Street Lighting Review Contract

Street Lighting Review Contract

Strategic Review of Street Lighting – LED Lantern Replacement 2016 – 2017.


1 Authority Details


Authority Name and Address

Renfrewshire Council

Renfrewshire House, Cotton Street,




Laura Gillan

+44 1416187464

+44 1416187050


Address from which documentation may be obtained

Renfrewshire Council

Corporate Procurement Unit, Renfrewshire House, Cotton Street,




Laura Gillan

+44 1416187464

+44 1416187050


Completed documents must be returned to:

Renfrewshire Council

Corporate Procurement Unit, Renfrewshire House, Cotton Street,




Laura Gillan

+44 1416187464

+44 1416187050

2 Contract Details



Strategic Review of Street Lighting – LED Lantern Replacement 2016/2017


Description of the goods or services required

As a Roads Authority, Renfrewshire Council are responsible for maintaining street lighting with the Renfrewshire Council boundary area. Renfrewshire Council wishes to award a Contract for LED Lantern Replacement to be undertaken in financial year 2016/2017. The Contract will be in the form of the NEC3 Engineering and Construction Short Contract April 2013 with Z clauses which supplement and amend the core clauses.

NOTE: The buyer is using PCS-Tender to carry out this procurement process. Please note this is a separate website and if you are not already registered, registration will be required.

To access PCS-Tender, record your interest in this notice and access the tender documentation please visit and search for project code 4765 under ITTs Open to All Suppliers. Please use the Search/Filter function, then select Project Code from the dropdown. Please note that once you have expressed interest in the ITT it will move to your My ITTs area.

For further information on using PCS-Tender, please read the Supplier Response Guide:

Tenderers should note that following issue of the Tender Document, all questions relating to the tender should be directed through the above mention eTender system Message Area.

If you have already registered on Public Contracts Scotland and PCS-Tender and paired your accounts you can access PCS-Tender through your Public Contracts Scotland Control Panel.


Notice Coding and Classification

181800 Street Lighting
391200 Roads
391210 Roads – Construction

150 Glasgow & Strathclyde


Total quantity or scope of tender

The works will involve the replacement of approximately 11,171 street lighting lanterns with new energy efficient LED lanterns within the boundaries of Renfrewshire Council. The works will also include the replacement of approximately 632 life expired columns.

3 Conditions for Participation


Minimum standards and qualification required

Completeness of Submission Tender submissions must be sufficiently complete to enable a full and detailed evaluation of all components of the bid to be undertaken.

ITT Document (including appendix 1works information, appendix 2 site information and appendix 4 programme) Tenderers must confirm they have read, understood and accept the ITT, appendix 1, 2 and 4.

Abnormally Low Tenders/Rates Tenderers must confirm compliance.

Compliance with Terms & Conditions Tenderers must confirm compliance or qualifications proposed must be deemed acceptable by the Council.

Economic and Financial Standing Tenderers must evidence a good credit rating from a recognised credit reference agency and will be required to evidence a minimum annual turnover for this contract of 500,000.

Please provide one of the following:

a. A copy of your audited accounts or equivalent for the most recent two years, along with details of any significant changes since the last year end.


b. A statement of your organisations turnover; profit and cash flow for the most recent full year of trading or where a full year of trading has not been completed the same information for the period applicable. NOTE if this information is not available in an audited format please provide an end of period balance sheet or make the response specified below.


c. If you are unable to provide the information requested above, please provide additional information and documentation that will give the Authority the assurance that you are capable of carrying out any subsequent awarded contract. For example, a statement of your organisation’s cash flow forecast for the current year and a letter from your bank outlining the current cash and credit position or other alternative means of demonstrating financial standing.

In addition, where the bidding organisation is a subsidiary in a group, one of the responses described in a) through c) above are also required for the organisation with overall responsibility for the group.

Where a consortium or association is proposed, one of the responses described in a) through to c) above is also required for each member of the consortium.

Your financial accounts and supporting information should be in English and in UK Sterling. If the original documents are not in English, please provide copies of the originals and a certified translation into English. If the sums in the accounts are not expressed in UK Sterling then copies of the original accounts, shall be provided together with a UK Sterling rate equivalent copy utilising the pound buys exchange rate applicable on the date of issue of the Tender.

Tenderers should provide any additional information regarding the economic/financial standing of your organisation. For example provide a statement explaining why the organisation was not in net profit after tax in either of the reported financial years.

In the event that analysis of your financial position determines that additional measures are necessary in order to provide adequate assurance of your financial strength, would you be willing to provide either a parent company guarantee or a bank guarantee?

If you cannot provide any of the assurances as detailed above, and it is determined by the Council that your financial strength is not adequate then your company may not pass the financial evaluation. If you can provide the assurances as detailed above, the Council may explore these options with you before determining whether your company can be taken forward in this procurement exercise.

The Council will use Dunn and Bradstreet (D&B) to assist in its determination of the organisations financial status and risk. It is recommended that Tenderers review their own D&B Failure Score in advance of submitting their tender submission. If, following this review, Tenderers consider that the D&B Failure Score does not reflect their current financial status; the Tenderer should attach a document to this section giving a detailed explanation, together with any relevant supporting independent evidence. The Council will review any such information as part of the evaluation of Tenderer’s financial status. Where the Tenderer is under no obligation to publish accounts and therefore does not have a D&B Failure Score or equivalent rating, they must provide their audited financial accounts for the previous 2 years as part of their Tender Submission in order that the Council may assess these to determine the suitability of the Tenderer to undertake a contract or contracts of this size. Where a consortium bid is received, the D&B Failure Score of each consortium member shall be assessed. Where the Tenderer is a subsidiary of a group but is applying as a separate legal entity and fails to meet the minimum financial turnover requirements or minimum D&B Failure Score (or equivalent) as a company, in order to progress to stage two of the evaluation they must provide as part of their tender submission, written confirmation from an authorised signatory of the parent company, that either a parent company or bank guarantee will be provided within two weeks of request. The parent company must meet the minimum financial requirements as assessed by the Council. The parent company or bank guarantee will be in the form provided in the Tender Documentation.

Tenderers must achieve a D&B failure score of 20 or above to pass this section.

The Council may undertake supplementary investigations to establish the current financial stability of the Tenderer; the outcome of such investigations will influence if a Tenderer is deemed to meet the minimum requirements to pass this bid selection stage in terms of their financial stability for the purposes of this Contract. The Tenderer will be notified if supplementary investigations into the financial stability are being undertaken.

Where the Tenderer intends to sub-contract more than 25% of any Contract value to a single sub-contractor, the Tenderer must provide a D&B comprehensive report on the sub-contractor. The Council reserves the right to request one copy of all sub-contractors last 2 financial years’ audited accounts and details of significant changes since the last financial year end. The Council also reserves the right to reject the use of sub-contractors in relation to the Contract where they fail to meet the Council’s minimum financial criteria

Eligibility to Contract / Criminal Convictions and Business Probity – Mandatory & Discretionary Exclusions Tenderers will be required to confirm that none of the criteria in respect to Regulation 23 (Criteria for the rejection of economic operators) of the Public Contracts (Scotland) Regulations apply.

Public Contracts (Scotland) Regulations 2012 (as amended) : Regulation 23;

The tender process and Contract is not subject to the full requirements of the Public Contracts (Scotland) Regulations 2012, as amended, (the Regulations). However the Council has decided to apply certain discrete parts of the Regulations to the Tender Process. In particular it has decided to use Regulation 23 as part of its Qualification Criteria applied to Tenderers as detailed in the Tender Documents. Any application of or reference to the Regulations unless clearly stated in the Tender Documents is not to be implied and should not be construed as applying any of the Regulations or bringing any of them into force. While the Council is not required to follow one of the procedures set out in the Regulations to complete a Tender Process, it is required by its procedural Standing Orders relating to contracts to follow a process defined within those standing orders and has elected to use the “Open Tendering” procedure identified therein to lead to the conclusion of a ‘Contract.’ This is available from the Council on request.

Therefore Tenderers will be required to confirm that none of the criteria in respect to Regulation 23 (Criteria for the rejection of economic operators) of the Public Contracts (Scotland) 2012 Regulations apply.

Tenderers must confirm that they do not use, or ever intend to use, prohibited lists to exclude employees or potential employees on grounds of trade union membership or trade union activities.

Tenderers must confirm if their organisation has ever refused a person employment within the meaning of Section 137 of the Trade Union and Labour Relations (Consolidation) Act 1992.

Tenderers must also confirm if their organisation has breached the Data Protection Act 1998 or been served with an enforcement notice in relation to unlawfully processing personal data in connection with any blacklisting activities.

Adequate Insurance Provision Tenderers must evidence that insurance provision to the levels stated within the Qualification Envelope, are in place or provide confirmation that in the event of success in the tender process.

Technical or Professional Ability Tenderers are required to provide evidence of having the necessary capacity and capability to deliver the requirement.

Refer to tech exp, tech confirm, tech skills and tech resource questions within the qualification envelope.

References Tenderers must provide written references on the COMPANY LETTERHEAD OF THE REFEREES (if applicable from all consortium members) for TWO of the projects evidenced at section 1.12.2 above, completed within the last 3 years, that confirm the ability of your organisation to successfully undertake the services for which you wish to be considered.

Account Manager Tenderers must confirm an Account Manager who will act as a single point of contact for this contract.

Complaints Procedure Tenderers must detail a suitable complaints procedure with clear escalation routes.

Suitable Health & Safety policies & practices Tenderers must evidence robust health and safety policies and processes in operation. Tenderers will also be required to provide their up to date Health & Safety Policy.

Compliance with all relevant statutory obligations (e.g. Equalities etc) Tenderers must provide a statement of compliance with relevant statutory obligations. Tenderers will also be required to provide their up to date Equal Opportunity Policy.

Suitable Quality policies & systems / practices Tenderers must provide evidence of robust Quality policies and systems / practices in operation. Tenderers will also be required to provide their up to date Quality Policy.

Tenderers must evidence as part of their Tender Submission, their commitment to continuous improvement by way of examples of identifying and implementing improvement opportunities and the benefits derived.

Suitable environmental management policy Tenderers must evidence environmental management policies and processes are in operation. Tenderers will also be required to provide a copy of their environmental management policy.

Fair Work Practice Renfrewshire Council encourages all suppliers to provide a fair work practice Tenderers should complete the questions relating to fair work practice within the section on the qualification envelope.

This question will not be scored and will not impact on your response.

End of Life Tenderers are required to provide details on how they will dispose of existing lanterns and columns.

Compensation Tenderers should note that the commercial evaluation will be based on the Tender Total (TT) which is made up as follows:

the total of the price list

the cost of the percentage for overheads and profit added to defined cost for people

the cost of the percentage for overheads and profit added to other defined cost

The total of the price list is calculated by multiplying the rate quoted by the quantity for each element as stated in the Price List which will provide a Price for that element. The Price of all elements will then be added together to produce a Total of the Price List.

Tenderers are asked to provide 2 percentages:

(1) the percentage for overheads and profit added to Defined Cost for people; and

(2) the percentage for overheads and profit added to other Defined Cost

the cost of the percentage for overheads and profit added to defined cost for people is calculated by applying the tendered percentage for overheads and profit added to Defined Cost for people to the sum of 200,000

the cost of the percentage for overheads and profit added to other defined cost is calculated by applying the tendered percentage for overheads and profit added to other Defined Cost to the sum of 100,000

The Tenderer with the lowest Tendered Total shall receive 100% of the weighting attributed to the Commercial Score with all subsequent bids calculated as a % of the lowest Tendered Total Price.

The Council will not accept any percentage for overheads and profit added to the Defined Cost for People or any percentage for overheads and profit added to the other Defined Cost above 15%. The Council shall reject any bid with the compensation above 15%. Tenderers have the opportunity to offer less than 15% within the price list.

Tenderers must confirm compliance.

Certification / Accreditation The Contractor shall be accredited to the National Highway Sector Scheme for Quality Management in Highway Works, Scheme 8 (formerly Scheme No. 8, 9B and 10). Tenderers should note that prior to the starting date the successful Contractor will be required to hold Sector 8 certification. Tenderers in the process of obtaining this certification however WILL have it prior to the starting date then a letter detailing this MUST be submitted with the response providing supporting evidence that shows the Tenderer will be accredited by the starting date.

Tenderers to confirm if they participate in the Construction Skills Certification Scheme (or equivalent), evidence of participation is required.

All required documentation completed and signed – Declaration / Supplementary Appendices Tenderers must have completed & signed all appendices where required. Documents must be signed in wet ink and must be completed by a person who has appropriate authority to enter into a contract of this kind on behalf of the Tenderer.

Community Benefits

(Please refer to Section 7 of this ITT for full details on Community Benefit requirements)

10% Community Benefit Outcomes offered should the Tenderer be successful in being awarded this contract 50%

Tenderers must describe their end to end approach to the delivery of training and skills and how you will adapt this to the needs of Renfrewshire 20%

Tenderers must describe their company’s approach to supporting and being involved in Community and CSR Projects in Renfrewshire 10%

Tenderers must describe any actions they propose to take to identify and assist SME’s, Social Enterprises, Supported Business and Third Sector Organisations during the Contract 15%

Tenderers must provide details of who will be responsible for the achievement and monitoring of the community benefit requirements. 5%

Method Statements

15% Tenderers must describe the approach that will be taken to ensure that the works are carried out within a 18 week period 5%

Tenderers must describe the approach that will be taken to works in such an environment and specific measures you will take to mitigate these specific hazards. 5%

Tenderers must describe how the Goods (i.e. luminaires) will be stored in the Contractor’s depot / storage facility 5%

Fair Working Practice 5% Tenderers must describe how you will commit to fair work practices for workers (including any agency or sub-contractor workers) engaged in the delivery of this contract. 5%

4 Administrative Information


Type of Procedure

Single stage – Any candidate may submit a tender.


Reference number attributed to the notice by the contracting authority



Time Limits

a) Time-limit for obtaining documentation

b) Time-limit for receipt of completed tenders
08-03-2016  Time  12:00

c) Estimated award date 18-04-2016


Language or languages in which tenders or requests to participate can be drawn up



Tender Submission Postbox

5 Other Information


Additional Information

Any contract awarded as a result of the tender will be subject to Scots Law and the exclusive jurisdiction of the Scottish Courts. The only persons authorised to be present at the opening of tenders will be any person as authorised by the Director of Finance and Corporate Services.

(SC Ref:433045)


Additional Documentation


Publication date of this notice