Scope
Description
Background
Abergele Town Council are looking to establish a new festive lighting scheme for December 2026 onwards. The current festive lighting scheme consists of 49 lamppost mounted motifs throughout the town, 2 feature motifs, two artificial LED trees, and three cut trees which are replaced and dressed each year. Festoon lighting is also positioned at the Town Council offices.
Maps detailing the locations of the previous motifs and tree locations are attached.
Abergele Town Council would like to consider offers of multi-year contracts.
Council objectives
Abergele Town Council is aiming to provide festive decorations for the community to enjoy and to encourage seasonal footfall into the town.
The festive lighting scheme switch-on date is the second weekend in November and is in place until the first weekend in January.
Scope of work
Abergele Town Council require:
• Energy efficient/low wattage motifs attached to lamppost columns throughout Abergele
• Feature motifs or trees at gateway locations (as indicated on the attached map)
• The installation and removal of festoon lighting at the Town Council offices and the dressing of 3x cut trees.
• The contractor will be responsible for ensuring that the work to be carried out (such as the installation and removal) is done so in accordance with British safety and laws and highway regulations.
• The scheme to fit a budget of c. £35,000 inclusive of installation and removal costs.
• Installing contractors or sub-contractors to be HERS registered.
Site visit
Contractors interested in quoting may arrange a meeting with the Deputy Town Clerk by contacting 01745 833242 or emailing deputyclerk@abergletowncouncil.gov.wales.
Confirmation of intent to respond
Please email deputyclerk@abergeletowncouncil.gov.wales if you intend to quote or not as soon as possible.
Presentation of the quote
The quote needs to be itemised indicating relevant costings and wattage.
Quotes must be received by 30th September 2025.
Please email quotes to deputyclerk@abergeletowncouncil.gov.wales.
Shortlisted contractors will be invited to attend a meeting with the Events Sub-committee to present their proposed scheme(s).
Awarding of Contract
The awarding of contracts is made by members at a full town council meeting which are generally held on the third Thursday of the month. Following the meeting, companies who took part in the quoting process will be informed whether they were successful or not. The successful company will be provided with a purchase order.
The awarding of the contract is subject to the conditions being adhered to. Failure to comply could lead to the contract to be offered to a competitor.
Terms & Conditions
The contractor must supply a risk assessment, method statement and insurance documents within 14 days of the contract being awarded.
Abergele Town Council reserves the right to cancel a contract if there is failure from the contractor to complete the work within a reasonable timeframe surrounding the completion date.
Abergele Town Council will also require specifications of motifs and trees including weight, wind loading, electrical load, and type of fixing to be used in order to comply with s.178 of the Highways Act.
Contractors must supply details of their HERS registration, or the HERS registration of their sub-contractors.
Costs
All costs, expenses and liabilities incurred by Contractors in connection with the preparation and submission of any quotation shall be borne by them.
Total value (estimated)
- £140,000 excluding VAT
- £168,000 including VAT
Below the relevant threshold
Contract dates (estimated)
- 1 April 2026 to 28 March 2028
- Possible extension to 31 March 2029
- 3 years
Description of possible extension:
An extension to the contract may be possible if the scheme is successful and is enjoyed by residents, provided that this suits all parties.
Main procurement category
Services
CPV classifications
- 31000000 - Electrical machinery, apparatus, equipment and consumables; lighting
- 51000000 - Installation services (except software)
- 92000000 - Recreational, cultural and sporting services
- 98000000 - Other community, social and personal services
Contract locations
- UKL - Wales
Participation
Particular suitability
Small and medium-sized enterprises (SME)
Submission
Tender submission deadline
30 September 2025, 11:59pm
Submission address and any special instructions
Tenders may be submitted electronically
Yes
Award criteria
| Name | Description | Type | Weighting |
|---|---|---|---|
| Cost of Scheme | Cost | 60.00% | |
| Quality and Efficiency | Quality of the lighting scheme design and energy efficiency of the scheme. |
Quality | 40.00% |
Procedure
Procedure type
Below threshold - open competition
Documents
Associated tender documents
https://www.sell2wales.gov.wales/Assets/NoticeBuilder_FileDownload.aspx?id=343702
Invitation to quote documents including maps of the Abergele area with the approximate locations of motifs and trees included.
Contracting authority
Abergele Town Council
- Public Procurement Organisation Number: PPJY-3264-JLDP
Council Offices
Abergele
LL22 7BT
United Kingdom
Region: UKL13 - Conwy and Denbighshire
Organisation type: Public authority - sub-central government
Devolved regulations that apply: Wales