Description of the goods or services required
1 Introduction
Glynneath Town Council (“the Council”) undertakes an annual Christmas lights display in Glynneath, with the aim of seasonally enhancing the town’s environment to the benefit of residents, local businesses and tourists. The Council is seeking a suitably experienced provider to tender for the installation and operation of Christmas lighting / decoration.
Any agreement will be in the form of a contract and will operate for a period of three (3) years.
You are invited to tender for provision of these services.
2 Background
Glynneath Town Council is a local authority operating at a grass roots governance level of local government and is one of the town councils in Neath Port Talbot. The Town Council is an active Town Council in the sector, producing a precept of just over two hundred thousand pounds. The administration is made up of 14 Council Members and employs a number of staff.
3 Scope
3.1 Summary
Glynneath Town Council’s Christmas display is operational from the end of November to early January on an annual basis. The agreement is intended to provide for this for a duration of 3 years, commencing November 2024.
Traditionally, there has been an early evening event every November to celebrate the annual switching on of the Town’s lights and to mark the start of the festive season. It is intended that this take place on the last Monday of the month.
This invitation requests a full in-house design, installation, testing, maintenance, de-rigging and storage service.
3.2 Costs
Please give a detailed breakdown of costs (excluding VAT).
3.3 VAT
Please state clearly when submitting prices whether or not VAT will be charged. It is the responsibility of tenderers to check the VAT position with HMRC before submitting a bid.
3.4 Specification
The Council welcomes ideas for schemes and thematic colours are not set. The Council prefers the use of LED or low-energy bulbs and welcomes solutions incorporating solar power.
The Council would like to consider ‘Gateway’ signage to the town with a preference for Welsh language use in parity with English. Tenderers are welcomed and encouraged to visit the area and potential sites
Existing catenary wire infrastructure has been repaired or replaced over the years. The tendering company will be responsible for inspecting the condition and adequacy of any of the existing infrastructure if it is to be used in the new scheme and include for any costs in replacing or repairs to such infrastructure within its tender. Details of existing infrastructure and annual testing records are available on request.
3.5 Area
The area to be covered by the lighting scheme is not fixed but must prioritise the centre of town along Chain Road and Pont Walby. Bidders are requested to consider a statement feature or features at entry points to the town.
The most recent scheme can be provided on request, with the footprint chosen to maximise central impact and concentrate resources.
The proposal must allow for the provision, installation and removal of 2 trees of suitable size at Llys yr Ysgol and land near to the Leisure Centre (both points marked on the maps provided) and must include their lighting and decoration.
3.6 Installation
The scheme is to be installed, tested and in working order on a date to be agreed by both parties prior to the notified switch-on date each year. The satisfactory working of the lights is to be witnessed by a Council representative. The work must be undertaken in a manner that minimises disruption to traffic, residents, local business and pedestrians, as well as with consideration for the environment. It is advisable that the installation of the lights and features on the
main highways be undertaken during the period early evening to early morning. The contractor will be responsible for any road closures and traffic management necessary during installation and de-rigging along with liaison with any affected residents or businesses over access issues.
The contractor must be present on the day of the switch-on to manually switch on the lights.
3.7 Maintenance
The lights will need to be maintained during the period that they are on display. The Council requires a call out within 24 hours for major faults including, but not limited to, complete failure of a motif or light string, light failure, extreme damage caused through vandalism, climate or traffic accident. The pricing schedule must explicitly state what is included in the maintenance element of the pricing and what is not. Additional maintenance or call out charges must be stated on the schedule.
3.8 Dismantling
The lights are to be switched off after 6th January and the scheme must be dismantled and removed as soon after 6th January each year as possible.
3.9 Storage
All elements of the scheme are to be stored by the contractor. Transfer and transport is at the contractor’s expense.
3.10 Testing
All elements of the scheme must be fully functioning prior to installation. The contractor will be responsible for all testing, including load testing, certification and replacement of parts.
3.11 Health and Safety
Contractors must comply with all relevant H & S legislation. It is a requirement that contractors wear protective clothing and use safety equipment as determined in the risk assessment when undertaking this contract. Measures must be taken to minimize any risk to the public. Any vehicle used must be parked so as not to contravene any parking restrictions and/or present any obstruction to other road users and the public. All waste materials must be removed and disposed of by the contractor, disposal in public waste bins is not allowed.
Staff are expected to have undertaken the appropriate training and each team of workers must include a qualified First Aid officer. The contractor must adhere to the relevant codes of practice and regulations, in particular, the erection, testing
and maintenance of the installation must be carried out in accordance with the latest Wiring Regulations (BS 7671) determined by the IET and undertaken by a competent person as laid out in those regulations. The contractor must adhere to any requirements placed by the local authority, Neath Port Talbot County Borough Council.
The successful contractor will be expected to produce a Health & Safety Information Pack each year prior to installation to include:
• Risk Assessment
• Method Statement
• Relevant traffic management documentation
• Schedule of Works
• Copy of current Insurance Certificate
• Any other relevant documents such as Environmental Policy, General Health & Safety at Work Policy, accreditation certificates and staff training certificates.
3.12 Insurance
It is a requirement that the contractor is adequately insured, with a minimum of
public liability cover. A copy of your current certificate must be included in the tender response.
3.13 Advice
The contractor will be expected to be available to discuss issues and to give professional advice on all aspects of the contract. The contractor is required to give a short-written report after the completion of the yearly display outlining any issues and, if relevant, the need for replacement lights and suggestions for improvements.
3.14 Additional Work
The contractor will have an exclusive right to carry out the work specified in the tender and contract documents. The Council reserves the right to procure any additional or associated work, beyond the contract specification, from other contractors. The contractor will normally be given the opportunity to quote for any such additional work. The contractor is expected to show flexibility and be prepared to establish good working relationships with the Town Clerk and Council officers.
3.15 Contract
The contract will be with Glynneath Town Council. No sub-letting of the contract to a third party is allowed without prior permission. The price is fixed, and the amount given in the total box on the pricing schedule will be that paid for each of the three years of the contract. The Council will pay 50% upon instalment of the lights and the remaining 50% after dismantling.
3.16 Tender
Your tender submission should comprise the completion of the form of tender, proposed scheme incorporating method statement and detailed pricing schedule, together with a copy of your current insurance certificate and a specimen Health & Safety Pack for Christmas Lights Installation containing the information outlined in the Health and Safety section. This could be taken from a previous or existing contract (with confidential details removed) and must include a relevant Risk Assessment.
4 Objectives
The Council has a number of key objectives for the procurement of services. It must:
deliver value for money – an important driver for this project is the delivery of efficiency savings. The successful bidder will understand the context in which the Council operates and ensure a competitive cost underpinned by a commitment to the principles of cost avoidance, containment and reduction.
support continuous improvement - the successful bidder must be committed to working with the Council to identify and introduce improvements to the supply of the works and services throughout the agreement period.
be available within the project timescales.
meet functional requirements.
NOTE: To register your interest in this notice and obtain any additional information please visit the Sell2Wales Web Site at https://www.sell2wales.gov.wales/Search/Search_Switch.aspx?ID=140295.
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