Scope
Description
Site Address - Yate Outdoor Sport Complex, Broad Lane, Yate, Bristol, BS37 7LB
Supply and installation of the full lighting system including removal of all existing floodlights at the All Weather Pitch & Athletics Track, replacement with new.
The system is required to meet England Hockey and England Athletics Specification.
• Class I hockey - maintained average illumination level of 500 Lux
• Class II athletics - maintained average illuminance of 200 lux
All works associated with the mechanical and electrical installation to include;
• Removal and disposal of Mast 4 (M4) on the All Weather Pitch
• Replacement of M4 - To supply and installation of 15m HL250E base hinged mast complete with concrete foundation and foundation kits identified in a structural survey report.
• Mast 20 (M20) requires an overlap pot adaptor. The current bracket must be removed, and the mounting plate cut and prepared in accordance with the specifications.
• General repainting and corrosion protection measures to all masts.
• 52no LED luminaires, new brackets and drivers.
• Removal and disposal of the existing HID floodlights.
• On completion a satisfactory electrical test and light check to confirm Lux Levels.
• A minimum 5 year parts and labour warranty.
• Risk Assessments & Method Statements to be included.
All Weather Pitch Floodlights (M1 - M8) and Mast 4 replacement to be completed first and preferably by the 1st September 2025. If works are carried out during September, then the engineers are to phase floodlight works so that only one floodlight column at a time shall be out of commission to ensure the sporting complex is still able to use the remaining floodlights for training.
Athletics Track Floodlights (M9 - M20) to be completed by 30th September with engineers to phase floodlight works so that only one floodlight column at a time shall be out of commission to ensure the sporting complex is still able to use the remaining floodlights for training.
The successful tender will be required to enter a JCT Design and Build form of contract with the client: Yate Town Council.
Retention percentage 5% reducing to 2.5% on practical completion
Valuations will be monthly. Should the works be completed in less than a month, payment will be made on receipt of invoice. 30 day payment terms.
Total value (estimated)
- £110,000 excluding VAT
- £132,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 11 August 2025 to 30 September 2025
- 1 month, 21 days
Main procurement category
Works
CPV classifications
- 31518100 - Floodlights
- 45212200 - Construction work for sports facilities
- 45212290 - Repair and maintenance work in connection with sports facilities
Contract locations
- UKK12 - Bath and North East Somerset, North Somerset and South Gloucestershire
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Tender submission deadline
29 July 2025, 12:00pm
Submission address and any special instructions
How to tender:
Please review the attached Floodlight Specifications Document and return the following documents as part of your tender submission:
• Signed Form of Tender, Anti-collusion Certificate, Equalities Declaration and Climate and Planet Declaration;
• Completed Due Diligence & Reference Pack and any required documents;
• Detailed specification of works for supply and installation of floodlights;
• A priced and timed schedule of completion of works;
• A breakdown of ongoing maintenance, repair and servicing plans;
• Details of Relevant Experience and Technical skills, including relevant certifications and qualifications as outlined within Award Criteria section.
NB* Financial checks may be undertaken on selected contractors, post-tender and prior to appointment, depending on contract value.
It is prohibited for prospective contractors to contact Yate Town Councillors or Staff to encourage or support their tender outside of the prescribed process outlined below.
Tenders will be assessed on Price of works, Relevant Experience and Technical Skills. The Town Council is not obliged to accept the lowest or any tender.
Tender Timelines:
The tender opportunity will open on Friday 4th July 2025 and run until noon on 29th July 2025.
The decision process and key dates will then be as follows:
• All tenders will be opened and reviewed within 7 days of 29th July 2025 at Poole Court by Finance Manager & RFO, Estates Manager & member of YOSC Liaison Group.
• We may contact you at this point if we have any queries about your tender or require any clarification.
• A synopsis of the tenders will be presented to the YOSC Liaison Group of Yate Town Council to review and formally award the contract if agreed.
• We will respond to everyone who submitted a valid tender to notify you of the outcome as soon as possible.
Please return all tenders via email to tenders@yatetowncouncil.gov.uk no later than noon on 29th July 2025
Please get in touch with me directly should you have any questions regarding the details of the tender. My email address is pjones@yatetowncouncil.gov.uk
HOWEVER, please ENSURE the actual tender is submitted to the specific email address in the document above. Tenders submitted via any other email address will not be considered.
Yate Town Council, Poole Court, Poole Court Drive, Yate, South Gloucestershire, BS37 5PP
Tel: 01454 866506
Website: www.yatetowncouncil.gov.uk
Tenders may be submitted electronically
Yes
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Price of works | Total price to carry out works described in Floodlight Specification document, including ongoing maintenance, repair and servicing plans. |
Price | 34% |
| Relevant experience | Please provide three examples of projects of comparable size/complexity undertaken within the last three years (including description of works, approximate budget, and duration). |
Quality | 33% |
| Technical Skills | Please provide details on the skills your company and its employees possess that will enable you to meet the scope of the specification, including relevant certifications and qualifications. |
Quality | 33% |
Procedure
Procedure type
Below threshold - open competition
Documents
Associated tender documents
Floodlights Tender Specification.docx
Floodlights Tender Specification
Due Diligence & References Pack.docx
Due Diligence & References Pack
Form of Tender & Anti Collusion Certificate & Equalities and C&P Declarations.docx
Form of Tender & Anti Collusion Certificate & Equalities and C&P Declarations
Floodlights Tender Opportunity.docx
Floodlights Tender Opportunity
Contracting authority
Yate Town Council
- Public Procurement Organisation Number: PCRB-1116-HWGH
Poole Court, Poole Court Drive, Yate,
Bristol
BS37 5PP
United Kingdom
Contact name: Phil Jones
Telephone: 01454 866506
Email: pjones@yatetowncouncil.gov.uk
Website: https://yatetowncouncil.gov.uk/
Region: UKK12 - Bath and North East Somerset, North Somerset and South Gloucestershire
Organisation type: Public authority - sub-central government