Official UK procurement notice
Christmas Light Trail to Dover Town for 2025
Authority: Dover Town Council (Local council)
Sectors: Electrical machinery, apparatus, equipment and consumables; lighting (31)Installation services (except software) (51)Recreational, cultural and sporting services (92) Delivery: South East (UKJ44)
Published estimate£24,999£29,999 inc. VAT
Submissions closed 30 Aug 2025awarded 17 Sept 2025
Awarded to AV EVENTS (READING) LIMITED
Contract term 2 moends 9 Jan 2026 · starts 10 Nov 2025
What is being bought
Published requirement descriptionDover Town Council invites tenders from suitably experienced and qualified contractors for the design, supply, delivery & management of a "Dover Town Christmas Light Trail" for 2025.Bringing a WOW factor for the public as well as incorporating an element of possible interaction within the design. With the additional supply, dress, management & de-rig of lighting for the Town's 30ft tall Christmas Tree.
This contract involves the design, supply, install, management & de-rig of all required projections/lighting/equipment relating to the delivery of said Light Trail, including the Town's 30ft Christmas Tree. All works must be undertaken in a safe and professional manner, with full consideration given to the members of public & businesses.
Please contact the Customer Events Team Leader if a site visit is required.
CPV: Electrical equipment and apparatus · Installation services of electrical and mechanical equipment · Lighting equipment and electric lamps · Works of art
The lotProcurement structure
single lot · value publishedWhat it takes to wini
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
Evaluation split and conditions of participation as published; the tender pack may add morei
How this buyer will score bids.
The evaluation criteria and weights exactly as published on the notice, grouped by family (price, quality, social value and so on).
How bids were scored
- Design & Wow Factor of the overall Dover Town Light Trail proposal
- Impact for public of the proposed Light Trail design, to enhance Dover Town as a visiting location
- Delivery to the scope of works: - To design, install, maintain & dismantle a trail of light onto the pavements of Dover Town with lively, intense, vibrant colours/washes, using projections - Trail location as per (Appendix 2) - Market Square, Cannon Street, Biggin Street (Upper & Lower); - Power can be sourced for the pavement projections from upto 35 lamp columns along these streets, as advised above, that are equipped with Commando Sockets, Insulators & Timer Clocks already in situ; - Maximum weight of any attachments per lamp column, would not be able to exceed 4.5kg; - To design, supply, install, maintain & dismantle projections of clear images/patterns / colour washes or similar (your recommendations), made up again of vibrant, lively intense colours with a possible element of interaction to enhance up to the 4 specific locations in (Appendix 1)- If contractors wish to concentrate on only a few and not all 4 locations/buildings to deliver more intense/complex projection images / pictures etc, this will be taken into account on receipt of tender - Blank Wall @ CT16 1DD, Dover Museum, St. Mary's Church & the Stained Glass Windows of The Maison Dieu - Again if any of the Lamp Columns in close vicinity to these locations were required for a source of power, requirements would be as stipulated above; - To design, supply, install, maintain & dismantle sufficient amount of lighting on to the Town's 30ft Christmas Tree , located in the Market Square, Dover (Appendix 1) - Bringing the tree alive with colour, as a standalone Town enhancement; - Due to limited timeframe, Dover Town Council would be happy to work with the selected Contractor to assist in gaining permissions with any local businesses to request to house any of the equipment required for the projections to be carried out to the selected buildings / locations; - Dover Town Council would liaise with Kent Highways Street Lighting on behalf of the selected Contractor for the required permissions of any of the Lamp Columns being required as a source of power for the pavement projections or a specific location; - To test all Scheme prior to initial scheme going live on the 29th November 2025; - All scheme to be set on timer clocks from 4pm - 10pm each day from 29th November 2025 - 5th January 2026; - To provide weekly inspections of the entire scheme and rectify any faults that may of occurred; - To provide a 24hr emergency telephone number for use by the call-out teams of Kent County Council Highway Services & Dover District Council; - The contractor is to ensure that no greater than 3hrs response time to emergency calls for attendance on site of any problems with the overall scheme; - The contractor to have use of a scissor lift or other appropriate plant, for the working at height installation / maintenance & dismantling of all the Christmas Light Trail, including the Town's 30ft Christmas Tree and hold the appropriate accreditation to use such equipment /machinery; - The contractor to comply with the relevant British & European Standards whilst carrying out all works and emergency responses; - All items will be required to withstand weather (rain/wind) and coastal salt air; - Ensure all equipment used within Scheme, has been PAT tested; - Liaise directly with the Dover Town Council throughout the process of Scheme; - All equipment for the scheme to be covered under the selected contractors insurance, whilst in situ, in Dover Town. The additional pictures and site locations are attached here: https://dovertowncouncil.gov.uk/wp-content/uploads/2025/08/Dover-Town-Christmas-Light-Trail-2025-Tender.pdf
- Relevant experience & references
- Health & Safety compliance
- Delivery timescales / programme of works for project / scheme
- Contribution to Social Value: Dover Town Council required all contractors to provide additional social value to residents and businesses in Dover Town as part of any contract for Services or Goods. a) Environmental Responsibility - How will you minimise environmental impact during the Scheme works (e.g. low energy products/items, electric vehicle usage, recycling)? - Do you have a company environmental policy? b) Community Benefit - What will your company offer as added value for the community (e.g. community engagement, donations of materials, festive dressing of business windows in the town, clearing community building gutters etc, whilst machinery/plants on site, rectify any small areas of business / community building electricity faults)? The Dover Town Council welcomes your suggestions.
- Understanding of the specification & proposed methodology
- Price: Total Price of Scheme to not exceed 29,999 inc VAT and itemise costs where possible via application submissions (please refer to submission requirements).
Procedure terms & legal framework
From the official record- Procedure method
- Below threshold - open competition
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Below threshold
- Regulatory regime
- Standard
- Commercial structure
- Stand-alone contract (no framework)
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 4 Aug 2025, 11:54 BST
- Last source update
- 17 Sept 2025, 09:55 BST
- FTS notice number
2025/S 000-045590- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-056c27Find a Tender
How it was run
Official notice- Submission deadline
- 30 Aug 2025, 09:00 BST
- Electronic submission
- Allowed
Detailed submission instructions & authority contactsFrom official release
Please submit your quotation to
Customer Events Team Leader, Dover Town Council, by e-mail to: -
Website: www.dovertowncouncil.gov.uk ↗
Timeline
4 Aug 2025 → 10 Nov 2025 · 4 dates- Tender notice published4 Aug 2025, 11:54 BST
- Submission deadline30 Aug 2025, 09:00 BST
- Latest notice published400 days ago17 Sept 2025, 09:55 BST
- Contract starts347 days ago10 Nov 2025
Notice history
3 events · 2 releases on Find a Tender · since 4 Aug 2025- Tender notice published4 Aug 2025, 11:54 BSTUK4
- Contract details notice published17 Sept 2025, 09:55 BSTUK7
- Status changed to complete17 Sept 2025, 09:55 BST
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecastAwards 1
Awarded value £24,9991 contract exc. VAT
Contracts signed 1latest 17 Sept 2025
| Awarded to | Value | Date | Status |
|---|---|---|---|
| AV EVENTS (READING) LIMITEDSME | £24,999 † | — | Awarded |
Contracts
Contract 1 · AV EVENTS (READING) LIMITEDSME
- Signed
- 17 Sept 2025
- Value
- £24,999
- Period
- 10 Nov 2025 – 9 Jan 2026
- Status
- active
Contracting authority & participating public bodies
Bidders & participating suppliers
1 commercial party on the notice- AV EVENTS (READING) LIMITEDAwarded supplier
Official documents & specifications (3)
Official links; attachments are not copiedTender pack and attachments
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Tender notice Tender notice on Find a Tender