Elloughton-cum-Brough Town Council Christmas Lighting

ELLOUGHTON-CUM-BROUGH TOWN COUNCIL TENDER SPECIFICATION FOR CHRISTMAS LIGHTS 1. INTRODUCTION 1.1 Project Overview The purpose of this tender is to procure, install, maintain, and remove Christmas lighting displays in various locations in Elloughton-cum-Brough Town Council for the festive seasons 2026-2028, with the option to extend by one or two years. 1.2 Client Information Elloughton-cum-Brough Town Council 44 Elloughton Road Brough East Yorkshire HU15 1AE 1.3 Tender Submission Details • Saturday 16th May 2026 • Submission Method: Tenders must be submitted by post, in a non-marked sealed envelope marked "TENDER ENCLOSED" to Clerk and RFO, Elloughton-cum-Brough Town Council, The Old Library, 44 Elloughton Road, Brough HU15 1AE. • Contact for Queries: Philippa Beverley - Town Clerk - Town.Clerk@elloughtonbrough-tc.gov.uk Tel: 01482 665600. 1.4 Budget (if applicable) Elloughton-cum-Brough Town Council has set an annual maximum budget of £25,000, excluding VAT, per annum for this tender specification. The price to be included in the tender form is to be the full inclusive value of the work described, including all profits, costs and expenses, inflation and all general risks, liabilities and obligations, but excluding VAT (if applicable). No application from the contractor to adjust the contract price during the contract period for the works priced as part of this document will be considered. ________________________________________ 2. SCOPE OF WORK 2.1 Installation & Removal • Installation start date: To be confirmed, but to be fully installed prior to the lighting switch-on event (Sunday 29th November 2026). • Removal deadline: As close to 6 January annually, and no later than 12 January annually. 2.2 Lighting Requirements • Elloughton-cum-Brough Town Council welcomes presentation of a variety of options for the areas cited below, within the available budget. • The council will place a higher weighting on compliance and safety when considering tenders. As such please provide copies of, for example, your health and safety policy, working at height risk assessments. • Locations: Elloughton Crossroads, Christmas tree which forms key part of Christmas Light switch on. 53 converted lamp posts spread between Elloughton and Brough, see table below. Additionally, lights have previously been installed in trees at the War Memorial, Brough Crossroads and in trees outside Morrisons on Welton Road, Brough. The Council is open to options for lighting in Brough. Type and Location of Equipment Street Wattage of Equipment (Watts figure only) No. of Items Pole Motif Skillings Lane 29.00 7 Pole Motif Welton Road East 29.00 3 Pole Motif Welton Road West 29.00 3 Pole Motif Elloughton Road 29.00 23 Artificial Tree 900.00 1 Pole Motif Welton Low Road 29.00 4 Pole Motif Main Street 29.00 9 Pole Motif Stockbridge Road 29.00 4 • Design specifications: The contractor should propose suitable design specifications, supported with visual representations. The council is not prescriptive in its design requirements, but requests consideration of the following: • Control system: The Council would open to that are permanently on, as currently no timer system in place on lamp posts. The council would welcome any technological improvements to this minimum specification (for example, timers, dimmers, remote controls, smart lighting) if available within the budget constraints. 2.3 Power Supply & Safety • Power source: the lamp posts have been converted and power to the tree has traditionally been taken from the adjacent lamp post. • Energy efficiency: The council wishes to be presented with an energy efficient solution. Contractors should note the preference for LED lighting and provide information on maximum power consumption limits. • The contractor is responsible for ensuring that there is a suitably first aid qualified employee from the contractor on site during installation, maintenance and removal of the displays. • An annual test on the lighting is required and must be documented. Such documentation to be provided to the council annually. ________________________________________ 3. TECHNICAL REQUIREMENTS 3.1 Compliance & Standards • The Town Council require that providers meet all required UK & EU regulatory compliance. • Electrical safety certification • Load testing and stability assessments (if applicable) • Provide documentation to verify. 3.2 Durability & Warranty • The contractor is required to include information on the minimum operational lifespan of their design in hours • Warranty period: 5 years - to consider any potential extension of contract. • Maintenance and repair service: The council requires two scheduled run throughs of the display prior to the official switch-on event. Major faults (including but not limited to: complete failure of a motif or light string, whole Christmas tree light failure, extreme damage due to vandalism, storms or road traffic accident) must be responded to 1: Emergency callout, 2: Failure/s of lights 3: unplanned maintenance. All other faults must be responded to within three working days. The pricing schedule must make clear what is included in the maintenance element of the proposal and provided fixed call out charges for the duration of the contract (including any extension) for anything which is not included in the maintenance schedule. 4. HEALTH & SAFETY 4.1 Risk Assessments & Method Statements (RAMS) • Supplier to provide detailed RAMS for installation and removal for the council's approval before installation/removal. • Public safety measures during installation and removal for the council's prior approval. • The contractor must ensure the presence of a suitably qualified first aider during the installation, maintenance and removal of the displays. 4.2 Installation Standards • The contractor - All organisations operating within the highway electrical sector must be registered to the Highway Electrical Registration Scheme (HERS). In particular, but not limited to, the erection, testing and maintenance of installation must be carried out in accordance with the latest regulations (BS 7671) determined by the IET and undertaken by a competent person. The contractor must also adhere to applicable Electricity at Work Regulations. • Please provide a copy of your Service Level Agreement (SLA) 4.3 Insurance Requirements • Public liability insurance: Minimum coverage of £10 million • Employer liability insurance: Minimum coverage of £10 million • Please provide a copy of your Quality Management Scheme (QMS) 5. LOGISTICS & MAINTENANCE 5.1 Delivery & Storage • Delivery deadline: To be agreed annually based on the date of the Christmas Light Switch-On Event. • Storage is the responsibility of the contractor • Fault reporting procedure: Faults identified will mainly be reported by the Town Council Office staff, but any Councillor may report issues in the absence of Town Council Office staff. • Response time for repairs: see 3.2. 6. ENVIRONMENTAL & SUSTAINABILITY REQUIREMENTS 6.1 Energy Efficiency & Sustainability • Use of low-energy LED technology is preferred • Recyclable or biodegradable materials where possible • End-of-life disposal plan (e.g., recycling of used lights)  7. EVALUATION CRITERIA Tenders will be evaluated by a panel of councillors based on the following criteria: Criteria Weighting (%) Quality & Aesthetic Appeal 25% Cost & Value for Money Please provide a breakdown of the cost per individual location 20% Experience & References Please provide evidence of recent installations at three other sites within the last five years, together with references 15% Sustainability Measures Please provide, for example, information on how your products may be recycled, energy consumption etc 10% Compliance & Safety Please provide copies of, for example, your health and safety policy, working at height risk assessments, public liability insurance, etc. Please also provide your company's published accounts for the last three financial years, as well as demonstrating that you have capacity to install the displays if you are successful. 30% 8. CONTRACT TERMS & CONDITIONS • Payment schedule: 50% on installation, the balance on removal, although open to discussion. • Penalties for delays or non-compliance: e.g. the contractor fails to install the display on time or fails, to rectify major faults within the specified time period • Offering an inducement of any kind in relation to obtaining this or any other contract with the council will disqualify your tender from being considered and may constitute a criminal offence. 9. SUBMISSION REQUIREMENTS Tender submissions must include: • Company profile & previous experience • Detailed project proposal, including design concepts supported by visual representations • Breakdown of costs by location • Compliance documents (certifications, insurance, etc.) • Three references from past similar projects