Street light maintenance Middleton Cheney Parish Council

Descriptions

1. Background
The Council seeks a qualified contractor to provide comprehensive maintenance for its 200-unit street lighting network, comprising primarily 5-6 metre columns with LED lanterns.

2. Asset Profile
• Total Units: 200
• Column Heights: Predominantly 5m and 6m
• Lantern Types: "Mini Aspire LED" retrofit units, few "heritage" type.
• Ownership: All assets of the contract are the responsibility of the Parish Council
• Power Supply: Unmetered supply (UMS) via DNO

3. Scope of Works
3.1 Routine Inspections
• Night-time patrols - monthly visual inspections of all units
• Annual physical checks - of lanterns, brackets, control gear
• Electrical safety testing - Once per contract (BS 7671 compliant)
• Structural inspections - Once per contract (in line with ILP GN22/19)
3.2 Reactive Maintenance
• Lamp failure / lantern outage: diagnosed and repaired
• Control gear, photocell, cut-out replacement (like-for-like)
• Minor cabling repairs
• Reporting of third-party damage or vandalism
• Make safe emergency repairs (within 3 hours)
3.3 Planned Maintenance
• Agreed schedule for batch component replacements
• Identification of obsolete stock and recommendation of equivalents
3.4 Emergency Works
• Danger to life, exposed wiring, fallen columns
• Immediate site attendance and public hazard mitigation

4. Technical Standards, as listed or similar
• Electrical Installations: BS 7671 (18th Edition)
• Street Lighting Design & Maintenance: BS 5489-1:2020
• Column Structural Integrity: ILP GN22/19
• Work on Highways: Chapter 8, Traffic Signs Manual
• PPE & Health & Safety Compliance: CDM Regulations 2015

5. Record Keeping Requirements
• Asset register maintenance
• Repairs log with date, unit ID, fault, action taken
• Components used with batch/serial reference
• Quarterly submission of maintenance summaries
• Open access to records on request by the Council

6. Highway Authority Liaison
• Submit permits for any road works affecting carriageway or footway
• Arrange closures or traffic management as needed
• Notify Council of scheduled works that may affect public access


7. Tender Evaluation Criteria
Criteria Weighting
Price / Value for Money 40%
Relevant Experience 20%
Technical Methodology 20%
Quality Assurance Measures 10%
Social Value / Sustainability 10%

8. Submission Instructions
• Bidders must submit:
o Completed Tender form
o Insurance and accreditation details
o References for similar contracts
o Company details and declaration
• Deadline: Monday 1st September 2025
• Format: Email, subject TENDER DOCUMENTS ENCLOSED or paper copy marked TENDER DOCUMENTS ENCLOSED, FAO the Clerk, to the address below.
• Contact: Pip Davis, clerk@middletoncheney.org.uk
Middleton Cheney Parish Council
Main Road, Middleton Cheney
OX17 2LR