Supply, Installation and Maintenance of Festive Lighting Scheme

2025-02-17

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Published date: 17 February 2025

Open opportunity - This means that the contract is currently active, and the buying department is looking for potential suppliers to fulfil the contract.

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Contract summary

Industry

Christmas tree lights - 31522000

Illuminated signs and nameplates - 31523000

Lighting systems - 31527260

Show additional CPV codes for this notice

Recreational, cultural and sporting services - 92000000

Location of contract

NE63 8RX

Value of contract

£123,000

Procurement reference

Festive Lights 2025

Published date

17 February 2025

Closing date

28 March 2025

Closing time

12pm

Contract start date

21 April 2025

Contract end date

31 March 2028

Contract type

Service contract

Procedure type

Open procedure (below threshold)

What is an open procedure (below threshold)?

Any interested supplier may submit a tender in response to an opportunity notice.

This procedure can be used for procurements below the relevant contract value threshold.

Contract is suitable for SMEs?

Yes

Contract is suitable for VCSEs?

Yes

Description

Ashington Town Council invites suitably qualified and experienced contractors to tender for the supply (hire), installation, maintenance, and storage of festive lighting displays for Ashington Town Council. This tender forms part of our initial selection process to identify a preferred supplier, with detailed designs and final costs to be agreed upon appointment.

Contractors must comply with:
Public Contracts Regulations 2015 (as amended)
BS EN IEC 60598-2-20:2024+A11:2024 Luminaires - Particular requirements for lighting chains
BS 7671:2018 Requirements for Electrical Installations (18th Edition)
Health and Safety at Work Act 1974
Working at Height Regulations 2005
CDM Regulations 2015

Tenderers must provide:
Public Liability Insurance (minimum £10 million)
Employer's Liability Insurance (minimum £5 million)
Professional Indemnity Insurance (minimum £2 million)
Risk Assessments and Method Statements
Evidence of similar contracts
Financial accounts for the past three years
Environmental policy
Quality management systems

Tenderers must submit:
Company profile and experience
Proposed approach to service delivery
Sustainability statement including comparative benefits of 3-year vs 5-year contract
References from similar contracts
Outline maintenance schedule
Equipment specifications
Project team structure
Quality Assurance Procedures
Infrastructure Assessment and Installation Methodology
Conceptual designs illustrating proposed products and design approach

Presentations will form part of the formal evaluation process. They will be assessed on clarity, understanding of the Council's requirements, technical knowledge, and responses to questions.
The presentation will contribute to the final scoring either. Tenderers should ensure they effectively communicate their approach, sustainability commitments, and ability to deliver a high-quality festive lighting scheme.
Shortlisted candidates will be invited to present their proposals to Council Members:
30-minute presentation followed by 15-minute Q&A session
Presentations should cover:
Overview of proposed scheme approach
Experience with similar projects
Sustainability initiatives
Quality assurance procedures

Timeline
Tender Issue Date: 17th February 2025
Clarification Deadline: 21st March 2025
Submission Deadline: 28th March 2025
Presentation to Council Members: 1st April 2025
Contract Award: 9th April 2025, to be followed by detailed designs

For enquiries and submissions:
Sarah Eden - Executive Officer/RFO
Ashington Town Council
Town Hall, 65 Station Road
Ashington, Northumberland, NE63 8RU
Direct Dial Deskphone: (01670) 338775
Mobile: 07931538785
E-mail: sarah.eden@ashingtontowncouncil.gov.uk

This tender is part of a two-stage process to identify a preferred supplier. Detailed designs and final costs will be agreed upon appointment.

Our Financial Regulations are available on the website and on request.

More information

Attachments: Festive Lights 2025 Tender Brief.pdf

Tender notice

Title: Invitation to Tender: Festive Lighting Scheme for Ashington Town Council

Ashington Town Council invites tenders for the supply, installation, maintenance, and storage of festive lighting displays for a 3- or 5-year contract (November 2025 - January 2028/2030). The scope includes integrating bespoke motifs, LED lighting, annual installation/removal, maintenance, storage, and emergency response. The annual budget is £40,000.

Tenders will be evaluated based on technical capability, experience, environmental responsibility, and presentation. Required documents include insurance, financial records, risk assessments, and compliance with Public Contracts Regulations 2015. Shortlisted candidates will present proposals to Council Members on 1st April 2025.

Key Dates:
Issue Date: 17th February 2025
Submission Deadline: 28th March 2025
Contract Award: 9th April 2025

Contact Sarah Eden for details. sarah.eden@ashingtontowncouncil.gov.uk