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 cha…