Maintenance Programme

A Commitment to Sustainability

Introduction

Each utility is responsible for the provision, maintenance and management of public infrastructure. As part of this network, the utility’s Technical Services Directorate owns and maintains public infrastructure incorporating street and high mast lights. These are essential components of the total utility infrastructure. The utility’s Technical Services Directorate is therefore committed to maintaining its infrastructure, i.e., public lighting systems to the stringent safety standards. In support to the utility’s commitment to maintenance, M3 commit to sustain these smart technologies for the duration of the agreed energy savings performance contract (ESPC) / Energy Savings Agreement (ESA) term at NO COST to the utility.

Scope

This maintenance programme contains best maintenance practices applicable to sustainable infrastructure that will allow the new smart energy efficient technology installations to continue operating safely, reliably, efficiently and effectively for the duration of its economic service life.

This programme also applies to other infrastructure improvement installations, including public lighting, pedestrian crossing, traffic intersections and all other immovable utility immovable facilities.

This infrastructure maintenance regime includes electrical, illumination, structural and environmental aspects – both scheduled and unscheduled. However, this programme does not incorporate complete technical guidelines relating to steel pole or meter enclosure maintenance.

This programme sets out the minimum requirements for the routine and non-routine maintenance of all the equipment associated with energy efficient technologies installed so that they remain in good condition, operate as designed and meet the specified requirements. Equipment to be maintained as required under this programme includes but are not limited to: –

  • Luminaires;
  • Lamps and starters;
  • Control gear;
  • Cable inside post from control gear to lamp head;
  • Contactors;
  • Circuit breakers,
  • Photoelectric cells;
  • Other sundries required for repairs; and
  • Plug Bases

The work to be executed under this programme also provides for emergency call out, and repair work on accident damaged equipment.

The requirements for routine maintenance and those for non-routine maintenance are specified

Terms and Definitions

In this programme, unless otherwise required by the subject or context, the following words and expressions will have the following meanings: –

“Control Gear” shall mean an electronic, electrical, or electro-mechanical device for the purpose of driving the street light.

“Day” shall mean a working day unless otherwise stated.

“Deficiency” shall mean the visible or measurable evidence of failure or other undesirable condition that is at or exceeding its intervention level or that is likely to become a hazard before the next scheduled or required inspection. This may affect the safety, serviceability, structural capacity or appearance of the asset.

“Defective Lens” shall mean a lens that, because of dust or burning, allows the transmission of very poor light.

“Enclosure” shall mean a part providing an appropriate degree of protection from of equipment against external influences and against contact with live parts

“Efficacy” shall mean a comparison of light output to energy consumption. Efficacy is measured in lumens per Watt.

“Fault” shall mean any malfunction of equipment to be rectified immediately.

“Fault-Dispatch” shall mean on receipt of fault from any source, the action of forwarding that fault to the service crew.

“Footing and Post” shall mean a concrete base, including all conduit bends, rag bolt assemblies and reinforcement cages, pits, and a post used primarily for the support of a street light. Footings and posts maintained by other authorities are not included in this definition.

“Functional Check” shall mean the regular inspection to ensure safety and general operating condition.

“High-Pressure Sodium (HPS)” shall mean a high-intensity discharge lamp, which utilizes sodium vapour in a high-pressure arc tube as the primary light-producing element. HPS lamps produce a golden yellow colour light. The typical useful life of the lamp is 14,000 burn hours. With an efficacy of 100, the HPS lamp is a cost-effective light source.

“Housing also Cabinet or Cubicle” shall mean an approved housing for power distribution, MEN connection, and optionally installation of smart devices to control and communicate with a group of street lights. Solar-powered Street lights may have a dedicated housing for each pole for installation of control gear.

“IEC” shall mean the International Electro Commission, a non-profit, non-governmental international standards organization that prepares and publishes International Standards for all electrical, electronic and related technologies – collectively known as “electro technology”;

“IS” shall mean In Service.

“Lamp” shall mean the replaceable unit, which is the source of the light. Also known as a globe or bulb

“LED” shall mean Light Emitting Diode

“Luminaires” shall mean the apparatus housing the lamp and controls the light distribution.

“Maintain or Maintenance” shall mean, regardless of cause and in addition to all other work specified, the repair and/or replacement of all defective, damaged or worn-out components or parts thereof to ensure the proper operation of and the regular inspection and servicing of all associated equipment.

“MEN” shall mean multiple earthed neutral (MEN) system

“Mercury vapour (MV)” shall mean mercury high-intensity discharge lamps use mercury as the primary light-producing element. Although this lamp produces a white light, the colour rendering ability with this light is poor. The typical average useful life of the lamp is 12,000 burn hours (similar to that of a HPS lamp). The efficacy of the MV lamp is 55lm/W; however, this deteriorates significantly with age.

“Non-Routine Maintenance” shall mean the repair and/or replacement of equipment damaged or defective through any cause and shall require:(a) An immediate fault attendance service for the purpose of inspection, identification and repair of reported site malfunctions; (b) An adequate back-up service to enable permanent repairs and rectification of all site deficiencies; and (c) A fully equipped workshop facility for the purpose of testing and repairing equipment removed from the maintenance site.

“Normal Operating Hours” shall mean 8am to 5pm for buildings, 6pm to 6am for public lighting and 24 hours for traffic lights every day

“PE” shall mean Photoelectric.

“Preventive Maintenance” shall mean the regular inspection, adjustment and minor servicing that is required to keep the smart energy efficient technologies including its support structures in good operating order.

“Principal/s” shall mean the authorized delegate/s or Town Engineer of utility and/or M3 who instructs all stakeholders servicing the requirements of this programme.

“Principal’s Representative” shall mean a delegate who is authorized to act on behalf of the principal.

“Response Time” shall mean the time elapsed from the initial receipt of a fault attendance call to the initial attendance at the site.

“Routine Maintenance” shall mean regular inspection and servicing of all on-site equipment and must include functional checks and preventative maintenance

“Supports” shall mean all structural components, brackets, outreaches, clamps and parts thereof, used to support smart energy efficient technologies.

“WAE” shall mean Work-as-executed.

“Work Site” shall mean public lighting and all immovable facilities of the utility.

 Relevant Specifications

This programme shall apply to all equipment and techniques used in the maintenance of these energy efficient infrastructure unless otherwise agreed in writing by the principals. Technical requirements of the completed works shall be in accordance with the utility’s maintenance specifications and/or, in its absence, the original equipment manufacturer’s specifications and operation and maintenance manuals.

 

Parts and Equipment

  • Supply

For the purpose of maintaining this infrastructure under this programme, M3 shall supply all parts and equipment items. Replacement parts and equipment shall be new. If any second-hand equipment or material is considered for reuse, the principal’s representative must approve its use, in writing.

Any second-hand equipment approved by the principal’s representative for use under this contract shall conform to the requirements of the programme under which the equipment was originally purchased.

  • Holding Stock

At all times, M3 shall hold adequate stock levels of parts and equipment in storage for this maintenance including emergency fault repairs, in accordance with this programme. Any equipment issued or paid for by the principal remains the property of the principal and must be returned or replaced as directed by the principal. The quantities of spares held by M3 shall be reconciled during the course of the contract by the principal.

  • Damaged, Defective, Obsolete or Redundant Equipment

All other damaged, defective, obsolete or redundant parts and equipment shall be removed from the site and be stored at M3 premises, but shall remain the property of the principal. Such items will be inspected by the principal’s representative at a time that is mutually agreeable. Items may be redeployed at the discretion of the principal at the principal’s cost. Items that are declared by the principal to be obsolete or damaged beyond repair must be disposed of by M3 after seeking the approval from the principal. The cost of disposal of such items must be borne by M3. Any items that can be recycled shall be recycled.

  • Storage Facilities

M3 shall load, unload, haul and store all parts and equipment if and as necessary supplied by M3 at its own cost. M3 shall maintain, secured and enclosed storage facilities sufficient to accommodate for the parts and equipment. All equipment shall be stored at M3’s risk and responsibility.

Routine Maintenance

  • General

For routine maintenance, M3 shall undertake regular and in the event of public lighting nightly inspections once every two (2) months and provide a report on lamp outages, and damaged or missing diffuser.

  • Functional Check Service

Each item maintained under this programme shall be activated and checks performed once a year for testing correct operation during normal hours shall include but not limited to the following:

    • Turn all switches OFF & ON to stop dust build-up;
    • Turn all circuit-breakers OFF and reset;
    • Check for high resistance joints;
    • Clean PE cell faces then cover to test functionality;
    • Check MEN and ear thing;
    • Luminaire cleaning and inspection;
    • Inspect for any sign of vermin damage in the cabinet;
    • Remove any graffiti on cabinet;
    • Trim all trees that interfere with solar-panels (where used) and light output of luminaires;
    • Check all support structures for their integrities;
    • Installation, maintenance and replacement of post identification labels; and
    • Installation, maintenance and replacement of supply point identification labels.
  • Preventative Maintenance Service

The care and servicing by M3 for the purpose of maintaining equipment in satisfactory operating condition by providing for systematic inspection, detection, and correction of incipient failures either before they occur or before they develop into major defects.

Each installation maintained under this programme shall be maintained at least once every three (3) months for the following:

  • A mowing strip two (2) meters wide, cut around the cabinet;
  • A mowing strip two (2) meters wide, cut from the roadway to the cabinet;
  • Remove any weeds or grass near cabinet; and
  • Maintenance, including tests, measurements, adjustments, parts replacement, and cleaning, performed specifically to prevent faults from occurring.
  • Routine Maintenance Records and Reports

M3 shall keep and maintain accurate records of all replacements, alterations and repairs made to any equipment within the requirements of the programme. M3 shall enter all routine and non-routine works carried out by M3 in an Asset Management system agreed between the principals on a once-a-month basis.

Non-Routine Maintenance

  • General

For non-routine maintenance, M3 shall fault-dispatch and/or attend to sites on a ‘call-out’ basis to inspect and repair reported faults in the equipment or operation of the smart technologies.

  • Fault Attendance
    • Fault Attendance Service

Provide a fault attendance service for all failures arising from any cause, shall be repaired within the time set out in the performance indicators clause underneath / to follow.

Typical causes of faults shall include but shall not be limited to: –

  • Control gear malfunctions;
  • Accident damage;
  • Storm damage;
  • Vandalism;
  • Vermin damage;
  • Fire damage;
  • PE cell failure; and
  • Blown lamps.

M3 shall retain records of all repair details for at least the period of contract, and have them readily available for inspection by the utility. M3 shall use the inspection report form to record all maintenance details.

  • Programme

In the event of a fault call, M3 shall attend to the site as soon as possible, but under no circumstances must the maximum response time for fault attendance, specified in the performance indicators clause underneath / to follow (for each type of fault), elapse between M3 receiving the call and the initial attendance at the site.

The fault shall be rectified as soon as practicable after arrival at the site.

M3 shall inform MCM of any items not satisfactorily repaired within the prescribed times, and an estimate of the time required to complete the works.

 Requirements applicable to both Routine and Non-Routine Maintenance

  • General

Each site shall be maintained to the following standards: –

    • The light output of each individual lamp shall not fall below its minimum intended design output;
    • Ensure all support structures are structurally sound;
    • Attend all response times as set out in the performance indicators clause underneath / to follow;
    • If more than two (2) consecutive technologies are out of service at any one time a seven (7) day response will apply;
    • Condition based replacement of HPS lamps in three (3) years, LED light sources in ten (10) years, luminaires in fifteen (15) years, or as recommended by the manufacturer whichever is earlier

If any of the above conditions are not met, M3 shall take action to rectify the problem. If any of the above condition create an unsafe situation, M3 shall make the site safe within two (2) hours of notification. Final repairs shall be completed within thirty (30) days of notification.

  • Performance Indicators

All faults shall be attended to within the following maximum response times: –

    • Response time for all hazardous situations to public & motorists or faults is four (4) hours;
    • Response time for non-hazardous situations to public & motorists or faults is seven (7) days; and
    • Response time to repair all lamp outages is thirty (30) days.

Ensure the percentage of lamp failure does not exceed five percent (5%) at any one time.

  • Condition Monitoring

M3 shall determine the luminance outputs within each light grid, make an assessment of the luminance condition, and rate the level in accordance with the relevant standard once every year.

Drawings

Where supplied by the utility, one set of drawings shall be stored in the cabinet (if provided) at each site and one shall be stored at the M3 local office.

Any drawings that are different to the site conditions shall be marked in red to show details of these and any ‘work as executed’ (WAE) variations must be forwarded to MCM within seven (7) days. The copy of such drawings stored in the cabinet (if provided) must be marked in red to indicate that the current issue is being amended.

The utility will amend the drawings and will issue M3 with two (2) copies of the amended drawings.

All drawings issued to M3 shall be returned to the utility at the completion of the Contract.

Maintenance of Records and Reports

M3 shall provide all reports by the first week of each reporting period, using the forms jointly compiled and agreed upon

In the comments field M3 shall record any problems, design faults, equipment approaching/passing their serviceable life and any other fault trends.