Street Lighting Procurement Pack Model Documentation

Please read the note below before using this Model Documentation
This Model Documentation has been produced by the 4ps, in consultation with Addleshaw Goddard (legal advisers) and PricewaterhouseCoopers (financial advisers) (together the Advisers) to provide assistance to Local Authorities in the procurement of street lighting projects through a public private partnership or through the Private Finance Initiative. The Model Documentation has been published in good faith by the 4ps with the help of its Advisers, and neither the 4ps nor its Advisers shall incur any liability 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. Any Local Authority or organisation or other person in receipt of this Model Documentation should take their own legal, financial and other relevant professional advice when considering what action (if any) to take in respect of any initiative, proposal, or other involvement with any public private partnership, or before placing any reliance on anything contained therein.

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Street Lighting Procurement Pack Model Documentation

Name or Logo of Local Authority

Name of Project

Invitation to Submit Outline Solutions

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Street Lighting Procurement Pack Model Documentation

Introduction and Instructions

TheLocalAuthorityiscarryingoutthisprocurementundercompetitivedialogue,andthis InvitationtoSubmitOutlineSolutionsrepresentsthefirststageinthecompetitivedialoguefor thisproject. BiddersareinvitedtosubmitOutlineSolutionsforthedeliveryoftheLocalAuthoritys[insert nameofproject]byansweringthequestionssetoutinthisInvitation to Submit Outline Solutions. ThequestionsaretobecompletedbytheleadBidderofanyconsortiumor,iftheBidderisa soleorganisation,thatorganisation.TheleadBidderwillbetheorganisationexposedtothe mostcommercialriskinanyconsortium. ThisInvitationtoSubmitOutlineSolutionsshouldbereadinconjunctionwiththe accompanyingDescriptiveDocument,whichprovidesBidderswithappropriateinformation abouttheLocalAuthorityandthe[insertnameofproject]. NameoftheorganisationcompletingthissubmissionofOutlineSolutionsasleadBidder: Persondealingwiththisapplicationonbehalfoftheorganisationandcontactdetails: Name PositioninOrganisation Address E-mail Telephone Fax OutlineSolutionsinresponsetotheISOSquestionsmustbeprovidedintypedA4format.No morethan[insert number]sidesofA4papershouldbeprovidedperanswer. TheattentionofBiddersisdirectedtothedisclaimerandadditionalinformationsetoutinthe DescriptiveDocument.

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Evaluation of ISOS responses

TheLocalAuthoritywillevaluateBiddersresponsestothisInvitationtoSubmitOutline Solutions(ISOS)byapplyingthefollowingscoringsystem.
ISOS Question 1.[Insert question title] 2. 3. 4. 5. 6. 7. 8. 9. 10. Weighting / Maximum Score [Insert question weight] 100%

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Street Lighting Procurement Pack Model Documentation

Invitation to Submit Outline Solutions

Investment Programme Howdoyouenvisagetheinvestmentprogrammeforthestreetlightingprojectbeingdeveloped anddelivered?Yourresponseshouldincorporate: OutlineoftheapproachforaddressingthebacklogofinvestmentduringaCoreInvestment Period Approachtolifecycleinvestment Proposedconsultationarrangementswithrelevantusers,residentsandotherstakeholders AnindicationoftheApparatustobeusedinthisstreetlightingproject ApproachtoconnectionsanddisconnectionstotheDistributionNetworkOperator(DNO) network Howyouwoulddecideontheappropriatetimetointerveneonthegroundsofthesafetyof theApparatus Proposedpolicyandcriteriaforthedesignofnewandreplacementlighting,includingany interfacesorconsultationswithinterestedparties Howyouplantoaddresstheintroductionofcompetitioninconnectionsworks. Monitoring and Maintenance Arrangements Pleasedetailyourproposedpoliciesregardingtheoptical,electricalandstructuralmaintenance oftheApparatusinthisstreetlightingproject.Yourresponseshouldincorporateyourpolicyon thefollowingissuesand,whereappropriate,shoulddifferentiatebetweenthedifferentitemsof equipment: Programmedmaintenance Cleaning Lampreplacement Proposalsformonitoringanddetectionofoutages,andformonitoringlightingoutput Emergencyservice Electricaltesting Structuraltesting Applicationofprotectivecoatings Proceduresfordealingwithaccidentdamage,vandalismandrecoveryofcosts. Energy Procurement and Supply HowdoyouproposeprocuringandsupplyingelectricalenergytoensureBestValueforthe LocalAuthority?Yourresponseshouldincludedetailsof: Proposedarrangementsfortheprocurementofenergy Energyconservation Benchmarkingandmarkettesting Useofrenewableenergysources.

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Street Lighting Procurement Pack Model Documentation

Contract Management and Customer Interface DescribeyourproposalsforContractmanagementanddeliveryofthecustomerinterface.Your responseshouldincludedetailsof: TheproposedManagementInformationSystems Procedurefordealingwithcustomerqueriesandcomplaints Arrangementsproposedforpublicinterfaceandsystemsofcommunication CustomerCharter. Strategic Assistance PleaseoutlinehowyouanticipateworkingwiththeLocalAuthoritytoassistitpreparetheLocal TransportPlan(LTP),andtomeetitsobligationsundertheComprehensivePerformance Assessment(CPA)andBestValueregimesoverthelifeoftheContract.Yourresponseshould includeinformationonthefollowing: PlansforContinuousImprovement ProcedureforPerformanceReporting CollectingandreportingonBestValuePerformanceIndicators AssistingtheLocalAuthoritywiththeCPA,BestValueReviewsforthestreetlighting service,anddevelopingitsLTP. Innovation Howdoyouproposethatinnovativetechniquesandmaterialswillbeassessedandemployed andwhatproposalsdoyouhaveforsharinganycostbenefitsfromefficiencygains?Your responseshouldinclude: Policyforinvestigating,costingandimplementingnewtechniquesandmaterials Re-engineeringmaintenanceactivities Remotemonitoringandswitching Minimisingenvironmentalimpactofstreetlightingprovision Policiesforoptimisingrevenuesfromthirdparties. Environmental and Sustainability Issues Pleaseoutlinewhatyouthinkaretheenvironmentalissuesarisingoutofthisprojectandhow youproposetodealwiththem?Yourresponseshouldincludeinformationonthefollowing: Approachtoenergyconservationandefficiency Lightpollutionandintrusivelight Wastemanagement Recyclingcontent Aestheticsandunobtrusiveness Conservationandotherspecialtreatmentareas.

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Street Lighting Procurement Pack Model Documentation

Contractual Structures TheLocalAuthorityintendstofollowtheguidanceandModelContractincludedintheStreet Lighting Procurement Packproducedbythe4ps.Pleaseeitherconfirmthatyouacceptthe principlessetoutinthatguidance,orprovideatable(settingoutcommentsasappropriate) explaininghowyourproposedapproachdiffersfromtheguidance.Pleasealsoprovide preliminarycommentsonthefollowingcontractualmatters: Contractperiodandapproachtoresiduallifeofassets Majorrisksintheprojectandhowthesewillbedealtwithinthecontractstructure Proposalsformonitoringservicedelivery Terminationeventsandconsequencesofearlytermination Thechangemechanisms,coveringallaspectsofchangei.e.programmegrowth,changein theservicespecificationandlegislativechange. Financing Arrangements Whatconsortiumstructuredoyouintendtoutiliseforthisproject?Yourresponseshould incorporatecommentson:

Output Specification and Payment Mechanism TheLocalAuthorityintendstofollowtheguidanceandModelDocumentationincludedinthe Street Lighting Procurement Packproducedbythe4psfordevelopingitsownOutput Specificationandpaymentmechanism.Pleaseeitherconfirmthatyouaccepttheprinciplesset outintheProcurementPack,orprovideatable(settingoutcommentsasappropriate) explaininghowyourproposedapproachwoulddifferfromthe4psguidance.Pleasealso providepreliminarycommentsonanyproposalsforhowtheUnitaryCharge(includingthe energypayment)mightbeadjustedduringtheperiodoftheContract. Staffing Issues TheLocalAuthorityintendstofollowtheCode of Practice on Workforce Matters in Local Authority Service ContractsandtheassociatedContractclauses.Pleaseoutlineyourproposals inrelationtotheapplicationoftheTransferofUndertakings(ProtectionofEmployment) Regulations1981(TUPE),havingregardtotheinformationcontainedintheInformationPack. Referenceshouldbemadetoproposalsforretainingorre-deployinganystaff.Ifanymembers ofyourconsortiumhavepreviouslybeeninvolvedinTUPEtransfers,pleaseprovideoutline details.Thisshouldincludedetailsofyourexperienceonpensionmatters.

TheuseofaSpecialPurposeVehicle(SPV)orotherstructureandtheenvisagedshareholdingsofconsortiummembers Theroleofeachconsortiummemberinaspectsoftheproject,includingdesign,installation andmaintenance Directagreements/warrantiesfromtheSPVorotherstructuretotheLocalAuthority Parentcompanyguaranteeorsimilararrangements Likelymethodandsourceoffundingfortheproject FinanciersinterfacewiththeLocalAuthority.

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Street Lighting Procurement Pack Model Documentation

Existing Depot, Vehicles, Plant and Equipment Pleaseoutlineyourproposalsfortheuseoftheexistingdepot,vehicles,plantandequipment currentlyutilisedintheprovisionofthestreetlightingservice,detailsofwhicharesetoutinthe InformationPack. Capacity and Resources Pleasedetailyourapproachtothedevelopmentanddeliveryofthisproject.Yourresponse shouldincorporate: Arrangementsformanagementofthebiddingprocessincompetitionwithotherpriorities Approachtoappointinganyrelevantadvisorsandfinancierstosupportyourproject proposals ManagementanddeliveryoftheservicesundertheContract TheproposedarrangementstosecurethetimelysupplyofnewlightingApparatus. Partnership Working HowdoyouproposetopromotecloseandeffectiveworkingwiththeLocalAuthority?Your responseshouldincludecommentsonthefollowing: Mechanismsforworkingtogether Achievingbroaderprojectobjectives Flexibility DevelopmentofpartnershipClausesand/orpartnershipchartersandjointworking Decision-makingmodelsandrepresentation.

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