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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Closing: 28 March 2025, 12pm
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
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Festive Lights 2025 Tender Brief.pdf
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Tender notice
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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
How to apply
Follow the instructions given in the description or the more information section.
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