Christmas Lights - (Storage, Installation, Removal and Maintenance)

Complete

Buyers

Houghton Regis Town Council

Value

£55,125

Classifications

Christmas tree lights

Tags

tender

Submission Deadline

9 months ago

Published

11 months ago

Description

This opportunity is for five years.

Quotations must cover all elements of the attached HRTC Christmas Lights Project Overview-Requirements.

The costs must include collecting the assets listed on the HRTC-Christmas Lights Asset Register 2024 from our current supplier. 

Potential Supplier to provide a quotation on company-headed paper, providing two suitable references.

Documents

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Contract Agreement

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Award Notice

Details on the tender award and selected suppliers.

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1. INTRODUCTION Witham Town Council invites tenders for the supply, installation, removal, and storage of Christmas lights for a five-year period, with a total contract value not exceeding £65,000. The successful contractor will provide a complete service to ensure the town's festive lighting is installed in time for the Christmas Market (22nd November 2025), maintained during the season, removed in January, and stored securely for the following year. 2. CONTRACT OVERVIEW Contract Duration: 5 years (starting in November 2025) Total Budget: £65,000 (inclusive of all costs and expenses, excluding VAT) Locations: Various sites throughout Witham town centre (see attachment) Key Dates: Installation to be completed by the second from last Saturday in November each year but not before Remembrance Sunday Removal and storage to take place in the first or second week of January 3. SPECIFICATION OF REQUIREMENTS The successful contractor will be required to: Supply (lease), fit, install, remove, and securely store all festive lighting displays listed below for the contract period Provide two remote controls for operation of the lighting scheme Fit wi-fi receivers to all relevant items and supply a pre-programmed wi-fi transmitter Test and certify all electrical and mounting infrastructure, including catenary wire wall brackets Attend site for installation, removal, and any necessary maintenance or emergency call-outs Ensure all lighting is operational for the Christmas Market and throughout the festive period Remove and store all lighting in January each year Lighting Requirements: At least 3 x 10-metre lines of twinkling lights (or similar) on the Town Hall building 1 x 14-metre cross-street light display across Newland Street (between buildings 55 and 64), including testing and certifying 4 wall brackets for the catenary wire 16 lamp column displays, each a minimum of 2 metres high Lighting incorporated into the live tree outside 70 Newland Street (Prezzo) At least 3,000 mini LED lights for the Christmas tree opposite the Town Hall Wi-fi receivers on all above items and a pre-programmed wi-fi transmitter Removal and storage of all lights during the contract period Additional Information: The Christmas tree is typically 20-25 ft high and is installed opposite the Town Hall The live tree currently has 7 x 50cm spheres and 1,000 mini LEDs The contractor shall at all times comply with the requirements of all relevant Health and Safety legislation and all associated Acts, Regulations and Approved Codes of Practice relating to provisions of Christmas lighting installation and display. Under this project, the contractor is expected to pay its workers at least the Living Wage rate. The lights must be maintained during the period they are on display. A scheduled inspection of the display is required to ensure that everything is functioning correctly and to attend to any minor faults. In addition, a call out response of no more than 24 hours is required for major faults including, but not limited to, complete failure of light string, Christmas tree light failure, damage caused through vandalism, storms or road traffic accidents. All other faults require a 48 hour response time. If there is a charge for call outs, this must be stated. The Contractor will also provide an out of hour's telephone number for contact during emergencies. 4. TENDER SUBMISSION REQUIREMENTS Tenderers must submit: A fully costed proposal covering all aspects of the contract for the five-year period A suggested lighting design plan for the scheme Technical specification of all lighting and control equipment Risk and Method Statements will be required covering all elements of the works. Details of call-out and emergency procedures Evidence of public liability insurance (£10 million minimum) Evidence of employer's liability insurance (£10 million minimum) Professional Indemnity Insurance = £ 5,000,000 Information on key personnel involved in the contract Details of similar projects completed in the last 12 months, with references Confirmation that all costs are included and accurate (unlisted costs will be deemed free of charge) Confirmation of site visits (if required) A statement of acceptance that the tender will remain open for up to six weeks from the closing date Date of return for the tender: All tenders must be returned by midday 1st August 2025 Specified payment terms: The Town Council's standard payment terms are 30 days in arrears, in line with the Procurement Act 2023 prompt payment requirements. Contract terms: The contract will include clauses for termination, key performance indicators (KPIs), and compliance with the Modern Slavery Act 2015. Exclusion grounds: Bidders must confirm they are not subject to any mandatory or discretionary exclusion grounds, including convictions for fraud, corruption, bribery, tax evasion, or offences under the Modern Slavery Act 2015. 5. PROCUREMENT TIMETABLE Bid issued 2nd July 2025 Deadline for receipt of bid queries 23rd July 2025 (queries to be sent to [email protected] marked Christmas Light Tender 2025) Deadline to respond to bid queries 28th July 2025 Bid return date 1st August 2025 (midday) Assessment Summaries sent 15th August 2025 Contract Award Notice published 15th August 2025 Standstill Period ends 26th August 2025 Contract Signing 27th August 2025 Christmas Light Switch On 22nd November 2025 6. 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In 2025, the lights must be installed by 20th November 2025 and should be taken down during the first week in January. - The contractor is not required to provide a switch on event, but is expected to attend a switch on event organised by Leominster Town Council. - The tender response needs to include removal of lights from site, storage and testing in readiness for the following season. - The contractor shall at all times comply with the requirements of all relevant Health and Safety legislation and all associated Acts, Regulations and Approved Codes of Practice relating to provisions of Christmas lighting installation and display. - Under this project, the contractor is expected to pay its workers at least the Living Wage rate. - The Contractor will be required to provide contact details for a primary staff member who will be responsible for receiving and responding to communication or instructions from Leominster Town Council at all times during the provision of the Service. The Contractor will also provide an out of hours telephone number for contact during emergencies. - Except as otherwise specified in the Contract, the Contractor shall provide all materials and equipment necessary for the provision of the service. The Contractor shall maintain in a safe, serviceable and clean condition all equipment used by the Contractor or its employees in the execution of the Service. The Contractor shall be responsible for the security of all materials and equipment used in connection with the provision of the Service. Maintenance Requirements - The lights must be maintained during the period they are on display. A scheduled inspection of the display is required to ensure that everything is functioning correctly and to attend to any minor faults. In addition, a call out response of no more than 24 hours is required for major faults including, but not limited to, complete failure of light string, Christmas tree light failure, damage caused through vandalism, storms or road traffic accidents. All other faults require a 48 hour response time. If there is a charge for call outs, this must be stated in the quotation. - The contractor must also offer an emergency repair service in the event of an urgent health and safety issue with the Christmas lights. - The contractor is required to give a short written statement after the completion of each annual display outlining any issues, the need for replacement lights and suggestions for improvements for the coming year. Site Visits A site visit is essential, for prospective contractors to familiarise themselves with the locations, requirements, and any working restrictions. Leominster Town Council's representative(s) is available to meet contractors at a mutually agreeable time by arrangement with the Town Clerk, Julie Debbage ([email protected]). Tenderers shall be deemed to have visited the site and to have satisfied themselves as to the requirements of the contract. No claims by the contractor for additional payment will be allowed on the grounds of misunderstanding or lack of knowledge of the site or of these requirements. Tenderers are: - expected to inspect and examine the site and its surroundings before submitting their tenders - advised to obtain all necessary information which they feel is necessary to submit their tender. Information supplied by the Council (whether in these documents or otherwise) is provided for general guidance in the preparation of the questionnaire and quotation. The applicant must satisfy itself as to the conditions affecting the supply and cost of labour, the availability and prices of materials and all other conditions of the locality in which the works the subject of the contract are to be carried out, insofar as the same might affect their quotation. Applicants must satisfy themselves by their own investigations with regard to the accuracy of any information provided by the Council, its officers or agents. It will be a condition of the invitation to tender that the tenderer should not at any time prior to notification of the award of the contract disclose to or otherwise discuss with any other tenderer or any other third party its actual or intended tender price or any approximation of that price. Your indication that you wish to submit a tender will be taken as acceptance of that condition. The client offers no guarantee that the lowest or any tender will be recommended for acceptance or accepted. The client will not be responsible for any cost incurred in the preparation of any tender. All tenderers are to complete sections 4-12 of the supplied Request for Tender form and return their submission by Monday 21st July 2025 at midnight to: [email protected] SUPPORTING DOCUMENTS - Public consultation results summary (available on request)

Published 4 days ago

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Organisation

Houghton Regis Town Council

Tara Earnshaw

[email protected]

01582 708540

Timeline complete