Danish Power Consult

Estonia Street Lighting Project

Estonia Street Lighting Guidebook

3913rap001, Rev. 0, 13.12.2004

HAN S E N & H E N N E B E R G
Rådgivende Ingeniører, F.R.I.
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Udført: POE Kontrolleret: ALR Godkendt:

HANSEN & HENNEBERG Vibevej 20 Tel 45 • 38 16 50 00 CVR-nr. 13 59 08 85

København AS DK 2400 København NV Fax 45 • 38 16 50 50 www.hansen-henneberg.dk
 Table of contents
1. Introduction..................................................................................................1
2. Planning road and street lighting.................................................................2
2.1 The purpose of the lighting..............................................................2
2.2 Where public lighting should be......................................................2
2.3 Traffic and town planning...............................................................3
2.4 Road and street types.......................................................................3
2.5 Lighting classes...............................................................................3
2.6 Appearance, aesthetic and environmental aspects...........................4
2.7 Summary of lighting planning.........................................................5
3. Implementing public lighting projects.........................................................6
3.1 The parties in the project.................................................................6
3.2 Project proposal and economic calculation.....................................7
3.3 Project and invitation for tender......................................................8
3.4 Construction phase and delivery...................................................10
4. Operation and maintenance........................................................................12

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0 Introduction
The guidebook addresses the staff of the municipalities or other
road owners in charge of establishing and maintaining public
lighting installations for roads, streets and other public areas
belonging to the road network.

It is common guidelines for the processes of planning the lighting

both at the long and the short term, for controlling the contracting
and constructing and finally maintaining the installations.

The guidebook does not pretend to be complete.

It explains the main concepts of public lighting with the emphasis
on road lighting, the way it is planned and projected by the
assistance of consulting engineers.
It explains also the concepts and steps of inviting for tenders,
making contracts with private contractors and finally supervision
making sure that the installation is construct as intended.
It should be used as a main checklist for the administration
managing the projects and works in public lighting.

A specific checklist to be used with the specific project is shown as

appendix 1.

Mini vocabulary:
Road lighting and street lighting are terms used indiscriminately.
The term “public lighting” is used as a common term for all kinds
of lighting operated by a public authority.

Luminaries are the unit holding the light source and controlling
the light emission with reflector and screen.
Lighting Fitting and Lighting Fixture are synonymous terms for
luminaries.

Lantern is used as the term for sculptural “luminaries”. The light

source is usually standing on end.

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Light source is the unit producing the light.

Lamp is a term which in everyday talk means both luminaries,

lantern and light source. In lighting engineering, lamp means light
source.
Bulb is used for incandescent lamp or high-pressure discharge
lamp.

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1 Planning road and street lighting

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1.1 The purpose of the lighting

When planning public lighting it is a good idea to have the
purposes and goals in mind.

The purposes are:

• To maintain safety, security and comfort in the dark hours

• To allow activities to go on in the dark hours

• Improve use by the public of the outdoor areas in the dark

hours

The lighting is made for all people walking, cycling or driving on

the road network.

More specifically it is made for:

1. The pedestrians, cyclist etc. So they can go about safely
and comfortably
2. For the drivers to improve the visual conditions so the
safety and the capacity are maintained in the dark hours.

Good lighting not only gives safety and security it also maintains
the visual identity to the different locations in the dark hours.
Attractive lighting invites people to go out and be active in the
evenings in the wintertime where the dark comes early.
In this way good lighting promotes both the cultural life and the
business.

1.2 Where public lighting should be

The following are main recommendations for lighting. In case of
conflict with national regulations of Estonia, the recommendations
here are inferior.

Crossroads controlled with road signals must be lighted.

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Pedestrian crossings must be lighted (by the road lighting or by

separate lighting)

Urban areas:
Streets, roads, crossings, roundabouts, squares, pedestrian areas etc.
should have lighting.

Open rural areas:

Roads in rural areas should normally be without lighting.
In cases of difficult traffic conditions or high frequency of
accidents in the dark hours, lighting is recommended.
Roundabouts are recommended to have lighting.

1.3 Traffic and town planning

The starting point for planning the public lighting is the traffic and
town plans.

A master plan should lay down the traffic function of the different
roads and streets in the town area.

1.4 Road and street types

Based on the planned traffic function the roads are divided in two
main types:

• Traffic roads are mainly intended for motorized vehicles

such as through roads and roads between different quarters of
the town.
Traffic roads are lit to meet the need of the drivers for visual
distance and overview at the speed, intensity and complexity
being characteristic of traffic roads.

• Local roads are the rest of the road network where traffic is
at the terms of the weak road users.
It is mainly residential roads, minor trade roads, shopping
streets, pedestrian streets and areas, cycle ways etc.
Local roads are mainly lit for pedestrians and pedal cyclists who
need only a short visual distance. Vehicles, if allowed, must

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travel at low speed, so the dipped headlight gives a sufficient

visual distance.

1.5 Lighting classes

A lighting class specifies which areas of the road should be
illuminated and how much.

The European lighting class system, as laid down in the European

standard EN 13201 part 2 Road Lighting requirements, operates
with the two main types of roads as mentioned above.

The EN 13201 has been created by a merge of lighting class

systems from different parts of Europe and actually contains more
lighting classes than needed.

Please note:
The EN 13201 part 1 is technical report with guidelines for the
selection of lighting classes and it is not mandatory.
Which roads should have lighting and which classes to use where,
is to be decided in each of the EU member countries, when writing
their own road lighting regulations.

Traffic roads:
MEW-classes for the carriageway of traffic roads
CE-classes for the carriageway of intersections and
roundabouts on traffic roads
A-classes on foot/cycle ways along traffic roads

Local roads etc.:

A-classes for local roads, squares, parking areas, foot/cycle
paths etc.

Please refer to the report of the Paide Street Lighting Project:

“Lighting calculations for typical streets and luminaries” (section
3.7) for examples.

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1.6 Appearance, aesthetic and environmental

aspects
The lighting class system only deals with the illumination of the
traffic area and the nearest surroundings, however the EN 13201-2
gives advices about adjusting the installation to the environment.

The choice of installation type, masts and luminaries can make

great difference in the appearance of the road and the scene of the
road environments by day and by night.

• Mast height should match the height of the surrounding

buildings and trees so the lighting installation is less visible
during the day.

• Brackets should be short (Long brackets are ugly and are

seldom needed with modern luminaries)

• Mast distance from carriageway should be adapted to the

traffic speed and the neighbouring buildings.

• Luminaries tilt should be low (max up to 5°) (High tilts gives

glare and obtrusive light to the surrounding environment)

• Luminaries and Light source type and colour should be

chosen according to road type and the environment

In areas of architectural value as found typical in the inner of the

cities it is often desired to have something more than just ordinary
illumination of the traffic area:

• The lighting installation should match the architecture

• White light with good colour rendering should be used

• A certain illumination of the buildings is often desired, so the

street space is presented in the dark.
Lighting with lanterns should be considered in such areas, perhaps
in combination with ordinary street lighting.

Further information on luminaries is found in the report

“Requirements to luminaries”.

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1.7

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1.8 Summary of lighting planning

1. Decide the road type: Is it a traffic road or a local road?
Refer to section 1.3 to 1.4
3. Decide for the lighting class for the road. Refer to
section 1.3 and 1.5.
4. Decide for the visual appearance of the lighting and the
installation. Refer to section 1.6
5. The performance of the lighting installation according
to the requirements in the lighting class should be verified with
lighting calculations.

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2 Implementing public lighting projects

This chapter outlines the course of public lighting projects when
done by a professional organisation using professional consultants,
suppliers and contractors.

Is recommended that large projects be done this way to reduce the

economical risk by ensuring a good quality control and a clear
division of liability.
Costs of each phase are known, so the municipality can decide for
changes to meet the budget before the work of the phase is started.

In small projects the project organisation may be reduced and less

formal, if the lighting technology and the road types are already
well known.

Please refer to the Paide Street Lighting Project, Development

Plan, where Paragraph D.10 “Quality control during
implementation” lists up a number of important rights belonging to
the construction owner according to the Estonian Construction
Law.
The chapter E) “Project implementation” in Paide Street Lighting
Project, Development Plan describes contracting options and
financing models.
The guidelines below are mainly connected to the normal tender
contract option. In case of using an ESCO tender, however the
course of the project is similar and it is recommender that the
owner appoints an independent consultant also in this case to
ensure that the plans and policies of the Municipality are followed
and to supervise the works. (ESCO stands for Energy Service
Company)

Please also refer to the specific checklist in appendix 1.

1.9 The parties in the project

The owner:
The municipality (or another public authority) is assumed to be the
owner of the lighting installation and be the party, either to pay the
costs or to be responsible for the economy of the whole project.

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An official of the municipality is assumed to be the project

manager and be representing the owner.
Also other staff of the municipality may be involved, such as the
city architect and technical and administrative staff.

The project manager is liable for making all necessary information

and data about the road, electric power supply etc. accessible for
the whole project organisation, especially for the consulting
engineer.

The consulting engineer:

A consulting engineer (company) and perhaps a consulting
architect is hired and paid by the owner to plan the lighting and
make the drawings and other project material.
(By small standard projects, this work may be done by the
municipality technical staff.)
A contract is made specifying the work and payment of the
consulting engineer (and architect).
The consulting engineer is liable for the consistency of the project,
he makes economical pre-calculations and he evaluates the tenders
from the contractors to select the most favourable one.
He may also supervise the work

The contractor
The contractor is hired to do the constructing work.
The contractor can be a private contractor, a constructing division
of the municipality or an Energy Service Company, (Electricity
Company).
The contract made with the contractor is based on his tender for the
work. He is liable for his tender and works are consistent with the
project.

The supplier(s):
A number of luminary’s suppliers and perhaps mast suppliers may
be involved in the planning and design phases.

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The Lumina ere suppliers forward descriptions and photometric

data for the project. They may also do lighting calculations to the
project.

Suppliers of control gear and electrical parts may be involved also.

Delivery of important components as luminaries can be directly to

the owner.

Delivery of standard materials such as cables, wires, concrete etc.

should be under control of the contractor.

1.10 Project proposal and economic calculation

Works of a certain size should start with a project proposal where
the major specifications are laid down.
The project proposal is made by the consultant(s) as first part of the
design work.

The project manager must provide all the information,

requirements and other aspects to be the basis for the lighting
design.

• Existing master plans

• Maps/drawings of the road and its surroundings

• Wishes or requirements for architectural and aesthetic aspects

To get an idea of how installation geometry and luminaries should

be chosen please refer to:

• The report of the Paide Street Lighting Project Development

Plan Section 3.7: “Lighting calculations for typical streets and
luminaries”

• The report “Requirements to luminaries”, Section 3.9.

The size of project proposal should be adapted to the specific

situation, in extension it describes:

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• Extend of the road stretch(es) and lighting installation

• Lighting classes and other basic requirements as agreed with

the owner

• Design ideas

• Installation types

• Luminaries types and light sources

• Mast types and heights

• Arrangement of the lighting

• Supplementary lighting

• Interfaces to other installations and to other works

• Principal drawings and illustrations.

• Lighting calculations as documentation for the function

• Rough calculation of the total construction costs

The project proposal should be worked up after comments from the

owner and other authorial parties and consultants.

When the project proposal and the construction costs have been
accepted by the owner (the project manager), the detailing of the
project can start.

1.11 Project and invitation for tender

Project
In this phase the consulting engineer finalizes the design.

Detailed lighting calculations are made for different road profiles,

main intersections etc. to determine the exact mast positions, lamp
wattages, luminaries optical position etc.

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The consulting engineer makes the final tender documents and

drawings.

The tender documents consist of:

• Particular conditions – specifies the legal basis of the work in

terms set by the owner for the particular work. It should refer to
paragraphs in a set of general conditions applying in the
construction and installation trade including the Estonian
Construction Law.

• Conditions of work – is the technical part specifying in detail

- the extend of the work
- the interface to other installations and works
- how the installation shall be build and how the work shall be
done i.e. methods, materials and performance
- procedures for quality control
- which documentation shall be delivered.

• Technical drawings – supplementing and detailing the

description.

• Bid schedule – show how the tender shall specify the prices
of the works.

• Supplementary documents clarifying the above documents:

Drawing list, Time schedule, Explanation to the Bid schedule
etc.

General conditions and descriptions and standard drawings can be

equal from project to project.

The consulting engineer draws up a budget for the construction

costs by filling in prices of experience in the bid schedule.
The owner must accept the project and the budget before tenders
are invited for the work.

Invitation to submit tenders

The public authorities in the EU member countries must respect the
EU regulations for invitations to tender.

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Please observe the EU threshold values:

• If the size of the work is below the EU threshold value, then

the national regulation of tender applies.

• If the size of the work exceeds the EU threshold value, then

the work must be tendered according to the EU regulations.

Depending on the size of the work the invitation for tender may be
openly advertised or it may be limited to a number of pre-selected
contractors.

The invitation must explain the exact criteria’s how the most
favourable tender will be selected. The criteria can be the lowest
price, but other parameters may be included in a weighting
algorithm.

The contractors must have a sufficient but fixed time limit to

elaborate and send in their written tender.
As a part of his work the consulting engineer receives questions
from the contractors and answers them in a formal way so they all
get the same amount of information.

Evaluation of tenders
The consulting engineer examines the tenders and checks the
calculations of prices.
He checks also documentation requested with the tender, such as
descriptions of materials, methods and the contractors organisation.

Finally he writes an evaluation report with a recommendation of

the most favourable tender according to the criteria’s explained in
the invitation for tender or in the Particular conditions for the work.

Contract
The two parties (the contractor and the owner) should meet and
sign a contract referring to the tender documents and to the tender.
It is usual that the consulting engineer is present representing the
owner.

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The contract should cancel reservations given by the tender.

The contract price, the time limits and the instalments of pay for
the work should be rewritten in the contract together with other
agreements decided upon during negotiation.

The contract should also demand the contractor to deliver a

Performance Security (bid bond) issued by a bank to the owner
within a specified time.
The contract should also specify a schedule for returning the
Performance Security to the contractor.

1.12 Construction phase and delivery

A licensed and independent person must be appointed to be
supervisor of the works according to the Estonian Construction
Law. Usually such a person can be appointed from the consulting
engineer.

His first task is to go through the project together with the

contractors site manager and clear any doubts before the works
starts.

As a special task by public lighting works he should supervise the

marking out of the exact positions of poles/masts and switch-boxes.

Typical normal tasks for the supervisor are:

• Participation in construction site meetings

• Checking components, materials and methods chosen by the

contractor

• Receiving and checking the contractor quality control reports,

test reports etc.

• Dealing with arising problems

• Deciding for changes of works when desirable and in

harmony with the owner.

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• Writing reports of decisions made.

• Checking invoices from the contractor and if accepted order

payment by the owner.

At the end of the work when the contractor has declared the work
as finished and the installation as working as intended, the
supervisor inspects the works and writes a list of flaws and defects.

When the contractor has:

• Repaired the flaws and defects and proved the installation to

work as intended

• Delivered all the documentation requested including “as

build” documentation
Then the works can be accepted as delivered and be handed over to
the owner.

Finally but not before this, the last instalment of pay should be
released to the contractor.

The most of the Performance Security (bid bond) is returned to the

contractor, but a minor part the owner should keep a minor part for
the warranty period(s) of the contractor.

The final task of the consulting engineer is to

• Collect documentation of the work, the installations,

components, product guides, suppliers etc. into an operation and
maintenance manual.

• Revise the project descriptions and drawings into “as build”

documents (The contractor may have done some of it already)

• Hand over the maintenance manual and the “as build”

documents to the owner.

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3 Operation and maintenance

Public lighting installation should be maintained systematically:

• To ensure the safety, security and comfort that was planned

for the beneficial of the users

• To ensure that the systems function according to previously

agreed standards and complies with the original lighting class

• To smooth out the expenses over the years rather than be

forced into unplanned expensive replacements

Main elements of Operation and Maintenance

1. Administration:
Administrative affairs
Basis of construction and other documents (Operation and
maintenance manual, descriptions and drawings etc.).
2. Maintenance:
Preventive maintenance
Corrective maintenance
3. Documentation:
Work schedule
Logbook
Reporting on serious failures and defects
Monthly status report
Annual report
Documentation of installation changes

Only point 1. needs to be done by the municipality. A consulting

engineer may assist and do most of the administration work.

The rest (point 2. and 3.) is the real work of maintenance and may
be done by a contractor.

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Please refer to the report “Operation and maintenance” (Section

3.13) for more information.

Warranty inspection(s)
Before the end of the warranty period(s) the administrator should
initiate an inspection of the installation. Flaws and defects revealed
in the inspection should be claimed against the contractor before
the end of the warranty period. When the contractor has repaired
the flaws and defects, the owner shall return the rest of
Performance Security (bid bond) to the contractor.

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 Appendix Page 20

Appendix 1 – Checklist
6. Subject 7. Explanation / clarification 8. Da 9. Remarks /
te of Reference
clarificati
on
10. 11. 12. 13.
14. Project proposal
15. Delimitation 16. Geographical extend of the lighting
17. 18.
installation
19. Lighting Type of road 20.
class(es) Lighting classes to be met 22.
For traffic roads, intersections and roundabouts
(on traffic roads): Road surface reflection 24. 25.
properties
26. Installation Luminaries fitted on masts, poles, wires, put up
27. 28.
type and on buildings or lowered in the ground etc.
appearance Principal geometry: Mast arrangements,
30. 31.
luminaries positions and heights
Luminaries types and light sources 33. 34.
Types of masts and bases 36. 37.
38. Harmonizati Master plan of traffic and roads 39. 40.
on with superior Architectural plans and guidelines 42. 43.
plans etc. Environmental plans 45. 46.
Special plans for the location 48. 49.
50. Project Is a project proposal necessary? Who makes the
51.
proposal project proposal? Agreement with consultants
Basis information supplied to the maker of the
53.
project proposal
Lighting calculations. Can requirements be
55.
met?
Project proposal with economical calculation
57. 58.
finished and accepted
59. 60. 61.
62. Project and invitation for tender
63. Standards Laws and legal rules applying as part of the
64. 65.
and rules contract conditions
Technical laws, provisions and standards to be
met (concerning electrical safety, electrical 67. 68.
compatibility etc.)
Common terms and common descriptions 70. 71.
72. Interfacing Existing wires and pipes in the ground affected?
Check with electricity, telephone, water and gas 73. 74.
companies
Sewers or other affected? 76. 77.

Checklist Rev. B, 13.12.2004

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 Appendix Page 21

Site owners (private or public) affected?

Expropriation needed? 79. 80.
Registrations of rights needed?
Traffic companies affected? 82. 83.
Roads, installations or activities belonging to
other municipalities, county or the state 85. 86.
affected?
87. Project basis Basic information supplied to the maker of the
88. 89.
project (consulting engineer)
90. Time Dates of advertisement/invitation, submit of
91. 92.
schedule tender, start of work, finish of work
93. Advertisem Decision about tenders (Limited invitation or
ent Open invitation to tender. Over or below the EU 94. 95.
threshold value)
Invitations send/advertised 97. 98.
99. Project Decision about types of tender documents 100. 101.
Tender documents and drawings ready from the
103. 104.
project maker (consulting engineer)
Final budget 106. 107.
Quality control of the tender documents 109. 110.
111. Project Invitation letter to tenders enclosing tender
112. 113.
emission documents and drawings
114. Tendering Answering questions from tenders 115. 116.
phase Emission of corrections to the tender documents
118. 119.
or drawings
Tenders received 121. 122.
Evaluation of tenders and selection of the most
124. 125.
favourable.
Contract 127. 128.
129. Construction phase
130. Appointing a supervisor 131. 132.
Receiving operation and maintenance manual,
134. 135.
descriptions and drawings revised as build
Return main part of the Performance Security
137. 138.
(bid bond) to the contractor
Initiate operation and maintenance 140. 141.
142. Warranty inspection
143. Before the end of the warranty period initiate
144. 145.
inspection for flaws and defects
Decide on claims 147. 148.
Devaluate or return the Performance Security
(bid bond) (when flaws and defects has been 150. 151.
repaired)

Checklist Rev. B, 13.12.2004

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