Information for Purchasers

Local authorities and other organisations purchasing traffic signals and associated equipment for use on public roads will have contract documents tailored to their own requirements, and consequently it is difficult to set out a standard contract clause that will be appropriate to all.

It is recommended that engineers preparing new contracts, or amending existing contracts, should identify where equipment requirements are defined and change the wording to reflect the removal of Type Approval and the availability of TOPAS.

National Highways, Devolved Governments and ADEPT under their frameworks and guidance recommend that procurer requirements specify TOPAS registered products either by overarching statement or amendment to individual clauses in their procurement documents.

Simple revision can be made when reviewing your current procurement documentation to state:

• All new equipment provided under the contract shall comply with Traffic Signs Regulations and General Directions 2016

• All new equipment provided under the contract shall comply with the latest issued TOPAS technical specification and be registered with TOPAS Ltd.

It may be appropriate to include a requirement for contractors to provide evidence that equipment is TOPAS registered. For example, where a procurement clause lists the documents to be supplied by the contractor, the following could be added:

• A copy of the Certificate of TOPAS Registration for relevant equipment. 

TOPAS Certificates are allocated a specific reference and you are advised to check TOPAS database for current registrations and up to date position (including any additional product information).  If a product does not appear on the online Database please contact [email protected] for clarification of registration.

The contract documents may include a section for Materials Validation/Testing. This section is likely to refer the contractor to the relevant technical sections, where the clauses above would appear, but it may be appropriate to add a requirement for the contractor to supply the purchasing authority with list of suppliers from whom it proposes to purchase equipment.  This will enable the purchasing authority to verify that equipment suppliers are TOPAS registered. The purchasing authority may also prohibit changes to the list of suppliers without prior approval.

The contract documents may include a section on General Duties that support the detailed requirements of the specifications. It would be possible to add a general requirement to ensure equipment supplied under the contract complied with section on Materials Validation/Testing above or to specify this requirement here. For example:

•  Ensure compliance of materials, as set out in Section XX Materials Validation/Testing

Or

• Ensure all new equipment provided under the contract complies with the latest issued TOPAS technical specification where appropriate
• Provide copies of the Certificate of TOPAS Registration for relevant equipment

Local authorities may additionally specify developer or Section 278 requirements for third party providers of installations, and consideration may need to be given to amending these to reflect removal of Type Approval and the availability of TOPAS. The actual change will depend on the current wording.

If procurers require ELEXON codes as part of their process then they should make a separate request to the manufacturers.  This requirement does not form part of TOPAS specifications.

Further information can be found at our TOPAS Briefings page and FAQs.