Scope
Reference
Christmas 2025
Description
Windlesham Parish Council is seeking contractors to provide Christmas trees and lighting for three distinct locations: Bagshot, Lightwater and Windlesham. To accommodate local preferences and logistical considerations, the tender specification is documented by village. Suppliers should be aware that this will be evaluated and awarded as a single tender for supply and installation across all three villages. Contracts will not be awarded separately.
The selected contractor must be able to supply, install, and remove all rented lights, as well as supply and install Christmas trees and tree lights. In the event of an emergency, the contractor must be able to attend the site within two hours. For all other call-outs, attendance is required within 24 hours.
For further details, please refer to Appendix 1, which provides detailed information on requirements, and Appendix 2, Standard Selection Questionnaire, which must be completed and submitted alongside your tender application. Please note that you must answer all questions in parts, 1, 2, and 3.
To be considered, interested contractors must demonstrate a proven track record, supported by evidence of previous or current similar projects. Applicants must also provide at least one relevant reference and a copy of valid insurance, including public liability insurance of £10 million, a risk assessment, and a HERS certificate with their application.
Contractors who meet these requirements are invited to complete the attached tender spreadsheet and submit an estimated cost breakdown for 3 consecutive years. Contractors should be aware that the tender will not be broken down into lots and will be awarded as a single contract. The Council reserves the right not to award the contract or to award the contract for either 1, 2, or 3 years.
We kindly ask that all tender submissions be provided in hard copy, addressed to the Clerk at the Windlesham Parish Council office. Please ensure submissions are sealed and clearly marked as the invitation to the tender.
Total value (estimated)
- £60,000 excluding VAT
- £72,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 November 2025 to 31 January 2028
- 2 years, 3 months
Main procurement category
Services
CPV classifications
- 31000000 - Electrical machinery, apparatus, equipment and consumables; lighting
- 34928500 - Street-lighting equipment
- 39298910 - Christmas tree
- 51110000 - Installation services of electrical equipment
- 79952000 - Event services
Contract locations
- UKC - North East (England)
- UKD - North West (England)
- UKE - Yorkshire and the Humber
- UKF - East Midlands (England)
- UKG - West Midlands (England)
- UKH - East of England
- UKI - London
- UKJ - South East (England)
- UKK - South West (England)
Participation
This procurement is reserved for
- UK suppliers
- Small and medium-sized enterprises (SMEs) and voluntary, community and social enterprises (VCSEs)
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Enquiry deadline
27 June 2025, 2:00pm
Tender submission deadline
4 July 2025, 2:00pm
Submission address and any special instructions
SUBMISSION INFORMATION:
Tenders are to be submitted in writing in a sealed, marked envelope addressed to the Proper Officer.
Tenders may be submitted electronically
No
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Quality of Products and Services | Specification and durability of Christmas trees and lighting, compliance with safety standards (e.g., HERS certification), and overall service reliability. |
Quality | 40% |
| Value for Money | Competitive pricing with a clear cost breakdown. Offers the best value while ensuring quality service and materials. |
Cost | 30% |
| Experience and Track Record | Proven ability to deliver similar Christmas tree and lighting projects. Strong references and case studies to support past performance. |
Quality | 30% |
Procedure
Procedure type
Below threshold - open competition
Documents
Associated tender documents
Copy of Appendix 1- Tender Spreadsheet for Christmas Lights v4 RE TENDER.xlsx
Technical Specifications
Appendix 2 - Standard Selection Questionnaire RE-TENDER.docx
Bidding documents
1 Christmas Tree tender covering letter 2025 - 250603.pdf
Tender Notice
Contracting authority
Windlesham Parish Council
- Public Procurement Organisation Number: PGNC-7211-GXTH
The Avenue
Lightwater
GU18 5RG
United Kingdom
Contact name: Joanna Whitfield
Telephone: +441276471675
Email: clerk@windleshampc.gov.uk
Website: https://www.windleshampc.gov.uk
Region: UKJ25 - West Surrey
Organisation type: Public authority - sub-central government