Street light maintenance Middleton Cheney Parish Council

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 29th 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