ANNEX1
DfI 2024-0155 EIR Response Information
DfI Roads Term Contract for School Safety, 20mph and
Vehicle Activated Signs
Requests
Request 1 What are the contractual performance KPI's for this contract?
Answer 1 See appendix A below for details.
Request 2 Suppliers who applied for inclusion on each framework/contract and
were successful & not successful at the PQQ & ITT stages.
Answer 2 Swarco UK and Ireland Ltd, Coeval Ltd, Solagen Ltd.
Request 3 Actual spend on this contract/framework (and any sub lots), from the
start of the contract to the current date.
Answer 3 None
Request 4 Start date & duration of framework/contract?
Answer 4 Contract commencement date: 15 April 2024. Three years initial
contract period with up to two 12-month extension periods.
Request 5 Could you please provide a copy of the service/product specification
given to all bidders for when this contract was last advertised?
Answer 5
See Appendix B for Specification
Request 6 Is there an extension clause in the framework(s)/contract(s) and, if so,
the duration of the extension?
Answer 6 Up to two 12-month extension periods
Request 7 Has a decision been made yet on whether the
framework(s)/contract(s) are being either extended or renewed?
Answer 7 No decision has been made.
Request 8 Who is the senior officer (outside of procurement) responsible for this
contract?
Answer 8 Philip Robinson – DfI Traffic Information and Control Centre
Appendix A
Incentive schedule
Part:
All
KPI Ref:
S1
S2
S3
S4
Successful completion of
Description:
Equipment delivered within
Equipment erected / fitted
98.5% serviceability ratio
contract timescale
within contract timescale
fault free six-week
monitoring period
achieved
Measured:
On delivery
On erection
Following installation
At end of warranty period
Reported:
On invoicing
Following installation
At end of warranty period
KPI Achieved
KPI Not Achieved
• Pay Price for Services Provided less the low service
Actions:
damages
• Pay Price for Services Provided
• Delay payment and warranty start
• Contractor to provide improvement plan
Appendix B
Department for Infrastructure
Roads
Schedule 1 - SPECIFICATION
CfT 4557015 – Supply and Delivery of
School Safety and Vehicle Activated Signs
DfI Roads CoPE
Procurement Branch
1
CONTENTS
General
1.1
DfI structure & terminology
1.2
Contract scope
1.3
Contract timescale & start up
1.4
Quality assurance/accreditations
1.5
Health & Safety
1.6
Electrical Safety
1.7
General requirements
1.8
British & European Standards
1.9
European directives
1.10
Working hours
1.11
Travel time
SRS / VAS signs
2.1
Sign specification
2.2
Posts
2.3
Detection equipment
2.4
Solar switch
2.5
Innovation
2.6
Modifications to equipment
2.7
Communications software and hardware
2.8
IT security and health checks
2.9
Data and information management
2.10
Ownership of equipment
2.11
Warranty
2.12
As-built drawings
Installation
3.1
Ordering and delivery of materials
3.2
Civil engineering
3.3
Damage to roads and adjacent property or buildings
3.4
Removal of surplus material
3.5
Roads to be kept clean
3.6
Temporary traffic management (TTM)
3.7
Planning & phasing of the works
3.8
Road lighting requirements
3.9
Site installation
3.10
Protection of third-party equipment
3.11
Commissioning of equipment
3.12
Tests and inspections
3.13
Power supply and installation
3.14
Electrical safety
3.15
Electrical testing
2
3.16
Electrical equipment
Contractor
4.1
Contract manager
4.2
Contractor’s personnel – delivery team
4.3
Competency and training of staff
4.4
Availability of contractor’s personnel
4.5
Meetings
4.6
Contractor’s base location
4.7
Tools, transport and test equipment
4.8
Contractor’s records
4.9
Contractor’s spares holding
4.10
Contract performance
4.11
Serviceability under warranty
4.12
Attendance to faults under warranty
4.13
Inspection and maintenance requirements for signs under warranty
4.14
Ownership and retention of documentation
4.15
Contract handover arrangements
Annex A: DfI contract areas
Annex B: School safety sign details
Annex C: Drawings of standard details
Annex D: Key performance indicators
Annex E: Low service damages
Annex F: Vesting certificate template
Annex G: Typical supply mini-pillar schematic layout
3
ABBREVIATIONS
The following terms and abbreviations are used in this Specification: -
DfI
Department for Infrastructure
DMRB
National Highways Design Manual for Roads and Bridges
DNO
Distribution Network Operator
ELI
Electrical Loop Impedance
ELV
Extra Low Voltage
KPI
Key Performance Indicator
LED
Light Emitting Diode
LV
Low Voltage
PSTN
Public Switched Telephone Network
RMS
Remote Monitoring System
SHW
National Highways Specification for Highway Works
SRS
Safer Route to School Signs (including part time 20mph speed limit signs)
TOPAS
Traffic Open Products and Specifications
TTM
Temporary Traffic Management
TICC
Traffic Information and Control Centre
VAS
Vehicle Activated Sign
4
General
1.1
DfI structure & terminology
DfI Roads is part of the Department for Infrastructure (DfI). It is the sole road authority in
1.1.1
Northern Ireland responsible for just over 25,000km of public roads.
DfI Roads has 4 Client Divisions, Northern, Southern, Eastern and Western. It also has an
1.1.2
internal consultancy and direct labour organisation.
The works under this contract are located throughout Northern Ireland. Equipment will be
1.1.3
required to be installed in all four Divisions of DfI Roads. A map showing these areas is
included in Annex A.
The DfI Roads Traffic Engineers, who will have delegated responsibility under the contract for
equipment within their areas*, are located as follows: -
Map
DfI Area
Contact and Telephone No.
Ref**
County Hall, 182 Galgorm Road, Ballymena, Co. Antrim,
Area 1
Jonathan Stirling (028 2566 2653)
BT41 1QG
County Hall, Castlerock Road, Coleraine, Co. Londonderry,
Area 2
Bronagh Gillespie (028 7035 9990)
BT51 3HS
Traffic Information and Control Centre, 1b Airport Road,
Area 3
Gary McCracken (028 9025 4510)
Belfast, BT3 9DY
1.1.4
Rathkeltair House, Market Street, Downpatrick, Co Down,
Area 4
Robin Thom (028 3832 0402)
BT30 6AJ
Marlborough House, Central Way, Craigavon, Co Armagh,
Area 5
David McCullagh (028 3832 0055)
BT64 1AD
County Hall, Drumragh Avenue, Omagh, Co Tyrone, BT79
Area 6
Johnny Graham (028 8225 4143)
7AF
County Hall, Drumragh Avenue, Omagh, Co Tyrone, BT79
Colm McElholm (028 8225 4164)
Area 7
7AF
Tracy Bratton (028 8225 4183)
1 Crescent Road, Londonderry, Co. Londonderry, BT47
Area 8
Deaglan MacBride (028 7132 1648)
2NQ
* This information may be subject to change throughout the period of the contract
**See Annex A
5
All equipment supplied under this Contract shall be in accordance with National Highways
1.1.5
Design Manual for Roads and Bridges and Specification for Highway Works, except where
varied by this Specification.
All references in documents to the “Contracting Authority” or “Department” or “Region” or
1.1.6
“Overseeing Authority” or “DfI Roads” shall be construed as the Department for
Infrastructure, Northern Ireland.
All references in the contract documents to “Supplier” or “Economic Operator” or
1.1.7
“Contractor” shall be taken as the Tenderer who has been awarded the contract.
All permanent traffic signs and associated equipment supplied to DfI Roads must carry CE
marking in accordance with the Construction Products (Amendment etc.) (EU Exit)
1.1.8
Regulations 2020 and Annex ZA of BS EN 12899-1:2007. Suppliers are required to provide
evidence of their CE certification.
1.2
Contract scope
1.2.1
The scope of this contract includes: -
This is a call off contract for the supply and installation of equipment and associated services
a.
stated in the schedule of rates and as described below.
All transportation costs for personnel, equipment and delivery of materials to multiple sites
anywhere in NI shall be deemed included in the prices quoted in the Schedule of Rates. This
b.
also includes temporary storage, the collection of equipment from stores and administration
costs.
Supply, installation, testing and commissioning of Safer Routes to School Signs, 20mph School
Signs, Permanent Vehicle Activated Signs, Portable Vehicle Activated Signs, Power Sources
c.
and all fixings. This should include for all lifting equipment necessary taking account of all
reasonably foreseeable ground conditions, such as soft verges, falling or rising embankments,
high hedges or other local obstructions.
The provision of a design service for support posts and foundations. The post designs
provided are to take account of either passive or non-passive posts, as specified by DfI Roads.
d.
Foundation designs shall allow for all on site restrictions to width, depth, length or the
presence of underground services / obstructions, as advised of by DfI Roads.
6
The design, supply and installation of all power supply cabling and associated connections /
ancillary equipment. While DfI Roads will be responsible for the supply and installation of
appropriate mini pillars and incoming DNO (NIE) mains supply, the Contractor will be
responsible for the outfitting of the mini pillar downstream of the incoming supply and all
cabling / connections to the on-street equipment. DfI Roads will be responsible for the
provision of any underground ducting required.
e.
Note: ‘live’ working is not permitted in Northern Ireland regardless of the level of training or
G39 certification held. The Contractor shall however be prepared to provide and install all
equipment and connections out with that considered ‘live’ working by the DNO.
In general, mains powered or solar powered signs will be acceptable to DfI Roads. In the case
of solar or wind powered signs, prior approval must be sought from DfI Roads regarding the
size and type of sign and components being offered.
All temporary traffic management (TTM) on single carriageway roads and dual carriageways
with speed limit of 40mph and less in accordance with Safety at Street Works and Road
Works, A Code of Practice “Red book”
https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/321056/sa
f.
fety-at-streetworks.pdf
All temporary traffic management (TTM) on single carriageway roads and dual carriageways
with speed limit of 50mph or above in accordance with Chapter 8 of Traffic Signs Manual.
The Contractor shall provide an adequately sized workforce of sufficient experience and
expertise who can achieve the required contract response times for all the equipment to be
supplied, irrespective of location within Northern Ireland, and achieve the high level of
g.
serviceability required by DfI Roads.
The Contractor shall have the facility to call upon additional staff resources during times of
increased workload.
7
DfI Roads is seeking to avoid a proliferation of bespoke fault management / remote
monitoring platforms. Consequently, all signs shall be capable of being made fully
interoperable with third-party fault management / remote monitoring platforms. The
Contractor shall facilitate the enabling such interoperability at the request of DfI Roads at any
point during the contract.
The Contractor shall supply, maintain and keep up to date a robust, reliable and intuitive to
use web-based fault management / remote monitoring platform for all equipment supplied
h.
under the contract (see Clause 2.7.6).
The Contractor will be required to modify the RMS units in existing signs to ensure that they
are interoperable with either the Contractor’s or a third-party fault management / remote
monitoring platform. An item for this modification is included the Schedule of Rates.
The current third-party fault management / remote monitoring platform use by DfI Roads is
supplied by Yunex Ltd.
The Contractor will be responsible for the accuracy and the collating of all operational fault
i.
logs. Full and relevant information shall be made available to DfI Roads upon request.
The Contractor will be required to provide secure storage facilities for the holding of
sufficient equipment to meet contract installation requirements. The storage facilities shall
be sufficient to accommodate the temporary storage of up to 100No new signs and their
j.
associated posts and ancillary equipment together with such as spares equipment required to
service new signs under warranty. The storage facilities must be located so that equipment
can be delivered to site within 2 hours of leaving storage.
The Contractor will be required to attend meetings as specified in Clause 4.5. If the
Contractor’s performance is not satisfactory to DfI Roads, then the Contractor may be
k.
requested to attend additional meeting(s) with DfI Roads in Belfast. The Contractor shall
attend such meetings at no additional expense to DfI Roads.
l.
The provision of a 12-month parts and labour warranty for each sign.
m.
Liaison with Statutory Undertakers.
The production of as built record drawings for all works undertaken in both electronic and
n.
hard copy formats.
The supply of all relevant documentation requested by DfI Roads and keeping of accurate
records of all equipment and work carried out under this Contract in a suitable electronic
o.
form to be agreed with the Contract Manager. Electrical testing documentation will be
required and must be approved by DfI Roads.
8
The prompt supply to DfI Roads of all documentation relating to fault finding and
p.
rectification, inspections and all other work carried out via digital media.
q.
Attendance at meetings as requested by DfI Roads.
r.
The storage of equipment belonging to DfI Roads.
s
The supply and installation of replacement parts under warranty.
Modification and upgrade of Safer Routes to School Signs, 20mph School Signs and Vehicle
t.
Activated Signs equipment as agreed by DfI Roads.
Maintenance and replacement of equipment installed under this contract during the
u.
warranty period, detailed in Clauses 2.11 and 4.13 of this Specification.
Chargeable Faults are those resulting from vandalism, traffic collisions and situations
v.
considered to be arising beyond normal working service. Details on the handling of
chargeable faults are given in Clauses 4.12.5 – 4.12.7 of this Specification.
Attendances at Court if required. Such attendance shall be paid at the Minimum Day Rate
w.
specified in the Schedule of Rates.
x.
The holding of Spares to an adequate level to meet warranty repair work.
1.3
Contract timescale & start up
The overall contract timescale can be 5 years, based on an initial 2 years followed by 3 x 1-
1.3.1
year extensions based upon satisfactory performance of the Contractor and no change to DfI
Roads strategy for use of this type of signing
The Contractor is required to submit the Contractors Plan for acceptance within 2 weeks.
This should include but not be limited to the following:
a) Formal method statements for all aspects of work to be performed under the
Contract
b) Formal risk assessments of all specific site operations. The risk assessments and
specific resultant actions shall be submitted to DfI Roads prior to work commencing
1.3.2
on site
c) A Quality Plan in accordance with the requirements of National Highways Sectors
Scheme 8. This should contain details of the Contractor’s training for his delivery team
d) Risk Register
e) Contact names and line of Communication, including Contractors Key Personnel such
as Contract Manager, Area Manager, Lead Engineer etc.
f) Proposals on how the KPIs are to be measured
9
1.4
Quality assurance / accreditations
The Contractor shall have a Quality Assurance Scheme that complies with current BS EN ISO
1.4.1
9001 Standard or its equivalent and this system shall be registered with an approved
Certification authority.
Quality Management Schemes - National Highway Sector Schemes (NHSS) are managed and
developed in the UK by Technical Advisory Committees having representation from Highway
Authorities, relevant Trade Associations, Certification Bodies and training organisations. The
following NHSS are mandatory for the Contractor (and/or subcontractors):
1.4.2
a) Scheme 8: The Overseeing and/or Installation and/or Maintenance of Highway
Electrical Equipment and Supporting Works
b) Scheme 12A/B: Static Temporary Traffic Management on Motorways and High-speed
Dual Carriageways including On-line Widening Schemes
c) Scheme 12D: Installing, Maintaining and Removing Temporary Traffic Management on
Rural and Urban Roads
All equipment provided under the contract shall comply with the latest TOPAS technical
1.4.3
specification where appropriate and if not already registered with TOPAS, the Contractor
commits to do so in a reasonable timeframe agreed with DfI.
1.4.4
DfI Roads prohibits the Contractor changing an equipment supplier without prior approval.
All materials shall, if not otherwise specified, comply with the relevant British Standard, or
1.4.5
European Standard, which is applicable. Where no British or European Standard, exists, the
materials shall be of a quality consistent with the performance required.
The materials may be inspected by a nominated representative of DfI Roads either after
delivery or at the Contractor’s factory, workshop or store, and if found defective or inferior in
quality to, or differing in form or material from the requirements of, the Contract, may be
1.4.6
rejected. Any materials so rejected will be deemed unsuitable under the Contract and the
Contractor shall, at his own expense, replace them with other materials to the satisfaction of
DfI Roads.
DfI Roads reserves the right to call for the submission of samples of materials and in the event
of the acceptance of a Tender to retain such samples as a standard by which consignments
1.4.7
will be judged. Where a sample is submitted for analysis, if the sample is found to be
satisfactory the cost of analysis shall be borne by DfI Roads. If the sample is found to be
unsatisfactory such costs shall be borne by the Contractor.
10
Any requirement of the Contract that any material or article shall comply with any specified
standard, whether a British Standard or other named standard or otherwise, shall be satisfied
by compliance with any relevant National or governmental standard of any member state of
1.4.8
the European Union or any relevant international standard recognised in such a member
state, provided that in either case the standard in question offers guarantees of safety,
suitability and fitness for purpose equivalent to those offered by the Standard which is
specified in the Contract.
Any requirements of the Contract to use material or an article which is defined by reference
to a named supplier or manufacturer or a specified Quality Assurance scheme or Agreement
Certificate, or which is registered with or has otherwise received the approval of DfI Roads
1.4.9
shall be satisfied using material or an article which has received equivalent approval in
another member state of the European Union provided that the article in question is as safe,
suitable and fit for the relevant purpose as material or an article complying with the
requirement as set out in the Contract.
1.5
Health and safety
The Contractor shall provide for the effective protection of the public and, to prevent
1.5.1
accidents whilst carrying out his duties, shall guard and protect his plant, tools and materials
and provide all necessary signs, barriers, lighting and the like,
All reasonable means are to be used to prevent inconvenience to frontagers and the
1.5.2
travelling public.
The Contractor shall, after carrying out his duties, leave the equipment in a clean, sound and
safe condition and shall clear away all rubbish and surplus material and shall make good at
1.5.3
his own expense any damage which may have been caused to any property whether
belonging to DfI or not, by reason of carrying out his duties.
The Contractor shall ensure that all works carried out by himself, his employees, agents or
sub-contractors:
a) Use safe and adequate working procedures and practises, and staff are supervised
and monitored
b) Are performed in a good and workmanlike manner
c) Comply with all statutes, statutory instruments and other mandatory requirements,
British Standards or other relevant codes of practice relating to health and safety and
1.5.4
workmanship in force at the time the work is carried out and continue to receive
training on amendments to the orders and regulations as appropriate
d) Maintain the integrity of all utility services. Should the need arise to disrupt any of the
utility services, DfI Roads must be advised in advance and permission sought from the
Statutory Authority
e) Ensure safe working practices safe in line with HSE publications “Avoiding danger
from underground services” (HSG47) and “Avoiding danger from overhead power
lines” (GS6) as appropriate
11
The Contractor shall co-operate and provide any information requested for Health and Safety
1.5.5
purposes in accordance with Regulation 19 of the CDM Regulations.
1.6
Electrical Safety
At all times it is the responsibility of the Contractor to ensure the site is made electrically safe
in line with:
1.6.1
• BS 7671:2018+A1:2020 Requirements for Electrical Installations
• IET Wiring Regulations, Electricity Safety, Quality and Continuity Regulations (NI) 2012
• The Electricity at Work Regulations (Northern Ireland) 1991
Where instances of high ELI readings at power source are found, the Contractor shall:
• report immediately to the electricity supply company
• contact the relevant DfI Roads office by email
1.6.2
• verbally inform DfI Roads personnel of the fault
The Contractor shall take all reasonable action to ensure the site is safely guarded from the
public.
1.7
General requirements
All legislation referred shall be interpreted, where appropriate, as the corresponding
1.7.1
legislation applicable to Northern Ireland.
All equipment supplied or work done under this Contract shall conform, where appropriate,
1.7.2
with the latest version of the following (or equivalent) documents: -
The Manual of Contract Documents for Highway Works current edition, except as varied by
a.
this Specification
The Design Manual for Roads and Bridges current edition, except as varied by this
b.
Specification
c.
Department for Transport (UK), Traffic Advisory Leaflets
The Health and Safety at Work (NI) Order 1978 and the Health and Safety at Work
d.
(Amendment) (Northern Ireland) Order 1998
Management of Health and Safety at Work Regulations 1999 and Management of Health and
e.
Safety at Work (Amendment) Regulations (NI) 2006
f.
The Construction (Design and Management) Regulations (NI) 2016
g.
The Construction (Health, Safety and Welfare) Regulations 1996
12
Safety at Street Works and Road Works, A Code of Practice
h.
https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/321056/sa
fety-at-streetworks.pdf
Traffic Signs Manual Chapter 8: Traffic Safety Measures and Signs for Road Works and
i.
Temporary Situations
The Electricity at Work Regulations (Northern Ireland) 1991
j.
http://www.legislation.gov.uk/nisr/1991/13/contents/made
Health and Safety Executive Publications “Avoiding Danger from Underground Services” (HSG
k.
47) and “Avoidance of Danger from Overhead Electric Power Lines” (GS6)
Electricity Safety, Quality and Continuity Regulations (NI) 2012
l.
http://www.legislation.gov.uk/nisr/2012/381/made
Traffic Signs Regulations (Northern Ireland) 1997 primarily, supplemented by
m.
Traffic Signs Regulations and General Directions, 2016 (TSRGD)
n.
The Street Works (Amendment) (NI) Order 2007
DfI Director of Engineering Memorandum DEM 184/22 - Provision and Maintenance of ITS
o.
Electrical Supplies
DfI Guidance on Electrical Safety in Street Lighting
https://www.infrastructure-
p.
ni.gov.uk/articles/network-lighting
The Institution of Engineering & Technology Code of Practice for Electrical Safety
q.
Management in the Highway Electrical Sector
The Institution of Lighting Professionals Code of Practice for Electrical Safety in Highway
r.
Electrical Operations
Health and Safety Executive General Information Sheet No 6 (GEIS6) ‘The selection,
s.
management and use of mobile elevating work platforms’
t.
Department for Transport Traffic Signs Manual
u.
Disabled Persons (Northern Ireland) Act 1989
1.8
British & European Standard Specifications
1.8.1
These shall include but not be limited to:
a.
BS EN ISO 9001: 2015 Quality management systems
13
b.
BS 7671:2018+A1:2020 Requirements for Electrical Installations. IET Wiring Regulations
c.
BS 50293: 2012 Road traffic signal systems. Electromagnetic compatibility
d.
BS 7430:2011+A1:2015 Code of practice for protective earthing of electrical installations
e.
BS EN 12767:2019 Passive safety of support structures for road equipment
f.
BS EN 50556:2018 Road traffic signal systems
g.
BS 8442:2022 Miscellaneous road traffic signs and devices. Requirements and test methods
h.
BS 1363-1:2016+A1:2018 13 A plugs, socket-outlets, adaptors and connection units
i.
BS EN 12368:2015 Traffic control equipment
j.
TOPAS 2505A Performance specification for above ground vehicle detector systems
k.
TOPAS 2512B Performance specification for below ground vehicle detection equipment
l.
DMRB Volume 9 Section 3 TD 131 Control and communications technology
m.
BS EN 10210-1:2006 Hot finished structural hollow sections of non-alloy and fine grain steels
n.
BS EN 12899-1:2007 Fixed Vertical Road Traffic Signs including UK National Annex
o.
BS EN 12966:2014+A1:2018 Road vertical signs – variable message traffic signs
DMRB Volume 8 Section 0 TD 101 Revision 1 Control and communications technology.
p.
Design. Traffic signalling systems
IEC 62717:2014+A1:2015+A2:2019 Performance requirements – LED modules for general
q.
lighting
r.
BS 5489-1:2020 Design of road lighting
BS EN 60529:1992+A2:2013 (incorporating Feb 2019 corrigendum) Degrees of protection
s.
provided by enclosures
1.9
European Directives
In relation to the NI Protocol, all relevant products must meet EU harmonised European
standards, and bear either the CE marking or the CE marking & UK(NI) indication to be placed
1.9.1
on the Northern Ireland market.
14
Goods with the UKCA (UK Conformity Assessed) mark alone are not accepted on the
Northern Ireland market.
Where third-party conformity assessment has been carried out by a UK approved body, the
economic operator must affix the UK(NI) indication in addition to CE marking. Where the
conformity assessment has been carried out by an EU-approved body, only the CE marking is
required.
All new electrical equipment must be CE marked as appropriate, to show that it complies
with all relevant European Directives. The decision as to which Directives are applicable rests
with the Contractor.
Relevant Directives may include:
a. Low Voltage directives
1.9.2
b. EMC directive
c. Telecommunications terminal equipment directive
d. Machinery directive
e. Safety directive (limited to the safety of system operators or maintainers)
f. Waste Electrical and Electronic Equipment (WEEE)
g. Restriction of the Use of Certain Hazardous Substances in Electrical and Electronic
Equipment (ROHS)
1.10
Working hours
Normal working hours
These shall be defined as 06:00 hours to 18:00 hours Monday to Friday, excluding Public
Holidays.
1.10.1
It may be necessary from time to time to carry out installation works outside normal working
hours. A surcharge for this is included in the Price List.
15
Work outside normal hours Agreed planned work outside normal working hours This is described as non-emergency work, work that could have been reasonably foreseen or
work that was planned at a progress meeting. The Contractor should enter his percentage
surcharge, as appropriate, in the Price List. The surcharge should only be applied with the
prior agreement of DfI Roads.
1.10.2
Emergency work outside normal working hours This is described as work that could not reasonably have been foreseen e.g. a collision or
incident that resulted in equipment being knocked down or in a dangerous condition. The
Contractor should enter his percentage surcharge, as appropriate, in the Price List.
Work outside normal working hours at Contractor’s request
The Contractor may be permitted to work outside normal working hours, subject to approval
of DfI Roads, but any additional cost incurred must be borne by the Contractor.
Permitted working hours
Except for emergency work, all other works require the prior approval of DfI Roads. Work on
or adjacent to the carriageway will only be permitted during peak traffic flow and clearway
1.10.3
periods in exceptional circumstances and with the prior approval of DfI Roads. Peak traffic
flow periods shall be regarded as 07:00 to 09:30 hours and 16:00 to 18:30 hours, Monday to
Friday. The Contractor shall allow in his rates and prices for complying with any limitations and
constraints on the use of the site.
1.11
Travel time
1.11.1
Travel time will only be paid in relation to chargeable faults.
DfI Roads recognises several scenarios that could influence the time to travel to an equipment
location. For example, the Contractor’s personnel may be despatched from:
1.11.2
• the Contractor’s base location; or
• home; or
• another fault location
DfI Roads will pay the actual travel time from the location from which the Contractor’s
1.11.3
personnel is dispatched to the fault and his return to either the point of origin (if, say, that was
his home or to the Contractor’s base if that is where the person travels to).
Travel time will only be paid once to attend a chargeable fault. Travel time beyond this may be
1.11.4
considered by DfI Roads when supported with good reason by the Contractor.
16
Only payment for travel within Northern Ireland will be made and, in submitting invoices, the
1.11.5
Contractor will be required to show travel time separate from attendance at fault time and
provide a breakdown with times of the journey(s) made.
SRS / VAS signs
2.1
Sign specification
The Contractor shall provide Safer Routes to School Signs as required by DfI Roads as per
2.1.1
Diagrams A and B in Annex B of this specification.
The Contractor shall provide 20mph School Signs as required by DfI Roads, as per Diagrams C
2.1.2
and D in Annex B of this specification.
The Contractor shall provide Permanent and Portable Vehicle Activated Signs as required by
DfI Roads, as per Diagram F in Annex B of this specification.
DfI Roads may from time to time require a Portable Vehicle Activated Sign. This sign should be
capable of being easily transported and mounted to an existing column or a lamp post. The
2.1.3
sign should not require mains power supply and it is anticipated that such a sign (s) on the
network will be temporary in that they will only be at a location for a relatively short period of
time before either being relocated or removed back to storage. The sign should be capable of
being remotely programmed and the stored data on the sign shall also be capable of being
accessed remotely. The Contractor shall detail the power source being supplied for the
Portable Vehicle Activated Signs.
All mounting brackets and fixings shall be non-corrosive and in accordance with standards as
2.1.4
appropriate.
The casings for Safer Routes to School signs shall be aircraft grey and black for the 20mph
2.1.5
flashing amber light casings.
2.1.6
All signs shall be designed to prevent any pooling / collecting of water.
The sizes of signs required by DfI Roads shall in no way relieve the Contractor of his
responsibility to supply signs in strict conformity with the current regulations, directions and
2.1.7
rules for sign design and current Department for Transport working drawings. In the event of a
modification to sign design or size, such modification shall be agreed before fabrication
commences.
All signs shall be designed to provide even illumination across the sign so that all images shall
2.1.8
be free from flicker.
17
All signs shall be protected against ingress to a minimum of IP 55 in accordance with BS EN
2.1.9
60529:1992+A2:2013 to prevent water or dust ingress.
All signs shall be designed to incorporate multi-stage dimming to maintain optimum contrast
2.1.10
ratio in all lighting conditions.
The Contractor shall submit dimensioned working drawings for the approval of the Contract
Manager prior to the commencement of manufacture of the signs together with details of the
2.1.11
materials to be used to include manufacturer's name, grade, type, serial number and colour.
Details of the sign framing, fixing and mounting shall be shown on the drawings.
Details of any alternative materials proposed by the manufacturer shall be submitted to the
2.1.12
Contract Manager for approval.
2.1.13
At all stages of production and delivery, signs shall be protected to avoid damage.
Any damage to sign faces occurring before, in transit or during erection shall be made good by
2.1.14
the Contractor at his own expense.
The Permanent and Portable Vehicle Activated Signs will be illuminated when a vehicle has
2.1.15
been measured as exceeding a programmable pre-set speed threshold. The pictogram and
legend will be displayed for a configurable length of time and then be extinguished.
The Contractor shall use the optimum means of detection for Permanent and Portable Vehicle
2.1.16
Activated Signs, for example, inductive loops or above ground detection or as requested by DfI
Roads.
The Permanent and Portable Vehicle Activated signs will be illuminated no more than 0.5
2.1.17
seconds after detection. Distance of detection from the sign is to be confirmed by DfI Roads.
For the Permanent and Portable Vehicle Activated signs both the pictogram and the text
2.1.18
legend will be extinguished at the same time.
It shall be possible to display the pictogram and the text legend independently, activated by
2.1.19
two separate and configurable threshold limits for the Permanent and Portable Vehicle
Activated Signs.
It shall be possible for the Permanent and Portable Vehicle Activated Signs to display up to two
2.1.20
different pictogram messages independently from the text legend, different messages to be
activated by programmable switching device and / or secondary loops.
The method of detection used for the Permanent and Portable Vehicle Activated Signs must be
2.1.21
capable of detecting speeding vehicles in multiple lanes of traffic to the approval of DfI Roads.
The location of detection equipment shall be agreed with DfI Roads.
18
Signs may be powered by mains, solar, wind or switched mains as agreed with DfI Roads.
DfI Roads will liaise with Northern Ireland Electricity (NIE) for the provision of mains power
where required. DfI Roads shall provide and install the mini pillar cabinet and associated
ducting ready to receive the incoming mains supply.
The Contractor will be responsible for fitting out the mini pillar and cabling between the sign
2.1.22
and the mini pillar. Connections at the sign and at the mini pillar will be the responsibility of
the Contractor. Cabling to a mini pillar within 5m of the post base is deemed to be included in
sign erection costs. Additional cable costs incurred where this distance exceeds 5m are to be
paid on a per metre basis.
Note: ‘live’ working is not permitted in Northern Ireland regardless of the level of training or
G39 certification held.
The Permanent / Portable Vehicle Activated and 20mph School signs shall have the facility to
2.1.23
record vehicle speed and or classification if requested by the Contract Manager.
During the period of operation the 20mph School Signs must have a separate LED cluster
mounted on the rear of the mounting post which shall be illuminated at the back of the sign in
2.1.24
a position that is visible from 100m distance to indicate when the flashing units are activated.
The LED cluster shall be connected in such a way that if the flashing units are not working then
the LED cluster will not illuminate. The cluster must have a minimum diameter of 75mm.
The amber LED light sources shall be wired in a format that maintains visible continuity in the
2.1.25
event of an individual LED failure.
During the period of operation, each lamp incorporated in a sign shall show an intermittent
2.1.26
amber light flashing at a rate of not less than 60, nor more than 90 flashes per minute in such a
manner that one horizontal pair of lamps is always lit when the other horizontal pair is not.
19
Finished sign substrates shall be clearly and durably marked on the back with the following
information:
• CE logo or CE logo & UK(NI) marking
• The month and last two digits of the year of manufacture
• The identification number of the notified body, where applicable
• The reference to the harmonised technical specification applied
• The intended use as laid down in the harmonised technical specification applied
• The name and registered address of the manufacturer
• The unique identification code of the product type
2.1.27
• The reference number of the Declaration of Performance
• The level or class of performance declared
• Coefficient of retro-reflection
• Date of manufacture
• Overlay type
• The legend “Property of DfI Roads”
The markings should be in characters legible at a normal reading distance at ground level, such
that the total area of the marking does not exceed 30cm² and shall be sufficiently durable to
last the expected life of the sign.
The contactor shall supply commissioning sheets and electrical safety sheets for all signs
2.1.28
supplied through this contract as per BS7671 and as agreed with DfI Roads.
2.2
Posts
For design purposes steel posts shall conform to BS EN 12899-1:2007 (including UK National
2.2.1
Annex) and passively safe posts shall conform to BS EN 12767.
2.3
Detection equipment
Below Ground Detectors shall conform to TOPAS Specification 2512B and shall include all
2.3.1
necessary tails and connections.
Above Ground Detectors shall conform to TOPAS Specification 2505B and shall include all
2.3.2
necessary mounting brackets and electrical cables.
2.4
Solar switch
Sign dimming shall be controlled by a solar switch which shall be supplied with all appropriate
2.4.1
mountings, brackets and materials for fitting and weatherproofing and all necessary electrical
connections and cables.
20
2.5
Innovation
Once the contract has been awarded, the Contractor may at any time submit an Innovation
2.5.1
proposal to improve quality, technology or delivery of equipment on order.
2.6
Modifications to equipment
From time to time throughout the Contract period, DfI Roads may request the Contractor to
2.6.1
carry out small-scale modifications at existing SRS / VAS / 20mph sites.
Modifications may be undertaken at: -
a. Existing sites, making use of as much of the existing equipment and cabling as feasible
2.6.2
b. Existing sites in conjunction with replacing some or all the existing equipment and
cabling
All modifications shall be carried out to a schedule agreed with DfI Roads. Each schedule will
2.6.3
include an agreed completion date and possibly interim milestones upon which the
Contractor’s performance will be monitored and gauged.
The Contractor may be required from time-to-time to adapt his programme to co-ordinate
2.6.4
with other site works and to work alongside another Contractor. All programmes shall be
subject to the approval of DfI Roads.
2.6.5
Cabinets and ducts shall be sealed against the ingress of foreign matter.
2.7
Communications software and hardware
On site programming of the signs and sign diagnostics shall be by means of local wifi activated
by a magnetic switch or similar approved means. Connection to the sign and the programming
of it shall be simple, intuitive to use and not require extensive technical knowledge. The on-
2.7.1
board controller shall be capable of being pre-programmed for automatic switching events
using software generated timetables. These timetables should be capable of at least six pairs
of switching operation per day (six on and six off), covering a period of at least 18 months.
It shall be possible to upload operational information to the sign via local wifi without the need
to open the sign enclosure for access or connect any form of hardware.
2.7.2
It shall be possible to download status information, fault history and current timetable
programming data from the sign via local wifi. The initiation of a lamp test facility shall also be
provided via local wifi.
21
Any device capable of data communications being supplied by the Contractor for the operation
of the signs shall be:
• at least to the minimum specification required to support the system being proposed
by the Contractor
• minimum 11” screen size for tablets running as a minimum Android 12 or iPadOS 16.1
with 128GB storage
2.7.3
• minimum 15” screen size for laptops running Windows 11 with minimum 8GB RAM,
256GB SSD storage and an Intel i5 processor (or equivalent)
• capable of external data storage / backup via USB or memory card slot
• supplied with a 5-year parts & labour warranty
• protected with up-to-date anti-virus and security software for the duration of the
contract
• subject to the approval of the DfI Roads
Where specified, signs shall be capable of remote communications via the 4G mobile network.
2.7.4
SIM cards necessary for such communication will be supplied by DfI Roads for fitment by the
Contractor.
Remote communication with 4G enabled signs shall facilitate sign programming and remote
fault monitoring of the signs via a web interface hosted by the Contractor (see Clause 2.7.6
2.7.5
below). All web hosting costs are to be borne by the Contractor for the duration of the
contract and shall not be restricted in capacity. The web interface should be smart phone
compatible.
DfI Roads is seeking to avoid a proliferation of bespoke fault management / remote monitoring
platforms. Consequently, all signs shall be capable of being made fully interoperable with third
party fault management / remote monitoring platforms. The Contractor shall facilitate the
enabling such interoperability at the request of DfI Roads at any point during the contract.
The Contractor’s own fault management / remote monitoring software shall:
• robust, reliable and intuitive to use
• be capable of remote programming and amendment of timetable data
• be capable of remotely monitoring the fault status of equipment
2.7.6
• provide a clear graphical user interface that is highly configurable and intuitive to use
• have multiple of levels of password protected user access to named individuals with
configurable degrees of access and user privileges
• be restricted so that DfI Roads data is not visible to other platform users
• be capable of displaying, and interacting with, the current operational status of any sign
(or group of signs, if required) via a map-based interface. The map and signs displayed
shall be configurable on regional basis with access restricted to selected users
• be capable of generating timetable programmes using on-screen calendars. Timetable
data shall be capable of being cut and paste from one programme to another with a
‘save as’ facility where programmes need to be duplicated
• be capable of monitoring and reporting LED failure below a configurable threshold
22
• be capable of monitoring and reporting on dimming status and dimming failure
• be capable of monitoring and reporting on solar and battery charge levels
• be capable of monitoring and reporting on MVD operational status and current
thresholds
• have a historic log of the times of operation of each sign including an accurate record of
all faults and their duration. The log shall have 90 days of searchable data available
immediately. All other data gathered during this contract must be archived and
supplied to DfI Roads annually in a spreadsheet-based format
• be capable of producing user defined reports for printing in document, spreadsheet
and PDF formats
• provide an atomic clock synchronised master time clock which updates connected
devices to ensure consistent timings and correct clock-drift
• be the latest available version available to the Contractor. This shall include platform
upgrades where applicable. The cost of ongoing updates / upgrades / security patches
is deemed to be included in the contract. Updates to be carried out as soon as practical
or security demands dictate
• be free from the use of proprietary data formats that can only be consumed by the
Contractor’s software and that are locked to the use of the Contractor’s solution which
would cause impediment to any attempt to re-tender at the end of the contract term
• be capable of being restored from a backup site located in a suitably separated location
within two hours of primary system failure
• be capable of hosting at least 10,000 separate signs of a variety of configurations
• provide an inventory database of all equipment
• be capable of end-to-end fault management from notification to rectification
• be capable of monitoring fault response performance
• be capable of generating user-defined reports that are exportable in spreadsheet
format. All data will be the property of DfI Roads both during and after the contract.
It shall be possible to manually override the sign operation for unscheduled events using a
2.7.7
wireless device with automatic switch off after a set period. The manual override of 4G
enabled signs should also include activation via SMS.
No software will be permitted to be installed on any of DfI Roads computers. The Contractor
solution for Clause 2.7 should include for all necessary costs, including the provision of
2.7.8
hardware associated with hosting the remote monitoring and communication system for the
duration of the contract.
23
2.8
IT security & health checks
All software and communication channels / links shall align with National Cyber Security Centre
Guidance.
The Contractor shall comply with all the mandatory statements and policies listed below,
including any future revisions, amendments or additions to these policies should they be
updated throughout the contract term:
• HMG Security Policy Framework -
https://www.gov.uk/government/publications/security-policy-framework
• National Cyber Security Centre Cyber Essentials (Plus) -
https://www.cyberessentials.ncsc.gov.uk/
• National Cyber Security Centre IT Disposal Guidance -
https://www.ncsc.gov.uk/guidance/secure-sanitisation-storage-media
• NICS Information Assurance Policy –
2.8.1
https://www.cvsni.org/media/1311/nics-information-assurance-policy.pdf
• Information Security Management ISO 27001
The Contractor will provide a fully managed IT security service for all the systems (including
hardware, software, interfaces, etc) and services (IP communications network) maintained or
provided under this contract. This managed service will include, but not limited to, risk
and threat analysis, ISO 27001 assessments, network security configuration, intrusion
detection and protection, vulnerability testing, patching, hotfixes, upgrades and all licensing
costs (both one off and annual costs) whether or not it is explicitly identified e.g. antivirus. IT
security costs will be borne by the Contractor throughout the duration of the contract.
The Contractor must respond immediately to DfI requests for information relating to cyber
security and update systems promptly to respond to any emerging or identified risks.
The Contractor shall provide a robust backup and disaster recovery plan to the satisfaction of
DfI Roads for all data held on the remotely hosted system. Data must be backed up to a secure
off-site facility. All data must transfer to DfI Roads in an agreed format at the end of the
contract. Individual site data must be available to download on demand. The data should be
available in a non-proprietary open format such as CSV or ODS and be capable of being
2.8.2
selected on an individual site or group basis.
All systems must be hosted within the UK and all data must be held and processed within the
UK. The origins of all technology used within the contract must be disclosed to and approved
by DfI Roads.
An annual IT Health Check (ITHC) will be carried out by a company approved under the
National Cyber Security Centre CHECK scheme. The annual ITHC will be commissioned by the
2.8.3
Contractor who will bear the cost of the test as well the ensuing report and remediation plan
(where required) which must be submitted to DfI Roads for approval. Where an ITHC is
required following a significant change in service initiated by the Contractor, the Contractor
24
will be required to cover the cost of the ITHC or if the system fails the annual ITHC the
Contractor shall cover the cost of the ITHC re-test and any remedial actions necessary.
The Contractor shall facilitate ITHCs as required by DfI Roads and implement any remedial
actions within agreed timescales, based upon the severity of vulnerabilities identified. Where
risks are identified and suitable remedial actions determined, the Contractor shall be
2.8.4
responsible for ensuring action is taken to implement those remedial actions. The Contractor
shall be responsible for costs associated with implementing remedial actions for which they
are responsible.
Critical security flaws identified by either the Contractor or DfI Roads shall be patched by the
2.8.5
Contractor within 48hrs of identification.
The Contractor must proactively monitor and evaluate evolving threats.
2.8.6
The Contractor must detail mitigations and resolutions for identified threats and
vulnerabilities.
2.9
Data & information management
The Contractor will have full responsibility for ensuring that their technical resources fulfil their
obligations under UK Data Protection Legislation. The Contractor shall be able to demonstrate
appropriate procedures for the collection, storage, transmission and retrieval of personal data.
• The Contractor shall not delete or remove any proprietary notices contained within or
relating to DfI Roads data.
• The Contractor shall not store, copy, disclose, or use DfI Roads data except as
• necessary for the performance by the Contractor of its obligations under this Contract
or as otherwise expressly authorised in writing by DfI Roads.
• To the extent that DfI Roads data is held and/or processed by the Contractor, the
2.9.1
Contractor shall supply that data to DfI Roads as requested by DfI Roads.
• The Contractor shall take responsibility for preserving the integrity of DfI Roads data
and preventing the corruption or loss of DfI Roads data.
• The Contractor shall perform secure back-ups of all DfI Roads data and shall ensure that
up-to-date backups are stored off-site in accordance with the Business Continuity and
Disaster Recovery Plan. The Contractor shall ensure that such back-ups are always
available to DfI Roads upon request and are delivered to DfI Roads at no less than six
monthly intervals.
• The Contractor shall ensure that any system on which the Contractor holds any DfI
Roads data, including back-up data, is a secure system.
25
If DfI Roads data is corrupted, lost or sufficiently degraded because of the Contractor's
Default to be unusable, DfI Roads may:
a. require the Contractor (at the Contractor's expense) to restore or procure the
restoration of DfI Roads data and the Contractor shall do so as soon as practicable but
not later than seven days: and/or
b. itself restore or procure the restoration of DfI Roads data and shall be repaid by the
Contractor any reasonable expenses incurred in doing so to the extent and in
accordance with the requirements.
If at any time the Contractor suspects or has reason to believe that DfI Roads data has or may
become corrupted, lost or sufficiently degraded in any way for any reason, then the Contractor
shall notify DfI Roads immediately and inform DfI Roads of the remedial action the Contractor
proposes to take.
With respect to the parties' rights and obligations under this Contract, the parties agree that
DfI Roads is the Data Controller and that the Contractor is the Data Processor.
The Contractor shall:
a. Process the Personal Data only in accordance with instructions from DfI Roads (which
may be specific instructions or instructions of a general nature as set out in this
Contract or as otherwise notified by DfI Roads to the Contractor during the Contract
Period).
b. Process the Personal Data only to the extent, and in such manner, as is necessary for
2.9.2
the provision of the Services or as is required by Law or any Regulatory Body.
c. implement appropriate technical and organisational measures to protect the Personal
Data against unauthorised or unlawful processing and against accidental loss,
destruction, damage, alteration or disclosure. These measures shall be appropriate to
the harm which might result from any unauthorised or unlawful Processing, accidental
loss, destruction or damage to the Personal Data and having regard to the nature of the
Personal Data which is to be protected.
d. take reasonable steps to ensure the reliability of any Contractor Personnel who have
access to the Personal Data.
e. obtain prior written consent from DfI Roads to transfer the Personal Data to any sub-
contractors or Affiliates for the provision of the Services.
f. ensure that all Contractor Personnel required to access the Personal Data are informed
of the confidential nature of the Personal Data and comply with the obligations set out
in this clause.
g. ensure that none of Contractor Personnel publish, disclose or divulge any of the
Personal Data to any third party unless directed in writing to do so by DfI Roads.
h. notify DfI Roads (within five Working Days) if it receives:
• a request from a Data Subject to have access to that person's Personal Data; or
• a complaint or request relating to DfI Roads’ obligations under UK Data Protection
Legislation.
i. provide DfI Roads with full cooperation and assistance in relation to any complaint or
request made, including by:
• providing the Client with full details of the complaint or request.
26
• complying with a data access request within the relevant timescales set out in UK
Data Protection Legislation and in accordance with DfI Roads’ instructions.
j. providing DfI Roads with any Personal Data it holds in relation to a Data Subject (within
the timescales required by DfI Roads); and
k. providing DfI Roads with any information requested by DfI Roads.
l. permit DfI Roads or its authorised representative (subject to reasonable and
appropriate confidentiality undertakings), to inspect and audit, in accordance with
clause 28.0 (Audit) of the Public Sector Conditions of Contract, the Contractor's data
Processing activities (and/or those of its agents, subsidiaries and subcontractors) and
comply with all reasonable requests or directions by DfI Roads to enable the DfI Roads
to verify and/or procure that the Contractor is in full compliance with its obligations
under this Contract;
m. provide a written description of the technical and organisational methods employed by
the Contractor for processing Personal Data (within the timescales required by DfI
Roads); and
n. not Process Personal Data outside the European Economic Area without the prior
written consent of DfI Roads and, where DfI Roads consents to a transfer, to comply
with:
• the obligations of a Data Controller under the UK Data Protection Legislation by
providing an adequate level of protection to any Personal Data that is transferred;
and
• any reasonable instructions notified to it by DfI Roads.
The Contractor shall always comply with the UK Data Protection Legislation and shall not
perform its obligations under this Contract in such a way as to cause DfI Roads to breach any of
its applicable obligations under UK Data Protection Legislation.
The Contractor shall indemnify DfI Roads against all actions, costs, expenses, claims,
proceedings and demands which may be made or brought against DfI Roads for breach of
2.9.3
statutory duty under the UK Data Protection Legislation which arises from the use, disclosure
or transfer of personal data by the Contractor or his employees or agents.
Should an incident, issue or vulnerability be identified the Contractor must initiate
2.9.4
containment and recovery procedures and provide advise DfI Roads on the remediation
activities being undertaken or required.
27
Malicious software
Throughout the contract period the Contractor shall use the latest versions of anti-virus
definitions available.
If malicious software is found, the parties shall co-operate to reduce its effect, particularly if it
causes loss of operational efficiency or loss or corruption of DfI Roads Data. The parties shall
assist each other to mitigate any losses and to restore the services to their desired operating
2.9.5
efficiency.
Any cost arising out of the actions of the parties taken in compliance with these provisions
shall be borne by the parties as follows:
i. by the Contractor where the malicious software originates from the Contractor
software, third-party software or DfI Roads data (whilst DfI Roads data was under the
control of the Contractor); and
ii. by DfI Roads if the malicious software originates from DfI Roads software or DfI Roads
data (whilst DfI Roads data was under the control of DfI Roads).
2.10
Ownership of equipment
All existing installed equipment is the property of DfI Roads and will remain so unless specified
otherwise by DfI Roads. New equipment installed during the Contract, including equipment
2.10.1
installed as maintenance replacements, will also become and remain the property of DfI
Roads.
2.11
Warranty
The Contractor shall supply a warranty to DfI Roads for all equipment (including electrical mini
2.11.1
pillars and their installation), materials and workmanship provided by the Contractor as
supplied items under the Contract.
The warranty shall extend for at least twelve months following successful commissioning of
the equipment and signing of the Take-over certificate by the Customer; and no charges shall
2.11.2
be passed to DfI Roads regarding repair or replacement of such equipment, which may
become faulty under normal use.
During this warranty period the Contractor, or his nominated maintainer, shall repair or
2.11.3
replace any faulty equipment as appropriate and in accordance with the attendance
requirements outlined in Clause 4.12.2.
28
If within twelve months after being commissioned there shall appear in the materials,
including lamps, any defect which shall arise under proper use from faulty materials,
workmanship or design, and DfI Roads shall give notice thereof in writing to the Contractor,
2.11.4
the Contractor shall make good the defects either by repair or, at the option of the Contractor,
by the supply of a replacement at the Contractor’s expense. The Contractor shall arrange for
the removal and replacement of the defective materials or parts within the periods specified in
Clause 4.12.2, or as agreed by DfI Roads.
Should the required Serviceability Ratio of 98.5% (see Clause 20.1) not be achieved over the
initial 12-month warranty period, the warranty shall be extended for a further 12-month
period. Failure to meet the required Serviceability Ratio of 98.5% within this second 12-month
2.11.5
period will require the Contractor to produce a report to the Contract Manager detailing the
reasons for this failure and detail what remedial measures are proposed to rectify this
situation.
The Contractor shall provide, upon satisfactory completion of the warranty period, a detailed
programme of works carried out at each sign location. In addition, the Contractor shall keep
2.11.6
accurate records of signs supplied including location of the signs after the warranty period of
each sign has expired.
In addition to the 12-month warranty in Clause 2.11.2 above the Contractor shall provide a 10-
2.11.7
year warranty on all LED units, arrays, strings and drivers.
2.11.8
The Contractor shall provide copies of all warranty maintenance record reports for all signs.
2.12
As-built drawings
As-built drawings are required for ALL modifications. A copy of the as-built drawing to a scale
2.12.1
of 1:200 shall be submitted to DfI, within 2-weeks of the completion of the work, for approval.
The drawings should be in AutoCAD and pdf formats.
Record as-built drawing shall include, at least, the following:
a) The existing location of all relevant street furniture
b) The location of all relevant street furniture and ducts, including road crossings
2.12.2
c) Sign and post arrangement
d) The location of joints if any
e) The location of sub-surface joint boxes
f) Carriageway markings
g) Specific reference shall be made to any departures from standard
29
Installation
3.1
Ordering and delivery of materials
Materials may be ordered under this Contract, in accordance with Clause 8 of the Conditions of
Contract, by any of the following DfI Roads offices: -
a. 1 Crescent Road, Londonderry, Co. Londonderry, BT47 2NQ
b. County Hall, Castlerock Road, Coleraine, Co. Londonderry, BT51 3HS
3.1.1
c. County Hall, 182 Galgorm Road, Ballymena, Co. Antrim, BT41 1QG
d. Rathkeltair House, Market Street, Downpatrick, Co Down, BT30 6AJ
e. Marlborough House, Central Way, Craigavon, Co Armagh, BT64 1AD
f. Traffic Information and Control Centre, 1b Airport Road, Belfast, BT3 9DY
g. County Hall, Drumragh Avenue, Omagh, Co Tyrone, BT79 7AF
A joint site survey between the Contractor and DfI Roads will precede all orders unless agreed
otherwise by DfI Roads. Following the survey the Contractor will forward a quotation for the
work based on contract items and rates. Should DfI Roads require the amendment of the
quotation, this shall be agreed with the Contractor before an order is placed.
DfI Roads will place an order by emailing the Contractor a copy of the agreed quotation along
with a Purchase Order number and specifying the agreed delivery and installation dates.
Surveys should be grouped in an area as far as possible to minimise travel time and paid by the
hours incurred.
Orders of ten units or less shall be delivered within six weeks. The delivery period for orders of
more than ten units shall be agreed by the Contract Manager with the Contractor but shall not
exceed three months. These timescales will be used in the calculation of Low Service Damages
in Annex E. Exceptionally, DfI Roads may agree longer delivery periods where multiple large
orders have been received. Low Service Damages will apply where agreed delivery dates are
3.1.2
not met.
The delivery period shall be complete when the equipment has available for installation from
the Contractors’ local depot.
For orders of ten units or less, installation shall be completed within four weeks of DfI Roads
advising that a site is ready for installation. The installation period of orders of more than ten
units shall be agreed by the Contract Manager with the Contractor but should not exceed
three months. These timescales will be used in the calculation of Low Service Damages in
Annex E. Exceptionally, DfI Roads may agree longer installation periods where multiple large
orders have been received. Low Service Damages will apply where agreed installation dates
are not met.
The installation period shall follow the delivery period and commence when DfI Roads advise
that a site is ready for the equipment to be installed.
30
Orders shall be copied to TICC to facilitate contract management and upkeep of the equipment
inventory for maintenance purposes.
On receipt of the order the Contractor shall notify the originator of the order via email of any
reason why the information contained within order is incomplete within two working days,
3.1.3
otherwise the delivery period (Clause 3.1.2) shall commence on the first full working day
following receipt of the order. TICC shall be copied into any such correspondence to facilitate
contract management.
On completion of installation there shall be a six-week monitoring period where the
equipment shall be available for use in all its facilities both on site and online. All the
equipment at a site shall be fault free during this six-week period before a measurement for
installation costs can be submitted. Any faults or issues arising within this period shall cause
the six-week monitoring period to be reset, commencing from when the fault / issue is
resolved to the satisfaction of DfI Roads. Subsequent faults or issues will continue to reset the
3.1.4
monitoring period until a six-week fault free period can be achieved.
On completion of a fault free six-week period for a site, the Contractor shall submit a
measurement to the originator of the order. On receiving the agreement of the originator to
the measurement, the Contractor shall invoice AccountNI for payment. Separate
measurements / invoices may be submitted for supply and installation at the request of either
DfI Roads or the Contractor.
While the individual DfI offices listed in Clause 1.1.4 may each raise, inspect, install and pay for
3.1.5
orders separately, however, the TICC Contract Manager retains the overall ownership and
management of the Contract.
Materials shall be delivered (with a minimum of 48 hrs notice) to the following locations as
specified on the Order or as appropriate for the materials at time of delivery: -
3.1.6
a. The Traffic Information and Control Centre, 1b Airport Road, Belfast.
b. The Contractor’s local depot.
c. DfI Roads civils contractor depot
d. The site or location at which the equipment is to be installed.
All equipment manufactured under the contract shall be supplied in accordance with a
3.1.7
programme agreed with DfI Roads.
No equipment shall be delivered until all tests and inspections have been carried out in
3.1.8
accordance with the contract, and to the satisfaction of DfI Roads.
All items of equipment shall be adequately packed for protection during transport, handling
and storage. Each package shall be clearly labelled with the quantity, identity and serial
3.1.9
number of its contents, which shall be notified to DfI Roads in writing.
31
Exceptionally, where it is necessary to make advance payments to facilitate the production of
equipment ahead of installation on site, the Vesting Certificate template in Annex F should be
used to confirm that ownership of the equipment lies with DfI Roads.
Signs shall be available for Factory Acceptance Testing and inspection at the Contractor’s local
3.1.10
depot six weeks following receipt of the order. The Contractor shall advise DfI via email when
the signs are available, thus completing the delivery period.
Installation of signs shall commence as soon as possible following successful completion of
3.1.11
Factory Acceptance Testing and should be installed no later than four weeks after Factory
Acceptance Testing, unless agreed otherwise by DfI Roads.
3.2
Civil engineering
Civil Engineering works shall be undertaken by DfI Roads. The Contractor must liaise closely
3.2.1
with DfI Roads and other contractors to coordinate the works as required.
3.3
Damage to roads and adjacent property or buildings
The Contractor shall satisfy himself as to the condition of the walls; fences and adjacent
property before commencing work on a site and shall record (using photographs or video) and
report any defects to DfI Roads. The Contractor shall be responsible for making good any
3.3.1
damage which may be caused by his workmen or sub-contractors to roads, footways or
entrances (public or private) and adjoining property or buildings; including damage to any
existing highway infrastructure including drains, chambers, manholes, lighting cables, electrical
cables, communications cables, structures, traffic signs, and other highway furniture.
The Contractor shall pay, in full, DfI Roads costs and expenses incurred through any
3.3.2
subsequent repair of defects caused by the Contractor’s negligence, whether such repair is
undertaken by the Contractor or another party.
3.4
Removal of surplus material
The Contractor shall not allow rubbish or surplus material of any description to accumulate at
3.4.1
the site but shall clear away all such material daily.
The Contractor shall prevent any material entering a gully chamber and shall remove
3.4.2
immediately any material which may enter.
3.5
Roads to be kept clean
The Contractor shall take every precaution to prevent dirt mud or other material being
dropped or spread by traffic from or associated with the work on roads in public use or on
3.5.1
roads being part of the work which are made available for use by the Contractor. Any dirt or
mud adhering to the tyres or chassis of any vehicle shall be thoroughly cleaned off before the
32
vehicle is allowed to leave the site. The Contractor shall be equally responsible for the vehicles
of his sub-contractors and suppliers.
The Contractor shall take all necessary steps to avoid creating dust nuisance during the
supply and commissioning of the signs. If in the opinion of DfI Roads, the Contractor is not
3.5.2
dealing adequately with the control of dust, DfI Roads may instruct the Contractor to carry
out such additional measures as DfI Roads considers are necessary, at the Contractor's
expense.
Machinery and Plant are only allowed to cross public roads when necessary. Slow moving
3.5.3
vehicles or wide loads shall be transported at times where traffic flows are a minimum to
reduce impact on other road users.
3.6
Temporary Traffic Management (TTM) and planning & phasing of the works
The Contractor shall undertake all temporary traffic management (TTM) on single carriageway
roads and dual carriageways with speed limit of 40mph or less in accordance with Safety at
Street Works and Road Works, A Code of Practice “Red book”
https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/321056/safe
ty-at-streetworks.pdf
and all temporary traffic management (TTM) on single carriageway roads and dual
carriageways with speed limit of 50mph or above in accordance with Chapter 8 of Traffic Signs
3.6.1
Manual.
The Contractor and his employees must comply with instructions given by DfI Roads, DfI Roads
civils contractor or the Police. If instructions to suspend or curtail the whole or part of the
works are given by the Police, the Contractor shall immediately inform DfI Roads and cease
work.
Refer to Clause 1.4.2 for details of relevant mandatory National Highways Sector Schemes
which must be held by the Temporary Traffic Management Contractor.
The Contractor shall appoint a suitably qualified senior member of his contract team to act
as Traffic Safety and Control Officer (TSCO) and shall notify DfI Roads of his name and the
3.6.2
name of his suitably qualified deputy. These appointments along with day, night and mobile
telephone contact numbers shall be notified to DfI Roads within one week of the award of
the Contract.
The TSCO shall possess a broad experience of the highway construction industry, combined
with the ability to interpret the requirements set out in these Contract documents. They
3.6.3
should have a detailed working knowledge of temporary traffic management. They should
have a working knowledge of all relevant legislation relating to signing of road works.
The TSCO shall be responsible for the installation and removal of the traffic management and
3.6.4
safety measures when carrying out any type of lane closures. In the event of an accident
33
within the traffic control area, the TSCO shall always be available to liaise with the Police
regarding:
(a) removal of vehicles, debris and oil from the trafficked surface.
(b) immediate replacement of damaged signs, cones, cylinders, studs etc and full
restoration of the traffic control layout.
3.7
Planning & phasing of the works
TTM proposals shall be submitted to DfI Roads Traffic Management for consideration. The
Contractor shall phase the works in a manner acceptable to DfI Roads and the PSNI for the
3.7.1
operation of traffic management. The Contractor shall submit applications for road or lane
closures to DfI Roads Traffic Management a minimum of three weeks before the date the
closure is required.
The Contractor shall, in conjunction with the DfI civils contractor, plan and programme the
3.7.2
works to ensure minimum disruption to road users
The Contractor shall carry out the work in such a way as to cause the minimum disturbance to
traffic and shall ensure that at all time pedestrians and vehicles can move with safety. In heavily
3.7.3
trafficked footways and at entrances to shops and business premises it may be necessary to
restrict the extent of work and the hours during which it can be carried out.
The Contractor shall be responsible for and shall make allowance in the programming of the
3.7.4
works for clearing parked vehicles by warning frontages prior to the start of the Works, setting
out traffic cones and obtaining police assistance where necessary.
No work shall be permitted on a section of road during the operating hours of a clearway
3.7.5
System.
The Contractor shall ensure that: -
(a) all employees and sub-contractors shall always wear approved Personal Protective
Equipment in accordance with Chapter 8 of the Traffic Signs Manual and the Street
Works Act whilst on the site
3.7.6
(b) all employees have had proper training for any operations they carry out and
are provided with suitable safety clothing/equipment
(c) no work shall commence that affects the public highway until all necessary traffic
safety measures are fully operational
3.8
Road lighting requirements
All site vehicles shall be fitted with roof mounted flashing or rotating lamps, hazard-
3.8.1
warning lights will not be a permitted alternative.
34
3.9
Site installation
When an order for sign(s) is placed, the Contractor shall provide a programme and timescale
3.9.1
for installation that will be forwarded to the DfI Roads representative(s) for approval.
The Contractor shall provide the Site Acceptance Tests and inspection schedules for the
3.9.2
approval of DfI Roads.
The Contractor shall carry out all electrical tests as specified in the British Standard BS EN 7671
3.9.3
and provide DfI Roads with certificates of electrical safety.
All electrical equipment supplied shall conform to the current edition of the British Standard
3.9.4
BS EN 7671 Requirements for Electrical Installations.
The Contractor shall provide all labour, tools, clips, transport, plant, materials and lifting
equipment needed to carry out his contractual responsibilities. This should include for sites
where footings are poor, narrow, embankments fall away or where hedges, fences,
3.9.5
obstructions dictate a higher-than-normal mounting height. The use of mobile elevated
working platforms and / or loader cranes is deemed to be included where they are required.
Clips should be provided for post sizes up to 273mm dia and be rubber lined where passively
safe posts are to be used.
The installation and commissioning of the signs shall be subject to the agreement of DfI Roads
3.9.6
and may have to consider works being carried out by others.
If, during the works, any damage occurs to the post structures that can be attributed to this
3.9.7
contract, then the Contractor shall repair the damage, at his own expense, to the satisfaction
of DfI Roads.
The installation procedure shall include full testing of the installed equipment and a full
3.9.8
electronic report of the test results shall be submitted to DfI Roads. The tests shall include, at
least, the verification of the correct operation and electrical safety.
3.10
Protection of third-party equipment
The Contractor shall have due regard for the protection of third-party equipment installed in
the mini-pillar, street furniture or ducting system. During any work requiring the temporary or
permanent removal of such equipment the Contractor shall liaise with the relevant Authority /
Utility / RMC to ensure their equipment is not damaged and is reinstalled in good working
3.10.1
order on completion of the works. This includes but is not limited to: -
a. Utility electricity supply and termination equipment
b. Utility telecommunications supply and termination equipment
c. Any other equipment that may be installed at the request of DfI Roads
3.11
Commissioning of equipment
35
Before the commissioning of new, modified or upgraded equipment installed under this
Contract, DfI Roads shall require two days’ notice from the Contractor to undertake an
inspection as to the adequacy of the new, modified or upgraded installation (a full inspection
report, in a format to be agreed with DfI Roads. Subject to the adequacy of the installation(s)
3.11.1
DfI Roads will allow switch-on. DfI Roads must be represented, unless otherwise agreed, at
switch-on. The Contractor shall, subject to two days’ notice from DfI Roads, be represented by
technically competent personnel at the commissioning. These attendances shall be free of any
charges to DfI Roads.
Subject to successful switch-on DfI Roads will require a Take-over Certificate (to be signed and
3.11.2
agreed jointly by DfI and the Contractor) to commence the warranty period following the
successful completion of the six-week monitoring period (see Clause 3.1.4).
The Contractor must assure DfI Roads of the adequacy of all new equipment. This assurance is
provided by (a) an Electrical Test Certificate which will be completed within 24 hours of switch
3.11.3
on and delivered to DfI Roads within 2 working days after switch-on; and (b) the signing of a
Take-over Certificate as per Clause 3.11.2 above.
Any non-compliance identified by DfI Roads at commissioning must be resolved to the
3.11.4
satisfaction of DfI Roads before switch-on. The onus is on the Contractor to resolve any non-
compliance issues.
There will be no cost for planned preventative maintenance to DfI Roads during the warranty
3.11.5
period.
3.12
Tests and inspections
The Contractor shall provide all services and equipment required for DfI Roads inspection and
3.12.1
testing of the signs and all associated equipment.
The Contractor shall provide experienced and competent test personnel and all necessary test
3.12.2
equipment.
All test equipment shall be calibrated by an approved Test House. Valid calibration labels shall
3.12.3
be firmly attached to the equipment stating where and when it was calibrated.
All equipment and materials supplied under this Contract shall be subject to inspections and /
3.12.4
or factory acceptance tests which may be witnessed by DfI Roads or its representatives at the
premises of the Contractor.
For equipment subject to Factory Acceptance Tests, the Contractor shall provide test schedules
3.12.5
for the approval of DfI Roads one (1) week prior to the agreed date of the tests.
DfI Roads may waive the right to be present at Factory Acceptance Tests. However in any
3.12.6
event, the Contractor shall carry out formal Factory Acceptance Tests and forward the
completed test results to DfI Roads. The tests shall examine at least, the following:
36
a. That the individual items of equipment comply with the Technical Specifications
b. That the signs operate correctly when under simulated control
c. That overall, within the permitted tolerances, the signs satisfy all the operational
requirements of the relevant Technical Specifications, the Works Specification and
those of DfI Roads
d. The recording of all test results will be the responsibility of the Contractor and an
electronic report shall be supplied to the Contract Manager
e. Following installation and commissioning on site, the signs shall undergo Site Inspection
Tests, which will be a repeat of the Factory Acceptance Tests and may be witnessed by
a DfI Roads representative. An electronic copy of the Site Inspection Tests shall be
forwarded to DfI Roads within one week of the sign installation.
37
3.13
Power supply and installation
Power supply cable from the mini pillar to the sign shall be 3-core copper PVC armoured
cable to BS 5467. For cable lengths up to 80 metres the size shall be 10mm and for cable
3.13.1
lengths between 80 metres and 200 metres the size shall be 16mm. For cable lengths above
200 metres the size shall be as agreed with DfI Roads. The Contractor shall ensure that any
cable supplied to power the sign shall conform to the regulations as set out in BS 7671.
At no time shall the Contractor be permitted to work on the Distribution Network Operator
(NIE for Northern Ireland) cut-out and the connection cable between it and the fuse isolator
3.13.2
unit in the mini pillar. Only the NIE and DfI Street Lighting contractors are permitted to work
on this equipment. It should be noted that G39 certification in Northern Ireland
does not
permit live working on DfI Roads apparatus
or the removal of the NIE supply cut out fuse.
The main earth equipotential bonding cable shall be copper PVC green/yellow insulated cable
3.13.3
to BS 6004, size 16mm, terminated in an ISCO connector, or similar approved, capable of
accommodating at least 4 connectors of size 16mm.
The Contractor’s responsibility shall extend to the source of supply to the equipment e.g. DfI
3.13.4
Roads mini pillar.
Upon completion of any work, which varies the equipment, including cabling, at a site the
3.13.5
Contractor shall produce, or modify an existing, record drawing of the work done to a scale
agreed with the DfI Roads.
The Contractor shall also be responsible for reporting a loss of supply to the supply authority,
3.13.6
Northern Ireland Electricity (NIE) and to DfI Roads.
The Contractor shall provide and ensure that all sign equipment contain a designation label,
3.13.7
identifying the location for the source of supply. Destination labels shall be attached to all new
cables at each end and in all draw pits.
All work associated with the installation of street equipment and cables shall be carried out in
accordance with the Health and Safety at Work Order (NI) 1978, BS 7671, and The Street
3.13.8
Works (NI) Order 1995, any subsequent amendments, Safety at Street Works & Road Works
and ISO 9001 or equivalent.
Cabling shall be carried out in accordance with the Manual for Highway Works, Volume 1
Specification for Highway Works, Series 1400, cables shall be in accordance with:
• BE EN 12368 Traffic control equipment
3.13.9
• BS 7671 Requirements for Electrical Installations
• Traffic Signs Manual Chapter 6
unless varied by this specification.
A warranty on all equipment supplied shall extend for twelve months from the date of
3.13.10
commissioning.
38
3.14
Electrical safety
At all times it is the responsibility of the Contractor to ensure the site is made electrically safe
3.14.1
in line with BS7671 Requirements for Electrical Installation, Electricity Safety, Quality and
Continuity Regulations (NI) 2012, the Electricity at Work Regulations (Northern Ireland) 1991)
Instances of high ELI readings at power source should be reported by the Contractor
immediately to the Distribution Network Operator (NIE for Northern Ireland). The Contractor
3.14.2
should also contact the relevant DfI Roads office and verbally inform DfI Roads personnel of
the fault. The Contractor shall take all reasonable action to ensure the site is safely guarded
from the public.
All staff involved in the installation of electrical equipment shall be G39 trained. It should be
3.14.3
noted that G39 certification in Northern Ireland
does not permit live working on DfI Roads
apparatus
or the removal of the NIE supply cut out fuse.
3.15
Electrical testing
On completion of, or during, the installation of any equipment and before commissioning,
checks and testing shall be carried out by an appropriately skilled and competent person in
accordance with BS EN 7671, Requirements for Electrical Installation. This person shall be a
time served electrician, with the minimum qualifications of Part 1 City & Guilds Electrical
Installation and who has completed the City & Guilds 2380 or 2381 training program and hold
3.15.1
a current City & Guilds 2382 certificate.
Testing shall include earth loop impedance tests, mains connection polarity check, insulation
resistance tests and tests on any residual current devices fitted.
Faults found shall be repaired prior to the switch-on of the installation.
A visual inspection carried out as part of clause 3.15.1 shall also include the following:
a) Cabinet door seals and locks are acceptable
b) Cables are properly labelled, terminated and bonded
c) Mains supply fuses and cut-outs correctly installed
d) Necessary warning labels attached
3.15.2
e) Post caps are correctly installed and that no gaps exist which would allow the ingress of
water
f) All cable armouring is secured correctly, are made off with the proper glanding and
secured to the controller case earth bar
g) Terminal block connections are securely made
h) The maximum of exposed copper is 2 mm
i) A visual structural inspection report is carried out
The Contractor shall provide an electrical completion certificate and test reports in accordance
3.15.3
with BS 7671. The test reports to be used shall be the NICEIC electrical installation condition
39
report (EICR) and they shall run sequentially. The Contractor is to provide the Engineer with
the original of each test report with schematic drawing and shall install a copy of the
completed test report and schematic in each feeder pillar that has been inspected. An
electronic copy in PDF format shall be emailed to DfI Roads.
Interconnecting cables shall be tested in accordance with the Specification for Highway Works
3.15.4
(Manual of Contract Documents for Highway Works, Volume 1) clause 1217.
Detector loops and loop feeder cables shall be tested in accordance with the specification for
3.15.5
Highway Works (Manual of Contract Documents for Highway Works, Volume 1) clause 1218.
The Contractor is to ensure that all test instruments are calibrated. The Contractor shall keep a
test instrument accuracy record summary and a comprehensive calibration register for the test
equipment that is to be used for the duration of the contract to meet the requirements of EN
45011. The Contractor shall have in place an effective system, which enables them to confirm
the continuing accuracy and consistency of all test instruments used for certification and
reporting purposes as defined by NICEIC guidelines.
Should the NICEIC assessment report indicate a non-compliance, in that the Contractor is
unable to demonstrate to the satisfaction of the NICEIC Inspecting Engineer that an effective
control system is in place which ensures the continuing accuracy and consistency of the test
instruments used to carry out the tests required by BS 7671, then any instruments found by
the NICEIC Inspecting Engineer to be in non-compliance, and to have been used by the
3.15.6
Contractor will render all reports which had been carried out with such instruments invalid.
Alternatively should DfI Roads, during an audit or inspection, find any non-compliance
regarding the above then in all such cases DfI Roads will require the tests to be redone by the
Contractor, at no additional costs, within six weeks of the Contractor being notified in writing
by DfI Roads.
All test equipment is to be approved by DfI Roads and shall comply with HSE Guidance Note
GS38 Electrical Test Equipment. Following award of the Contract the contractor shall supply DfI
Roads with a list of all test equipment detailing serial numbers and dates of latest calibration
certificates for each instrument to be used during the Works. The information supplied to DfI
Roads is to be regularly updated as instruments are calibrated or replaced, should this be
necessary during the Contract Period.
Precautions shall be taken during site testing to ensure the safety of road users. Where testing
involves obstruction of the carriageway or footway the requirements of the Safety at Street
3.15.7
Works and Road Works, A Code of Practice shall be followed. Any potentially misleading signs
or indications shall be covered after consultation with DfI Roads.
Precautions shall also be taken during tests, to protect the public, employees and animals from
the risk of electrocution or other hazards. Where tests involve an element of risk, a risk
3.15.8
analysis shall be carried out to identify test methods to minimise risk or to determine whether
the test should be carried out. All risk analyses shall be recorded and subject to regular review.
40
No personnel shall access or attempt any work on supply mini pillars unless they have passed a
Highway Electrical Skills Academy approved training course on Working in the Vicinity of
3.15.9
Distribution Network Operator (DNO) / Independent Distribution Network Operator (IDNO)
Equipment (including G39). It should be noted that G39 certification in Northern Ireland
does
not permit live working on DfI Roads apparatus
or the removal of the NIE supply cut out fuse.
41
3.16
Electrical Equipment
Electrical Equipment for Mini Pillars The electrical equipment in mini pillars shall be configured as shown in Appendix G and, as a
minimum, shall contain the following equipment:
a) Switched fuse isolator unit to BS 61439, IP30 enclosure specification
b) Double pole (100 amp) isolation switch module to BS EN 60947, IEC 60811-408
240/415-volt AC22B Specification
c) Three fuse carrier modules to BS HD 60269, with one 45-amp HRC fuse module
installed and two cartridge fuse links, one spare
d) 1m – 16mm PVC/PVC red and black cable (consumer tails)
3.16.1
e) 1m – 16mm Green/yellow cable (main earth connection)
f) 1 No. 80amp ISCO connector
g) 1m – 10mm stranded green/yellow cable (earth bonding of pillar)
h) 2 No. 10mm earth lugs
i) 1 No. 16mm earth lug
j) Earth label
k) 1 No. Danger 240-volt label
l) Designation routing label
m) Appropriate power cable size to supply signal controller from pillar
n) Label indicating “Traffic Signs – Do Not Turn OFF” with emergency contact number
o) Appropriate earthing arrangements for the bonding of cabinets, cables and switchgear
42
Electrical cut-outs Each sign circuit shall be protected by a high rupturing capacity type fuse to BS 88-2:2003 of
approved manufacture and design, and be of the following ratings unless otherwise stated:
Wattage
Fuse Size
<150W
6A, 4A PECU
≥150W
16A
Double pole isolation cut-outs shall provide for the removal of all phase and neutral
connections on the outlet side, by removal of the fuse carrier, to afford isolation of the
equipment connected to that cut-out.
A double pole, double cable entry cut-out to cater for looped services up to 25 mm2 will be
required.
Post base cut-outs shall be double pole, single fuse type and shall comply with BS 7654-2010,
IEC 60947-1, as well as complying with the requirements of the Low Voltage Directive
LVD/73/223/EEC.
Post base termination units shall be manufactured in a high specification thermoplastic
material with moulded drip-proof housings to IP44 or above.
3.16.2
The cut-out unit when correctly installed must be rated to IP44 and IP2X when fuse-bridge is
removed. The top cover of the base moulding will be red in colour & must be fitted to protect
the incoming cables from inadvertent contact (as per BS 7654).
The base moulding of the cut-out unit and extension box will contain captive brass inserts for
the top covers and fuse bridge to be secured via captive lost thread stainless steel screws (NO
self-tapping screws permitted).
Removal of the fuse bridge will be via a method such as cam levered handle designed to
eliminate stress put on the column backboard during operation.
A sealing wire facility will be provided on the fuse-bridge & base moulding, the fuse bridge will
also have a padlock facility and contain brass captive inserts for the fuse legs and solid neutral
link to be fitted.
The fuse legs within the fuse bridge will have a secondary fixing to ensure that the leg stays
fixed to the fuse bridge when the fuse fixing screw is “slackened” to fit the fuse.
The fuse bridge will be designed to provide the following contact –“Neutral Make, Live Break.”
The fuse carrier will incorporate a flash guard, complying with IP2X, to protect the operative
when removing the carrier.
43
Cut-outs require a maximum rating of 25amps 240V a.c., 50 Hz as required by BS 7654, with a
rated insulation voltage of 440V a.c.
Terminal blocks are to be manufactured from brass with tin plating, thus ensuring good
resistance to corrosion and thermal stability. Terminal block chambers to be sharply serrated
to ensure good contact is maintained, even when oxidization is present on copper or
aluminium cables. Blocks must be able to accept 25mm2 single round conductors. Spring clips
are manufactured from stainless steel.
Gland plates are to be manufactured from a minimum thickness of 3mm brass. Maximum of 3
x 25mm holes to be punched and fitted with 25mm closed grommets (project dependent). M6
earth bolt to be fitted on both sides of the gland plats.
Cut-out must be supplied with all cone grommets for outward circuits.
As per BS 5901, the comparative tracking index (C.T.I.) shall not be less than 500.
Fuse links shall comply with the requirements of BS EN 60296: BS646 and be of high breaking
capacity.
Each sign shall be supplied from a separate fuse in the post base cut-out.
Armoured Cable Terminations
3.16.3
All SWA cables shall be terminated by means of a CW gland complying with BS 6121-1, BS EN
50262 and a gland plate incorporating a non-ferrous earthing terminal. All CW glands shall be
as shown in standard detail SL 61 and shall achieve IP66.
44
Wiring Blue sheathed 3-core arctic grade flex to BS 7919, of 600/1000-volt grade, having a copper
conductor size of not less than 1.5 mm² shall be installed from cut-out to lantern as standard in
all lighting columns. All cables shall be correctly colour coded and comply with BS7671.
Unsupported lengths of wiring shall be kept to a minimum and not be allowed to come into
contact with components by their freedom of movement. Ty-raps will be used to keep wiring
away from control equipment.
The Contractor shall provide and install a 6mm² PVC insulated earth cable from the cut-out to
3.16.4
the column earthing terminal.
Surfacing Wiring Cables will be required as follows:
a. PVC/PVC flat twin with bare CPC.
b. PVC/PVC three core Brown/Black/Grey
c. PVC/PVC single core cables.
d. Green/Yellow PVC insulated protective conductors.
All cable to be PVC sheathed and shall be in accordance with BS 6004:2012.
In addition to the relevant British Standard all cables shall be BASEC approved.
Labelling Labelling shall be provided to enable ready identification of all protective, switching and
isolating devices and all outgoing circuit terminals, with warning notices regarding isolation
appropriately positioned.
3.16.5
An ivorine or Formica label shall be fastened to the cover of each item of switch gear in the
supply cubicle by means of brass round-head screws. The label shall be engraved in 5 mm
black lettering on a white background to indicate the circuit controlled and the size of
replacement fuse.
45
Records A schematic diagram and copy of each electrical test certificate to BS 7671, with the schematic
diagram, sealed in a transparent plastic cover shall be fitted in each supply cubicle. The
schematic diagram shall indicate the size of each outgoing cable, the identification numbers of
street furniture associated with each cable, and in addition for each circuit, the fuse rating, the
circuit length, the maximum permitted earth fault loop impedance value (Zs) including
temperature correction values and the phase identification.
3.16.6
The original Certificate to BS 7671 shall be submitted with the invoice for the works to DfI
Roads in both paper and electronic PDF format. Invoices submitted by the Contractor for
payment without the attached schematic diagram and correctly completed BS 7671
Certification will result in delays to payments until this is provided.
The Contractor is required to hold copies of all test information supplied to DfI Roads. The
Contractor shall validate such information as supplied to DfI Roads.
Residual Current Devices (RCDs) RCDs shall be 2 pole of 40 Amps rating and sensitivities in the range 30 m Amps to 100 m
Amps. They shall have been type tested to the current revision of BSEN 61008-1 and shall be
3.16.7
suitable for mounting in an individual enclosure to give a degree of protection to IP23.
Terminal size and enclosure dimensions shall be such as to accommodate single core PVC/PVC
cable of up to 25 mm2. Price should include for suitable enclosure, or terminal covers as
required.
46
Feeder pillars with recessed door Feeder Pillars shall conform to the following: -
Material
3mm sheet steel plate.
Construction
Press formed and welded cubicle, arrange to provide a weatherproof rigid structure,
incorporating: Single door, recessed, flush fitting, fully gasketed and designed to BS EN 60 529:
1992, IP55, hung on stainless steel hinges. Feeder pillar mounting brackets to have 2 No 15mm
holes at 230mm centres. There shall be an ‘Anti-Vandal’ security bracket, manufactured and
mounted on rear side of door to prevent crowbar access.
Lock
The door shall be fitted with 2 No stainless steel 10mm tri-head locks.
Locking off Facility
A Locking off facility shall be provided on the mini pillar to enable the door to be securely
locked by an operative while working on a system serviced from the pillar. The provision shall
not protrude more than 25mm beyond the surface of the pillar door and shall have no sharp
edges. It would be preferable if this facility were either countersunk into the pillar door leaving
no protrusion or where necessary the protrusion is located to the side of the pillar. The
3.16.8
protrusion shall have a 15mm diameter hole to facilitate the fitting of a padlock.
Document storage
Provision will be provided on the rear of the pillar door for the storage of A4 size documents
for small feeder pillars and for medium to large feeder pillars the provision shall be forA3 size
documents.
Earth Stud
Brass M8 earth studs complete with M8 full nuts and washers in brass fitted to both pillar body
and door and connected with a 16mm braided earth strap.
Painting and Protection against Corrosion
The protection system will be hot dipped galvanised protection BS EN ISO 1461. The pillar is to
be finished overall to BS 4800 14C 39 Hollybush Green.
The pillar shall be protected against corrosion to give a guaranteed life on site, in areas of mild
environmental pollution of 15 years.
Protective Treatment for Feeder Pillar Bases Feeder pillars shall be coated internally and externally with bitumen from the base up to the
bottom line of door (alternative treatments will be considered).
Backboard
47
12.5mm Marine grade plywood, treated with water repellent. To be removable, fixed with 4
No screws, nuts and nylon-shrouded washers.
Label
Each pillar shall be supplied with a white heavy duty plastic label, firmly attached to the door
(centrally, 150 mm from top) and bearing the inscription “DfI Roads” in black embossed
lettering, 6 mm high.
Apron
The lower portion of the pillar shall be fitted with a removable 3mm thick apron plate retained
by M8 Bolts and washers, screwed into inserts within the main body of the enclosure
(alternative fittings will be considered). Painting and protection shall be the same as the main
pillar body. The Apron may be removed if installing pillar on a level surface and agreement is
given by DfI Roads.
Board Dimensions
Pillar Backboard - Height 1,000 mm - Width 600 mm.
Depth
Pillar - Minimum 300 mm from backboard to door.
48
Cables and cable joints
Jointing of Cables
Jointing of cables shall be carried out in dry and clean trenches. The Contractor shall ensure
that adequate working room is provided for this use. All jointing works shall be carried out in
accordance with the Manufacturer’s specification for the equipment and materials supplied.
The Contractor shall if required by DfI Roads provide reasonable opportunity for inspection
before the joint is filled with compound and before the trench is backfilled. All cable joints and
pot ends shall be guaranteed for a period of 2 years from the date of installation.
Earthing of Cable Armouring
Cable armour shall be bonded at all joints without significant increase in resistance as
compared with that of an unjointed cable run and form the earth continuity circuit.
Cable Jointing Kits
Resin filled joints shall comply in all respects with BS EN 50393:2015 HD623 and accompanying
ISO 9001 quality assurance licence. Joints shall be cold poured polyurethane resin. All joints
must have a means of securing the steel armour wires and have an earth continuity conductor.
If pressure springs are to be used the earth continuity conductor shall be earth braid.
Heat Shrink Cable Joints
Cable joints shall be supplied in kit form and the packaging shall be designed to protect against
mechanical damage and the ingress of dirt and moisture. Kits shall be individually packaged
3.16.9
and components subject to a shelf-life limitation and shall have the final date for use
prominently and permanently shown on all packaging.
Cable joint kits of the following types shall be provided: -
a. Straight through joints for all cable types in the range 4-35 mm2.
b. Pot end for all cable types in the range 4-35 mm2.
c. Outer insulation cable repair tape (Electrical Adhesive Sealing Compound)
Joint kits shall comply in all respects with BS EN 50393:2015 HD623 and accompanying ISO
9001 quality assurance licences. Mechanical and electrical protection for all heat shrink joint
kits for all types of cable shall incorporate a metallic screen surrounding the insulated
conductors for the full length of the joint.
Cable sheath repair kits must contain all necessary fittings to facilitate the satisfactory repair of
PVC outer cable sheath damage and should incorporate the use of a wrap around, adhesive
coated and moisture sealing outer cover.
Pot end kits must be marked to indicate the presence of live conductors.
Records of all type testing and routine testing shall be maintained by the Contractor and shall
be made available to DfI Roads on request.
49
All heat shrink kits and components shall comply with EA Technical Specification 09-11 and the
following: -
REQUIREMENTS FOR COATED TUBING
Type
Supplied
Recovered
Length (mm)
Nominal Wall
Diameter
Diameter
Thickness
(mm)
(mm)
(Fully
Recovered)
Thin Wall
16
4
1200
1
Thin Wall
39
13
150
1.5
Medium Wall 25
8
400
2
Medium Wall 35
12
400
2
Heavy Wall
51
16
1000
4
Cables
Cables shall be supplied in accordance with Clause 3.13.9 and all underground cables shall be
marked at 5 m intervals to indicate length remaining on the drum.
Certificates of tests giving details of type tests, sample tests and routine tests and
measurements shall be provided to DfI Roads.
Both cable ends must be sealed immediately after completion of works testing, using a heat
shrinkable cap.
DfI Roads will not accept responsibility or authorise payment for cable drums, nor will it accept
responsibility for their return. Any Contractor who wishes to deliver to site cable on cable
drums and wishes to have them returned must mark such cable drums in a manner, which
clearly identifies ownership. It will be the Contractor’s responsibility to arrange collection of
cable drums from site.
All cables shall be terminated in accordance with the requirements of BS 7671.
Marking Tape
Marking tape shall be coloured yellow and stamped along its length with the legend “Caution -
Live Cable Below”, in black lettering. The tape shall be of the ‘light duty’ type, 150 mm wide
and 500 m in length per roll.
50
Electrical installation All power cables shall be terminated in accordance with BS 7671 Regulations for Electrical
Installation
3.16.10
All equipment shall be identified or marked in accordance with BS 7671 Regulations for
Electrical Installation
All equipment installed in the mini pillar shall be secured to the backboard using square recess
or Torx drive, round or countersunk head screws, size 8. Screws shall be manufactured from
hardened steel, bright zinc plated, self-tapping thread, Screwlux or similar approved.
Contractor
4.1
Contract manager
The Contractor shall appoint a Contract Manager for this Contract who shall be involved in the
day-to-day operations and have responsibility for, at least, the following:
4.1.1
a) The operation of the Contract
b) Co-ordination and liaison between DfI Roads, the Contractor, and his sub-contractors
c) Administration of the Contract
d) Technical and electrical aspects of the Contract
Within one week of the Contract being awarded, the Contractor shall inform DfI Roads of all
information relevant to the role of the Contract Manager, including the place and telephone
4.1.2
number where he may be contacted. The Contractor shall also appoint a member of his staff as
a deputy for the Contract Manager to ensure continuity of the Contract Managers functions in
his absence.
The Contract Manager or his deputy as appropriate shall be always available, including outside
4.1.3
normal hours, to oversee problems as they arise.
The Contract Manager shall be experienced in the supply and installation of School Signs with
4.1.4
at least three years relevant experience.
The deputy for the Contract Manager shall also be experienced in the supply and installation of
4.1.5
School Signs with at least two years relevant experience.
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4.2
Contractor’s personnel – delivery team
The Contractor shall have within his delivery team:
a) an adequate number of personnel, to the satisfaction of DfI Roads, both technical and
4.2.1
administrative to service all aspects of the Contract
b) personnel located such that the contractual response times and commitments can be
adequately met
Within the local workforce the Contractor shall have at least two engineers fully competent in
4.2.2
the preparation, configuring, testing, programming and installation of all the equipment being
supported.
The Contractor, may, at times be asked to undertake some associated scheme preparation
4.2.3
work and will have access to suitable trained and qualified personnel to undertake such work
in a timely manner.
The Contractor shall provide all necessary facilities, materials and other equipment, and
personnel of appropriate qualifications and experience to undertake the support services. All
4.2.4
personnel deployed on work relating to the Contract shall have appropriate qualifications, be
competent, properly managed and supervised, and in these and all respects be acceptable to
DfI Roads.
The Contractor shall take all reasonable steps to avoid changes to any staff designated as Key
4.2.5
Personnel. The Contractor shall give at least one month’s notice to DfI Roads of any proposals
to change Key Personnel.
The Contractor shall have the facility to call upon additional staff resources during times of
4.2.6
increased workload.
4.3
Competency and training of staff
The training requirements of the Highways Agency Sector Scheme 8 will apply to this Contract.
Amongst other things there is a requirement for the Contractor to maintain a register of its
4.3.1
employees indicating the competency levels of its employees, and to issue a competency card
to its employees. The Contractor shall only use staff on the Contract who are fully trained and
experienced on the types of equipment to be supplied, configured, installed and maintained.
All staff appointed to work on the Contract shall be to the approval of DfI Roads. The
Contractor shall submit for the inspection and approval of DfI Roads copies of relevant
4.3.2
qualifications and Curriculum Vitae of staff proposed to be engaged on the works. These
qualifications and experience shall be appropriate to the nature of the duties and the types of
equipment upon which the member of staff will be engaged.
52
For the purposes of this Contract, a Contractor’s engineer shall be a member of his delivery
team capable of performing all commissioning, fault finding, inspection and repair works on
4.3.3
SRS / VMS signs. Additionally the engineer will be capable of preparing, modifying and
programming of VMS signs.
For the purposes of this Contract, a Contractor’s installer shall be a member of his delivery
4.3.4
team capable of performing all installation, fault finding and repair works including installation
of new equipment and modification of existing equipment including SRS / VMS signs.
The Contractor shall establish a supervisory system for superintendence and shall monitor
quality and quantity of work done and achievement of programme. Where the Contractor is
4.3.5
not an NICEIC approved Contractor any electrical work required shall be carried out by an
NICEIC approved Contractor. The Contractors qualifying supervisor shall have successfully
completed and hold the qualification for City and Guilds 2391.
The Contractor shall, whenever work is in progress, have the correct category of competent
person in charge on site and the Works shall be executed by enough suitably trained staff
employed by the Contractor who are experienced in this type of work. The Contractors
qualifying supervisor shall have successfully completed and hold the qualification for City and
4.3.6
Guilds 2394 and 2395 or the equivalent 2391. The Contractor shall use only competent, time
served electricians, with the minimum qualifications of Part 1 City & Guilds Electrical
Installation, who have completed the City & Guilds 2380 or 2381 training program and hold a
current City & Guilds 2382 certificate.
The Contractor, to the satisfaction of DfI Roads, shall train his delivery team and arrange
refresher courses for the types of equipment and range of duties upon which they will be
engaged. This shall include the facilities, installation and maintenance of new models and
4.3.7
types of equipment which, from time to time, come within the responsibilities of the
Contractor. This extends to all equipment being maintained by the Contractor. The frequency
of such courses shall be to the satisfaction of DfI Roads which reserves the right to send
representatives to attend these courses.
While necessary, the successful completion of a Highway Electrical Skills Academy approved
training course on Working in the Vicinity of Distribution Network Operator (DNO) /
4.3.8
Independent Distribution Network Operator (IDNO) Equipment (including G39)
does not
authorise the holder to carry out any work on mains electricity fuses within the supply mini
pillar.
The Contractor shall train his staff, and arrange refresher courses, on new regulations which
may from time to time become relevant to the work and on Chapter 8 of the Traffic Signs
4.3.9
Manual and the Street Works Act. The frequency of such courses, including refresher courses,
shall be to the satisfaction of DfI Roads which reserves the right to send representatives to
attend these courses.
53
The Contractor shall provide training and instruction of the Client’s personnel in the use and
4.3.10
maintenance of equipment supplied under this Contract. Where necessary this may include
staff from the Client’s maintenance contractor.
4.4
Availability of contractor’s personnel
The Contractor shall supply the immediate response of appropriate personnel to urgent
4.4.1
incidents upon a direct request DfI Roads.
The Contractor shall supply appropriate personnel for attendance as expert witness at Court as
4.4.2
requested by DfI Roads. These attendances shall be free of any costs to DfI Roads.
4.5
Meetings
The Contractor shall attend all meetings arranged by DfI Roads for the discussion of matters
concerned with the performance of Contract as follows: -
a) Contract Meetings at nominal 3-monthly intervals, or as requested, to review the
performance of the Contract. These will normally be online although initial meetings
and further subsequent meetings in Belfast will be facilitated at the request of DfI
4.5.1
Roads. These meetings will be primarily to discuss the overall contract performance
and will be supported by a Quarterly Performance Report prepared by the Contractor
b) Technical Meetings at nominal monthly intervals with DfI Roads areas to discuss
progress in delivering local work commitments and to address any local issues. It is
anticipated that these meetings will be at a local level
c) Ad hoc meetings as may be requested from time to time by DfI Roads
The Contractor shall be represented by the Contract Manager and other suitably qualified and
informed staff at such meetings and the cost of so doing shall be deemed to be included in the
4.5.2
Contract. The Contractor will prepare minutes of all meetings and copies of the minutes will be
circulated to all interested parties within one week of the meeting having taken place.
4.6
Contractor’s base location
The Contractor is required to have a local permanent base location of sufficient size and
4.6.1
suitably equipped to facilitate the servicing of the contract, and from where the Contractor can
achieve the warranty period response times required under the contract.
The Contractor’s base location shall be certified to BS EN ISO 9000, or equivalent and be fully
equipped to undertake the installation and maintenance service being provided to include at
least:
a) Configuration and programming of all types of equipment being supplied and installed
4.6.2
by the Contractor
b) Local acceptance testing of all types of equipment being supplied and installed by the
Contractor
c) Routine maintenance or repair work to be carried out under warranty
54
The Contractor shall make available a local facility for testing and demonstrating all SRS / VMS
4.6.3
signs.
The contractor shall provide, to the satisfaction of DfI Roads, adequate computing and
4.6.4
communication equipment for use by his personnel involved in the administration and
management of the contract.
The Contractor shall have a drawing package and printer to enable site record drawings to be
4.6.5
produced in the latest version of AutoCAD or a compatible format.
The Contractor will be required to provide secure storage facilities for the holding of sufficient
equipment to meet contract installation requirements. The storage facilities shall be sufficient
to accommodate the temporary storage of up to 100No new signs and their associated posts
4.6.6
and ancillary equipment together with such as spares equipment required to service new signs
under warranty. The storage facilities must be located so that equipment can be delivered to
site within 2 hours of leaving storage. This facility shall be at no cost to DfI Roads.
4.7
Tools, transport and test equipment
The Contractor shall equip his delivery team with all tools, transport, test equipment,
communication equipment and documentation necessary for the efficient execution of all the
4.7.1
work of the Contract. Contractor’s delivery team shall have the correct signs and cones
available and make use of them whilst working on site.
The Contractor’s vehicles shall be of an appropriate high visibility colour and high visibility rear
4.7.2
markings as indicated in Chapter 8 of the Traffic Signs Manual.
4.7.3
The Contractor’s livery markings on his vehicles shall be subject to the approval of DfI Roads.
Whenever site operations above ground level are required, the Contractor shall provide
mobile elevated working platforms, loading cranes and access equipment as required. This
shall include areas where there are rising or falling embankments, local obstructions or poor
ground conditions.
4.7.4
Special attention shall be paid to the presence of overhead electricity lines when working at
height.
All operatives shall be fully conversant with the operation of the hydraulic platform from
ground level in accordance with HSE General Information Sheet No 6 (GEIS6) “The selection,
management and use of mobile elevating work platforms”
All test equipment shall be calibrated by an approved authority and re-calibrated at the correct
4.7.5
intervals.
55
4.8
Contractor’s records
The Contractor shall maintain the following records:
a) A weekly timesheet for each employee engaged on the Contract showing the hours
worked per day on all aspects of the Contract and showing the fault, job or order
number in respect of each item of work performed under the Contract
b) A record of materials used, whether supplied by the Contractor or free issued by DfI
Roads, on each job or other work performed under the Contract
c) A breakdown of total contract spend per DfI Roads area as follows:
4.8.1
i. Costs to repair Chargeable Faults
ii. Electrical costs
iii. TTM costs
iv. Modification costs
v. Spend will be recorded such that reports can be run on a monthly, year to date, and
contract to date basis
d) An up-to-date record of Schedule of Rates item usage in each DfI Roads area
e) A record of vandalism in each DfI Roads area
The Contractor shall maintain all records in support of the Contractor’s accounts for a period of
4.8.2
not less than three years after the completion of the Contract.
The Contractor shall supply all documents and permissions to enable an authorised DfI Roads
4.8.3
Officer to examine any or all Contractor’s records relevant to the Contract, or any aspect of the
Contract.
4.9
Contractor’s spares holding
The Contractor shall maintain a replacement parts stock, within Northern Ireland, for all the
4.9.1
equipment under warranty to the satisfaction of DfI Roads.
The number and type of spare equipment held will be at the Contractor’s risk and will remain
the property of the Contractor following expiry of the contract; however, the Contractor
4.9.2
should be aware of the potential impact that non availability of spare equipment can have on
Serviceability Ratios.
4.10
Contract performance
The Contractor shall properly manage and monitor the performance of the services required
under this Contract and immediately inform DfI Roads if any aspect of the Contract is not
being, or is unable to be, performed.
4.10.1
Details on Key Performance Indicators and Low Service Damages are outlined in Annex D - Key
Performance Indicators and Annex E - Low Service Damages
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4.11
Serviceability under warranty
The Contractor shall maintain the signs (and flashing amber lights) so that each one shall have
4.11.1
a Serviceability Ratio of not less than 98.5%
For this Contract, Serviceability Ratios shall be calculated using the following formula: -
100 multiplied by Serviceable Time divided by Total Time.
Serviceable Time shall be the time duration for which the sign (or flashing amber light) and any
associated equipment is available for normal use, with no reported faults, and includes the
time between occurrence of a fault and its being reported to the Contractor.
Lost Time shall be the time duration from when a fault is reported to the Contractor until the
same fault is repaired to the satisfaction of the DfI Roads. It shall be recorded as starting from
4.11.2
the issue of an email from the DfI Roads informing the Contractor of the fault. It shall be
recorded as ending upon receipt of an email from the Contractor advising DfI Roads that the
fault has been repaired. The latter will only apply where the fault has been repaired to the
satisfaction of DfI Roads.
Lack of connectivity with the sign (or flashing amber light) either remotely or on-site shall be
considered as Lost Time from when it reported to the Contractor until the required connection
can be re-established to the satisfaction of DfI Roads.
Total Time is the sum of Serviceable Time and Lost Time.
Serviceability Ratios shall be calculated by the Contractor for any thirteen-week period at the
4.11.3
request of DfI Roads and supplied to DfI Roads within one week of being requested.
Time lost due to circumstances outside the responsibility of the Contractor (e.g. mains
electrical failure) shall not be treated as Lost Time. Lack of connectivity with the sign (or
4.11.4
flashing amber light) either remotely or on-site shall be considered as Lost Time regardless of
whether connectivity has been re-established when attended by the Contractor.
The Contractor shall be responsible for ensuring that the standards of maintenance and
4.11.5
serviceability are applied to equipment maintained and operations performed by sub-
contractors.
57
4.12
Attendance to faults under warranty
The Contractor shall attend on site as soon as possible and within the hours stated below,
taking account of the time of day and any special circumstances. All reasonable steps shall be
taken to complete repairs. The Contractor shall take appropriate emergency action to make
the equipment electrically safe or contact NIE for assistance if appropriate. If the equipment is
4.12.1
in an unsafe physical condition that the Contractor is unable to rectify, he shall contact
urgently the appropriate DfI Roads office or emergency depot to have assistance in ensuring
the damaged equipment is made safe or moved to a safe position. The Contractor shall take all
reasonable steps to ensure the safety of the site pending the completion or repairs.
The response times for attendance to faults in equipment or installations which occur under
warranty shall be as follows: -
a) During the period 08.00 hours to 18.00 hours, Monday to Friday, the Contractor shall attend
the site within 4 hours of the fault being reported unless otherwise agreed by DfI Roads
b) During the period 18.00 hours to 08.00 hours, Monday to Friday, the contractor shall attend
4.12.2
within 4 hours of the following 08.00 hours unless otherwise agreed by DfI Roads
c) Faults reported on Saturday, Sunday or Public Holiday shall be attend within 4 hours of
08.00 hours on the following working day
d) The Contractor shall comply with any emergency instructions given by DfI Roads or the
Police for immediate attendance
The Contractor shall affect a full repair to all faults in equipment or installations which occur
under warranty as soon as possible after the fault has been reported and certainly within two
working days. Where a full repair is not possible within the first working day, a report shall be
4.12.3
made to the appropriate DfI Roads office detailing the reasons why the repair is not completed
and the proposals for completing the repair in the next working day, or as agreed with DfI
Roads.
During the warranty period the Contractor shall be responsible for the repair of all faults which
4.12.4
occur in normal working service at no cost to DfI Roads regardless of when the fault occurs.
There will be no cost to DfI Roads for instances where no fault is found.
Chargeable faults are those resulting from vandalism, traffic collisions and situations
4.12.5
considered to be arising beyond normal working service. A report of work undertaken,
together with costs for the fault rectification shall be submitted promptly to DfI Roads.
58
An appropriate measurement sheet shall be submitted to DfI Roads for costs associated with
repairing Chargeable faults for all works carried out and shall include the following:
a) The relevant order number or contract reference number
b) The location at which the work was carried out including the site reference number
4.12.6
c) Full details of the materials and/or services provided
d) Prices of the materials and/or services
e) Details of travel time incurred
f) Photographs showing damage incurred for cost recovery purposes, where appropriate
DfI Roads and the Contractor may agree that measurement sheets for Chargeable fault repairs
4.12.7
can be submitted in batches to reduce the administration process.
If the Contractor employs sub-contractors to carry out any of the works, it will be the
4.12.8
responsibility of the Contractor to ensure that representatives from any sub-contractors have
provided the necessary information in good time to the Contractor for inclusion in reports etc.
4.13
Inspection and maintenance requirements for signs under warranty
The Contractor shall always maintain services with the minimum of disturbance and down time.
4.13.1
Response times are defined under Clause 4.12.2.
The Contractor is responsible for the repair of faults notified to him. Where rectification of a
fault is outside the boundaries as defined by the Specification, the Contractor shall ensure
4.13.2
adequate information is passed to the appropriate authority, and shall, if required, provide
assistance within the contract boundaries to ensure faults are remedied as quickly as possible.
4.13.3
The Contractor shall provide experienced personnel to undertake all required works.
The Contractor will be responsible for providing all the necessary test equipment to his staff
4.13.4
employed on the Contract for fault diagnoses and repairs to be carried out on the equipment to
be maintained.
Any test equipment used for the maintenance and repair shall be calibrated by an accredited
test organisation and clearly identified on all test equipment and at the Manufacturer’s
4.13.5
recommended periods but shall not exceed 1 year. The calibration authority and the date of the
calibration shall be clearly marked on all the test equipment. Calibration certificates shall be
available for inspection at any time by DfI Roads.
There have been issues with DfI Roads achieving connectivity to signs. If specifically directed,
the Contractor shall, on report of connectivity issues, attend the site at the same time as a DfI
4.13.6
Roads representative, wait if necessary for the DfI Roads representative and connect using the
DfI Roads representative’s laptop or approved communication device.
59
The Contractor shall provide ongoing maintenance as and when required for the signs and
associated equipment within the warranty period. Typical maintenance works may include
check and repairs to following sign equipment:
a. Sign housings
b. Solar / wind / battery powered equipment
c. Sign calibration and verification
d. LEDs
e. Modular sign components including sign patches
f. Electrical safety – for example lightning protection / fuse operation
4.13.7
g. Electrical/power supply. Including back to the source of supply i.e. mini pillar or fuse cut
out if sign is powered from a Street Lighting connection. Liaison will be required with
Street Lighting or NIE for any power supply connection issue
h. Sign programming
i. VAS detection equipment
j. Signposts
k. Communications equipment such as antenna/aerials, processors, Bluetooth, 4G, Wi-Fi,
comms ports etc.
(The above list is not exhaustive)
4.14
Ownership and retention of documentation
Documentation (including electronic media) generated during the Contract, recording work
4.14.1
done at the sites maintained under this contract, or any documents relative to the operational
aspects of the Contract, shall become the property of DfI Roads.
Any drawings, specifications, software, design, or other data (including working documents,
maps or photographs, configurator files and other electronically generated media) completed
or provided in connection with this contract shall become or, as the case maybe, remain the
4.14.2
property of DfI Roads and be delivered up to DfI on completion or termination of the contract,
subject to the retention of proper professional records. Where DfI Roads has agreed to accept
electronic media storage, drawings and other documents shall be supplied by the Contractor in
this agreed form.
The Contractor shall retain, produce when required (and explain if necessary) such accounts,
documents (including working documents) as DfI Roads may request in connection with the
contract, at any time during the contract and for a period of seven years from the date of
4.14.3
expiry or termination or such longer period as may be agreed between DfI Roads and the
Contractor in writing, and afford such facilities as DfI Roads may reasonably require for his
representative to visit the Contractor’s premises and examine the record under this clause.
4.15
Contract handover arrangements
The outgoing Contractor shall complete any outstanding remedial works prior to termination.
4.15.1
Any outstanding works at termination not completed shall be undertaken by the incoming
Contractor at contract rates and charged to the outgoing Contractor.
60
The outgoing Contractor shall ensure that all outstanding reports of work done have been
4.15.2
submitted in full to the appropriate DfI Roads area.
4.15.3
The outgoing Contractor shall handover all documentation as described in Clause 4.14
The outgoing Contractor shall comply with the TUPE requirements in the Public Sector
4.15.4
Standard Conditions of Contract, Clause 8.
61
Annex A: DfI Contract Areas
Northern Division
Southern Division
Area 1 Antrim & Newtownabbey
Area 4 Ards & North Down
Mid & East Antrim
Newry, Mourne & Down (East)
Area 2 Causeway Coast & Glens (East)
Area 5 Newry, Mourne & Down (West)
Causeway Coast & Glens (West)
Armagh City, Banbridge & Craigavon (East)
Armagh City, Banbridge & Craigavon (West)
Eastern Division
Western Division
Area 3 Belfast North
Area 6 Mid Ulster (North & South)
Belfast South
Area 7 Fermanagh & Omagh (East & West)
Lisburn & Castlereagh
Area 8 Derry & Strabane
62
Annex B: School Safety Sign details
Diagram A
Diagram B
63
Diagram C
Note:
Sign face will be provided by
DfI Roads and is shown only to
show the indicative
arrangement between it and
the flashing amber lights
which are to be provided
under this contract
Diagram D
64
Diagram E (not used)
Diagram F
65
Diagram G
66
Diagram H
67
Annex C: Drawings of standard details
68
Annex D
Key Performance Indicators
Incentive schedule
Part:
All
KPI Ref:
S1
S2
S3
S4
Successful completion of
Equipment delivered within
Equipment erected / fitted
98.5% serviceability ratio
Description:
fault free six-week
contract timescale
within contract timescale
achieved
monitoring period
Measured:
On delivery
On erection
Following installation
At end of warranty period
Reported:
On invoicing
Following installation
At end of warranty period
KPI Not Achieved
KPI Achieved
• Pay Price for Services Provided less the low service
damages
Actions:
• Pay Price for Services Provided
• Delay payment and warranty start
• Contractor to provide improvement plan
69
Annex E
Low service damages
Part:
All
KPI Ref:
S1
S2
S3
S4
Successful completion of fault
Equipment delivered
Equipment erected / fitted
98.5% serviceability ratio
Description:
free six-week monitoring
within contract timescale
within contract timescale
achieved
period
Low service
Delay payment and warranty
5% deduction
5% deduction
Additional 12-month warranty
damages:
start
Low service
damages
Equipment costs
Installation costs
Installation costs and warranty
Warranty
applied to:
Serviceability ratio below 98.5% in additional 12-month warranty period will require the production of a report to DfI Roads
Notes:
detailing the reasons for this failure and detail what remedial measures are proposed
70
Annex F – Vesting Certificate
THIS AGREEMENT is made on _______________________
BETWEEN
DfI Roads
List company name and address
Clarence Court
10 - 18 Adelaide Street
Belfast
BT2 8GB
Hereinafter referred to as the ‘Customer’
Hereinafter referred to as the ‘Sub-Contractor’
WHEREAS:
a) The Customer has appointed the Sub-Contractor under Sub-Contract order(s):
list purchase
order numbers
b) This Agreement is supplemental to the Contract.
c) The Sub-Contractor wishes to be paid in respect of certain materials, goods, services or
manufactured articles specified in the Schedule attached hereto (hereinafter referred to as the
Materials) before delivery to the Site.
NOW IT IS HEREBY AGREED AS FOLLOWS:
1. In consideration of the agreement of the Customer to have included in the next Payment Certificate
for interim payment the sum of £_____________ in respect of the goods, the Sub-Contractor
warrants and undertakes as appears hereinafter.
2. The Sub-Contractor warrants that:
2.1. The Materials are intended for incorporation in the Works (as defined in the Contract), and
2.2. Nothing remains to be done to the Materials to complete them up to the point of their delivery
to site
2.3. The Materials have been stored at the premises described in the Schedule of Off-Site Materials
attached and have been marked as follows: ‘
These Materials are the property of DfI Roads’
2.4. The Sub-Contractor warrants that the property in the Materials (including but not limited to
supplies received from a third party for incorporation in the Materials) is vested in the Sub-
Contractor and are free from encumbrances and charges and the Sub-Contractor is able to pass
title in the Materials. It is declared that property in the Materials shall unconditionally vest in
the Customer upon receipt of the interim payment.
2.5. The Materials are in every respect in accordance with the requirements of the Contract.
2.6. The Materials shall at all times after the date of this Agreement until the Materials are
delivered to the Site be insured for their full reinstatement value under a policy of insurance
protecting the interests of the Customer and the Sub-Contractor against any loss or damage
howsoever arising and the Sub-Contractor has provided to the Customer evidence of the
existence of said insurance policy.
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2.7. The Materials can be inspected at any time by the Customer or by its duly authorised
representatives.
3. The Sub-Contractor shall not, except for use pursuant to the Contract, remove or cause or permit
the materials to be moved or removed from the premises named in the Schedule of Off-Site
Materials attached hereto.
4. Nothing contained in this Agreement or the Contract or any payment that may be made to the Sub-
Contractor in respect of the Materials shall be taken as any approval by the Customer that the
Materials are in accordance with the Contract.
5. The Sub-Contractor shall indemnify and save harmless the Customer from all costs claims demands
losses and expenses of whatsoever nature including but not so as derogate from the generality of
the foregoing any consequential losses arising from any breach or non-observance of any of the
terms contained in this Agreement.
THIS AGREEMENT has been signed for and on behalf of the Parties the day and year written above.
Signed:
Name:
Position:
for and on behalf of
DfI Roads
Signed:
Name:
Position:
for and on behalf of
72
Schedule of Off-Site Materials
This is the Schedule of Off-Site Materials referred to in the Agreement on date between
DfI Roads and
____________________________
The following materials are held by: ________________________
at:
List address ______________________________________________________________________
School intended for
BoQ items and quantities
Value
Total
73
Annex G – typical supply mini-pillar schematic layout
74
Example of typical mini-pillar installation
75
