be used to monitor the performance of the Contract and Contractor and inform the annual reviews.
Due to the fact that the Council has not yet secured funding for the White Light Replacement programme, suppliers will be asked to complete and submit all schedules included in the tender documentation. Our evaluation model will use this information to build the two Options.
Option 1 represents a situation where the funding for White Light Replacement and the CMS is not approved. This option represents the regular and reactive maintenance associated with the maintenance of the Council’s street lighting and festive decoration estate.
Option 2 represents a situation where the White Light Replacement and CMS are fully funded.
II.2.3)Information about renewals
II.3)Duration of the contract or time limit for completion

Starting 1.8.2012. Completion 31.7.2020

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract
III.1.1)Deposits and guarantees required:

The provision of appropriate guarantees, bonds and warranties is required.
III.1.2)Main financing conditions and payment arrangements and/or reference to the relevant provisions governing them:
III.1.3)Legal form to be taken by the group of economic operators to whom the contract is to be awarded:
III.1.4)Other particular conditions
III.2)Conditions for participation
III.2.1)Personal situation of economic operators, including requirements relating to enrolment on professional or trade registers

Information and formalities necessary for evaluating if the requirements are met: The Authority will apply all the offences listed in Article 45(1) of Directive 2004/18/EC (implemented as Regulation 23(1) of the Public Contract Regulations (PCR) 2006 in the UK) and all of the professional misconducts listed at Article 45(2) of Directive 2004/18/EC (see also Regulation 23(2) in the PCR 2006) to the decision of whether a Candidate is eligible to be invited to tender.
A full list of the Regulation 23(1) and 23(2) criteria are at

Candidates will be required to answer these questions as part of the qualification process. For candidates who are registered overseas, you will need to declare if you have any offences/misconduct under your own countries laws, where these laws are equivalent to the Regulation 23 lists.
Candidates who have been convicted of any of the offences under Article 45(1) are ineligible and will not be selected to bid, unless there are overriding requirements in the general interest for doing so.
Candidates who are guilty of any of the offences, circumstances or misconduct under Article 45(2) may be excluded from being selected to bid at the discretion of the Authority.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: (a) Appropriate statements from banks or, where appropriate, evidence of relevant professional risk indemnity insurance;
(b) The presentation of balance-sheets or extracts from the balance-sheets, where publication of the balance-sheet is required under the law of the country in which the economic operator is established;
(c) A statement of the undertaking’s overall turnover and, where appropriate, of turnover in the area covered by the contract for a maximum of the last 3 financial years available, depending on the date on which the undertaking was set up or the economic operator started trading, as far as the information on these turnovers is available.
III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
As per the contract documentation.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession

Execution of the service is reserved to a particular profession: no
III.3.2)Staff responsible for the execution of the service

Section IV: Procedure

IV.1)Type of procedure
IV.1.1)Type of procedure

IV.1.2)Limitations on the number of operators who will be invited to tender or to participate
IV.1.3)Reduction of the number of operators during the negotiation or dialogue
IV.2)Award criteria
IV.2.1)Award criteria

The most economically advantageous tender in terms of the criteria stated in the specifications, in the invitation to tender or to negotiate or in the descriptive document
IV.2.2)Information about electronic auction

An electronic auction will be used: no
IV.3)Administrative information
IV.3.1)File reference number attributed by the contracting authority:
IV.3.2)Previous publication(s) concerning the same contract
IV.3.3)Conditions for obtaining specifications and additional documents or descriptive document
IV.3.4)Time limit for receipt of tenders or requests to participate

2.5.2012 – 14:00
IV.3.5)Date of dispatch of invitations to tender or to participate to selected candidates
IV.3.6)Language(s) in which tenders or requests to participate may be drawn up

IV.3.7)Minimum time frame during which the tenderer must maintain the tender

Duration in months: 96 (from the date stated for receipt of tender)
IV.3.8)Conditions for opening tenders

Date: 4.5.2012 – 14:00

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds
VI.3)Additional information

The contracting authority considers that this contract may be suitable for economic operators that are small or medium enterprises (SMEs). However, any selection of tenderers will be based solely on the criteria set out for the procurement, and the contract will be awarded on the basis of the most economically advantageous tender.
Leicester City Council is committed to the delivery of free Wi-Fi in public spaces and community facilities across the city. The existing street lighting infrastructure may have a part to play in this and the Council intends to work with the successful supplier to explore this possibility.
Social, economic and environmental regeneration is important to the Council. Leicester City Council schemes propose to promote a stronger economy better able to meet the needs of the community and to develop measures to promote social inclusion. Therefore, successful applicants will be expected to assist the Council to fulfil these objectives through increasing the opportunities for employment and training throughout the supply chain. GO Reference: GO-2012323-PRO-3807133.
VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures
VI.4.2)Lodging of appeals
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice:23.3.2012