Street Lighting Model Invitation to Submit Outline Solutions[1]

8/2/2019 Street Lighting Model Invitation to Submit Outline Solutions[1]

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Street Lighting Procurement Pack Model Documentation

Model 9 Invitation to Submit Outline Solutions Page 1 of 8

Please read the note below before using this Model Documentation

This Model Documentation has been produced by the 4ps, in consultation withAddleshaw Goddard (legal advisers) and PricewaterhouseCoopers (financial advisers)(together the Advisers) to provide assistance to Local Authorities in the procurementof street lighting projects through a public private partnership or through the PrivateFinance Initiative. The Model Documentation has been published in good faith by the4ps with the help of its Advisers, and neither the 4ps nor its Advisers shall incur anyliability for any action or omission arising out of any reliance being placed on the

Model Documentation by any Local Authority or organisation or other person. AnyLocal Authority or organisation or other person in receipt of this ModelDocumentation should take their own legal, financial and other relevant professionaladvice when considering what action (if any) to take in respect of any initiative,proposal, or other involvement with any public private partnership, or before placingany reliance on anything contained therein.


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Name or Logo of Local Authority

Name of Project

Invitation to Submit Outline Solutions


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Introduction and Instructions

The Local Authority is carrying out this procurement under competitive dialogue, and this

Invitation to Submit Outline Solutions represents the first stage in the competitive dialogue forthis project.

Bidders are invited to submit Outline Solutions for the delivery of the Local Authoritys [insertname of project] by answering the questions set out in this Invitation to Submit OutlineSolutions.

The questions are to be completed by the lead Bidder of any consortium or, if the Bidder is asole organisation, that organisation. The lead Bidder will be the organisation exposed to themost commercial risk in any consortium.

This Invitation to Submit Outline Solutions should be read in conjunction with the

accompanying Descriptive Document, which provides Bidders with appropriate informationabout the Local Authority and the [insert name of project].

Name of the organisation completing this submission of Outline Solutions as lead Bidder:

Person dealing with this application on behalf of the organisation and contact details:

Name

Position in Organisation

Address

E-mail

Telephone

Fax

Outline Solutions in response to the ISOS questions must be provided in typed A4 format. Nomore than [insert number] sides of A4 paper should be provided per answer.

The attention of Bidders is directed to the disclaimer and additional information set out in theDescriptive Document.


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Evaluation of ISOS responses

The Local Authority will evaluate Bidders responses to this Invitation to Submit OutlineSolutions (ISOS) by applying the following scoring system.

ISOS QuestionWeighting / Maximum

Score

1. [Insert question title] [Insert question weight]

2.

3.

4.

5.

6.

7.

8.

9.

10.

100%


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Invitation to Submit Outline Solutions

Investment Programme

How do you envisage the investment programme for the street lighting project being developedand delivered? Your response should incorporate:

Outline of the approach for addressing the backlog of investment during a Core InvestmentPeriod

Approach to lifecycle investment Proposed consultation arrangements with relevant users, residents and other stakeholders An indication of the Apparatus to be used in this street lighting project Approach to connections and disconnections to the Distribution Network Operator (DNO)

network

How you would decide on the appropriate time to intervene on the grounds of the safety ofthe Apparatus

Proposed policy and criteria for the design of new and replacement lighting, including anyinterfaces or consultations with interested parties

How you plan to address the introduction of competition in connections works.

Monitoring and Maintenance Arrangements

Please detail your proposed policies regarding the optical, electrical and structural maintenanceof the Apparatus in this street lighting project. Your response should incorporate your policy onthe following issues and, where appropriate, should differentiate between the different items of

equipment:

Programmed maintenance Cleaning Lamp replacement Proposals for monitoring and detection of outages, and for monitoring lighting output Emergency service Electrical testing Structural testing Application of protective coatings Procedures for dealing with accident damage, vandalism and recovery of costs.

Energy Procurement and Supply

How do you propose procuring and supplying electrical energy to ensure Best Value for theLocal Authority? Your response should include details of:

Proposed arrangements for the procurement of energy Energy conservation Benchmarking and market testing Use of renewable energy sources.


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Contract Management and Customer Interface

Describe your proposals for Contract management and delivery of the customer interface. Yourresponse should include details of:

The proposed Management Information Systems Procedure for dealing with customer queries and complaints Arrangements proposed for public interface and systems of communication Customer Charter.

Strategic Assistance

Please outline how you anticipate working with the Local Authority to assist it prepare the LocalTransport Plan (LTP), and to meet its obligations under the Comprehensive PerformanceAssessment (CPA) and Best Value regimes over the life of the Contract. Your response should

include information on the following:

Plans for Continuous Improvement Procedure for Performance Reporting Collecting and reporting on Best Value Performance Indicators Assisting the Local Authority with the CPA, Best Value Reviews for the street lighting

service, and developing its LTP.

Innovation

How do you propose that innovative techniques and materials will be assessed and employedand what proposals do you have for sharing any cost benefits from efficiency gains? Yourresponse should include:

Policy for investigating, costing and implementing new techniques and materials Re-engineering maintenance activities Remote monitoring and switching Minimising environmental impact of street lighting provision Policies for optimising revenues from third parties.

Environmental and Sustainability Issues

Please outline what you think are the environmental issues arising out of this project and howyou propose to deal with them? Your response should include information on the following:

Approach to energy conservation and efficiency Light pollution and intrusive light Waste management Recycling content Aesthetics and unobtrusiveness Conservation and other special treatment areas.


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Contractual Structures

The Local Authority intends to follow the guidance and Model Contract included in the StreetLighting Procurement Packproduced by the 4ps. Please either confirm that you accept theprinciples set out in that guidance, or provide a table (setting out comments as appropriate)

explaining how your proposed approach differs from the guidance. Please also providepreliminary comments on the following contractual matters:

Contract period and approach to residual life of assets Major risks in the project and how these will be dealt with in the contract structure Proposals for monitoring service delivery Termination events and consequences of early termination The change mechanisms, covering all aspects of change i.e. programme growth, change in

the service specification and legislative change.

Financing Arrangements

What consortium structure do you intend to utilise for this project? Your response shouldincorporate comments on:

The use of a Special Purpose Vehicle (SPV) or other structure and the envisaged share-holdings of consortium members

The role of each consortium member in aspects of the project, including design, installationand maintenance

Direct agreements/warranties from the SPV or other structure to the Local Authority Parent company guarantee or similar arrangements Likely method and source of funding for the project Financiers interface with the Local Authority.

Output Specification and Payment Mechanism

The Local Authority intends to follow the guidance and Model Documentation included in theStreet Lighting Procurement Packproduced by the 4ps for developing its own OutputSpecification and payment mechanism. Please either confirm that you accept the principles setout in the Procurement Pack, or provide a table (setting out comments as appropriate)explaining how your proposed approach would differ from the 4ps guidance. Please alsoprovide preliminary comments on any proposals for how the Unitary Charge (including the

energy payment) might be adjusted during the period of the Contract.

Staffing Issues

The Local Authority intends to follow the Code of Practice on Workforce Matters in LocalAuthority Service Contracts and the associated Contract clauses. Please outline your proposalsin relation to the application of the Transfer of Undertakings (Protection of Employment)Regulations 1981 (TUPE), having regard to the information contained in the Information Pack.Reference should be made to proposals for retaining or re-deploying any staff. If any membersof your consortium have previously been involved in TUPE transfers, please provide outline

details. This should include details of your experience on pension matters.


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Existing Depot, Vehicles, Plant and Equipment

Please outline your proposals for the use of the existing depot, vehicles, plant and equipmentcurrently utilised in the provision of the street lighting service, details of which are set out in theInformation Pack.

Capacity and Resources

Please detail your approach to the development and delivery of this project. Your responseshould incorporate:

Arrangements for management of the bidding process in competition with other priorities Approach to appointing any relevant advisors and financiers to support your project

proposals

Management and delivery of the services under the Contract The proposed arrangements to secure the timely supply of new lighting Apparatus.Partnership Working

How do you propose to promote close and effective working with the Local Authority? Yourresponse should include comments on the following:

Mechanisms for working together Achieving broader project objectives Flexibility

Development of partnership Clauses and/or partnership charters and joint working Decision-making models and representation.

Street Lighting Model Invitation to Submit Outline Solutions[1]

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