Scope
Description
The London Borough of Hillingdon require a supplier to provide Christmas Light Scheme 2025.
The Council has traditionally supported the delivery of the Christmas lighting programme in the borough's Town Centres, villages and shopping parades. There are now 28 Christmas lighting schemes that are under the Council's direct management.
Estimated contract start date: September/2025
Contract Duration: 1 + 1
All tender documents will be made available via the tender portal: https://supplierlive.proactisp2p.com
Justification for Not Undertaking Pre-Market Engagement
In line with the requirements of the Procurement Act 2023, we acknowledge the importance of pre-market engagement for above-threshold procurements. However, in this instance, due to the ongoing internal review of the Christmas Lights Project, there has been limited time available to carry out meaningful early market engagement.
Given the seasonal nature of the contract and the fixed delivery timescales, it was necessary to proceed directly to publication in order to avoid delays to project delivery. As such, we are satisfied that progressing to tender at this stage is both proportionate and justified under the circumstances.
We remain committed to ensuring the procurement process is open, fair, and transparent in accordance with the Act.
Total value (estimated)
- £230,000 excluding VAT
- £276,000 including VAT
Above the relevant threshold
Contract dates (estimated)
- 15 September 2025 to 14 September 2026
- Possible extension to 14 September 2027
- 2 years
Description of possible extension:
The Contract will be awarded for an initial term of one (1) year, with the option to extend for a further period of up to one (1) additional year, subject to satisfactory performance and continued service requirement.
The extension may be exercised at the Authority's discretion, taking into account factors such as contract performance, value for money, and ongoing operational needs. This allows for a maximum potential contract duration of two (2) years in total.
Options
The right to additional purchases while the contract is valid.
The Contract will be for an initial term of one (1) year with an extendable option for a period of one (1) year, giving a total of two (2) years] (the Term).
Main procurement category
Goods
CPV classifications
- 31522000 - Christmas tree lights
Contract locations
- UKI - London
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
10 June 2025, 5:00pm
Tender submission deadline
17 June 2025, 1:00pm
Submission address and any special instructions
All tender documents will be made available via the tender portal: https://supplierlive.proactisp2p.com (the Portal).
Tenders may be submitted electronically
Yes
Languages that may be used for submission
English
Award decision date (estimated)
27 August 2025
Recurring procurement
Publication date of next tender notice (estimated): 3 May 2027
Award criteria
| Name | Type | Weighting |
|---|---|---|
| 50% Quality | Quality | 50% |
| 50% Price | Price | 50% |
Other information
Conflicts assessment prepared/revised
Yes
Procedure
Procedure type
Open procedure
Documents
Associated tender documents
https://supplierlive.proactisp2p.com/Account/Registration/Register
The full suite of tender document can be found via the tender portal, Proactis. Interested bidders must ensure they are registered on Proactis to access the opportunity.
Technical specifications to be met
https://supplierlive.proactisp2p.com/Account/Registration/Register
The full suite of tender document can be found via the tender portal, Proactis.
Interested bidders must ensure they are registered on Proactis to access the opportunity.
Contracting authority
London Borough of Hillingdon
- Public Procurement Organisation Number: PHZZ-4724-NYPH
Civic Centre
Uxbridge
UB8 2QU
United Kingdom
Contact name: jgasparette@hillingdon.gov.uk
Region: UKI74 - Harrow and Hillingdon
Organisation type: Public authority - sub-central government