Official UK procurement notice
Huntingdon Christmas Lights Tender
Authority: Huntingdon Town Council (Local council)
What is being bought
Published requirement descriptionHuntingdon Town Council is the most local tier of government in Huntingdon. We provide services for over 24,000 residents and strive to make Huntingdon a better place to live, work and visit. These services include community venues, sports facilities, parks and open spaces, a crematorium and cemeteries, allotments and community & seasonal events such as the annual Christmas Market, complimented by a town centre Christmas lighting.
Huntingdon town centre consists of over 300 businesses covering key sectors such as retail, hospitality, business and professional services. Monthly footfall for the town centre during 2025 averaged at 514,128 with numbers for the month of December at 540,101. Since 2017, the Christmas Lights Switch On event has launched the town's annual Christmas Market, with footfall numbers over the 2025 event weekend totalling over 50,000.
Background Information
Huntingdon Town Council has included the provision of town centre Christmas lighting in its service offering for many years. The Council is committed to ensuring best value for money, partnered with giving residents and visitors to the town bespoke festive lighting displays that are changed on a three-year rolling programme.
Huntingdon's Christmas lights are always installed after the town's Armistice services have taken place in November. They are switched on as part of the big 'Switch On' event, usually held across the last weekend of November. The switch on is undertaken by the Mayor of Huntingdon, accompanied by festive characters and invited guests.
Year on year, the Town Council, in partnership with BID Huntingdon and Huntingdonshire District Council puts on an increasing number of festive events in the town centre, putting Huntingdon on the map as a Christmas destination.
The lighting scheme in Huntingdon has historically consisted of:
- Cross street displays (13 No.)
- Lamppost motifs (12 No.)
- 3D roof mounted motifs (2 x pieces for Town Hall north side flat roof)
- Ceilings of light (Chequers Court and St Germain Walk)
- Feature tree lighting (St Benedicts Court, St Mary's Church)
- Christmas tree lighting (Bus Station, St Mary's Church and Sainsbury's)
Huntingdon High Street forms the centre of our historic market town, and with its history comes a mixture of building heights and materials. This means suitability for lighting schemes and fixtures in some areas have proven to be challenging in previous years. For 2026, we would like to provide greater lighting coverage to support businesses who have fallen outside of the previously illuminated areas, ensuring that we promote more shops and services to our community than ever before.
We are seeking bids from Christmas lighting contractors to provide and install a new 3-year festive lighting scheme for Huntingdon town centre for residents and visitors to the town to enjoy. This should be delivered within an identified budget of £25,000 per year, totalling £75,000 over a 3 year contract.
Design Brief
Please find below a detailed design brief for Huntingdon Town Council's Christmas Lights as part of this Christmas Light Tender Bid. This specification covers all three years of the contract, commencing November 2026 and finishing after the 2028 Christmas period. This is the minimum required lighting offer that Huntingdon Town Council will accept for this Tender Bid.
Theme
The theme for the Huntingdon Christmas Market for 2026-28 will be Candy Cane Lane, and all associated graphics and promotional materials will be linked to this. A mood board with inspiration is listed in the appendix.
Christmas Trees
Huntingdon Town Council source 4 x 12ft tall Christmas trees and arrange for their placement in the All-Saints Churchyard, Bus Station Green, St Mary's Churchyard and outside Sainsburys in St Germain Walk on or around the 2nd week of November. Additionally, there are three trees in St Benedicts Court and three trees in St Mary's Churchyard which are decorated for the Christmas period.
Huntingdon Town Council will require the successful tenderer to:
- Provide cool white Christmas tree lights to cover the entirety of the 12ft Christmas trees located in the All Saints Churchyard, Bus Station Green, St Mary's Churchyard and outside Sainsburys in St Germain Walk.
- Provide a lit-up star and place this on top of the Christmas trees.
- Provide cool white Christmas tree lights to drape and illuminate the trees in St Benedicts Court and St Mary's Churchyard.
The successful tenderer will be responsible for the design, supply, installation, removal, storage, and annual maintenance and testing of the lights on the Christmas Trees. The successful tenderer will be responsible for placing these lights shortly after delivery of the trees, ensuring an impressive presentation.
Lampposts
There are 18 lampposts located in Huntingdon Market Square and High Street. Huntingdon Town Council will require the successful tenderer to:
- Carry out required health and safety checks to anchor points to determine suitability for proposed lighting installations, including height restrictions
- Provide 18 lit-up lamppost decorations to complement the 'Candy Cane Lane' theme
- To install these lamppost decorations on the lampposts located in Huntingdon Market Square and High Street, as shown on the map included in the appendix.
The successful tenderer will be responsible for the design, supply, installation, removal, storage, and annual maintenance and testing of the lamppost lights.
Festoon / Canopy / Cross Street Lighting
There are 13 anchor points in Huntingdon High Street, St Benedicts Court and Chequers Court to place across-street festoon hangings. Huntingdon Town Council will require the successful tenderer to:
- Carry out required health and safety checks to anchor points to determine suitability for proposed lighting installations, including height restrictions
- Provide across-street festoon/ cross street /canopy displays, to complement the 'Candy Cane Lane' theme
- To install these festoon hangings on the anchor points located in Huntingdon High Street, St Benedicts Court and Chequers Court, as shown on the below map.
The successful tenderer will be responsible for the design, supply, installation, removal, storage, and annual maintenance and testing of the festoon/cross street lighting.
Huntingdon Market Square / Huntingdon Town Hall
Huntingdon Market Square is the focal point for the Christmas Lights Switch On event and the location of the Christmas Market. Huntingdon Town Hall sits on one side of the market square and has a flat roof which has historically had 3D displays.
Huntingdon Town Council will require the successful tenderer to:
- Propose and provide a feature lighting installation for the Market Square and Town Hall, to create a dramatic impact, and complement the 'Candy Cane Lane' theme
- Carry out required health and safety checks to determine suitability for proposed lighting installation, including height and weight restrictions
The successful tenderer will be responsible for the design, supply, installation, removal, storage, and annual maintenance and testing of the feature installation.
Other Requirements
Huntingdon Town Council will require the successful tenderer to:
- Be on site to support with annual switch on event
o Saturday 28th November provisionally held for the 2026 event
- Provide Wi-Fi controlled system to enable instantaneous switch on of lighting scheme and flexibility with timer settings (default timer settings from 4pm - midnight).
CPV: Electrical equipment and apparatus · Electronic, electromechanical and electrotechnical supplies · Laboratory, optical and precision equipments (excl. glasses) · Lighting equipment and electric lamps · Medical equipments, pharmaceuticals and personal care products · Miscellaneous repair and maintenance services · Musical instruments, sport goods, games, toys, handicraft, art materials and accessories · Radio, television, communication, telecommunication and related equipment · Security, fire-fighting, police and defence equipment · Transport equipment and auxiliary products to transportation
How this framework works
From the published notice- Type
- Closed framework
- Call-offs
- call-offs may be awarded directly or by further competition
- Places
- up to 1 suppliers · 5 bids received (5.0 per place) · 1 appointed (full)
- Framework period
- 2 yrs 3 mo from 1 Nov 2026
Published description of the framework
The Tender Assessment panel will consist of two Huntingdon Town Council Officers and two nominated Members.
Queston Weighting
Bidders must answer all questions in the Invitation to Tender document. Each question is assigned a specific weighting, as detailed in the table below.
Description Weighting
Health & Safety 15%
Previous Project Experience 15%
Project Management & Communication 5%
Maintenance 5%
Design 30%
Price 30%
Huntingdon Town Council intends to appoint the highest-scoring bidder to deliver the contract based on the following criteria:
Score Term Typical Characteristic
0 Unacceptable No response or extremely limited response. Response inconsistent and/or unworkable and/or does not address our requirements. Shows extremely limited understanding of, and/or extremely inappropriate approach to the matter in question.
1 Poor Response is limited and is lacking in relation to a significant proportion of material elements, is unworkable and/or inconsistent and only partially meets our requirements. Shows limited understanding of, and/or inappropriate approach to, the matter in question.
2 Satisfactory Response broadly responds to our requirements at a reasonable standard. Shows reasonable understanding of, and/or acceptable approach to the matter in question.
3 Good Response meets our requirements of a high standard and exceeds them in one or two respects. Shows very sound understanding of, and appropriate approach to, the matter in question.
4 Very Good Response meets our requirements at a very high standard and exceeds them in a number of respects. Shows extremely sound understanding of, and highly appropriate approach to, the matter in question.
5 Excellent Exemplary response; exceeds expectations in all respects, and Bidder could not be expected to answer questions more comprehensively or appropriately.
Confidentiality
The Town Council guarantees confidentiality for all respondents to this Tender Bid.
Right of Rejection and Appointment
Huntingdon Town Council reserves the right to accept or reject any or all submissions to the Tender bid. The Town Council also reserves the right not to appoint a provider following this procurement process.
Costs
Huntingdon Town Council will not be responsible for any costs incurred in preparing your proposal or any other costs related to participating in this procurement process.
Insurance Requirements
The contractor must provide proof of insurance coverage at the levels specified in this section.
Employer's Liability Insurance
The Council's minimum requirement for Employer's Liability Insurance is £10 million.
Professional Indemnity Insurance
The Council's minimum requirement for Professional Indemnity Insurance is £2 million.
Public Liability Insurance
The Council's minimum requirement for Public Liability Insurance is £10 million.
The lotProcurement structure
single lot · value publishedLot #1AwardedPublished value£75,000
What 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).
Published sub-criteria (6)
- Design: 30%
- Health and safety: 15%
- Previous project experience: 15%
- Project management & communication: 5%
- Maintaebabce: 5%
- Price: 30%
Published award criteria (6)
- Price: Please provide a breakdown of the costs in accordance with your project plan tasks/milestones for each of the 3 years. Council's minimum requirements: You are required to provide a detailed cost matrix that demonstrates the cost of hire for each display and piece of equipment. All costs must exclude VAT. The Contractor will not exceed the rates quoted within its Bid at any time during the Contract. Please outline the company's financial position.
- Design: Please provide a detailed explanation of the lighting scheme you would provide if you were awarded this tender. This should link to the Candy Cane Lane theme, where possible and should include: • A feature lighting installation for the Market Square and Town Hall, to create a dramatic impact, and complement the 'Candy Cane Lane' theme • Lamppost displays in Huntingdon Market Square, High Street, St Benedicts Court, Chequers Court and St Germain Walk. • Across-street festoon/ cross street /canopy displays, in Huntingdon High Street, St Benedicts Court, and Chequers Court. • Christmas tree lights and star decoration for All Saints Churchyard, Bus Station Green, St Mary's Churchyard, and outside Sainsburys in St Germain Walk, plus additional lights for three trees in St Benedicts Court • Any other suggestions, including but not limited to building illuminations, ceiling lighting or other products that may be suitable. The applicant must include pictures of all lighting products and reference specifically what products would be used for all areas if awarded the contract. In relation to the Christmas Trees, the number of lights that would be placed on each if awarded the contract needs to be stated. The age and dimensions of all products must also be stated.
- Health and safety: Please provide a statement detailing proposals to deliver this contract in a controlled manner demonstrating how all aspects of health and safety will be managed and maintained for the duration of the contract. This should include the regulatory standards that you and your displays will abide by (e.g. IPAS IMAS G39). Council's minimum requirements: The Council is looking for evidence that you can manage a safe site and working environment from the planning stage through to completion. To provide details of how health and safety is managed within your company and specifically for this contract enclosing a copy of your Health and Safety Policy, risk assessments and method statements and other declarations or information/instructions issued by your organisation. All appendices need to be clearly referenced. You are required to provide the following insurance documents: • Employer's Liability Insurance (The Council's minimum requirement for Employer's Liability Insurance is £10 million.) • Professional Indemnity Insurance (The Council's minimum requirement for Professional Indemnity Insurance is £2 million.) • Public Liability Insurance (The Council's minimum requirement for Public Liability Insurance is £10 million.)
- Previous project experience: Please provide a brief description of previous contracts you have delivered which are relevant to this project, including evidence as to your technical capability and if relevant working with councils and/or public sector. Council's minimum requirements: The Council is looking for relevant project examples which demonstrate your track history of successful project delivery. This will include previous experience in relation to managing and delivering contracts of a similar nature to that required here, as well as detail of how that experience will be used during the delivery of this contract. The Council is also looking for evidence of your previous experience of working collaboratively with key stakeholders.
- Project management & communication: Please provide a detailed summary of your project management methodology and how you manage your clients' expectations throughout the project lifecycle. This includes a description of the project documents you provide and how you plan to achieve a high standard of communication. Council's minimum requirements: The Council is looking for details of how you plan the project milestones and delivery, stakeholders, communication, risks and issues, cost and quality. We are keen to learn who will be responsible for delivering these tasks and milestones by means of a detailed project plan and organisational chart showing the internal structure of your organisation or company. A communication plan should be included to liaise with the Council and key stakeholders throughout the life of the contract.
- Maintaebabce: Please provide information to enable the Council to understand and plan for maintenance to maximise safety and reliability. Council's minimum requirements: The Council is looking for details of maintenance requirements and tasks. These include a maintenance plan for the project duration that highlights the maintenance tasks required. We also need details that the displays are correctly tested and inspected prior to installation, safely installed and the process for issues identified and rectification. The plan should also provide maintenance tasks for unexpected weather events and power outages.
- Price carries 30 of 100 points: a 10% discount moves about 3 points. The method statement decides this lot, not the discount.
- “Huntingdon Christmas Lights Tender” is a framework: the contest is a place on its panel, up to 1 suppliers, not a single contract: call-offs may be direct or by further competition.
Price arithmetic assumes straight proportional scoring; the tender pack may use another formula.
Procedure terms & legal framework
From the official record- Procedure method
- Open procedure
- Legal basis
- UKPGA · 2023/54 Procurement Act 2023
- Procurement category
- Services
- Notice status
- Awarded
- Procurement threshold
- Above threshold (FTS publication)
- Regulatory regime
- Light touch regime
- Commercial structure
- Framework agreement
- Who may use the vehicle
- Not stated in the notice; call-off rights may be limited to the establishing authority
- Competition type
- Competitive procedure
- GPA / WTO covered
- Unspecified in notice
- Recurring procurement
- Unspecified in notice
- First published
- 9 Mar 2026, 14:01 GMT
- Last source update
- 30 Apr 2026, 14:29 BST
- Award evaluation window
- Submission end – 20 Apr 2026
- FTS notice number
2026/S 000-020923- Latest notice
- Contract details notice (UK7)
- Classification (CPV)
- Delivery area
- Official registry OCID
ocds-h6vhtk-06656fFind a Tender
How it was run
Official notice- Appointment period ends
- 10 Apr 2026, 12:00 BST
- Clarification deadline
- 9 Apr 2026, 17:00 BST
- Electronic submission
- Not allowed
- Accepted languages
- en
All bidders are required to submit a completed application form by email to [email protected]
The email should have the subject line as "Christmas Lights Tender" written on it. Bidders must submit their final tender before the submission deadline.
Timeline
9 Mar 2026 → 1 Nov 2026 · 7 dates- Tender notice published221 days ago9 Mar 2026, 14:01 GMT
- Clarification questions by190 days ago9 Apr 2026, 17:00 BST
- Admission / appointment period ends189 days ago · period end, not a bid countdown10 Apr 2026, 12:00 BST
- Assessment summaries sent183 days ago17 Apr 2026, 00:00 BST
- Award decision expected by179 days ago20 Apr 2026, 23:59 BST
- Latest notice published169 days ago30 Apr 2026, 14:29 BST
- Today16 Oct 2026
- Contract startsin 15 days1 Nov 2026
Notice history
7 events · 4 releases on Find a Tender · since 9 Mar 2026- Tender notice published9 Mar 2026, 14:01 GMTUK4
- Tender notice published23 Mar 2026, 10:09 GMTUK4
- Published value updated to £75,00023 Mar 2026, 10:09 GMTwas £62,500
- Contract award notice published20 Apr 2026, 09:31 BSTUK6
- Status changed to complete20 Apr 2026, 09:31 BST
- Contract details notice published30 Apr 2026, 14:29 BSTUK7
- Contract signature expected30 Apr 2026, 23:59 BSTscheduled
Published amendments (1)
Amendment to value of contract as it is £75,000 excluding VAT for a three year contract.
Routine re-releases (4)
- 2026-03: 1 release · 9 Mar 2026
Commercial outcome & contract awards
Published awards, contracts and bid statistics, not a forecast| Awarded to | Value | Date | Status |
|---|---|---|---|
| HIJK20 LTDSME1 May 2026 – 1 Feb 2029 | £75,000 | 17 Apr 2026 | Awarded |
Contracts
Huntingdon Christmas Lights · HIJK20 LTDSME
- Signed
- 30 Apr 2026
- Value
- £75,000
- Period
- 1 May 2026 – 1 Feb 2029
- Status
- active
Bid statistics published by the authority
| Bids | SME | VCSE | Valid bid range |
|---|---|---|---|
| 5final-stage tenders | 2 | 0 | — |
Contracting authority & participating public bodies
Framework contractors & participating bidders
1 commercial party on the notice- HIJK20 LTDFramework contractor
Official documents & specifications (6)
Official links; attachments are not copiedTender pack and attachments
- Bidding documents and specifications Huntingdon Town Council is inviting tenders for the design, supply, installation, maintenance, removal and storage of Christmas lights for the period 2026-2028. This tender supports the Council's wider festive programme, including the Huntingdon Christmas Market, and reflects the…
- Signed contract
Notices published for this procedure
- Contract details notice Contract details notice on Find a Tender
- Contract award notice Contract award notice on Find a Tender
- Tender notice Tender notice on Find a Tender
- Tender notice Tender notice on Find a Tender