CHEPSTOWTown Council

Historic Chepstow: The Way to Wales and the Wye ValleySee The Chepstow Web Site at www.chepstow.co.uk

e-mail:clerk@chepstow.co.uk

Your refMy ref LA Tender 19th June 2017

To Whom It May Concern

Dear Sirs

Chepstow Town Council Invitation to Tender for the provision of the Light Installation for Christmas Lights and Switch on Event 2017-2019

You are hereby invited to tender by Chepstow Town Council (The Authority), to tender for the provision of the Light Installation for Christmas Lights and the Switch on event as specified in the attached set of documents.

Your tender must be in accordance with the Instructions for Tenderers and the Form of Tender enclosed.

It is the responsibility of all Tenderers to ensure that their tender is delivered no later than the appointed time. The Authority will not consider tenders received after that time.

Tenderers should note that the delivery of tender documents to Chepstow Town Council can take longer than the next day service claimed by some couriers and that the office hours are 9 a.m. to 1 p.m. daily therefore please allow adequate time for delivery to us.

It is important that your tender return envelope is clearly marked ITT TENDER RETURN CHRISTMAS LIGHTS 31st July 2017 12 Noon. Correspondence connected with the tender which requires attention before that date, or communication stating that no tender will be submitted should be sent in a separate envelope, bearing no external reference to the tender and addressed to the Town Clerk.

Enquiries regarding this Invitation to Tender should be addressed to the Town Clerk, e mail clerk@chepstow.co.uk.

Please ensure that you read the instructions carefully and return the all of the following documents

Signed Form of Tender

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Signed Certificate of canvassing and non- collusive tendering Signed Pricing Schedule/detailed cost template for three year contract Signed Organsational information including references, insurance audited accounts and

references for 3 similar works Return envelope clearly labelled ITT TENDER RETURN CHRISTMAS LIGHTS 31 st July 2017 12

Noon , please ensure that this envelope does not bear any marks signs or reference which may indicate who the supplier is.

I hope that you will be able to assist us in this tender and look forward to hearing from you in due course.

Yours Faithfully

Lucy AllenDeputy Town Clerk

Enclosures.

1. Covering letter dated 17th May 20172. Cover Sheet Tender Specification 2017-20193. Table of Contents4. Instructions and information for submitting a tender5. Organisational information including selection and award criteria and our requirements6. Detailed Cost template for three year contract7. Appendix A list of lights8. Appendix B Technical Specification for Chepstow Town Council Christmas light switch on

event9. Form of Tender and Declaration of canvassing and non-collusive tendering

Table of Contents:2

1. INSTRUCTIONS AND INFORMATION FOR SUBMITTING A TENDER

1.1 Introduction1.2 Preparation of the Invitation to tender (ITT)1.3 ITT Procedures and timetable1.4 Tender Format and Cost Summary1.5 Selection and Award Criteria1.6 Arithmetic Accuracy of ITT1.7 Period of Acceptance of ITT1.8 Final Submissions and checklist

2. ORGANISATIONAL INFORMATION INCLUDING SELECTION AND AWARD CRITERIA

2.1 Organisation Identity2.2 Organisation Information2.3 Financial2.4 Insurance2.5 Capacity2.6 Provision of Service2.7 Previous Contracts and selection criteria2.8 Protection of Information2.9 Health & Safety Policy2.10 Quality Assurance2.11 Sustainability2.12 Environmental2.13 Equal Opportunities2.14 Area of Business2.15 Professional References

3. OUR REQUIREMENTS

3.1 Schedule of requirements

4. COSTS

4.1 Detailed Costs Schedule4.2 Form of Tender4.3 Declaration of Canvassing and Non- collusive Tendering

APPENDIX A

APPENDIX B

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Chepstow Town Council

TENDER SPECIFICATION

LIGHT INSTALLATION FOR CHRISTMAS LIGHTS & SWITCH ON EVENT:

2017-2019

1. INSTRUCTIONS AND INFORMATION FOR SUBMITTING A PROPOSAL

1.1 Introduction:

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1.1.1 Chepstow Town Council owns a large number of lighting displays and equipment. Chepstow Town Council (CTC) host an afternoon / early evening celebration each November to mark the annual switching on of the Town’s festive lights and to mark the start of the festive season in the town.

1.1.2 Each October as part of the build up to our Christmas Lights Switch On event in November, the festive lighting scheme is installed across the town.

1.1.3 CTC expect to be turning on the Christmas Lights in 2017 on Saturday November 25 th The event itself attracts approx. 1000 people with musical entertainment from children. Timings for the event are 1400hrs to 1900hrs with the lights being switched on at 1830hrs.

1.1.4 Provisional dates for 2018 and 2019 are November 24th and, 23rd respectively. Please note that these are provisional only at this stage and will be confirmed no later than the end of the preceding April. The date for 2017 has been confirmed as 25 th November 2017. Dismantling of equipment to be completed no later than the 3 rd week in January of the following year after switch on.

1.1.5 The lights must be installed no later than a week prior to the switch on date in order to be inspected by the Events team and any works required carried out before the event.

1.1.6 A weekly inspection and maintenance report is to be delivered to CTC once the lights are switched on.

1.1.7 All reported lighting repairs require a 24 hour response and fix timeframe.1.1.8 You will need to provide a call log system for each item reported by CTC, this log system

will also form part of your weekly inspection reports.1.1.9 On the evening of the switch on, you will provide an agreed number of trained

personnel to ensure all lights are switched on immediately in the vicinity of the square and that all other areas are lit.

1.1.10 We are seeking professional and qualified companies who can deliver an exceptional value for money service to tender for the testing, installation and support of the Christmas Lights and decorative elements. Tenders should include delivery, testing, build and dismantle time and transport costs. (Appendix A) The tender should also include for the installation and rigging/derigging of a 12’ x 16’ stage and associated requirements (Appendix B).

1.1.11 CTC is seeking to agree a three year tender for this event. Your tender documents must provide a three year summary and breakdown of costs.

1.1.12 The details of this document and all associated documents are to be treated as private and confidential for use only in connection with the Invitation to Tender (ITT) and contract process.

PLEASE NOTE YOU MAY TENDER FOR EITHER:-A) INSTALLATION OF THE LIGHTSB) SWITCH ON EVENTC) BOTH INSTALLATION OF THE LIGHTS AND SWITCH ON EVENT

1.2 Preparation of the Invitation to Tender (ITT)

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1.2.1 Although this document is designed to be as complete and comprehensive as possible, potential tenderers must obtain for themselves all the information necessary for developing and costing their proposal and entering into a Contract.

1.2.2 The Town Council will do everything possible to ensure Tenderers have access to all information required to produce their response.

1.2.3 Potential Tenderers must ensure that they clarify any points of doubt or ambiguity before submitting their tender. If clarification is required in order to complete the tender, requests should be submitted in writing to Caroline Tremeer, Town Clerk clerk@chepstow.co.uk no later than 31st July 2017 after that date no further points of clarification will be permitted and /or answered. Please not all questions asked with the response will be sent to all parties.

1.2.4 Any additional information requested will automatically be provided to all invited Tenderers.

1.2.5 We strongly recommend a site visit by all interested parties prior to the submission of a tender.

1.3 ITT Procedures and Timetable:1.3.1 The following dates are applicable to this procurement :

Target Date Task

25th June 2017 Issue ITT

31st July 2017 Deadline for requests for additional information and points of clarification.

31st July 2017 Noon Deadline for return of ITT

13th September 2017 Final selection of successful supplier and notify unsuccessful tenderers

14th September 2017 Target date for award of contract and first planning meeting

1.3.2 No extensions to any dates contained in the procurement timetable shall be granted to Tenderers. The Council reserves the right to amend these dates provided that by doing so the competitive process is not prejudiced.

1.3.3 Tenderers who are interested in this procurement are invited to submit a fully costed ITT proposal together with all the supporting documents as specified in this ITT.

1.3.4 Chepstow Town Council reserves the right to request additional information from a tenderer to clarify their proposal, which is to be supplied at the expense of the tenderer.

1.3.5 The ITT must be completed and returned no later than 12 noon on the 31 st July 2017, clearly marked on the envelope with the following information;

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ITT TENDER Return – Christmas Lights 31st July 2017

Town ClerkChepstow Town CouncilThe GatehouseHigh StreetChepstowMonmouthshireNP16 5DL

1.3.6 Your proposal must be received by 12 noon on the 31 st July 2017 – any tenders received after date and time will not be considered. All submissions must be in English and prices in sterling exclusive of VAT.1.3.7 Please include, where appropriate, any supporting documents marked clearly on all

documents the name of your organisation and the number of referral. You should provide an index of all documents referred to in the quotation.

1.3.8 Tenderers must return one bound copy of the completed tender and any supporting documentation and a further copy which should be loose leaf to facilitate ease of copying for evaluation purposes.

1.3.9 The quotation document should detail precisely how the supplier will satisfy the requirements detailed in Section 3 and a completed cost schedule at Section 4.

1.3.10 The Council does not bind itself to accept the lowest bid or any quotation. The Council reserves the right to withdraw any part of the quotation document prior to the award of contract, and reserves the right to discontinue the quotation process at any time.

1.4 Tender Format and Cost Summary:1.4.1. The suppliers shall provide full details of all costs that are to be charged to the Council as

per the enclosed pricing structure.1.4.2. The completed schedule of requirements and the cost information must be attached as

an addendum to the final submitted proposal.1.4.3 Once the proposal has been submitted, no alterations to the text will be permitted.

Failure to complete any part of the quotation documents may also incur rejection to the proposal.

1.5 Selection Criteria and Award criteria:1.5.1. This ITT is a single stage process containing questions regarding supplier’s ability and

technical capability to provide and deliver the service within the costs being tendered. The preferred Tenderer will be determined based on the following process. 1.5.2 A two stage process will be used to assess tenders:

Stage 1-Selection Criteria

Criteria Weighting

Relevant contractor experience Pass/FailTechnical Capability Pass/Fail

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Tenders who provide the Council with the relevant information will receive a pass mark and move onto the stage 2 and their submission will be evaluated against the following criteria.

Stage 2 Award Criteria

Criteria WeightingCost 100%

Total 100%

1.6 Arithmetic Accuracy of the ITT:1.6.1. It is the responsibility of the supplier to check that all costs have been identified and are

accurate. Any area of costs that are not identified and not included with the submission will be treated as free of charge.

1.6.2 If arithmetic mistakes are found after the contract has been awarded they will not be be taken account of. The figure agreed at the time of contract will prevail. The Tenderer

shall be deemed to have satisfied itself before submitting its tender as to the accuracy and sufficiency of the rates and prices stated in their tender which shall (except in so far as is otherwise provided in the contract) cover all the contractors obligations under the contract and the contractor shall be deemed to have obtained for itself all necessary information as to risks and any other circumstances which might reasonably influence or affect the contractor’s tender. The contractor who submits a tender will be held to have by his/her own independent observations and enquiries fully informed and satisfied himself as to the nature and extent and practicability of the works and as to access to the site and/or storage facility and all points and conditions which can in any way affect the prices upon which this tender is based. The prices for the tender shall include all charges for profits and transport and cartage and labour materials plant and insurance and all other expenses.

1.7 Period of Acceptance of the ITT:1.7.1 The potential supplier is required to hold their ITT open for acceptance for a period of up

to six months from the closing date.

1.8 Final Submissions and checklist:1.8.1 The Council does not bind itself to accept the lowest or any quote and will not accept

responsibility for any expense or loss which may be incurred by any potential tenderer in the preparation of the ITT.

1.8.2 You must supply all details and certificates requested as part of this ITT.1.8.3 Lack of Information may deem your tender unacceptable and will result in the failure

of your submission. Tenders must be submitted in accordance with these instructions and a failure to comply will result in a tender being rejected by the Council.1.8.4 Chepstow Town Council will not accept incomplete nor non-specific/generic submissions.1.8.5 Unless specifically and clearly stated by tenderers, they will be required to meet all the

requirements specified within the ITT price submitted. Tenderers should treat the tender documents as private and confidential between the tenderer and the Council.1.8.6 A formal contract will be issued to the successful tenderer.

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Stage 1 Selection criteria

Criteria Weighting

Relevant contractor experience references Pass/FailTechnical Capacity including H/S method statements

Pass/Fail

Tenders who provide the council with the relevant information requested will receive a pass mark and move on to stage two and their submission will be evaluated against the following criteria

Stage 2 Award Criteria

Criteria Weighting

Cost 100%Total 100%

1.8.7 Selection criteria relevant contractor experience

Contractors shall supply relevant contractor experience a list of three similar works carried out in the last three years giving descriptions of these works with dates and the names and addresses and e mail address of persons to whom reference can be made.Contactors must agree to all areas specified with the specification and contractors must sate their agreement to all these areas within the ITT return.

Checklist/Qualification envelope ITT return

Have you included the following in your return? :

A copy of your last years audited accounts references

Submitted a declaration of non collusive tendering and canvassing

Completed all the organisational information required

Completed the pricing schedule /detailed cost template

Signed and dated your return.

Signed Form of tender

Marked your return envelope TENDER along with the return date of 31st July 2017

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2. ORGANISATIONAL INFORMATION AND REQUIREMENTS:

2.1 ORGANISATION IDENTITY:

Name of organisation

Contract

Address

Tel No Fax

Email

CompanyRegistration No

Date ofRegistration

Registered Address (If Different from above)

2.2 ORGANISATION INFORMATION:

Is your organisation: (Please tick those that are applicable)

• Public Limited Company

• Limited Company

• Partnership

• Sole Trader

Date of organisation’s formation

Date of incorporation in UK if different

VAT registration Number

Is your organisation registered under the Data Protection Act 1998? If the answer is yes what is your DPA registration Number? YES/NO

Registration number

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Has your organisation or any director of your organisation who has the powers of representation, decision or control of the organisation been convicted of any of the offences listed at Regulation 23 (1) (a)-(f) of the Public Contracts Regulations 2015 If the answer is Yes, Chepstow Town Council may require further information. YES/NO

If yes please provide details :

Are there any court actions and/or tribunal hearings outstanding against your organisation which relate to the provision of this contract (including but not limited to negligence claims, discrimination cases, infringement of intellectual property rights, infringement of data protection legislation)? If the answer is yes, please give details. YES/NO

If yes please provide details:

Has your organisation been involved in any court action and/or tribunals over the last 3 years which relate to the provision of this contract (including but not limited to negligence claims discrimination cases, infringement of intellectual property rights, infringement of data protection legislation)? If the answer is yes, please give details. YES/NO

If yes please provide details:

Is your organisation affiliated or associated with any other organisation which would be capable of providing this contract? If the answer is yes, please provide the name and registered office address.

If yes please provide details:

List the full names of all Directors, Partners and Company Secretaries:

FULL NAME ROLE

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Please give details of any Director, Partner or Associate who has been employed by Chepstow Town Council:

FULL NAME ROLE

Please give details of any Director, Partner or Associate or Senior Employee who has a relative employed by Chepstow Town Council or who is a Member.

FULL NAME ROLE

Please give details of any contractual relationship your organisation has had any Senior Officer or Member of Chepstow Town Council

Full Name Senior Officer/Member Contact Details

Have any proceedings been taken against the company’s directors or employees resulting in convictions under the Prevention of Corruption Acts 1889-1916 or Section 117 of the Local Government Act 1972 or the Bribery act 2010. If the answer is yes, please give details:

YES/NO

If yes please provide details:

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2.3 FINANCIAL INFORMATION:

Please indicate the annual turnover of your organisation and the turnover in respect of goods, services and/or works of a similar nature to this contract over the last 3 years. If your organisation is part of a group, please give figures for both your own organisation and the group.

Organisation

Total Annual Turnover (£) Turnover for goods, services and/or works of a similar nature to this contract (£)

Group (If applicable)

Total Annual Turnover (£) Turnover for goods, services and/or works of a similar nature to this contract (£)

A financial credit check may be undertaken on your organisation as part of this tender process.

Please enclose a copy of last years audited accounts and if a statement if required would you be prepared to provide a set of the last 3 years audited accounts for your own organisation and the holding and/or ultimate parent (if applicable) This is a pass fail requirement.

Please give details of your bankers

Bank Name

Bank Address

Account No Sort Code

Number of years account has been open

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May bankers be approached for a reference? YES/NO

If goods, services and or works proposed in your tender return are sub-contracted, Chepstow Town Council will require financial documents from each third party.

2.4 INSURANCE

Please provide details of your organisations insurance protection in respect of the following. A copy of your insurance papers must be provided as an appendix. This is a pass fail requirement

Policy Number Insurer Indemnity Value (£) in respect of any one incident

Public Liability

Personal Liability

Professional Indemnity

2.5 CAPACITY:

Please supply details of staffing levels with training qualifications directly employed by your organisation:

Category of staff

Nature of the role employed at organisation

Training and qualifications in particular working at height, working with electrical equipment cabling and supplies, working on adjacent to public roads. Working with lifting equipment and manual handing

Permanent

Casual

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Have you the current capacity to undertake the requirements of this contract alongside existing contracts? YES/NO

Please provide a chart detailing the team who will be responsible for the delivery of this contract.

Insert chart here :

2.6 PROVISION OF SERVICE

Please confirm whether you propose to provide any part or all of the proposed service through another organisation, whether this is through sub-contracting or a consortium? YES/NO

If yes, please complete the following:

What type of working arrangement do you have?

• Sub-Contract

• Consortium

• Other (Please specify)

List all member organisations, identifying the role of each member, including the services to be provided by that organisation, its registered or principal office and indicating the organisations ultimate parent company where applicable.

Please provide the details of the proposed structure and a corporate structure chart including the proposed management arrangements for this contract.

Will the relationships be specifically established for this contract? YES/NO

If these organisations have experience in working together on other projects, please provide a brief summary to include: value of contract, date and location.

2.7 PREVIOUS CONTRACTS AND SELECTION CRITERIA

Has the organisation ever had a contract terminated? If yes, please state the name of employer, address, date of termination of contract and the circumstances leading to the termination.

YES/NO

IF YES PLEASE PROVIDE DETAILS:

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Has the organisation ever withdrawn from a contract? If yes, please state the name of employer, address, date of termination of contract and the circumstances leading to the termination. YES/NO

If yes please provide details:

Has the organisation ever been refused renewal of any contract due to failure to perform to the terms of the contract? If yes, please state the name of employer. YES/NO

If yes please provide details:

Selection criteria relevant contractor experience

Contractors shall supply relevant contractor experience a list of three similar works carried out in the last three years giving descriptions of these works with dates and the names and addresses and e mail address of persons to whom reference can be made.

Contract number 1:

Contract number 2:

Contract number 3:

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This section is a pass/fail requirement.

2.8 PROTECTION OF INFORMATION:Please outline your approach to the protection of information when providing your services, associated procedures, and relevant public sector approved standards (e.g. ISO 9001 or equivalent European Certification)

2.9 HEALTH & SAFETY POLICY:Please provide a copy of your organisation’s Health & Safety at Work Policy, to include site specific risk assessment and method statement. Please provide appropriate documentation regarding how this contract will be undertaken with due regards to Health & Safety. This must be provided as an pass/fail requirement. You must supply a suitable risk assessment and an example of safe working method statement. This safe working method statement will give consideration to the various risks within the works and set out clear methods for avoiding injury to staff the public and or property . the successful contractor will liaise with the local County council traffic section and operation l team prior to undertaking the works and comply with any requirements stated by them.

This section is a pass fail requirement.

Please detail any prosecutions or enforcement actions in relation to health and safety taken by any enforcing authority against the organisation or individuals within it in the last 5 years.

2.10 QUALITY ASSURANCE:Please provide details (including registration number) of any quality assurance accreditation that your organisation holds e.g. BS ENISO 9000 or equivalent standard. If no accreditation is held, please attach an outline of your assurance policy.Please provide details of any quality assurance accreditations for which you have applied.

Do you agree that your premises, procedures and quality assurance agreements may be inspected? YES/NO

2.11 SUSTAINABILITYPlease provide a copy of your organisation’s sustainability policy,

2.12 ENVIRONMENTAL:Please provide a copy of your organisation’s environmental policy.Does your organisation operate an environmental management system? YES/NO

2.13 EQUAL OPPORTUNITIES:This section concentrates on equal opportunities and asks questions about whether your organisation complies with the following legislation:

• Human Rights Act 1998

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• Equality Act 2010

Bribery Act 2010

We are committed to doing everything possible to promote equality in our organisation and will only do business with those organisations that adopt the same policy.

Do you have an equal opportunities/discrimination policy that encompasses the above legislation? If yes – please provide details. If no – please provide details of how you ensure compliance with existing legislation and in line with any codes of practice for employment. YES/NO

2.14 AREAS OF BUSINESSPlease indicate the principal areas of business activity of your organisation.Please provide the number and locations of premises from which your organisation provides goods, services and or works similar to those required by Chepstow Town Council in the Schedule of Requirements.

2.15 PROFESSIONAL REFERENCESPlease provide details of private & public sector contracts not related to Chepstow Town Council that you have been awarded for the provision of goods, services and/or works similar to those required over the last five years, under the following categories; Please note this is a pass/fail requirement

• Contracts currently undertaken

• Contracts that have been undertaken over the last 3 years.

Please include the following

• Customer Name and address

• Brief overview of the project including scope of involvement

• Value of contracts

• Contact name and telephone number.

May customers be approached for a reference? YES/NO

Please provide details of your organisation’s involvement in any projects which have been awarded in the last 5 years where there was a failure to achieve programme and or project objectives, or to achieve and maintain compliance with levels of service.

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3. OUR REQUIREMENTS3.1 Schedule of Requirements; The services supplied must meet or exceed the full requirement as detailed herein and the general overview in Appendices A & B. Therefore, the tender must clearly identify any areas outside the scope of this procurement that is the responsibility of Chepstow Town Council.

It is important at the time of completing the ITT that you specify a lead time for delivery of the goods and services, with a comprehensive delivery/implementation/installation plan to meet the Council’s objectives.

On receipt of the Council’s purchase order, the successful tenderer shall provide to the council a programme of works covering the planning and implementation phases giving a brief outline of timescales involved and the method statements to be utilised. The successful tenderer will also be required to provide regular progress reports.

4. COSTSSuppliers are required to submit their costs using the attached schedule 4.1. All costs should be a fixed price exclusive of VAT.

Please state clearly what is to be provided within each area of cost. The Council shall not make any payments of other costs that are not listed here and/or are ancillary to the service provision.

Prices should reflect a 3 year agreement and any subsequent increases to costs over these 3 years that do not form part of the formal tender will not be the responsibility of Chepstow Town Council. Contactors must agree to all areas specified with the specification and contractors must state their agreement to all these areas within the ITT return.

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4.1 DETAILED COST TEMPLATE FOR THREE YEAR CONTRACT:

Failure to provide a cost for three years may result in the exclusion of your tender submission.

Item DescriptionYear One 2017(£)

Year Two 2018(£)

Year Three 2019(£)

Total Cost(£)

Additional Qualifications

The Contractor shall comply with the National Sector Schemes 8 for Quality Management in Installation and Maintenance of Highway Electrical and/or Highway Electronic Equipment and/or Associated Electrical Works.

The Contractor shall be registered under the HEA Scheme for the Assessment of Service Providers Carrying Out the Erection and Maintenance of Public Lighting Equipment, and shall issue the appropriate Competency Cards to all his staff prior to the start of the Contract

Testing and replacement of Light Installations

Checking inspect and testing all lighting equipment outlined in Appendix A and the repair and replacement of individual lights where necessary to ensure that all lighting displays are in full working order prior to installation. Any damaged bulbs lights shall be replaced

Testing lighting brackets

Testing of all fixtures in line with BS5080 then the repair and retest as necessary at least 4 weeks prior to switch on date. This should also include all repairs to any structural damage caused.

Testing Electrical Connections including catenary cabling

Testing all street connections including any catenary cabling for raying or damaged and replace and providing a full inventory report to Chepstow Town Council at least 4 weeks prior to switch on

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date. All lighting columns to be inspected ; all erected equipment shall be protected against rain penetration into electrical components

Installation Collection and erection of the Christmas light displays, connection of power supplies and testing to ensure that all lights are working. In line with the outline inventory found at Appendix A.

The lights must be installed no later than a week prior to the switch on date in order to be inspected by Chepstow Town Council and any works required carried out before the event.

Installation and rigging/de rigging of 12’ x 16’ stage and associated requirements found at Appendix B.

Erection and decoration of a 25 foot to 30 foot Christmas tree

The supply and erection of a 25-30 foot Christmas tree from a locally sourced supplier and from a sustainable forest and decorations with lights. The number of lamps may be reduced with the reduction in area of the tree towards the top however the average number of lights must be maintained 250- 300 lamps. This must include the securing of the tree against inclement weather and the neat storage and secure fixing at the base of the tree.

Removal Removal of and cleaning of all lighting infrastructure (Date TBC) and safe return to storage unit located at Chepstow RacecourseRemoval and cleaning of stage and associated equipment as at Appendix B directly after the event.

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Staffing Prior to the event you will assign a project manager who will remain the contact point throughout the project.

On the evening of the switch on event, you will provide an agreed number of trained personnel to ensure the lights are switched on and the staging is erected rigged and de rigged.

You will need to ensure you have a suitable number of out of hours staffing to assign to repair tasks as and when required.

Maintenance of lighting infrastructure

A weekly inspection and maintenance report is to be delivered to Chepstow Town Council once the lights are switched on.All reported lighting repairs require a 24 hour response.All lighting faults should be resolved within 48 hrs. Of report.You will need to provide a call log system for each item reported by Chepstow Town Council. This log will form part of your weekly report.

Inventory To provide a full inventory to Chepstow Town Council as detailed in Appendix A.

Contingency Contingency sum built into built budget for unpredicted increases etc. This will include the re-fixing into position any equipment all which becomes dislodged by action of inclement weather and must make himself available for such an emergency out of hours.

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Other costs Please list these additional costs, continue on separate sheet if necessary.

SIGNED:

PRINT NAME:

COMPANY POSITION:

DATE:

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4.2 FORM OF TENDER

The Tender must be submitted no later than 12:00 noon 31st July 2017

The Tenderer in submitting the Tender hereby undertakes that in the event of his/her Tender being accepted by the Council he/she will provide the services detailed in the attached Tender Documentation and will within 14 days of being called upon to do so execute a Formal Agreement embodying the following documents upon which this Tender Documentation is based:

Invitation to Tender Sections:

Failure by the successful Contractor to execute a Formal Agreement within the time specified will render the Agreement voidable at the option of the Council at any time by notice in writing.

I/We the undersigned hereby offer to provide the services described or referred to in the attached Tender Documentation at the costs specified on the Schedule of Prices, exclusive of value added tax (VAT).

I/We undertake that all elements of this Tender shall from the date of its opening not be withdrawn or modified for and during the period of 180 days in respect of the said requirement.

I/We understand that the Council accepts no liability as to the actual amount of work included within this contract.

I/We confirm that in preparation and submission of this Tender I/We have observed and accepted the above conditions and complied with the Instructions and Conditions contained and referred to in the Tender Documentation.

NAME(Print Name)

Position/Job title

Date:

4.3 DECLARATION OF CAVASSING AND NON-COLLUSIVE TENDERING

In recognition of the principle that the essence of selective tendering is that the Authority shall receive bona fide competitive Tenders from all those tendering.

I/WE CERTIFY THAT:

1 The Tender submitted herewith is a bona fide Tender, intended to be competitive.2 I/We have not fixed or adjusted the amount of the Tender under or in accordance

with any agreement or arrangement with any other person.3 I/We have not done, and undertake that we will not do at any time before the hour

specified for the return of the Tender, any of the following acts:(a) communicating with a person other than the person calling for this Tender

the amount or approximate amount of the proposed Tender (except where the disclosure, in confidence, of the approximate amount of the Tender was essential to obtain insurance premium quotations required for the preparation of the Tender);

(b) entering into any agreement with any other person that he/she shall refrain from Tendering or as to the amount of any Tender to be submitted; and

(c) offering, paying, giving or agreeing to give any sum of money or valuable consideration directly or indirectly to any person for doing, having done, causing or having caused to be done in relation to any other Tender or proposed Tender any act or thing of the sort described above.

NAME (Print Name)

Position/job title

Date:

In this declaration:

1 ‘person’ indicates any person, body, or association corporate or incorporate.2 ‘any agreement or arrangements’ includes any transaction of the sort described above, formal or informal and whether legally binding or not.

Appendix A

HARDWICK TERRACE

LARGE Lamp col panel display

POWER SUPPLYColumn NW 51 FIXING(S)

Column NW 51

MOOR STREET

Festoon(s) Alternate white/blue LED lights APPROXLENGTH150m

POWER SUPPLIESavailable atall new lamp columns

FIXINGSFROM TO

Merricks newlamp col

New lamp col outside 3AMoor Street

New lamp col outside 3AMoor Street

New lamp col outside Scandia

New lamp col outside Scandia

New lamp col at Travel House

New lamp col at Travel House

New lamp col outside 33 Moor Street

New lamp col outside 33 Moor Street

New lamp col outside 12 Moor Street

New lamp col outside 12 Moor Street

Post Office

Post Office Police StationPost Office New lamp col outside

Country Stile ClothingNew lamp col outside Country Stile Clothing

Adrian Gaunt

Adrian Gaunt Hookways

Appendix A

WELSH STREET

LARGE Lamp col panel displays

POWER SUPPLYColumn NW 678

FIXING(S)Column NW 678

POWER SUPPLYColumn NW 679

FIXING(S)Column NW 679 outside Wilkinsons

POWER SUPPLYColumn NW 680

FIXING(S)Column NW 680

Tree Lights already in situ

Column NW558

WHITE LION SQUARE

Lamp col panel displays (STARS)

POWER SUPPLYColumn NW 1939*(?? double socket required)

FIXING(S)Column NW 1939

POWER SUPPLYColumn NW1940

FIXING(S)Column NW 1940

Festoon(s) Alternate white/blue LED lights

APPROXLENGTH25m

POWER SUPPLIESavailable at

FIXINGSFROM TO

NW 1939 & 1940 Column NW 1939 Column NW 1940

Appendix A

HIGH STREET

GATEHOUSE 2 large displays on Town Arch

Festoon(s) Alternate white/blue LED lights Lamp col panel displays (STARS)

POWER SUPPLIESavailable at new lamp cols

FIXINGS

FROM TO

APPROXLENGTH

New lamp col NW1930Mamma Mia

O2 Shop 11m NW1930 at Mamma Mia

O2 Shop Mamma Mia 17mNW1931 Ruby Tuesday

Mamma Mia Herbert Lewis 17mHerbert Lewis Flat above

“Bet Fred”24m NW1932 Bet Fred

Flat above “Bet Fred”

SER Beards 12m

SER Beards SER Beards Flat above former Lloyds Bank Bdg.

21m

Flat above former Lloyds Bank Bdg.

WH Smiths 18m NW1933WH Smiths

Lamp col NW1934 Adj. Woolworths

W H Smiths Barclays Bank 20m

Barclays Bank Original Factory Shop

Original Factory Shop

Temporary Lamp Col

17m NW1934 at Original Factory Shop

NW1936 Temporary Lamp Col

NW 1936Adj. Threshers

20m NW1936 at Threshers

NW1937 NW 1936Adj. Threshers

NW 1937Adj. War Memorial

25m NW1937 adj War Memorial

NW1944 NW 1937Adj. War Memorial

NW 1944R/O War Memorial

20m NW 1944R/O War Memorial

NW1945 NW 1944R/O War Memorial

NW 1945 25m NW 1945

BANK STREET

Festoon(s) Alternate white/blue LED lights Lamp col panel displays (STARS)

POWER SUPPLIESavailable at

FIXINGS

FROM TO

APPROXLENGTH

NW 1942 NW 1942 Town Gate Mews

15m

Town Gate Mews

Manor House 8m

Manor House Barclays Bank 14m

Barclays Bank R J Lewin 12m

R J Lewin Barclays Bank 12m

New Lamp Col at Boatman

New Lamp Col at Boatman

STATION ROAD

POWER SUPPLYLARGE Lamp col panel displays

Column NW 648 FIXING(S): Column NW 648

Column NW 649 FIXING(S): Column NW 649

Column NW650 FIXING(S): Column NW 650

Appendix A

BEAUFORT SQUARE

POWER SUPPLYColumn NW 648 Tree lights in 2 Liquidamber trees

ST MARYS STREET

POWER SUPPLY FIXINGS APPROXLENGTHFROM TO

FESTOON(S)

Merlin Dr Swede 12

Dr Swede The Limetree 14

The Limetree St Mary's Arcade 14

St Mary's Arcade Junes 11

Junes Designwise or Medical Centre

12

Designwise or Medical Centre

Equilibrium Aromatherapy Centre

12

Equilibrium Aromatherapy Centre

Eden Rose 12

Eden Rose Shangri-La 11

Shangri-La Chepstow Bookshop 11

Appendix A

BULWARK

Festoon(s) Colour change LED lights in strings across highway and to decorate lamp cols. APPROX

LENGTH

POWER SUPPLIESavailable at

FIXINGSFROM TO

NW 321 Column NW 321 Column NW 314

Column NW 314 Kibbys

Kibbys Column NW 315

Column NW 315 CCTV Pole

NW316 Bulwark Chemist Motor World

Motor World Lamp col 316Lamp col 316 William Hill

William Hill Howells

Howells Kutting Kaos

APPENDIX B

TECHNICAL SPECIFICATIONS FOR CHEPSTOW TOWN COUNCIL CHRISTMAS LIGHT SWITCH ON.

INSTALLATION/RIGGING AND DE-RIGGING OF 12 X 16 FT STAGE (INCLUDING LEGS AND HAND RAILS), LIGHTING OF THE STAGE, A SOUND SYSTEM MITH MICROPHONE FOR VOCAL GROUPS AND TWO HANDHELD RADIO MICS.

1 X 15X10 FT POP-UP TO COVER STAGE.

SUPPLY OF SOUND EFFECTS FOR SWITCH ON AND THEME MUSIC FOR BACKGROUND AND TIME FILLS.

10 X HAND HELD RADIOS WITH EAR PIECES FOR SYNCHRONISATION OF EVENT.

1 X 30KVA GENERATOR.

SUFFICIENT MANPOWER TO FACILITATE SYNCHRONISED SWITCH ON OF ALL CHRISTMAS LIGHTS TO BE ARRANGED WITH LIGHTING CONTRACTOR.