Street Lighting Term Maintenance Services Berkshire

Street Lighting Term Maintenance Services Berkshire

West Berkshire District Council is seeking a main contractor to deliver the Highways, Bridges and Street Lighting Term Maintenance Services.

United Kingdom-Newbury: Repair, maintenance and associated services related to roads and other equipment

2015/S 219-398997

Contract notice


Directive 2004/18/EC

Section I: Contracting authority

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

West Berkshire District Council
Council Offices, Market Street
Contact point(s): Highways and Transport
For the attention of: Melvyn May
RG14 5LD Newbury
Telephone: +44 1635519873
Fax: +44 1635519637

Internet address(es):

General address of the contracting authority:

Address of the buyer profile:

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:

Highways, Bridges and Street Lighting Term Maintenance Services.

II.1.2)Type of contract and location of works, place of delivery or of performance

Main site or location of works, place of delivery or of performance: Geographical area covered by West Berkshire District Council.

NUTS code UKJ11

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)

West Berkshire District Council is seeking a main contractor to deliver the Highways, Bridges and Street Lighting Term Maintenance Services in respect of the scope referred to in Section II.2.1 of this contract notice.

Note: To register your interest in this notice and obtain any additional information please visit the myTenders Web Site at

The buyer has indicated that it will accept electronic responses to this notice via the Postbox facility. A user guide is available at

Suppliers are advised to allow adequate time for uploading documents and to dispatch the electronic response well in advance of the closing time to avoid any last minute problems.

II.1.6)Common procurement vocabulary (CPV)

50230000, 45233000, 63712700, 45310000, 34929000, 34992000, 34928000, 44113900, 45221000, 45223200, 45232450, 34143000, 34144420,77314000, 77312100, 71631400, 45230000, 45233100, 45233130, 45233131, 45233210, 45233300, 45233310, 34144410, 90640000, 90641000,90642000, 43324000, 44163110, 44163112, 45111240, 45232451, 45232452, 45247000, 31000000, 31500000, 31518200, 31527260, 31530000,34928500, 34928510, 63712200, 45233139, 71600000, 45233229, 45200000, 45221111, 44113810, 45233251, 45233227, 45233260, 50232100,48000000, 34921000, 34922100, 34923000, 34927100, 34928110, 34992200, 45233141, 45233220, 45233200, 71631480, 45246000, 71315000,71315300, 71315400, 44420000

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

The contract is covered by the Government Procurement Agreement (GPA): yes


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:

Core scope:
The contract may include, but not be limited to, the provision of the following service areas:
— Highway maintenance including, but not limited to:
— Construction, operation, maintenance and support of highway services. All highway infrastructure installation, maintenance, management, surveys and monitoring,
— 24 hour/day response 7 days a week. Emergency call out, 24 hours/day for the response to deal with any emergency situation,
— Carriageway lining and road studs,
— Minor repairs to carriageways and footways and drainage maintenance,
— Road signs; street furniture; safety fencing; street name plates; Vehicle Activated Signs maintenance and installation; Pedestrian crossing illumination,
— Surface dressing,
— Surface Treatments,
— Public Rights of Way maintenance and management,
— Works under New Road and Street Works Act/Traffic Management Act (no TUPE implications — staff within these functions are to be retained by the Council),
— Highway inspections,
— Surface re-texturing,
— Resurfacing and reconstruction (R&R) schemes,
— Verge grass cutting relating to Highways (subject to existing contractual obligations),
— Bridge and Structure (retaining walls and culverts) maintenance and repair work under section 38 and section 278 of the Highways Act (no TUPE implications — staff within these functions are to be retained by the Council),
— Works under Section 106 of the Town and Country Planning Act (no TUPE implications — staff within these functions are to be retained by the Council),
— Highways Act enforcement and management,
— Execution of highways maintenance and improvement works,
— Structures: provision of, improvement of, maintenance of and inspection of,
— Materials testing including road condition surveys and laboratory services,
— Consultancy including, traffic modeling; feasibility assessment; checking and certification,
— Supervision and management of work by others,
— Routine maintenance activities including but not limited to, drainage cleansing, grass cutting and other horticultural and arboricultural maintenance related to highways (subject to existing contractual obligations),
— Surveys and traffic counts,
— General management, including claims by and against third parties, customer services, consultation and communication,
— Work of a similar nature to the included services in relation to non highway areas such as car parks, premises, parks etc,
— Gully emptying, including, but not limited to drainage camera surveys; drainage jetting; drainage asset management and data collection; Sustainable Drainage System maintenance,
— Winter maintenance and emergencies — pre salting and treatment of ice and snow and snow clearance,
— Gritter vehicles for road, footway/cycle way, footbridge treatments,
— Traffic control services including ITS; Safety Cameras; ANPR Cameras; fixed and mobile cameras; traffic management (subject to existing contractual obligations),
— Street lighting specialist works and services including the delivery of energy efficiency projects,
— Street lighting provision, improvement, maintenance and inspection,
— Transport Planning and Control functions,
— Integrated transport schemes including Local Safety Schemes, junction improvements, pedestrian crossing, footway improvements and cycling schemes,
— Traffic signals and other intelligent transport systems provision, operation, improvement, maintenance and inspection,
Core scope includes the delivery of a highways specific ICT solution, which delivers, as a minimum:
— an asset register,
— full end to end works order/P2P capability,
— functionality for planning, recording and reporting inspections/findings/defects,
— placing statutory notices,
— scheduling, planning and recording planned and reactive maintenance,
— material resource planning,
— has the ability to interface into existing Council legacy solutions
— reporting functionality.
It is envisaged that the Council may award outside this contract ad hoc projects/schemes/services and/or works in excess of 500 000 (GBP). The Council may also award outside this contract a small proportion of services and/or works on the balance below 500 000 (GBP).
The Council may look to provide services to partner organisations and will look to retain the flexibility to deliver those services via this contract, subject to legislative requirements. Under this procurement, the Contractor is required to actively participate in the economic and social regeneration of the locality and surrounding area of the place of delivery of the procurement as well as meet the Council’s environmental performance requirements. Accordingly contract performance conditions may relate to economic, social and environmental considerations. The Council may look to the Contractor to provide those ICT systems, transformational and services that are relevant to the Highways, Bridges and Street Lighting Term Maintenance Services, along with the provision of other related regulatory services applicable to highways.
The work will be located primarily within the geographic boundaries of West Berkshire Council.
The work will largely be carried out on the public highway but may also include work within the boundaries of local authority owned property and land including schools, and recreational areas, Community Related Asset land, and former housing land now within the control of registered social landlords. The Council has a statutory duty to coordinate all works on the highway and due to sensitive street working restrictions constraints on the times available to work on certain streets will be applied. Certain works may be required to be carried out at night-time, at weekends and outside normal working hours to meet those restrictions.
Winter maintenance operations will need to be timed to meet the requirements of the Council’s winter maintenance policy.
The successful contractor will be required to provide 24 hours a day cover every day of the year to ensure allworks and emergency requirements are concluded as expeditiously as possible.
Further and more detailed information will be contained in the ITT and associated documentation, which will be available concurrently with the Pre-Qualification Questionnaire.
TUPE is likely to apply to the employees of the existing highway services contractors.
It is not anticipated that the duration will exceed ten years (initial 7 plus possible extension up to 10 years).
The lower end of the range specified is the minimum that the specified West Berkshire services are valued at for 7 years, the upper end of the range reflects any anticipated growth of the contract through the provision of services to partner organisations and extension to 10 years.
West Berkshire estimated projected contract value is between 49 000 000 GBP and 100 000 000 GBP although there is no guarantee of a minimum workload to be instructed via the contract.
Estimated value excluding VAT:
Range: between 49 000 000 and 100 000 000 GBP

II.2.2)Information about options

Options: yes
Description of these options: The initial term of the contract will be 7 years, subject to continual performance, with the option to extend for a total of 3 years (7 years plus 3 years) at the Councils discretion. The range values within this notice relate to the full anticipated term of 7 years plus an additional optional extension period of up to a maximum of 3 years for a total duration of up to 10 years.

II.2.3)Information about renewals

This contract is subject to renewal: no

II.3)Duration of the contract or time limit for completion

Starting 1.10.2016. Completion 30.9.2023

Section III: Legal, economic, financial and technical information

III.1)Conditions relating to the contract

III.1.1)Deposits and guarantees required:

Parent company and/or other guarantees of performance and financial liability may be required by the Council if considered appropriate.
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:

If the contract is awarded to a grouping of economic operators (e.g. a consortium), the Council reserves the right to require the grouping to form a single legal entity (with appropriate financial guarantees in place) and/or require that each member undertakes joint and several liability irrespective of the legal form adopted.

III.1.4)Other particular conditions

The performance of the contract is subject to particular conditions: no
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 suitability of candidates will be assessed in accordance with Regulations 56, 57 and 58 of the Public Contracts Regulations 2015. Please refer to the PQQ for further information.

III.2.2)Economic and financial ability

Information and formalities necessary for evaluating if the requirements are met: The suitability of candidates will be assessed in accordance with Regulations 56, 57 and 58 of the Public Contracts Regulations 2015. Please refer to the PQQ for further information.

III.2.3)Technical capacity

Information and formalities necessary for evaluating if the requirements are met:
The suitability of candidates will be assessed in accordance with Regulations 56, 57 and 58 of the Public Contracts Regulations 2015. Please refer to the PQQ for further information.
III.2.4)Information about reserved contracts
III.3)Conditions specific to services contracts
III.3.1)Information about a particular profession
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

Envisaged minimum number 5: and maximum number 7
Objective criteria for choosing the limited number of candidates: Based upon the selection criteria stated within the Pre-Qualification Questionnaire.
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

9.12.2015 – 12:00

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
IV.3.8)Conditions for opening of tenders

Section VI: Complementary information

VI.1)Information about recurrence
VI.2)Information about European Union funds

VI.3)Additional information

1. Applicants must register on the Council’s Procurement Portal — Once registered candidates will be able to download the tender document.

2. Once an applicant is registered, all communication in respect of this procurement must be submitted via the Procurement Portal.
3. It is the responsibility of each applicant to ensure that it complies with all of the requirements set out in the pre-qualification questionnaire document. Failure to submit a compliant pre-qualification response before the response deadline (12:00 on 9.12.2015) will result in exclusion from the procurement process. Applicants are advised to allow adequate time for uploading documents and to dispatch the electronic response via the Procurement Portal well in advance of the deadline to avoid any last minute problems. The postbox closes precisely at the time stated and no late submissions will be accepted.
4. Consortia applications are permitted.
5. Any change in the identity, control of or relationships within an applicant (including any change in the membership of a consortium) or any member of a consortium that occurs after your tender response has been submitted, must be promptly notified in writing to the Council. The Council may, in its absolute discretion, decide that the changes disqualify/preclude the applicant from any further participation in the procurement process. The Council reserves the right to request such further information as it considers reasonably necessary in relation to any change that comes to its attention.
6. The Council reserves the right to disqualify any applicant where, in its absolute discretion, it believes that there is any actual or potential conflict of interest if the applicant takes part in the procurement process and/or should the applicant be successful in this procurement process. Actual or potential conflicts of interest include those that come to the Council’s attention other than as a result of you notifying us of those conflicts. All such actual or potential conflicts must be resolved to the Council’s satisfaction in order for the Council to consider you remaining as part of the procurement process. Failure to declare any conflict and/or failure to address such conflicts to the reasonable satisfaction of the Council may result in you being disqualified. You accept a continuing obligation throughout the procurement process to notify the Council of any changes, which includes any new actual or potential conflicts arising.
7. Please note that conflicts of interest can include (without limitation):
a. conflicts that arise from professional or personal connections between you or your staff and the Council or any of the Council’s staff; or
b. situations where you are connected to multiple tender responses including (without limit) a response in your own name and as a subcontractor and/or as a consortia member.
8. In the event of a dispute as to whether any matter gives rise to an actual or potential conflict the Council’s decision is final.
9. Applicants should note that the Council reserves the right to:
a. Cancel this procurement at any stage;
b. Not to award a contract;
c. Accept all or part of any tender unless the applicant/bidder expressly stipulates otherwise;
d. Make any changes it sees fit to the procurement process;
e. Disqualify any applicant found to have misrepresented the facts in relation to its responses to any question within the tender response;
f. Remove and/or amend element(s) from scope of the requirements; and/or
g. Seek clarification or verification from an applicant/bidder at any time during the procurement process (but is under no obligation to do so).
10. In no circumstances will the Council be liable for any costs incurred by applicants associated with this procurement process.
11. During the tender period, tenderers will be required to maintain the tender for a period of 6 months from the date stated for receipt of tender.
12. There will be an opportunity for applicants to meet key Council staff at an event to be held on the morning of 19.11.2015 at Newbury Rugby Club, The Langdon Room, Monks Lane, Newbury, Berkshire RG14 7RW. Further details will be provided via the portal.
13. Applicants are to note that all the tender documents provided at this stage are for information only. The only documents to be completed and returned at this stage are the pre-qualification questionnaire and any requested supporting information.
(MT Ref:165591).

VI.4)Procedures for appeal
VI.4.1)Body responsible for appeal procedures

VI.4.2)Lodging of appeals

Precise information on deadline(s) for lodging appeals: The Council intends to incorporate a 10 calendar days standstill period at the point information on the award of the contract is communicated to bidders.
VI.4.3)Service from which information about the lodging of appeals may be obtained

VI.5)Date of dispatch of this notice: