Huntingdon Christmas Lighting Tender 2026-28

{
  "buyer": {
    "id": "GB-PPON-PZQQ-5291-PVMD",
    "name": "Huntingdon Town Council"
  },
  "date": "2026-03-09T14:01:42Z",
  "id": "020923-2026",
  "initiationType": "tender",
  "language": "en",
  "ocid": "ocds-h6vhtk-06656f",
  "parties": [
    {
      "address": {
        "country": "GB",
        "countryName": "United Kingdom",
        "locality": "Huntingdon",
        "postalCode": "PE29 3PJ",
        "region": "UKH12",
        "streetAddress": "Huntingdon Town Hall, Market Hill"
      },
      "contactPoint": {
        "email": "town.council@huntingdontown.gov.uk",
        "name": "Nicola Webster",
        "telephone": "01480411883"
      },
      "details": {
        "classifications": [
          {
            "description": "Public authority - sub-central government",
            "id": "publicAuthoritySubCentralGovernment",
            "scheme": "UK_CA_TYPE"
          }
        ],
        "url": "https://www.huntingdontown.gov.uk/"
      },
      "id": "GB-PPON-PZQQ-5291-PVMD",
      "identifier": {
        "id": "PZQQ-5291-PVMD",
        "scheme": "GB-PPON"
      },
      "name": "Huntingdon Town Council",
      "roles": [
        "buyer"
      ]
    }
  ],
  "tag": [
    "tender"
  ],
  "tender": {
    "aboveThreshold": true,
    "awardPeriod": {
      "endDate": "2026-04-20T23:59:59+01:00"
    },
    "description": "Huntingdon Town Council is the most local tier of government in Huntingdon. We provide services for over 24,000 residents and strive to make Huntingdon a better place to live, work and visit. These services include community venues, sports facilities, parks and open spaces, a crematorium and cemeteries, allotments and community \u0026 seasonal events such as the annual Christmas Market, complimented by a town centre Christmas lighting. \nHuntingdon town centre consists of over 300 businesses covering key sectors such as retail, hospitality, business and professional services. Monthly footfall for the town centre during 2025 averaged at 514,128 with numbers for the month of December at 540,101. Since 2017, the Christmas Lights Switch On event has launched the town\u0027s annual Christmas Market, with footfall numbers over the 2025 event weekend totalling over 50,000. \nBackground Information\nHuntingdon Town Council has included the provision of town centre Christmas lighting in its service offering for many years. The Council is committed to ensuring best value for money, partnered with giving residents and visitors to the town bespoke festive lighting displays that are changed on a three-year rolling programme.\nHuntingdon\u0027s Christmas lights are always installed after the town\u0027s Armistice services have taken place in November. They are switched on as part of the big \u0027Switch On\u0027 event, usually held across the last weekend of November. The switch on is undertaken by the Mayor of Huntingdon, accompanied by festive characters and invited guests. \nYear on year, the Town Council, in partnership with BID Huntingdon and Huntingdonshire District Council puts on an increasing number of festive events in the town centre, putting Huntingdon on the map as a Christmas destination.\nThe lighting scheme in Huntingdon has historically consisted of:\n\u2022\tCross street displays (13 No.)\n\u2022\tLamppost motifs (12 No.)\n\u2022\t3D roof mounted motifs (2 x pieces for Town Hall north side flat roof)\n\u2022\tCeilings of light (Chequers Court and St Germain Walk)\n\u2022\tFeature tree lighting (St Benedicts Court, St Mary\u0027s Church)\n\u2022\tChristmas tree lighting (Bus Station, St Mary\u0027s Church and Sainsbury\u0027s)\nHuntingdon High Street forms the centre of our historic market town, and with its history comes a mixture of building heights and materials. This means suitability for lighting schemes and fixtures in some areas have proven to be challenging in previous years. For 2026, we would like to provide greater lighting coverage to support businesses who have fallen outside of the previously illuminated areas, ensuring that we promote more shops and services to our community than ever before.\nWe are seeking bids from Christmas lighting contractors to provide and install a new 3-year festive lighting scheme for Huntingdon town centre for residents and visitors to the town to enjoy. This should be delivered within an identified budget of \u00a325,000 per year, totalling \u00a375,000 over a 3 year contract. \nDesign Brief\nPlease find below a detailed design brief for Huntingdon Town Council\u0027s Christmas Lights as part of this Christmas Light Tender Bid. This specification covers all three years of the contract, commencing November 2026 and finishing after the 2028 Christmas period. This is the minimum required lighting offer that Huntingdon Town Council will accept for this Tender Bid.\nTheme\nThe theme for the Huntingdon Christmas Market for 2026-28 will be Candy Cane Lane, and all associated graphics and promotional materials will be linked to this. A mood board with inspiration is listed in the appendix. \nChristmas Trees\nHuntingdon Town Council source 4 x 12ft tall Christmas trees and arrange for their placement in the All-Saints Churchyard, Bus Station Green, St Mary\u0027s Churchyard and outside Sainsburys in St Germain Walk on or around the 2nd week of November.  Additionally, there are three trees in St Benedicts Court and three trees in St Mary\u0027s Churchyard which are decorated for the Christmas period. \nHuntingdon Town Council will require the successful tenderer to: \n\u2022\tProvide cool white Christmas tree lights to cover the entirety of the 12ft Christmas trees located in the All Saints Churchyard, Bus Station Green, St Mary\u0027s Churchyard and outside Sainsburys in St Germain Walk. \n\u2022\tProvide a lit-up star and place this on top of the Christmas trees. \n\u2022\tProvide cool white Christmas tree lights to drape and illuminate the trees in St Benedicts Court and St Mary\u0027s Churchyard. \nThe successful tenderer will be responsible for the design, supply, installation, removal, storage, and annual maintenance and testing of the lights on the Christmas Trees.  The successful tenderer will be responsible for placing these lights shortly after delivery of the trees, ensuring an impressive presentation. \nLampposts\nThere are 18 lampposts located in Huntingdon Market Square and High Street. Huntingdon Town Council will require the successful tenderer to: \n\u2022\tCarry out required health and safety checks to anchor points to determine suitability for proposed lighting installations, including height restrictions\n\u2022\tProvide 18 lit-up lamppost decorations to complement the \u0027Candy Cane Lane\u0027 theme\n\u2022\tTo install these lamppost decorations on the lampposts located in Huntingdon Market Square and High Street, as shown on the map included in the appendix. \nThe successful tenderer will be responsible for the design, supply, installation, removal, storage, and annual maintenance and testing of the lamppost lights.  \nFestoon / Canopy / Cross Street Lighting\nThere are 13 anchor points in Huntingdon High Street, St Benedicts Court and Chequers Court to place across-street festoon hangings. Huntingdon Town Council will require the successful tenderer to: \n\u2022\tCarry out required health and safety checks to anchor points to determine suitability for proposed lighting installations, including height restrictions\n\u2022\tProvide across-street festoon/ cross street /canopy displays, to complement the \u0027Candy Cane Lane\u0027 theme\n\u2022\tTo install these festoon hangings on the anchor points located in Huntingdon High Street, St Benedicts Court and Chequers Court, as shown on the below map. \nThe successful tenderer will be responsible for the design, supply, installation, removal, storage, and annual maintenance and testing of the festoon/cross street lighting.  \nHuntingdon Market Square / Huntingdon Town Hall\nHuntingdon Market Square is the focal point for the Christmas Lights Switch On event and the location of the Christmas Market. Huntingdon Town Hall sits on one side of the market square and has a flat roof which has historically had 3D displays. \nHuntingdon Town Council will require the successful tenderer to: \n\u2022\tPropose and provide a feature lighting installation for the Market Square and Town Hall, to create a dramatic impact, and complement the \u0027Candy Cane Lane\u0027 theme\n\u2022\tCarry out required health and safety checks to determine suitability for proposed lighting installation, including height and weight restrictions\nThe successful tenderer will be responsible for the design, supply, installation, removal, storage, and annual maintenance and testing of the feature installation.\nOther Requirements\nHuntingdon Town Council will require the successful tenderer to: \n\u2022\tBe on site to support with annual switch on event \no\tSaturday 28th November provisionally held for the 2026 event\n\u2022\tProvide Wi-Fi controlled system to enable instantaneous switch on of lighting scheme and flexibility with timer settings (default timer settings from 4pm - midnight).\n\u2003",
    "documents": [
      {
        "description": "Not published",
        "documentType": "conflictOfInterest",
        "id": "conflictOfInterest"
      },
      {
        "description": "Huntingdon Town Council is inviting tenders for the design, supply, installation, maintenance, removal and storage of Christmas lights for the period 2026-2028. \nThis tender supports the Council\u0027s wider festive programme, including the Huntingdon Christmas Market, and reflects the introduction of a new themed approach to Christmas branding from 2026 onward.",
        "documentType": "biddingDocuments",
        "format": "application/pdf",
        "id": "A-13053",
        "url": "https://www.find-tender.service.gov.uk/Notice/Attachment/A-13053"
      },
      {
        "datePublished": "2026-03-09T14:01:42Z",
        "description": "Tender notice on Find a Tender",
        "documentType": "tenderNotice",
        "format": "text/html",
        "id": "020923-2026",
        "noticeType": "UK4",
        "url": "https://www.find-tender.service.gov.uk/Notice/020923-2026"
      }
    ],
    "enquiryPeriod": {
      "endDate": "2026-04-09T17:00:00+01:00"
    },
    "id": "ocds-h6vhtk-06656f",
    "items": [
      {
        "additionalClassifications": [
          {
            "description": "Lighting equipment and electric lamps",
            "id": "31500000",
            "scheme": "CPV"
          },
          {
            "description": "Electrical equipment and apparatus",
            "id": "31600000",
            "scheme": "CPV"
          },
          {
            "description": "Electronic, electromechanical and electrotechnical supplies",
            "id": "31700000",
            "scheme": "CPV"
          },
          {
            "description": "Radio, television, communication, telecommunication and related equipment",
            "id": "32000000",
            "scheme": "CPV"
          },
          {
            "description": "Medical equipments, pharmaceuticals and personal care products",
            "id": "33000000",
            "scheme": "CPV"
          },
          {
            "description": "Transport equipment and auxiliary products to transportation",
            "id": "34000000",
            "scheme": "CPV"
          },
          {
            "description": "Security, fire-fighting, police and defence equipment",
            "id": "35000000",
            "scheme": "CPV"
          },
          {
            "description": "Musical instruments, sport goods, games, toys, handicraft, art materials and accessories",
            "id": "37000000",
            "scheme": "CPV"
          },
          {
            "description": "Laboratory, optical and precision equipments (excl. glasses)",
            "id": "38000000",
            "scheme": "CPV"
          },
          {
            "description": "Miscellaneous repair and maintenance services",
            "id": "50800000",
            "scheme": "CPV"
          }
        ],
        "deliveryAddresses": [
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKC"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKD"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKE"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKF"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKG"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKH"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKI"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKJ"
          },
          {
            "country": "GB",
            "countryName": "United Kingdom",
            "region": "UKK"
          }
        ],
        "id": "1",
        "relatedLot": "1"
      }
    ],
    "legalBasis": {
      "id": "2023/54",
      "scheme": "UKPGA",
      "uri": "https://www.legislation.gov.uk/ukpga/2023/54/contents"
    },
    "lots": [
      {
        "awardCriteria": {
          "criteria": [
            {
              "description": "Please provide a breakdown of the costs in accordance with your project plan tasks/milestones for each of the 3 years.\nCouncil\u0027s minimum requirements: \nYou are required to provide a detailed cost matrix that demonstrates the cost of hire for each display and piece of equipment. All costs must exclude VAT. \nThe Contractor will not exceed the rates quoted within its Bid at any time during the Contract. Please outline the company\u0027s financial position.",
              "name": "Price",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "price"
            },
            {
              "description": "Please provide a detailed explanation of the lighting scheme you would provide if you were awarded this tender. This should link to the Candy Cane Lane theme, where possible and should include:\n\u2022\tA feature lighting installation for the Market Square and Town Hall, to create a dramatic impact, and complement the \u0027Candy Cane Lane\u0027 theme\n\u2022\tLamppost displays in Huntingdon Market Square, High Street, St Benedicts Court, Chequers Court and St Germain Walk.\n\u2022\tAcross-street festoon/ cross street /canopy displays, in Huntingdon High Street, St Benedicts Court, and Chequers Court.\n\u2022\tChristmas tree lights and star decoration for All Saints Churchyard, Bus Station Green, St Mary\u0027s Churchyard, and outside Sainsburys in St Germain Walk, plus additional lights for three trees in St Benedicts Court\n\u2022\tAny other suggestions, including but not limited to building illuminations, ceiling lighting or other products that may be suitable. \nThe applicant must include pictures of all lighting products and reference specifically what products would be used for all areas if awarded the contract. In relation to the Christmas Trees, the number of lights that would be placed on each if awarded the contract needs to be stated. The age and dimensions of all products must also be stated.",
              "name": "Design",
              "numbers": [
                {
                  "number": 30,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Please provide a statement detailing proposals to deliver this contract in a controlled manner demonstrating how all aspects of health and safety will be managed and maintained for the duration of the contract. This should include the regulatory standards that you and your displays will abide by (e.g. IPAS IMAS G39). \nCouncil\u0027s minimum requirements: The Council is looking for evidence that you can manage a safe site and working environment from the planning stage through to completion. To provide details of how health and safety is managed within your company and specifically for this contract enclosing a copy of your Health and Safety Policy, risk assessments and method statements and other declarations or information/instructions issued by your organisation. All appendices need to be clearly referenced. \nYou are required to provide the following insurance documents: \n\u2022\tEmployer\u0027s Liability Insurance (The Council\u0027s minimum requirement for Employer\u0027s Liability Insurance is \u00a310 million.)\n\u2022\tProfessional Indemnity Insurance (The Council\u0027s minimum requirement for Professional Indemnity Insurance is \u00a32 million.) \n\u2022\tPublic Liability Insurance (The Council\u0027s minimum requirement for Public Liability Insurance is \u00a310 million.)",
              "name": "Health and safety",
              "numbers": [
                {
                  "number": 15,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Please provide a brief description of previous contracts you have delivered which are relevant to this project, including evidence as to your technical capability and if relevant working with councils and/or public sector. \nCouncil\u0027s minimum requirements: \nThe Council is looking for relevant project examples which demonstrate your track history of successful project delivery. This will include previous experience in relation to managing and delivering contracts of a similar nature to that required here, as well as detail of how that experience will be used during the delivery of this contract. The Council is also looking for evidence of your previous experience of working collaboratively with key stakeholders.",
              "name": "Previous project experience",
              "numbers": [
                {
                  "number": 15,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Please provide a detailed summary of your project management methodology and how you manage your clients\u0027 expectations throughout the project lifecycle. This includes a description of the project documents you provide and how you plan to achieve a high standard of communication. \nCouncil\u0027s minimum requirements: \nThe Council is looking for details of how you plan the project milestones and delivery, stakeholders, communication, risks and issues, cost and quality. We are keen to learn who will be responsible for delivering these tasks and milestones by means of a detailed project plan and organisational chart showing the internal structure of your organisation or company. A communication plan should be included to liaise with the Council and key stakeholders throughout the life of the contract.",
              "name": "Project management \u0026 communication",
              "numbers": [
                {
                  "number": 5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            },
            {
              "description": "Please provide information to enable the Council to understand and plan for maintenance to maximise safety and reliability. \nCouncil\u0027s minimum requirements: \nThe Council is looking for details of maintenance requirements and tasks. These include a maintenance plan for the project duration that highlights the maintenance tasks required. We also need details that the displays are correctly tested and inspected prior to installation, safely installed and the process for issues identified and rectification. The plan should also provide maintenance tasks for unexpected weather events and power outages.",
              "name": "Maintaebabce",
              "numbers": [
                {
                  "number": 5,
                  "weight": "percentageExact"
                }
              ],
              "type": "quality"
            }
          ]
        },
        "contractPeriod": {
          "endDate": "2029-02-01T23:59:59Z",
          "startDate": "2026-11-01T00:00:00Z"
        },
        "id": "1",
        "status": "active",
        "value": {
          "amount": 62500,
          "amountGross": 75000,
          "currency": "GBP"
        }
      }
    ],
    "mainProcurementCategory": "services",
    "procurementMethod": "open",
    "procurementMethodDetails": "Open procedure",
    "specialRegime": [
      "lightTouch"
    ],
    "status": "active",
    "submissionMethodDetails": "All bidders are required to submit a completed application form by email to town.council@huntingdontown.gov.uk\nThe email should have the subject line as \"Christmas Lights Tender\" written on it. Bidders must submit their final tender before the submission deadline.",
    "submissionTerms": {
      "electronicSubmissionPolicy": "notAllowed",
      "languages": [
        "en"
      ]
    },
    "techniques": {
      "frameworkAgreement": {
        "description": "The Tender Assessment panel will consist of two Huntingdon Town Council Officers and two nominated Members.\nQueston Weighting\nBidders must answer all questions in the Invitation to Tender document. Each question is assigned a specific weighting, as detailed in the table below.\nDescription \tWeighting \nHealth \u0026 Safety \t15% \nPrevious Project Experience \t15% \nProject Management \u0026 Communication \t5% \nMaintenance \t5% \nDesign \t30% \nPrice \t30% \nHuntingdon Town Council intends to appoint the highest-scoring bidder to deliver the contract based on the following criteria:\nScore \tTerm \tTypical Characteristic \n0 \tUnacceptable \tNo response or extremely limited response. Response inconsistent and/or unworkable and/or does not address our requirements. Shows extremely limited understanding of, and/or extremely inappropriate approach to the matter in question. \n1 \tPoor \tResponse is limited and is lacking in relation to a significant proportion of material elements, is unworkable and/or inconsistent and only partially meets our requirements. Shows limited understanding of, and/or inappropriate approach to, the matter in question. \n2 \tSatisfactory \tResponse broadly responds to our requirements at a reasonable standard. Shows reasonable understanding of, and/or acceptable approach to the matter in question. \n3 \tGood \tResponse meets our requirements of a high standard and exceeds them in one or two respects. Shows very sound understanding of, and appropriate approach to, the matter in question. \n4 \tVery Good \tResponse meets our requirements at a very high standard and exceeds them in a number of respects. Shows extremely sound understanding of, and highly appropriate approach to, the matter in question. \n5 \tExcellent \tExemplary response; exceeds expectations in all respects, and Bidder could not be expected to answer questions more comprehensively or appropriately. \nConfidentiality\nThe Town Council guarantees confidentiality for all respondents to this Tender Bid.\nRight of Rejection and Appointment\nHuntingdon Town Council reserves the right to accept or reject any or all submissions to the Tender bid. The Town Council also reserves the right not to appoint a provider following this procurement process.\nCosts\nHuntingdon Town Council will not be responsible for any costs incurred in preparing your proposal or any other costs related to participating in this procurement process.\nInsurance Requirements\nThe contractor must provide proof of insurance coverage at the levels specified in this section.\nEmployer\u0027s Liability Insurance\nThe Council\u0027s minimum requirement for Employer\u0027s Liability Insurance is \u00a310 million.\nProfessional Indemnity Insurance\nThe Council\u0027s minimum requirement for Professional Indemnity Insurance is \u00a32 million.\nPublic Liability Insurance\nThe Council\u0027s minimum requirement for Public Liability Insurance is \u00a310 million.",
        "maximumParticipants": 1,
        "method": "withAndWithoutReopeningCompetition",
        "type": "closed"
      },
      "hasFrameworkAgreement": true
    },
    "tenderPeriod": {
      "endDate": "2026-04-10T12:00:00+01:00"
    },
    "title": "Huntingdon Christmas Lighting Tender 2026-28",
    "value": {
      "amount": 62500,
      "amountGross": 75000,
      "currency": "GBP"
    }
  }
}