Scope
Description
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
Total value (estimated)
- £25,000 excluding VAT
- £30,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 6 October 2025 to 6 October 2025
- 1 day
Main procurement category
Services
CPV classifications
- 50232100 - Street-lighting maintenance services
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
24 September 2025, 12:00pm
Tender submission deadline
29 September 2025, 12:00pm
Submission address and any special instructions
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
Tenders may be submitted electronically
Yes
Award criteria
Tender Evaluation Criteria Weighting
Price / Value for Money 40%
Relevant Experience 20%
Technical Methodology 20%
Quality Assurance Measures 10%
Social Value / Sustainability 10%
Procedure
Procedure type
Below threshold - open competition
Documents
Associated tender documents
Technical specification for tender 2025-28 street lamps.pdf
Tender form and declaration 2025-28 street lamps.docx
Street Lighting Maintenance Contract Draft.pdf
Contracting authority
Middleton Cheney Parish Council
- Public Procurement Organisation Number: PCJV-4214-NRNP
Middleton Cheney Parish Council, Parish Meeting Rooms, Main Road, Middleton Cheney
BANBURY
OX17 2LR
United Kingdom
Email: office@middletoncheney.org.uk
Website: http://Www.middletoncheney.org.uk
Region: UKF24 - West Northamptonshire
Organisation type: Public authority - sub-central government