Scope
Description
Farnham Town Council (FTC) invited quotes for the design and delivery of its annual Christmas Lights contract to cover LED decorations throughout the centre of the town and a number of smaller population centres. The contract also included installation and take down, annual testing of lights and fixings, and the provision of three real Christmas trees.
Installation/testing of fixings will begin in August 2025 and installation of lights will start in October 2025. The contract will run for 5 years (2025 to 2030) with the option to extend (up to a further five years). Decorations will be switched on in the second week of November and remain in place until January each year.
FTC sought a scheme that placed strong emphasis on creativity and visual impact. Bidders were encouraged to propose imaginative lighting concepts that delivered a cohesive and memorable experience, enhancing Farnham's distinctive character during the festive season. Particular value was placed on proposals that demonstrated originality, placemaking through lighting, and the ability to create a sense of occasion and wonder across the town centre and surrounding areas. Submissions were required to prioritise cost effective and thoughtful design over purely functional installation, and be elegant, inspiring, and contribute meaningfully to Farnham's festive atmosphere, whilst being straightforward to install and take down.
The council sought bids for the supply of equipment and invited quotations on the basis of either a purchase or a lease arrangement. Suppliers were invited to submit a proposal for either pricing structure or both. Each pricing model was required to be presented separately with full cost breakdowns, any applicable servicing and maintenance provisions.
This tender was in 4 parts. Bidders could bid for one or more part, and the preference was for one bidder to be awarded all parts. FTC was unable to give a breakdown of the value split between each part. Costs for the repair of lights and brackets were required to be contained within the value of part 3 (installation, take down and testing).
Lot 1 - Supply of lights
Part 2 - Annual supply of Christmas trees (number dependent on design, but must include a minimum of 3)
Part 3 - Installation, maintenance, take down, and removal of lights and fixings (if necessary) . Include separate cost for annual testing.
Part 4 - Storage of Lot 1
Farnham Christmas Lights Switch-On event in Gostrey Meadow, will be held on Saturday 15th November 2025. All lights, trees and decorations are to be installed, tested and fully operational in time for the switch-on event (excepting the Remembrance Day route). A named and agreed representative from the approved supplier will attend the Switch On event annually, in coordination with the FTC Events Manager or Business and Facilities Manager.
Other switch on events will take place in other parts of the town after 15th November 2025 (eg. Rowledge, Hale and Badshot Lea).
With other events held throughout the town, FTC considered schemes which might have been able to remain in place for longer than the Christmas period stated of October to January, so that they can be used for other events.
Lighting is to be installed in zones, to be controlled remotely by officers of FTC and their delegates.
Contract 1. Farnham Christmas Lights
Supplier
Contract value
- £280,000 excluding VAT
- £336,000 including VAT
Above the relevant threshold
Award decision date
31 July 2025
Date assessment summaries were sent to tenderers
6 August 2025
Earliest date the contract will be signed
18 August 2025
Contract dates (estimated)
- 19 August 2025 to 31 March 2030
- Possible extension to 1 March 2035
- 9 years, 6 months, 14 days
Description of possible extension:
Possible extension to 31 March 2035
An extension may be agreed up to a maximum of five years, subject to satisfactory completion of the previous 5 year contract and subject to terms and conditions of extension agreements.
Main procurement category
Services
CPV classifications
- 31500000 - Lighting equipment and electric lamps
- 45310000 - Electrical installation work
- 50232110 - Commissioning of public lighting installations
- 51100000 - Installation services of electrical and mechanical equipment
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)
Information about tenders
- 6 tenders received
- 6 tenders assessed in the final stage:
- 6 submitted by small and medium-sized enterprises (SME)
- 0 submitted by voluntary, community and social enterprises (VCSE)
- 1 supplier awarded contracts
- 5 suppliers unsuccessful (details included for contracts over £5 million)
Procedure
Procedure type
Open procedure
Special regime
Light touch
Supplier
Thomas Nagy Ltd
- Companies House: 10709064
Garston Lane
Watford
WD25 9EJ
United Kingdom
Region: UKH23 - Hertfordshire
Small or medium-sized enterprise (SME): Yes
Voluntary, community or social enterprise (VCSE): No
Supported employment provider: No
Public service mutual: No
Contract 1. Farnham Christmas Lights
Contracting authority
Farnham Town Council
- Public Procurement Organisation Number: PHDV-6531-NYDZ
Farnham Town Council
Farnham
GU9 7RN
United Kingdom
Contact name: Iain Lynch
Telephone: +44 1252 712667
Email: town.clerk@farnham.gov.uk
Website: http://www.farnham.gov.uk
Region: UKJ25 - West Surrey
Organisation type: Public authority - sub-central government