Purpose

In line with Section 4 Exceptions to Normal
Tendering Routes of the Lincolnshire County Council Contract and
Procurement Procedure Rules (CPPRs), an exception is being sought
for the supply of internal, artificial lighting in the main gallery
within Lincoln Museum.
The Lincolnshire County Council Sustainability Team have agreed to
fund new replacement lighting across various areas within Lincoln
Museum (outlined below), to enable us to continue to provide the
required level of protection for cultural collections, along side
reducing the running costs for the Council, and improving the
visitor experience as we work to redevelop the museum spaces as
part of a wider project.

our intention is to move from a system of halogen lighting to one
of LED, which will vastly improve the management of artificial
lighting in the main gallery. The solution will be one that meets
the needs of the existing ERCO tracking already in the space and
which remains fit for purpose, alongside the installation of new,
modern ERCO tracking for areas which are currently a standard
pendant style lighting system.

As the existing ERCO tracking within the museum is still in good
working order, research has been undertaken to find suitable
lighting units that provide the desired outcome, flexibility and
durability, which are compatible with the existing track system to
ensure best value for money. To provide greatest flexibility with
lighting options which will be used to enhance future exhibitions,
The Council has engaged with the market and has found a solution
with wireless/Bluetooth operating capability. this will
individually switch and dim luminaires, set up light scenes and
integrate sensors, all controlled wirelessly from a tablet for
maximum flexibility and control. Cultural Services recently
installed system in the Usher Gallery and have proven success with
this system, alongside a plethora of positive feedback received
from visitors.

Both the Heritage and Commercial teams have been working together
to identify the best value procurement route for the replacement
options. Various options were considered, but it was decided that a
Direct Award to ERCO via Exception would be the most cost-effective
option.

Following extensive research, it was determined that there were
only two suppliers with products on the market that meet the
specification compatible with existing ERCO tracking system, one of
which were ERCO themselves, which naturally work alongside ERCO
tracking.

The other supplier identified had provided a sample of their
compatible fitting, but following extensive testing of this fitting
across the museum gallery, it was determined that the light fitting
would not be suitable for the majority of the existing
infrastructure in the main museum gallery, and would be too
powerful to be able to create considered lighting arrangements
across the various zones within the gallery. To add to this, we
also tested this fitting with our various ERCO systems in other
areas of the museum and Usher Gallery, and it was found that it
would not be suitable for use in the Usher Gallery or the temporary
exhibition space, particularly for loaned content, which would
impact on our ability to exhibit significant items loaned from
other organisations. For these reasons, this supplier has
been removed from the list of suitable suppliers.

ERCO can provide the exact specification required, alongside design
consultancy within their price, to ensure we are choosing the best
fittings for the spaces.

An additional benefit to awarding the contract directly to ERCO, is
the additional staff training that will be provided on site
following install. ERCO will ensure the new Bluetooth technology is
fully commissioned and will spend time demonstrating the various
capabilities with staff members. This is included in the price
submitted by ERCO.

The anticipated total value of spend is £99,101.87 excluding
VAT, and includes supply (and subsequent training) of all lighting
units, the necessary infrastructure and system commissioning
required for the following areas:

- Main Archaeology Gallery
- New Curtois Gallery
- Courtyard Gallery
- New Temporary Exhibition Space

The overall value is below the Public Contracts Regulations 2015
threshold for Supplies and Services of £213,477 (incl VAT),
where tenders are required to be advertised on the UK Governments
Find a Tender Service, therefore the risk of legal challenge is
low.

Decision

Fully funded through the Lincolnshire County
Council Sustainability Development Fund, and fulfilling the
outcomes of the Carbon Management Strategy, the decision is to
directly award the contract for the supply of upgraded internal
lighting for the main museum gallery within Lincoln Museum by the
exception process, the benefits of which include reduced energy
costs, reduced impact on the environment, and improved visitor
engagement with our collections, enhancing the lighting
capabilities, and providing the flexibility required for future
exhibitions and displays within the gallery.