Public procurement notice: Contract Notice
Published: 2019-02-11
Buyer: Belfast Harbour Commissioners
Country: UK
Contract type: Services
Procedure: Negotiated procedure
CPV classification: 50116100 | 50232000 | 50232100 | 71314100: Electrical services
Estimated value: 3200000 GBP
Submission deadline: 2019-03-04
Award criteria: The most economic tender

Technical requirements: This procurement relates to the provision of street lighting and other external electrical services to Belfast Harbour Commissioners (BHC), including traffic light inspection and repair works for BHC.
BHC wishes to establish a framework agreement under which suitably qualified and competent contractors may be appointed to carry out certain works in relation to street lighting, traffic lights and other external electrical services within the Harbour Estate.
BHC operates street lighting on approximately 26 km of roadway, car parking and other spaces within the Harbour Estate. There are approximately 2 500 street lighting fittings within the Harbour Estate. All street lights are supplied from a list of substations located throughout the Harbour Estate. The majority of street lights are 10 m high standard street lighting columns fitted with an outreach arm with either 95 w SOX, 135 w SOX or 150 w or 250 w SON luminaires. There are a few street lights mounted on buildings and a few extra flood lights mounted on the street light columns. Some of the lighting circuits are controlled by a lighting contractor mounted in a substation switched by a photo cell. Others are controlled by individual photo cells mounted on each lamp standard. There are 10 road intersections and pedestrian crossings controlled by traffic lights.
The services required by BHC comprise a monthly inspection of all street lights in the Harbour Estate, provision of more detailed unit inspections and a repair and installation service. With the exception of the monthly inspections, the scope and quantity of the remaining services will be variable and will be determined by BHC as required. Bidders are, inter alia, required to commit to a maximum on-site response time of within 2 hours following BHC's request for repair work.
Bidders should visit the site to be fully informed of the amount of street lighting in the estate and of the various circuit arrangements. It is the bidder’s responsibility to ensure that it has all the information necessary to respond to the tender process.
Following an initial contract period of five (5) years, BHC will have the option, at its discretion, to extend the contract for three (3) further periods of twelve (12) months each. The exercise of this option will be dependent on the terms of the contract having been complied with in full and is subject to, inter alia, the satisfactory performance of the successful bidder.
Approximate estimated annual value is between 350 000 GBP and 400 000 GBP and the estimated value above represents the upper value of this range over the entire potential contract duration.
BHC reserves the right to require bonds, deposits, guarantees or other forms of undertaking or security to ensure proper contractual performance.
Subject to the status and involvement of the parties, BHC may require the parties to commit to joint and several liability in respect of the contract. Alternatively BHC may require the lead operator to take total responsibility or a consortium to form a legal entity before entering into any contract.
This process is being conducted competitively in accordance with the Utilities Contracts Regulations 2016. The procedure to be followed for this procurement is the Negotiated Procedure with prior call for competition (Regulation 47). Bidders who wish to participate in this procurement are required to provide details of their contact point, together with email address and telephone number upon downloading the tender documents. Bidders who fail to provide their details to BHC or register in this manner will not receive any clarifications or updated information provided by BHC during the tender process.
BHC wishes to establish a framework agreement under which suitably qualified and competent contractors may be appointed to carry out certain works in relation to street lighting, traffic lights and other external electrical services within the Harbour Estate. BHC envisages that (subject to a sufficient number of eligible responses being received) up to a maximum of two (2) contractors will be appointed to the framework agreement and those contractors will be ranked and appointed to the framework agreement according to their tender scores achieved. It is envisaged that any works required under the framework agreement will be awarded on the basis of both direct award and mini-competition, as outlined in further detail within the procurement documents.
The costs of responding to this notice and participation in the process (including any and all negotiations) will be borne by each bidder. All discussions and correspondence will be deemed strictly subject to contract until a formal contract is entered into. The formal contract shall not be binding until it has been signed and dated by the duly authorised representatives of both parties.
Bidders satisfying the selection criteria at the prequalification stage of this process will be afforded the opportunity of a site visit (if required and requested) to visually inspect the areas that the services are required.
Subject to a sufficient number of satisfactory responses being received, a maximum of the top five (5) ranked bidders will be invited to negotiate following the selection stage of this process, provided that BHC, acting at its discretion, reserves the right to invite less than five (5) bidders to negotiate.
BHC will incorporate a minimum 10 calendar day standstill period at the point information on award of the contract is communicated to all bidders. The standstill period provides time for unsuccessful bidders to challenge the award decision before the contract is entered into. The Utilities Contracts Regulations 2016 provide for aggrieved parties who have been harmed or are at risk of harm by a breach of the rules to take action in the High Court (Northern Ireland).

Eligibility requirements: As stated in the procurement documents.

Award value: 3200000