Witham Town Council Christmas Lights

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    "title": "Witham Town Council Christmas Lights",
    "status": "complete",
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      "id": "2023/54",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents",
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    "description": "1. INTRODUCTION\nWitham 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 (second from last Saturday in November 2025), maintained during the season, removed in January, and stored securely for the following year.\n2. CONTRACT OVERVIEW\n•\tContract Duration: 5 years (starting in November 2025)\n•\tTotal Budget: £65,000 (inclusive of all costs and expenses, excluding VAT)\n•\tClient: Witham Town Council\n•\tLocations: Various sites throughout Witham town centre (see Section 5)\n•\tKey Dates:\no\tInstallation to be completed by the second from last Saturday in November each year but not before Remembrance Sunday\no\tRemoval and storage to take place in the first or second week of January\n3. SPECIFICATION OF REQUIREMENTS\nThe successful contractor will be required to:\n•\tSupply (lease), fit, install, remove, and securely store all festive lighting displays listed below for the contract period\n•\tProvide two remote controls for operation of the lighting scheme\n•\tFit wi-fi receivers to all relevant items and supply a pre-programmed wi-fi transmitter\n•\tTest and certify all electrical and mounting infrastructure, including catenary wire wall brackets\n•\tAttend site for installation, removal, and any necessary maintenance or emergency call-outs\n•\tEnsure all lighting is operational for the Christmas Market and throughout the festive period\n•\tRemove and store all lighting in January each year\nLighting Requirements:\n•\tAt least 3 x 10-metre lines of twinkling lights (or similar) on the Town Hall building\n•\t1 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\n•\t16 lamp column displays, each a minimum of 2 metres high\n•\tLighting incorporated into the live tree outside 70 Newland Street (Prezzo)\n•\tAt least 3,000 mini LED lights for the Christmas tree opposite the Town Hall\n•\tWi-fi receivers on all above items and a pre-programmed wi-fi transmitter\n•\tRemoval and storage of all lights during the contract period\nAdditional Information:\n•\tThe Christmas tree is typically 20-25 ft high and is installed opposite the Town Hall\n•\tThe live tree currently has 7 x 50cm spheres and 1,000 mini LEDs \n•\tThe 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.\n•\tUnder this project, the contractor is expected to pay its workers at least the Living Wage rate.\n•\tThe 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.\n•\tThe Contractor will also provide an out of hour's telephone number for contact during emergencies.\n4. TENDER SUBMISSION REQUIREMENTS\nTenderers must submit:\n•\tA fully costed proposal covering all aspects of the contract for the five-year period\n•\tA suggested lighting design plan for the scheme\n•\tTechnical specification of all lighting and control equipment\n•\tRisk and Method Statements will be required covering all elements of the works.\n•\tDetails of call-out and emergency procedures\n•\tEvidence of public liability insurance (£10 million minimum)\n•\tEvidence of employer's liability insurance (£10 million minimum)\n•\tProfessional Indemnity Insurance = £ 5,000,000\n•\tInformation on key personnel involved in the contract\n•\tDetails of similar projects completed in the last 12 months, with references\n•\tConfirmation that all costs are included and accurate (unlisted costs will be deemed free of charge)\n•\tConfirmation of site visits (if required)\n•\tA statement of acceptance that the tender will remain open for up to six weeks from the closing date",
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        "locality": "WITHAM",
        "postalCode": "CM8 2FE",
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    "title": "Witham Town Council Christmas Lights",
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    "description": "Witham Town Council invited 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 was to provide a complete service to ensure the town's festive lighting was installed in time for the Christmas Market (second from last Saturday in November 2025), maintained during the season, removed in January, and stored securely for the following year.\n2. CONTRACT OVERVIEW\n•\tContract Duration: 5 years (starting in November 2025)\n•\tTotal Budget: £65,000 (inclusive of all costs and expenses, excluding VAT)\n•\tClient: Witham Town Council\n•\tLocations: Various sites throughout Witham town centre (see Section 5)\n•\tKey Dates:\no\tInstallation to be completed by the second from last Saturday in November each year but not before Remembrance Sunday\no\tRemoval and storage to take place in the first or second week of January\n3. SPECIFICATION OF REQUIREMENTS\nThe successful contractor would be required to:\n•\tSupply (lease), fit, install, remove, and securely store all festive lighting displays listed below for the contract period\n•\tProvide two remote controls for operation of the lighting scheme\n•\tFit wi-fi receivers to all relevant items and supply a pre-programmed wi-fi transmitter\n•\tTest and certify all electrical and mounting infrastructure, including catenary wire wall brackets\n•\tAttend site for installation, removal, and any necessary maintenance or emergency call-outs\n•\tEnsure all lighting is operational for the Christmas Market and throughout the festive period\n•\tRemove and store all lighting in January each year\nLighting Requirements:\n•\tAt least 3 x 10-metre lines of twinkling lights (or similar) on the Town Hall building\n•\t1 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\n•\t16 lamp column displays, each a minimum of 2 metres high\n•\tLighting incorporated into the live tree outside 70 Newland Street (Prezzo)\n•\tAt least 3,000 mini LED lights for the Christmas tree opposite the Town Hall\n•\tWi-fi receivers on all above items and a pre-programmed wi-fi transmitter\n•\tRemoval and storage of all lights during the contract period\nAdditional Information:\n•\tThe Christmas tree is typically 20-25 ft high and is installed opposite the Town Hall\n•\tThe live tree currently has 7 x 50cm spheres and 1,000 mini LEDs \n•\tThe contractor should 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.\n•\tUnder this project, the contractor was expected to pay its workers at least the Living Wage rate.\n•\tThe lights must be maintained during the period they are on display. A scheduled inspection of the display was required to ensure that everything would be functioning correctly and to attend to any minor faults. In addition, a call out response of no more than 24 hours was 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 was a charge for call outs, this must be stated in the quotation.\n•\tThe Contractor should also provide an out of hour's telephone number for contact during emergencies.",
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  "date": "2025-07-02T17:53:23+01:00",
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        "awardCriteria": {
          "description": "1. Overview\nAll submissions will be evaluated using the Most Advantageous Tender (MAT) approach, in line with the Procurement Act 2023 and Witham Town Council's Extended Procurement Process. The evaluation will be conducted by the RFO and presented to Full Town Council for resolution.\n2. Scoring Criteria\nCriterion\tWeighting\tSub-criteria\nDesign & Quality\t40%\t- Compliance with specification and brief\n- Lighting design and innovation\n- Programme of works and delivery timescales\n- Quality of materials and installation\n- Maintenance and emergency response arrangements\nCost\t40%\t-Total contract price (5 years)\n- Value for money\n- Transparency of pricing\n- Clarity on call-out charges and any exclusions\nSustainability & Social Value\t20%\t- Environmental impact and carbon reduction measures\n- Local employment and social value commitments\n- Use of energy-efficient products and recyclable materials\n3. Evaluation Methodology\n•\tEach submission will be scored out of 5 for each sub-criterion:\n•\t0 = No response or wholly inadequate\n•\t1 = Poor - significant concerns or shortcomings\n•\t2 = Satisfactory - meets minimum requirements\n•\t3 = Good - meets requirements with some added value\n•\t4 = Very Good - exceeds requirements, clear added value\n•\t5 = Excellent - outstanding, innovative, and fully addresses all aspects\n•\tScores for each sub-criterion will be weighted according to the percentages above.\n•\tThe highest total weighted score will determine the recommended supplier.\n•\tAny bid scoring less than 2 (\"Satisfactory\") on any mandatory sub-criterion may be excluded.\n•\tClarifications may be sought in writing during evaluation; all clarifications and responses will be shared with all bidders.\n•\tThe Council does not bind itself to accept the lowest or any tender.\n4.Exclusion Grounds\nBidders will be excluded if they:\n•\tFail to meet mandatory eligibility or insurance requirements\n•\tAre subject to any mandatory or discretionary exclusion grounds (e.g. convictions for fraud, corruption, tax evasion, or offences under the Modern Slavery Act 2015)"
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    "description": "1. INTRODUCTION\nWitham 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.\n2. CONTRACT OVERVIEW\nContract Duration: 5 years (starting in November 2025)\nTotal Budget: £65,000 (inclusive of all costs and expenses, excluding VAT)\nLocations: Various sites throughout Witham town centre (see attachment)\nKey Dates:\nInstallation to be completed by the second from last Saturday in November each year but not before Remembrance Sunday\nRemoval and storage to take place in the first or second week of January\n3. SPECIFICATION OF REQUIREMENTS\nThe successful contractor will be required to:\nSupply (lease), fit, install, remove, and securely store all festive lighting displays listed below for the contract period\nProvide two remote controls for operation of the lighting scheme\nFit wi-fi receivers to all relevant items and supply a pre-programmed wi-fi transmitter\nTest and certify all electrical and mounting infrastructure, including catenary wire wall brackets\nAttend site for installation, removal, and any necessary maintenance or emergency call-outs\nEnsure all lighting is operational for the Christmas Market and throughout the festive period\nRemove and store all lighting in January each year\nLighting Requirements:\nAt least 3 x 10-metre lines of twinkling lights (or similar) on the Town Hall building\n1 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\n16 lamp column displays, each a minimum of 2 metres high\nLighting incorporated into the live tree outside 70 Newland Street (Prezzo)\nAt least 3,000 mini LED lights for the Christmas tree opposite the Town Hall\nWi-fi receivers on all above items and a pre-programmed wi-fi transmitter\nRemoval and storage of all lights during the contract period\nAdditional Information:\nThe Christmas tree is typically 20-25 ft high and is installed opposite the Town Hall\nThe live tree currently has 7 x 50cm spheres and 1,000 mini LEDs \nThe 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.\nUnder this project, the contractor is expected to pay its workers at least the Living Wage rate.\nThe 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.\nThe Contractor will also provide an out of hour's telephone number for contact during emergencies.\n4. TENDER SUBMISSION REQUIREMENTS\nTenderers must submit:\nA fully costed proposal covering all aspects of the contract for the five-year period\nA suggested lighting design plan for the scheme\nTechnical specification of all lighting and control equipment\nRisk and Method Statements will be required covering all elements of the works.\nDetails of call-out and emergency procedures\nEvidence of public liability insurance (£10 million minimum)\nEvidence of employer's liability insurance (£10 million minimum)\nProfessional Indemnity Insurance = £ 5,000,000\nInformation on key personnel involved in the contract\nDetails of similar projects completed in the last 12 months, with references\nConfirmation that all costs are included and accurate (unlisted costs will be deemed free of charge)\nConfirmation of site visits (if required)\nA statement of acceptance that the tender will remain open for up to six weeks from the closing date\nDate of return for the tender:\nAll tenders must be returned by midday 1st August 2025 \nSpecified payment terms:\nThe Town Council's standard payment terms are 30 days in arrears, in line with the Procurement Act 2023 prompt payment requirements. \nContract terms:\nThe contract will include clauses for termination, key performance indicators (KPIs), and compliance with the Modern Slavery Act 2015.\nExclusion grounds:\nBidders 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.\n5. PROCUREMENT TIMETABLE\nBid issued\t2nd July 2025\nDeadline for receipt of bid queries\t23rd July 2025\n(queries to be sent to townclerk@witham.gov.uk marked Christmas Light Tender 2025)\nDeadline to respond to bid queries\t28th July 2025\nBid return date\t1st August 2025 (midday)\nAssessment Summaries sent\t15th August 2025\nContract Award Notice published\t15th August 2025\nStandstill Period ends\t26th August 2025\nContract Signing\t27th August 2025\nChristmas Light Switch On\t22nd November 2025\n6. EVALUATION CRITERIA\nTenders will be evaluated on:\nMost Advantageous Tender (MAT) criteria, including quality, social value, and sustainability\nDesign and quality of the proposed scheme (40%)\nBidders' submission meeting the specific brief requirements\nDelivery of project - Programme of Work\nDesign & Specification\nAssurance that the works can be completed within the given timescales\nCost (40%)\nThe Town Council do not need to accept the lowest bid, and will select the preferred provider based on value for money\nSustainability (20%)\nPlease outline any commitments your company have made to reduce your carbon footprint or other ways in which it considers its environmental impact  \nSupplementary information, such as scoring criteria and evaluation methodology, will be made available to all bidders.\n7. ADDITIONAL NOTES\nThe council does not bind itself to accept the lowest or any tender\nIncomplete or non-specific submissions may be rejected\nA formal contract will be signed with the successful supplier\n8. SUBMISSION INSTRUCTIONS\nAll supporting documentation must be included\nTenders should be submitted electronically to: tenders@witham.gov.uk and marked \"Christmas Lights 2025 Tender\" in the subject line. Alternatively, tenders may be posted to Witham Town Council, Town Hall, 61 Newland Street, Witham, Essex, CM8 2FE. \nThe envelope shall be marked Christmas Lights 2025 Tender and  shall not otherwise be marked or contain information that could identify the tendering organisation.\nAll companies submitting a tender will be notified by email of the respective decision within 6 weeks of the evaluation date. In accordance with Government Regulations, the total value of the successful tender will be published in due course.\nAll tenders submitted electronically shall be in PDF format.\n9. SUFFICIENCY AND ACCURACY OF BIDS\nBidders will be deemed to have examined all the documents enclosed and by their own independent observations and enquiries will be held to have fully informed themselves as to all matters relating to the scope of the work to be carried out in their resulting bid submission.\nBidders are reminded to check the accuracy of their Bid prior to submission thereof.\nIf The Town Council suspects that there has been an error in the pricing of the Form of Bid and/or Schedule of Prices, the Council reserves the right to seek such clarification as it considers necessary for the Bidder only.\nThe Town Council reserves the right to disqualify incomplete Bids or Bids that have not followed these Instructions to Bid.\n10. INCURRED EXPENSES\nThe Town Council shall not be responsible for, or pay any losses or expenses which may be incurred by the Bidder in the preparation and submission of their Bid, including (but not limited to) the attendance at any pre or post-tender meetings, due diligence meetings, the delivery of any presentations by the Bidder to The Town Council in relation to their proposal, site visits or other negotiations.\nThe Town Council will not accept claims for additional charges relating to the work delivered by the Bidder or the Contractor after acceptance of the Bid if, in the reasonable opinion of the Council, such additional charges should have been established by proper inspection of the Bid Documentation prior to bidding.\n11. PUBLICITY   \nNo publicity regarding the services or the award of any contract will be permitted unless.\n12. TRANSPARENCY AND CONFIDENTIALITY\nAs a public body, The Town Council is subject to the provisions of the Freedom of Information Act 2000 (\"FOIA\") and Environmental Information Regulations 2004 (\"EIR\") in respect of the information it holds (including third-party information).  Any member of the public or other interested party may make a request for information.\nThe Council shall treat all Bidders' responses as confidential during the procurement process. Requests for information received following the procurement process shall be considered on a case-by-case basis, applying the principles of the FOIA or the EIR.\nWhile The Town Council aims to consult with third-party providers of information before it is disclosed, it cannot guarantee that this will be done. \nBidders should be aware that, in compliance with its transparency obligations, The Town Council routinely publishes details of its contract(s), including the contract values and the identities of its suppliers on its website.\n13. PAYMENT\nThe Town Council's standard payment terms are 30 days in arrears.",
    "tenderPeriod": {
      "endDate": "2025-08-01T12:00:00+01:00"
    },
    "enquiryPeriod": {
      "endDate": "2025-07-23T23:59:59+01:00"
    },
    "specialRegime": [
      "lightTouch"
    ],
    "aboveThreshold": false,
    "submissionTerms": {
      "electronicSubmissionPolicy": "notAllowed"
    },
    "procurementMethod": "open",
    "mainProcurementCategory": "services",
    "submissionMethodDetails": "All supporting documentation must be included\nTenders should be submitted electronically to: tenders@witham.gov.uk and marked \"Christmas Lights 2025 Tender\" in the subject line. by midday 1st August 2025\nAlternatively, tenders may be posted to Witham Town Council, Town Hall, 61 Newland Street, Witham, Essex, CM8 2FE. The envelope shall be marked Christmas Lights 2025 Tender and apart from the Council's postal address shall not otherwise be marked or contain information that could identify the tendering organisation.\nAll companies submitting a tender will be notified by email of the respective decision within 6 weeks of the evaluation date. In accordance with Government Regulations, the total value of the successful tender will be published in due course.\nAll tenders submitted by email shall be in PDF format.",
    "procurementMethodDetails": "Below threshold - open competition"
  },
  "parties": [
    {
      "id": "GB-PPON-PRPX-7523-RHTX",
      "name": "Witham Town Council",
      "roles": [
        "buyer"
      ],
      "address": {
        "region": "UKH34",
        "country": "GB",
        "locality": "WITHAM",
        "postalCode": "CM8 2FE",
        "countryName": "United Kingdom",
        "streetAddress": "Town Hall, 61 Newland Street"
      },
      "details": {
        "url": "http://www.witham.gov.uk",
        "classifications": [
          {
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE",
            "description": "Public authority - sub-central government"
          }
        ]
      },
      "identifier": {
        "id": "PRPX-7523-RHTX",
        "scheme": "GB-PPON"
      },
      "contactPoint": {
        "name": "Nikki Smith",
        "email": "townclerk@witham.gov.uk"
      }
    }
  ],
  "language": "en",
  "initiationType": "tender"
}