Scope
Reference
PLA25163
Description
The Council is seeking a suitably qualified and experienced events contractor to design and install a high-quality innovative winter lighting solution for a family focussed Bay of Lights Illumination Trail - light installation event based on a light show / light installations experience.
The event has run successfully for a number of years. Over the 2 + 1 period of the contract there will be potential for additional activity and add-ons, such as projections and an accompanying Christmas market. The event will be primarily based in Torquay with elements in the other Bay areas (Paignton and Brixham).
Total value (estimated)
- £300,000 excluding VAT
- £360,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 1 May 2026 to 31 January 2028
- Possible extension to 31 January 2029
- 2 years, 9 months
Description of possible extension:
Optional 12 month extension
Options
The right to additional purchases while the contract is valid.
Potential additonal spend on light installations or event projections if further funding is received from the Council or an external funder.
Main procurement category
Services
CPV classifications
- 79952000 - Event services
Contract locations
- UKK42 - Torbay
Participation
Legal and financial capacity conditions of participation
Confirmation of ability to obtain relevant insurances after contract award but before delivery start
Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information.
Technical ability conditions of participation
Relevant Experience and Contract Examples
Health and Safety
Modern Slavery
Relevant policies, procedures and accreditations required to deliver the contract
Further information can be found in Part 4 Procurement Specific Questionnaire and Section C2.3 of Part 1 Information.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
11 February 2026, 5:00pm
Tender submission deadline
25 February 2026, 12:00pm
Submission address and any special instructions
In order to provide unrestricted, full, direct and free of charge access to the Tender Documents the Authority is providing the Documents in PDF format in the Opportunities Area of the ProContract e-Tendering portal at www.supplyingthesouthwest.org.uk
In order to access amendable versions of the Documents and to submit a response Applicants must be registered as Suppliers on ProContract. Applicants should then express an interest in the opportunity and download the Word and Excel format Documents for completion and submission.
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
7 April 2026
Recurring procurement
Publication date of next tender notice (estimated): 26 January 2029
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Method Statements | Quality for service and contract delivery. There are 5 method statements in total which add up to the percentage weighting. |
Quality | 90.00% |
| Social Value | Social Value assessment. The social value assessment is a combination of a qualitative assessment and quantitative assessment. Further information can be found in Part 6 Social Value Requirement and... |
Quality | 10.00% |
Other information
Payment terms
In consideration of the provision of the Services by the Supplier in accordance with the terms and conditions of this Contract, the Authority shall pay the Charges to the Supplier.
The Charges shall be calculated as set out in the Payment Schedule.
Unless otherwise stated in the Payment Schedule the Charges:
(a) shall be payable from the Commencement Date;
(b) shall remain fixed during the Term unless agreed by both parties; and
(c) are the entire price payable by the Authority to the Supplier in respect of the Ser-vices and includes, without limitation, any royalties, licence fees, supplies and all consumables used by the Supplier, travel costs, accommodation expenses and the cost of Supplier Personnel.
The Authority shall pay each properly submitted invoice received by the Supplier within 30 days of the date when Authority has determined that the invoice is a valid and undisputed in-voice. The Supplier shall accept payment electronically via BACS.
Further information on payment terms can be found in Clause 6 Charges and Payments of the Service Contract.
Applicable trade agreements
- Government Procurement Agreement (GPA)
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Justification for not publishing a preliminary market engagement notice
No market engagement undertaken for this opportunity
Documents
Associated tender documents
http://www.supplyingthesouthwest.org.uk
In order to provide unrestricted, full, direct and free of charge access to the Tender Documents the Authority is providing the Documents in PDF format in the Opportunities Area of the ProContract e-Tendering portal at www.supplyingthesouthwest.org.uk
In order to access amendable versions of the Documents and to submit a response Applicants must be registered as Suppliers on ProContract. Applicants should then express an interest in the opportunity and download the Word and Excel format Documents for completion and submission.
Contracting authority
Torbay Council
- Public Procurement Organisation Number: PXLG-3144-TYMJ
Town Hall
Torquay
TQ1 3DR
United Kingdom
Contact name: Clare Farquhar
Telephone: +44 1803208514
Email: clare.farquhar@torbay.gov.uk
Website: http://www.torbay.gov.uk/
Region: UKK42 - Torbay
Organisation type: Public authority - sub-central government