Safonau gofynnol a'r cymhwyster sydd ei angen
1. Invitation to Tender
Pontardawe Town Council invites tenders for a full design, supply, installation, maintenance, removal and storage service for festive lighting displays within Pontardawe. The successful contractor shall also attend the Winterfest and support the official lights switch-on event. All installation work must be undertaken by qualified contractors in accordance with all relevant regulations and with all appropriate approvals. They must also be authorised and have permission to access and work on Neath Port Talbot Council lighting columns and associated electrical conduits
2. Procurement Timetable
The Council shall publish dates for issue, clarification deadline, tender return, evaluation, award and mobilisation. Tenders shall remain valid for 120 days.
3. Instructions to Tenderers
Tenderers must submit a completed Form of Tender, Pricing Schedule, Method Statement, Insurance Evidence, References and Declarations. The Council reserves the right not to award.
4. Specification
The Contractor shall provide a design proposals, for the lease and supply of festive decorations, install displays, test electrical equipment, maintain displays, provide emergency call-out, attend Winterfest, remove displays and provide secure storage.
5. Winterfest Requirements
Attendance is mandatory. Contractor shall provide technical support, ensure operational readiness and rectify faults during the switch-on event. (2 x Electrical contractors will be required onsite during the event) -The Pontardawe Winterfest is scheduled at the end of November/ beginning of December each year.
6. Health & Safety
Compliance with Health and Safety at Work Act 1974, Electricity at Work Regulations, Work at Height Regulations, BS EN standards and all Neath Port Talbot Council Public Lighting/Estates/ Legal requirements.
7. Insurance
Minimum Employers Liability £10m, Public Liability £10m and Professional Indemnity £1m where applicable.
8. Evaluation
Section 4
Broadly: Price 30%; Quality 70%. Quality assessed against design quality, methodology, experience, H&S and sustainability. The contract award shall be made by a democratic decision of the Full Council, following consideration of the tenders. The contract shall be awarded to the supplier that submits, in the Council’s view, the most advantageous tender.
9. Contract Terms
Three-year contract. Payment within 30 days. Termination for breach, insolvency or convenience. Compliance with UK GDPR, FOIA and all applicable legislation.
10. Declarations
Conflict of Interest, Equality Act, Modern Slavery Act, Insurance and Neath Port Talbot Council Approved Contractor declarations required.
11. KPI Schedule
Installation completed before switch-on, 24-hour emergency response, 95% display availability and annual performance review.
12. Procurement Act 2023 Exclusion Grounds
Mandatory and discretionary exclusion grounds including fraud, bribery, corruption, tax compliance and professional misconduct.
13. Award Recommendation Report Template
Provides recommendation to Council.
14. Contract Management Framework
Annual review meetings, KPI monitoring, service improvement plans and escalation procedures.
15. Description of Works
1. Supply of decorations including (to include all associated cabling, brackets, electrical /Mechanical sundries) :
2.3m x 0.8m Electrical Column Motifs x 27 (Herbert Street, Holly Street, James Street, Swansea Road, High Street)
12 x 5m x 0.7m Icicle Lights festoon (Herbert Street bottom) & 12 x 5m Icicle lights festoon (Herbert Street top)
2 x Cross road banners stating ‘Nadolig Llawen’ (Herbert Street bottom & High Street)
Replacement of (15 set pea lights in each tree) x 6 trees to remain in situ (Herbert Street Car Park)
5m Lighted Cone Tree (or similar illuminated) – The Cross
Suitable LED animated mini bulb lights for a 5 meter planted Christmas tree at the Herbert Street Garden (Herbert Street/Holly Street)
The contractor shall satisfy themselves of the safety and good working condition of all the decorations and associated parts.
2. Installation
To be completed in the month of November, commencing after Remembrance Sunday and to be completed in ample time for the switch-on date. The switch-on date is usually the last Friday in November / first Friday in December.
The installation shall include:
a. Inspection, testing and certification of all anchorage points prior to any installation;
b. Inspection, testing and certification of all electrical installations/circuits;
c. Installation of icicle drape street crossing lights, Column motifs, cross road banners and Tree pea lights;
d. Dressing of real Christmas tree at the Herbert Street Garden and placement of the artificial tree at the Cross;
e. Placement of the in situ lights on the Herbert Street Car park trees on Year 1 (these will need checking and or replacement during year 2 & 3 to ensure they are in good working order)
f. Installation of appropriate digital time clocks, programmed for all decorations to be operational between the hours of 15:00 and 23:00 each day. (This will need to be carried out following the official switch on event as timings will be different for that day)
3. Availability and emergency
The contractor shall undertake regular (weekly) visual inspections of the decorations and undertake minor remedial works where necessary;
The contractor shall provide 24 hour availability throughout the whole duration of the decorations’ installation, with attendance to any reported emergency within 2 hours. The contractor’s details may be shared with the local highway authority(ies) for this purpose.
4. Removal
All decorations shall be switched off by the Twelfth Night, and shall be removed in their entirety by no later than 31 January.
Technical Requirements
1. General
a) All works must be carried out in accordance with the standards set out in the Code of Practice for the Installation, Operation and Removal of Seasonal Decorations (County Surveyors Society / Institution of Lighting Professionals). Knowledge and experience of the Code is essential.
b) Membership of the HEA (Highway Electrical Association) and HERS (Highway Electrical Registration Scheme) is desirable.
c) The contractor must be familiar with the anchor point testing process before carrying out any electrical works; this will involve the use of anchor point testing equipment, calibration and will be able to complete and provide anchor point testing certificates prior to installing any cabling.
d) The contractor shall submit, with their tender, suitable risk assessments and method statements for this contract.
e) The contractor shall submit, with their tender, a document outlining the staff roles & chain of command, named duty holder, and staff competencies & qualifications for this contract.
f) The contractor shall provide all tools, equipment, and consumables required for the undertaking of the contract, and shall provide for this within their tender price.
g) The contractor shall ensure that all installations comply with all relevant regulations and standards, and that all work undertaken is compliant with relevant health and safety legislation.
2. Electrical
a) The Electricians must be a “Skilled Electrical Person” as defined by the JIB, holding a valid ECS card.
b) The contractor must be registered with the National Inspection Council for Electrical Contracting (NICEIC).
c) The contractor must hold a G39 certificate.
d) The contractor must be approved by Neath Port Talbot Council to operate on Neath Port Talbot Council electrical columns and associated systems (this is mandatory)
3. Traffic management & access
a) The contractor must be in possession of a valid IPAF – PAL (International Powered Access Federation – Powered Access Licence).
b) The contractor will need to confirm (LOLER - Lifting Operations and Lifting Equipment Regulations) safety inspections.
c) The contractor must be familiar with the highway working requirements (signing, lighting, guarding etc.) of the New Roads and Street Works Act 1991 (NRSWA).
d) Works in the public highway should be carried out between in accordance with the requirement of Neath Port Talbot Highways department.
e) Any road closure(s) required for these works shall be the responsibility of the contractor;
f) All work shall follow any requirements/standards set by the relevant highways authorities (Neath Port Talbot County Borough Council and the NMWTRA). Works should be done in consultation with these authorities.
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