Scope
Description
Christchurch Town Council is procuring a Christmas lighting services contract for the festive seasons 2026-2028. The appointed contractor will be required to design, supply (on a hire/lease basis), install, test, maintain, remove and store Christmas lighting and festive decorations across designated locations within Christchurch, including the town centre, Bargates, High Street, the Quomps bandstand, Mudeford Recreation Ground, Mudeford Quay, Friar's Cliff, and selected roundabouts.
The contract covers the provision of energy‑efficient LED lighting, motifs, column‑mounted features, tree lighting, bandstand lighting and associated fittings. All items must be suitable for outdoor use, comply with UK electrical safety standards, and be installed by competent, accredited personnel. The contractor must also provide appropriate control systems (e.g., timers, remote control options) and carry out all mandatory annual testing and certification.
The services include:
- development of full lighting designs and visual concepts
- supply of all required lighting on a hire or lease basis
- installation before the annual switch‑on event
- in‑season maintenance and fault response
- removal after the festive period
- safe storage of equipment where applicable;-
- provision of all RAMS, compliance documentation, insurances and certificates.
The Council has an annual budget of up to £40,000 on Option A tenders and £20,000 on Option B tenders. Tenderers may be asked to provide alternative options at lower budget levels. Final installation locations remain subject to confirmation, including highway permissions and availability of suitable electrical supply.
Total value (estimated)
- £120,000 excluding VAT
- £144,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 July 2026 to 30 June 2029
- 3 years
Options
The right to additional purchases while the contract is valid.
The contract includes the option for the Council to procure additional lighting motifs, installation services, or related infrastructure during the contract term, subject to the same pricing structure and performance standards. These purchases will only be made if required to expand or enhance the Christmas lighting scheme and will not exceed the scope of the original contract.
Main procurement category
Services
CPV classifications
- 31000000 - Electrical machinery, apparatus, equipment and consumables; lighting
- 51100000 - Installation services of electrical and mechanical equipment
Contract locations
- UKK - South West (England)
Participation
This procurement is reserved for
UK suppliers
Conditions of participation
The contractor must demonstrate sufficient operational capacity to provide reactive support throughout the installation, display and removal periods. The contractor must be able to attend site within 4 hours for emergency faults and within 24 hours for non‑urgent issues during the Christmas lighting season. Bidders must provide evidence of having the necessary resources, personnel and equipment to meet these response times.
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
22 March 2026, 11:59pm
Tender submission deadline
5 April 2026, 11:59pm
Submission address and any special instructions
Submission address: procurement@christchurch-tc.gov.uk
Submission method and instructions:
All tender submissions must be sent electronically to the email address above. Tenders must include:
A completed Tender Submission Form
All required supporting documentation as set out in the Specification
Contact details for the organisation and the named project lead
Tenders may be submitted electronically
No
Award criteria
The contract will be awarded on the basis of the most economically advantageous tender. Evaluation will consider both price and quality. The following headline criteria will be applied:
Quality & Aesthetic Appeal - 40%
Assessment of design proposals, visual impact, suitability for locations, technical robustness, and innovation.
Cost & Value for Money - 30%
Based on the tendered pricing and breakdown per location, including installation, maintenance, removal and associated works.
Contract and Project Management - 15%
Evaluation of project delivery approach, staffing structure, communication arrangements, quality assurance processes and proposed project plan.
Experience & References - 10%
Demonstrated relevant experience delivering similar festive lighting contracts within the last five years, with references.
Sustainability Measures - 5%
Consideration of energy efficiency, recyclability of materials, and environmental management.
Compliance & Safety Requirements (Pass/Fail)
Tenderers must meet all mandatory compliance requirements including: health and safety policies, working at height assessments, RAMS, relevant accreditations (including HERS where applicable), public liability insurance (£10m), and evidence of capacity to deliver the contract.
Procedure
Procedure type
Below threshold - open competition
Documents
Associated tender documents
Tender specification document FINAL.pdf
Tender Submission Form Christchurch.docx
Technical specifications to be met
https://www.christchurch-tc.gov.uk/?p=9146&preview=true
Contracting authority
Christchurch Town Council
- Public Procurement Organisation Number: PXDZ-7528-GJXG
Old Town Hall, 30 High Street
Christchurch
BH23 1AY
United Kingdom
Contact name: Elizabeth Murray
Telephone: +447570682748
Email: procurement@christchurch-tc.gov.uk
Website: https://www.christchurch-tc.gov.uk/
Region: UKK24 - Bournemouth, Christchurch and Poole
Organisation type: Public authority - sub-central government