Tender

Design, Hire and Installation of Lighting and Associated Features for the Poole Christmas Maritime Lighting Festival

  • Bournemouth Christchurch and Poole Council

F02: Contract notice

Notice identifier: 2022/S 000-011924

Procurement identifier (OCID): ocds-h6vhtk-033531

Published 8 May 2022, 4:11pm



Section one: Contracting authority

one.1) Name and addresses

Bournemouth Christchurch and Poole Council

Town Hall, Bourne Avenue

Bournemouth

BH2 6DY

Contact

Strategic Procurement Team

Email

procurement@bcpcouncil.gov.uk

Telephone

+44 1202128989

Country

United Kingdom

NUTS code

UKK24 - Bournemouth, Christchurch and Poole

Internet address(es)

Main address

www.bcpcouncil.gov.uk

Buyer's address

https://www.supplyingthesouthwest.org.uk

one.3) Communication

The procurement documents are available for unrestricted and full direct access, free of charge, at

https://www.supplyingthesouthwest.org.uk

Additional information can be obtained from the above-mentioned address

Tenders or requests to participate must be submitted electronically via

https://www.supplyingthesouthwest.org.uk

one.4) Type of the contracting authority

Regional or local authority

one.5) Main activity

General public services


Section two: Object

two.1) Scope of the procurement

two.1.1) Title

Design, Hire and Installation of Lighting and Associated Features for the Poole Christmas Maritime Lighting Festival

Reference number

DN608293

two.1.2) Main CPV code

  • 31000000 - Electrical machinery, apparatus, equipment and consumables; lighting

two.1.3) Type of contract

Supplies

two.1.4) Short description

2022 will see the launch of Poole’s Christmas Maritime Lighting Festival which will bring an attractor event to Poole over a 6-week Christmas period. The free to attend event will run through the centre of Poole bringing a Maritime Christmas feel, to support the businesses across this period whilst raising the profile of the destination.

BCP Council requires a Supplier to design, build and install unique Christmas lighting features. This is to include all associated build and design, hire, storage, installation, derig and maintenance of Christmas lighting features.

The dates for Christmas 2022 for the event are provisionally between Saturday 19 November 2022 and Monday 2 January 2023. It is expected that for Christmas 2022 that installation will commence from 7 November 2022. The Supplier will be required to have removed the installation by Sunday 15 January 2023.

For the first year (Christmas 2022), the Council has a budget of £225,000.00 (exclusive of VAT) for the delivery of the Design, Hire and Installation of Lighting and Associated Features for the Poole Christmas Maritime Lighting Festival. This is to include all costs associated with the build and design, hire, storage, installation, derig and maintenance of Christmas lighting features. Bids received will need to be within the budget or will be rejected.

The quality of the visual experience of the theme bringing in light and tradition is paramount in this event in order to provide Poole with the right distinctive and memorable Christmas attraction. The individuality of the content will cement the nature of the event alongside the visual appeal. The design should be unique and preferably bespoke in its creation developing into a sophisticated event with a strong maritime link appealing to a full mix of the public from children to adults. The initial concepts for the design can be found within the procurement documentation.

All features will be on a hire basis to the Council with the Supplier ensuring they are effectively stored and maintained to remain in good working condition throughout the life of the contract as the cost to the Supplier.

The Supplier will be responsible for providing, at their cost, all the necessary professionals for the installation in terms of qualified electricians, forklift drivers and onsite grounds-person including a project manager to be onsite at all times for the build and derig.

There will be a requirement as part of the contract for call outs for the duration of the event each year. All callouts should be included in the costs supplied and be within 2-hour response time.

two.1.5) Estimated total value

Value excluding VAT: £1,300,000

two.1.6) Information about lots

This contract is divided into lots: No

two.2) Description

two.2.2) Additional CPV code(s)

  • 31500000 - Lighting equipment and electric lamps
  • 31522000 - Christmas tree lights
  • 39298910 - Christmas tree
  • 45300000 - Building installation work
  • 45310000 - Electrical installation work
  • 50232000 - Maintenance services of public-lighting installations and traffic lights

two.2.3) Place of performance

NUTS codes
  • UKK24 - Bournemouth, Christchurch and Poole

two.2.4) Description of the procurement

BCP Council requires a Supplier to design, build and install unique Christmas lighting features. This is to include all associated build and design, hire, storage, installation, derig and maintenance of Christmas lighting features.

The dates for Christmas 2022 for the event are provisionally between Saturday 19 November 2022 and Monday 2 January 2023. It is expected that for Christmas 2022 that installation will commence from 7 November 2022. The Supplier will be required to have removed the installation by Sunday 15 January 2023.

The contract will be for an initial 1-year period to deliver for Christmas 2022 with the option to extend annually for a further 4 years should funding be extended and all parties are happy to continue. The anticipated start date of the contract is 1 August 2022.

two.2.5) Award criteria

Quality criterion - Name: Quality / Weighting: 100

Price - Weighting: 0

two.2.6) Estimated value

Value excluding VAT: £1,300,000

two.2.7) Duration of the contract, framework agreement or dynamic purchasing system

Start date

1 August 2022

End date

31 July 2023

This contract is subject to renewal

Yes

Description of renewals

The contract will be for an initial 1-year period to deliver for Christmas 2022 with the option to extend annually for a further 4 years should funding be extended and all parties are happy to continue. The anticipated start date of the contract is 1 August 2022.

two.2.10) Information about variants

Variants will be accepted: No

two.2.11) Information about options

Options: Yes

Description of options

The contract will be for an initial 1-year period to deliver for Christmas 2022 with the option to extend annually for a further 4 years should funding be extended and all parties are happy to continue. The anticipated start date of the contract is 1 August 2022.

two.2.13) Information about European Union Funds

The procurement is related to a project and/or programme financed by European Union funds: No


Section three. Legal, economic, financial and technical information

three.1) Conditions for participation

three.1.2) Economic and financial standing

Selection criteria as stated in the procurement documents

three.1.3) Technical and professional ability

Selection criteria as stated in the procurement documents


Section four. Procedure

four.1) Description

four.1.1) Type of procedure

Open procedure

four.1.8) Information about the Government Procurement Agreement (GPA)

The procurement is covered by the Government Procurement Agreement: Yes

four.2) Administrative information

four.2.2) Time limit for receipt of tenders or requests to participate

Date

9 June 2022

Local time

2:00pm

four.2.4) Languages in which tenders or requests to participate may be submitted

English

four.2.6) Minimum time frame during which the tenderer must maintain the tender

Duration in months: 6 (from the date stated for receipt of tender)

four.2.7) Conditions for opening of tenders

Date

9 June 2022

Local time

2:00pm

Information about authorised persons and opening procedure

All tenders are electronically sealed and opened by the Council's Democratic Services team


Section six. Complementary information

six.1) Information about recurrence

This is a recurrent procurement: Yes

Estimated timing for further notices to be published: The contract will be for an initial 1-year period to deliver for Christmas 2022 with the option to extend annually for a further 4 years should funding be extended and all parties are happy to continue. The anticipated start date of the contract is 1 August 2022.

six.3) Additional information

Bidders should seek independent legal and commercial advice in relation to the potential value of the opportunity and the scheme as a whole.

The Council is carrying out this procurement under the Open Procedure pursuant to the Public Contracts Regulations 2015 (as amended).

In accordance with Regulation 50 (Contract award notices); Regulation 86 (Notices of decisions to award a contract or conclude a framework agreement); Regulation 87 (Standstill period) and Regulations 91 to 102 of the Public Contracts Regulations 2015 (as amended). Following any decision to award the contract the Council will be providing debriefing information to unsuccessful bidders (in accordance with Regulation 86) and observe a minimum 10 day standstill period (in accordance with Regulation 87) before the contract is entered into.

The Council reserves the right to vary, amend and update any aspects of the procurement documents and final details. The Council reserves the right not to award the opportunity or to award only part (or a different arrangement) of the opportunity described in this contract notice. The services will predominantly be performed within the boundaries of BCP Council for the Council.

six.4) Procedures for review

six.4.1) Review body

High Courts of Justice

The Royal Court of Justice

London

WC2A 2LL

Country

United Kingdom

six.4.3) Review procedure

Precise information on deadline(s) for review procedures

In accordance with Regulation 86 (notices of decisions to award a contract), Regulation 87 (standstill period) and Regulations 91 (enforcement of duties through the Court) of the Public Contracts Regulations 2015 (as amended).