5) ELEMENTS OF ILLUMINATED STREETFURNITURE MAINTENANCE
CONTRACT
5.1 INTRODUCTION
The contract for the maintenance of Illuminated Street Furniture
has been designed to enable Illuminated Street Furniture
installations owned by the Council and situated upon the public
highway to be maintained.
Other Council public lighting such as:- public car parks, parks,
lighting owned by Parish or Town Councils and external lighting of
amenity features are not maintained through this contract and
should not be considered within the scope of this policy.
The contract for the maintenance of Illuminated Street Furniture
is broken down into two areas:-
(a) Asset Maintenance
(b) Additional Maintenance
5.2 ASSET MAINTENANCE
‘Asset Maintenance’ describes the planned preventative
maintenance and reactive fault maintenance activities undertaken to
maintain the Council’s Illuminated Street Furniture. ‘Asset
Maintenance’ is divided into the following sub activities
(a) General Maintenance
(b) Cyclic Maintenance and Bulk Lamp Replacements
5.2.1 GENERAL MAINTENANCE
‘General Maintenance’ deals with the identification and
rectification of faulty Illuminated Street Furniture.
CONTRACTOR NIGHT INSPECTIONS AND IDENTIFICATION OF FAULTS
The Contractor is required to undertake night inspections to
identify faulty Illuminated Street Furniture. The frequency of
inspections shall be every 14 days.
This enables the Contractor to quickly identify defects thus
achieving the defined targets of performance. The results of these
inspections are recorded and relayed back to the Council on the day
following the inspection in a standard format.
This information along with reports made directly by members of
the public to the street lighting section or the Councils “Action
line” is entered into the street lighting management information
system (MIS).
It should be noted that any item of Illuminated Street Furniture
operating during day light hours are deemed to be faulty and are
treated in a similar manner to faults identified through night
inspections. These faults can be identified and reported by
officers of the Council whilst undertaking daytime site visits or
by members of the public.
All emergency faults identified outside normal working hours are
dealt with by the Council’s out of hour’s emergency service
“Message Link” and then relayed to the Contractor for appropriate
action.
RECTIFICATION OF FAULTS
Identified faults are categorised into three response times by
Council staff. The categories and response times are as
follows:-
- Category 1:- 2 Hour response (Emergency Attendance)
- Bracket Bowl and or luminaire hanging.
- Column / Sign post, Doors off or missing.
- Multiple failure of lighting more than 5 assets.
- Reports of electric shocks.
- Failure of lighting or road sign at critical junctions.
- Instances where the contractor has recently visited but not
effected a permanent repair.
Category 2: - 24 Hour response (Urgent Priority)
- Failure of footway lighting
- Failure of subway lighting
- Failure of traffic sign lighting
Category 3: - 5 Day response (Standard Priority)
- Light out of service
- Detect, identify and report private underground cable
faults
- Removal of unauthorised signs
- Defective doors and locks
- Tree Pruning
- Reactive cleaning of traffic signs
The Contractor has electronic access to the street lighting
Management Information System enabling him to obtain the
appropriate “fault ticket” forms so that all outstanding faults can
be rectified within the appropriate time scales. his area of the
contract is closely monitored through MIS to ensure the Contractor
meets the required time scales. Any concerns identified are dealt
with at regular onthly contract meetings thus ensuring an
acceptable level of service is maintained. (For further information
refer to management of the contract, contained within section 6 of
this policy.
If an individual unit persistently fails, causing the Contractor
to make regular visits, the Contractor has the discretion to
undertake a cost benefit risk assessment. Once this has been
undertaken the Contractor is in a position to make a decision to
repair or replace the faulty unit. A replace option can result in
benefits to both the Contractor and Council from a cost and service
perspective. Sometimes the Contractor will identify the cause of
the fault as the loss of electricity supply.
ELECTRICITY SUPPLY FAILURES
Electricity supply failures can result from defects within:-
(a) Electricity Company Networks
When the Electricity Company (Distribution Network Operator’s)
supply fails the Contractor advises the Council staff who update
the Management Information System and issue a “Distribution Network
Operators Advice Tickets” to the Distribution Network Operator for
action. The “Distribution Network Operators Advice Tickets”
requires the Distribution Network Operator to undertake repairs in
the timescales set out in the Distribution Network Operator’s
Street Lighting Charter, these are as follows: -
- 3 day repair (assets on principal roads)
- 10 day repair (assets on residential roads)
These time scales are closely monitored through the Council’s
MIS to ensure the Distribution Network Operator’s performance is
acceptable. If concerns are identified in this area they are dealt
with at regular six monthly liaison meetings which ensure an
acceptable level of service is maintained by the Distribution
Network Operator.
These faults are repaired by the Distribution Network Operator
at no cost to the Council. The use of these supplies is of benefit
to the Council so whenever new / replacement installations are
commissioned Distribution Network Operators supplies are utilised
wherever possible.
(b) Private Cable Networks
Approximately half of the Councils Street lighting assets are
currently inter-connected through the Councils own private cable
network, which is fed from mains electricity supply provided by the
Distribution Network Operator. It is the Council’s responsibility
to repair faults arising on this private cable network.
Costs associated with repairs to the private cable network do
not fall within the scope of ‘General Maintenance’. However all
investigatory work to identify and locate such faults does. The
Contractor identifies the location and the nature of the fault and
the Council then uses this information to decide on the most
appropriate course of action i.e. to repair, replace or re-feed the
faulty assets.
5.2.2 CYCLIC MAINTENANCE AND BULK LAMP REPLACEMENT
CYCLIC MAINTENACE
‘Cyclic Maintenance’ describes the planned preventative
maintenance undertaken when Illuminated Street Furniture assets are
visited on a three yearly basis. ‘Cyclic Maintenance’ is divided
into the following sub activities
(a) External cleaning of all lighting units and photoelectric
cell lenses
(b) Visual electrical inspection
(c) Repair and rectification of minor faults
(d) Data collection and verification
(e) Structural inspection (including protective treatment /
painting)
(f) Cleaning of illuminated bollards
To initiate this work a “works order” is raised in conjunction
with an appropriate “Visual Inspection Certificates”. These enable
the Contractor to record the necessary information in a format that
can be input to the street lighting Management Information
System.
EXTERNAL CLEANING OF ALL LIGHTING UNITS AND PHOTOELECTRIC
CELL LENSES
All components that affect the optical performance of
Illuminated Street Furniture are cleaned on an annual basis to
prevent the build up of dirt and grime, which would result in
reduced and less effective light output.
VISUAL ELECTRICAL INSPECTION
All electrical equipment within Illuminated Street Furniture is
inspected on a three yearly basis to verify that the asset is
functioning correctly.
REPAIR AND RECTIFICATION OF MINOR FAULTS
Wherever inspection identifies that electrical equipment is
starting to fail due to mechanical wear, usually as a result of
movement and vibration, the Contractor is required to affect an
immediate repair.
DATA COLLECTION AND VERIFICATION
To ensure the accuracy of the information contained within the
Management Information System the contractor, during his ‘Cyclic
Maintenance’ activities, is required to both verify current data
and collect data relating to any new or removed items of
illuminated street furniture.
STRUCTURAL INSPECTION
The structural inspection of all Illuminated Street Furniture is
a key activity. Many street lighting columns and illuminated
traffic sign posts are past their expected design life of 25 years
and are thus continuing to deteriorate. The street lighting
Contractor is required to undertake a full visual check of the
structural condition of the column or posts and the results of this
are recorded and categorised as follows: -
Category 1 15-25 years residual life remaining
Category 2 5-15 years residual life remaining
Category 3 0- 5 years residual life remaining
This approach allows the ‘worst condition’ assets to be
identified. The information obtained is recorded in the Street
Lighting Management Information System. This information is then
generated on subsequent “visual inspection certificates” for
continual refinement and verification.
There are currently two different sets of National Guidance on
how risk assessment, visual and structural inspection of the
condition of Illuminated Street Furniture should be undertaken. The
Council shall continue to monitor current research and guidance on
this and review its practices as further advice becomes
available.
BULK LAMP REPLACEMENT
‘Bulk Lamp Replacement’ describes the planned replacement of
lamps within Illuminated Street Furniture.
LAMP REPLACEMENT
Whilst undertaking ‘Cyclic Maintenance’ the Contractor replaces
lamps in accordance with the manufacturer’s predetermined optimum
life cycles thus ensuring the appropriate quality of light is being
provided. The frequency of the lamp changes is as follows:-
High Pressure Sodium (SON) 3 yearly cycle
Low Pressure Sodium (SOX-Plus) 3 yearly cycle
Mercury Vapour 3 yearly cycle
Induction lamps 15 yearly cycle
LED 15 yearly cycle
This approach ensures all lamps are replaced when they are
nearing the end of their effective life cycle but prior to their
light output falling below acceptable standards. It is the
responsibility of the Contractor to safely dispose of all removed
lamps together with any contaminated waste arising from the
process, in accordance with current
legislation.
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5.3 ADDITIONAL MAINTENANCE
‘Additional Maintenance’ refers to the planned and ad-hoc
maintenance of all Illuminated Street Furniture..
‘Additional Maintenance’ is divided into the following sub
activities
(a) Electricity at Work Testing
(b) Reactive Maintenance Other than Fault Repairs
(c) Maintenance Painting
(d) Private Cable Network Underground Fault Repairs
(e) Obtaining direct electricity supplies
(f) Emergency callout / accidents.
(g) Day Works
5.3.1 ELECTRICITY AT WORK TESTING
LEGISLATION
The Electricity at Work Regulations 1989 (EWR) came into effect
on the 1st of April 1990, and are binding by statute. They make
reference to compliance with other recognised electrical codes of
industry practice and are cited under the Health and Safety at Work
Act 1974.
The purpose of the Regulations is to require precautions to be
taken against the risk of death or personal injury. The Regulations
introduced a controlled framework for handling electrical safety
that applies to a wide range of plant, systems and work
activities.
HOW THE REGULATIONS ARE APPLIED WITHIN BANES
To comply with the Electricity at Work Regulations a regular
testing and inspection programme must be adhered to and test and
inspection records must be maintained for each Illuminated Street
Furniture asset. To initiate the testing and inspection work a
“works order” is raised in conjunction with “Periodic testing and
inspection certificate”. This enables the Contractor to record the
necessary information in a format that can then be input into the
Street lighting Management Information System. Electricity at work
testing is carried out on a six yearly rolling program.
The Contractor undertakes the following tasks when testing
Illuminated Street Furniture assets :-
1. Amending / updating inventory information
2. Testing in accordance with BS7671 (IEE wiring
regulations)
3. Completion and authorisation of the “Periodic Testing and
Inspection Certificate”
4. Re-commissioning
On completion of this periodic testing the Contractor makes a
general assessment of the electrical condition of the asset and
categorises its condition as follows: -
Category A In direct breach of the EWR and needs immediate
attention.
Category B Does not comply with the EWR and could result in a
dangerous situation if not attended to promptly.
Category C Does not comply with the EWR and should be rectified
as soon as practicable.
Category D Complies with the EWR.
EVALUATION AND FURTHER WORKS
Each completed “Periodic Testing and Inspection Certificate” is
then evaluated and further works programmed where necessary.
5.3.2 REACTIVE MAINTENANCE OTHER THAN FAULT REPAIRS
Reactive Maintenance describes the ad-hoc minor works, including
replacement of no more than six assets at any one location,
undertaken to modernise / improve existing Illuminated Street
Furniture and its reliability.
To initiate this work a “works order” is raised in conjunction
with appropriate schedules, drawings and instructions.
5.3.3 MAINTENANCE PAINTING
All Illuminated Street Furniture is painted to extend life
expectancy and to make it more aesthetically pleasing items of
street furniture are painted as follows:-
COLUMNS
Within City of Bath – Traffic Black to (RAL 9017)
Within Midsomer Norton and Radstock, Town Centers – Wine Red
(RAL 3005)
Within Keynsham, Town Centre - Fir Green (RAL 6009)
Within Kingsmead Square, Bath – Sapphire Blue (RAL 5003)
Within Albert/Frederick Avenue areas, Peasedown – Azure Blue
(RAL 5009)
All other areas – Traffic Grey A to (RAL 7042)
SIGNS
Road Sign Poles
Within City of Bath – Traffic Black to (RAL 9017)
All other areas – Traffic Grey A to (RAL 7042)
Zebra Crossings
Zebra Crossings poles- Black and White Traffic White to (RAL
9016) and Traffic
Black to (RAL 9017) [as described in the Traffic Signs
Manual].
Central Island Columns
Central Island Columns Poles - Traffic White to (RAL 9016) and
Traffic Grey A to
(RAL 7042) [as described in the Traffic Signs Manual].
Assets that require maintenance painting are identified by the
Contractor during
‘Cyclic Maintenance’.
Each completed “visual inspection certificate” arising from
‘Cyclic Maintenance’ is evaluated and any further works programmed
where necessary. To initiate this work a “works order” is raised in
conjunction with appropriate schedules, drawings and
instructions.
5.3.4 PRIVATE CABLE NETWORK UNDERGROUND FAULT REPAIRS
Underground cable faults are generally expensive to repair
because they require excavation of the carriageway or footways. In
order to minimise future costs all new installations and major
repairs, where appropriate, utilise ducting allowing future repairs
to be undertaken without the need for major excavation works.
When private cable network faults arise the opportunity is taken
to review the existing cable network and, where possible, change to
direct mains electricity supply. This increases the reliability of
the infrastructure and passes responsibility for repairs to the
Distribution Network Operator.
To initiate this work a “works order” is raised in conjunction
with appropriate schedules, drawings and instructions.
5.3.5 OBTAINING DIRECT ELECTRICITY SUPPLIES
Any new or replacement work requiring alterations or additions
to the Distribution Network Operator’s cable network, is covered by
an agreed Schedule of Rates. This is an agreement between the
Distribution Network Operator and all the Councils within the
Distribution Network Operator’s area. This Schedule of Rates is
reviewed annually (1April) in accordance with the Distribution
Network operator’s Street Lighting Charter and takes into account
the appropriate price fluctuations that need to be applied. All
works ordered under this contract are raised on an official Bath
and North East Somerset order. The timescale for completion of
these works is 30 working days in accordance with the Distribution
Network operator Street Lighting Charter.
Following deregulation of the electricity supply industry OFGEM,
the Office of Gas and Electricity Markets is in the process of
opening up the electricity connection market by means of
‘Competition in Connection’ This would mean that most new
connections to mains cables could be undertaken by any approved
contractor. When this happens the Council will investigate the
competition to ensure the most cost effective procurement of these
services.
5.3.6 EMERGENCY CALL OUT / ACCIDENTS
An emergency is defined as an event occurring to Illuminated
Street Furniture requiring immediate action to prevent
further damage or injury occurring to persons or property.
The Contractor is responsible for providing suitably qualified
staff and suitably equipped vehicles that can respond within forty
five minutes 24 hour’s a day every day of the year in such
emergency situations.
During the normal working day identified emergencies are relayed
by the Council to the Contractor via telephone followed by an
appropriate “works order”. This ensures minimal delay in attendance
on site.
All emergencies identified outside normal working hours are
dealt with by the Councils out of hours emergency service “Message
Link” and relayed to the Contractor for appropriate action. “Works
orders” are issued the next working day.
On completion of the callout the Contractor completes a standard
“contractor call out form” this information is fed into the Council
MIS. This enables site details to be recorded together with any
further actions required and, if available, details of any vehicles
involved. If a vehicle is involved recovery of costs through 3rd
party insurance can be pursued.
5.3.7 DAYWORKS
A schedule of ‘Dayworks’ is contained within the maintenance of
Illuminated Street Furniture contract to deal with required works
or materials not identified within the contract Schedule of Rates.
This enables the works to be quickly costed whilst ensuring value
for money is achieved.
6) MANAGEMENT OF THE CONTRACT
6.1 MANAGEMENT INFORMATION SYSTEM
6.1.1 INTRODUCTION
The Council uses a computerised Street Lighting, Management
Information System, the Mayrise System, to assist in the
administration of the ‘Maintenance of Illuminated Street Furniture
Contract’.
The system is used to undertake the following tasks:-
- The storage of inventory records for items of Illuminated
Street Furniture.
- To record coordinates and display geographical location of
items of Illuminated Street Furniture.
- To geographically display the indicative locations of the DNO’s
cable networks.
- To create “Works Orders”, “Official Council Orders”, “Fault
Tickets”, “DNO Advice Notes” and “Emergency Call Out Tickets”
- The Electronic transmission of “Fault Ticket” and “Emergency
Call Out Tickets”.
- To Produce “Visual Inspection Certificates” and “Periodic
Testing and Inspection Certificates”
- To monitor the progress of “works orders” “Fault Tickets”, “DNO
Advice Notes” and “Emergency Call Out Tickets”
- To facilitate the provision of Customer Services
Information.
- To Produce Operational Reports.
- To Produce Management Reports.
- To Produce Performance Monitoring Reports.
- To store and process budgetary information.
- Record the condition of assets and assist with risk management
analysis.
- To store information relating to energy management (including
traffic signals).
6.1.2 ASSET INVENTORY
There are currently approximately 19,500 assets identified on
the Management Information System, comprising of 17,000 street
lighting units and 2,500 illuminated traffic signs equipment. Each
asset has an average of ninety fields of information recorded
against it enabling effective management of the Council’s
Illuminated Street Furniture.
6.1.3 FAULT TICKETS
“Fault tickets” are raised for any Illuminated Street Furniture
identified as being defective and in need of repair.
6.1.4 DISTRIBUTION NETWORK OPERATOR ADVICE TICKETS
“Distribution Network Operators Advice Tickets” are raised for
any Illuminated Street Furniture where a loss of the mains
electricity supply has been identified. The “Distribution Network
Operators Advice Ticket” is forwarded to the Distribution Network
Operator to initiate a free of charge restoration of supply.
6.1.5 WORKS ORDERS
The Council, as and when required, will raise “works orders”
which instruct the Contractor to carry out specified tasks such
as:-
- General Maintenance Activities
- Cyclic Maintenance Activities
- Bulk Lamp Replacement
- Electricity at Work Testing
- Reactive Maintenance Other Than Fault Repairs
- Maintenance Painting
- Private Cable Network Underground Fault Repairs
- Obtaining direct electricity supplies
- Emergency callout / accidents.
- Dayworks
6.1.6 WORKS INSPECTIONCERTIFICATES
The Management Information System produces standard forms for
undertaking ‘Cyclic Maintenance’ and ‘Electricity at Work Testing
and Inspection’. Forms and schedules produced include:-
‘Cyclic Maintenance’
“Visual Inspection Certificate”
‘Electricity at Work Testing and Inspection”
“Periodic Testing and Inspection Certificate”
6.1.7 BUDGET MONITORING
The Management Information System uses full commitment
accounting to provide timely and accurate budgetary information. At
the beginning of each year the budget is profiled using historic
information against identified new works to ensure a controlled
framework for budget monitoring and control.
6.1.8 CONTRACTOR PERFORMANCE AND MONITORING
The Management Information System has a number of built in,
standard reports that enable information relating to the
Contractor’s performance to be monitored, e.g. timescales for
completion of the various works activities.
6.1.9 RECORDS OF ASSET CONDITION
This facility enables the structural and electrical condition of
all Illuminated Street Furniture to be recorded. These records
assist with risk management and programming of works.
6.1.10 ENERGY MANAGEMENT
The Management Information System contains information on the
parts located within Illuminated Street Furniture which operate the
consumption and control of energy. This information is extracted on
a monthly basis and provided to the local Distribution Network
Operators to ensure that accurate electricity bills are produced.
It also enables the accurate production of data for the procurement
of electricity in accordance with Street Lighting Policy Document
No 5 – Procurement of Unmetered Electricity for Illuminated Street
Furniture.
6.1.11 EXCEPTION REPORTING
The Management Information System is extremely powerful and
capable of producing many standard reports for day to day contract
/ performance monitoring. There is also the facility to write and
produce specialist reports containing other information that is
deemed necessary.
6.2 DAY TO DAY MANAGEMENT
6.2.1 CONTRACTOR PROGRESS MEETINGS
The Council holds regular contract meetings to review the
Contractor’s performance and progress. These meetings ensure the
following areas are given proper consideration :-
- General and Additional Maintenance
- On going resident reports
- Works in Progress / Completed
- Quality of workmanship
- Distribution Network Operators Faults
- Schemes
- Programme Slippage
- Works in Progress / Completed
- Quality of workmanship
- Electricity at Work Testing and Remedials
- Electrical Testing
- Remedial works
- Performance Monitoring and Scouting
- Fault performance
- Order performance
- Repeat Visits
- Expenditure
- Performance relation (Standard of performance)
- Cyclic EWR testing Programme
- Works in Progress / Completed
- Programme Slippage
- Any Other Business
6.2.2 CONTRACTOR CHECKS / MONITORING
GENERAL MAINTENANCE
As and when “fault tickets” are returned the street lighting
section shall, subject to workload, examine a minimum of 5% of the
repaired faults to check for compliance with the specification.
Such checking shall occasionally be carried out from an access
platform to be provided by the Contractor. Random checks on works
in progress shall also be carried out to ensure that working
practices, including health and safety, are being observed.
Occasionally, materials removed from site for disposal by the
Contractor shall be examined.
CYCLIC MAINTENANCE
At the time when ‘Cyclic Maintenance’ work is or has just been
undertaken the street lighting section shall, subject to work load,
examine a minimum of 5% of the work undertaken to check for
compliance with the specification. Such checking shall occasionally
be carried out from an access platform to be provided by the
Contractor. Random checks on works in progress shall also be
carried out to ensure that working practices, including health and
safety, are being observed. Occasionally, materials removed from
site for disposal by the Contractor shall be examined.
NIGHT INSPECTIONS
Performance Relation Night Inspection
The Council carries out a programmed monthly night inspection of
approximately 10% of Illuminated Street Furniture selected at
random from within the contract area. The Contractor is given 3
days notice of such inspections to enable him to send a
representative to assist the Council. On completion of the sample
inspections the achieved performance is established and an
appropriate standard of performance figure is determined.
6.2.3 RECORDS / GENERAL AUDITS
Record cards are contained within every Illuminated Street
Furniture asset. Both the Contractor’s and the Council’s street
lighting officers are required to make an entry on the record card
every time an asset is internally inspected or work is undertaken
to enable a full audit trail to be provided. Comparisons can also
be made with the Management Information System as and when
required.
6.2.4 EVALUATION OF CYCLIC MAINTENANCE SCHEDULE
RETURNS
AND ELECTRICITY AT WORK TESTING SCHEDULES
Returned paperwork shall be checked for any comments from the
Contractor. The identified status in terms of structural and
electrical condition recorded on the returned “Visual Inspection
Certificate” and “Periodic Testing and Inspection Certificate” is
input to the Council’s Management Information System.
Analysis of this information, together with a risk management
assessment of each asset’s condition, enables identification of any
necessary further works. The structural and electrical condition of
assets in the worst condition can then be prioritised for remedial
action within available budgets. By looking at a specific street
within an area it is possible to identify the appropriate action
required, eg if all assets are failing at a similar rate it would
be most appropriate to replace all units. However, if only a small
number of assets show signs of deterioration less work would be
required to ensure acceptably safe assets.
