Scope
Reference
CCBC/PS2789/TY/25
Description
Caerphilly County Borough Council are seeking a suitably qualified contractor to undertake the maintenance of Street Lighting and Illuminated Street Furniture for the Councils street lighting stock.
Caerphilly County Borough Council (the Council) is responsible for, the routine maintenance of all street lights and illuminated street signs and bollards under their ownership. The contract will cover street lighting services and/ or works including the repair of faults, lamp changing, electrical testing and replacement of street lighting.
The contract period shall be for a period of five (5) years with an option to extend for up to a further five (5) years.
It has been confirmed by the current provider of this service that there are TUPE (Transfer of Undertakings Protection of Employment Regulations 2006) implications attached to this contract.
Full details can be found in the ITT
Total value (estimated)
- £6,500,000 excluding VAT
- £7,800,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 December 2025 to 29 November 2030
- Possible extension to 30 November 2035
- 10 years
Description of possible extension:
5 + 5 (Year on year or as agreed between both parties)
Main procurement category
Services
CPV classifications
- 45316110 - Installation of road lighting equipment
- 45316000 - Installation work of illumination and signalling systems
- 50232000 - Maintenance services of public-lighting installations and traffic lights
Contract locations
- UKL16 - Gwent Valleys
Participation
Legal and financial capacity conditions of participation
Please see the specification as part of the tender pack.
Technical ability conditions of participation
Please see the specification as part of the tender pack.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
29 October 2025, 5:00pm
Tender submission deadline
5 November 2025, 12:00pm
Submission address and any special instructions
Tenderers must express an interest in this tender by completing the following process:
1.Log in to the Proactis Supplier Portal at https://supplierlive.proactisp2p.com/Account/Login
2.Click the "Sign Up" option on the Portal homepage (If already registered go to point 11.)
3.Enter your correct Organisation Name, Details and Primary Contact Details.
4.Please make a note of the Organisation ID and User Name, then click "Register".
5.You will then receive an email from the system asking you follow a link to activate your account.
6.Please enter the information requested, clicking on the blue arrow to move on to the next stage and follow the instructions
ensuring that you enter all applicable details.
7.In the Classification section please ensure that you select the Product Classification Codes (CPV Codes)that appear in the
tender notice, it is essential that only CPV Codes, specific to your organisation are added to your profile.
8.Buyer Selection - At this stage you are required to indicate which Buyer Organisations you would like to register with. Please
remember to register with Caerphilly this ensures that you will be alerted to all relevant opportunities.
9.Terms & Conditions - Read the terms and conditions of the use of this Supplier Portal and tick the box to denote you have
read and understood the terms and that you agree to abide by them. If you do not agree you cannot complete the registration
process. Once you have agreed click on the blue arrow to move on to the next stage.
10.Insert a password for the admin user and repeat it. The password MUST be between 6 and 50 characters in length. It must
contain at least 2 number(s). Once completed select 'Complete Registration' and you will
enter the Supplier Home page.
11.From the Home Page, go to the "Opportunities" icon, all current opportunities will be listed. Click on the blue arrow under
the field 'Show Me' of the relevant opportunity then click to register your interest on the applicable button.
12.Refresh your screen by clicking on the opportunities icon located on the left hand side, to view the opportunity click the blue
arrow.
13.Note the closing date for completion of the relevant project. To find all available documentation please drop down the
'Request Documents' option and click to download all documents.
14.You can now either complete your response or "Decline" this opportunity.
All queries are to be made via the messaging system on the Proactis portal. Please note we will NOT accept any
questions/queries via telephone/email.
A supplier guide title "Supplier_step-by-step_guide" is available via the portal and this contract notice detailing how to use
register on the Proactis Plaza system.
If you require assistance please contact Jemma Ford 01443 863163 - fordj1@caerphilly.gov.uk
When submitting a tender, an e tendering supplier guide has been produced which will help tenderers through completing a
tender submission using our Proactis Plaza system.
The buyer considers that this contract is suitable for consortia bidding.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
- Welsh
- English
Award decision date (estimated)
21 November 2025
Recurring procurement
Publication date of next tender notice (estimated): 3 September 2035
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality | Question 1 - Management of Contract and Individual Work Packages (25%) Question 2 - Quality Control (15%) Question 3 - Health & Safety (25%) Question 4 - Waste Management (15%) Question 5 - Informal... |
Quality | 50.00% |
| Price | Please see the Price List and Evaluation Criteria included in the tender documents. |
Price | 50.00% |
Other information
Payment terms
In accordance with the formal NEC contract as set out in the tender documents.
Description of risks to contract performance
Information as set out in the tender documents.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Contracting authority
Caerphilly County Borough Council
- Public Procurement Organisation Number: PWHP-2369-JPYL
Penallta House, Tredomen Park
Hengoed
CF82 7PG
United Kingdom
Contact name: Thomas Young
Telephone: 01443 863108
Email: youngt@caerphilly.gov.uk
Website: https://www.caerphilly.gov.uk
Region: UKL16 - Gwent Valleys
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales