Christmas Lights 3 year Contract

Award Criteria

Mandatory Information for Submission Completed Form of Tender - signed and dated. Proposed Programme of Works - timeline for installation and dismantling. Company Profile & Experience - including three references for similar public display projects. Health & Safety Documents: Method Statement and Risk Assessments Company Health & Safety Policy Accident and enforcement history (past 5 years) including any RIDDOR Insurance Certificates: Public Liability Insurance (minimum £5M) Employer's Liability Insurance Technical Information: Description of lighting and control systems Specification of lighting frames Testing of anchors and wire LED specifications Social & Community Value Plan - sustainability, waste minimisation. Subcontractor Details (if applicable) - including qualifications and roles Declaration of No Conflict of Interest. Evaluation Criteria (Scoring System) Tenders that meet the compliance requirements will be evaluated based on the following weighted criteria: Category Weighting Scoring Criteria Price Competitiveness 30% 10 Points: Lowest tender receives full marks. 7 Points: Up to 5% above the lowest bid. 5 Points: Up to 10% above the lowest bid. 3 Points: More than 10% above the lowest bid with minimal justification. 0 Points: Bid is significantly higher than market rates without justification. Quality of Proposals 25% 10 Points: Proposals include innovative, visually appealing designs and demonstrate a clear understanding of the town's needs. 7 Points: Proposals show good understanding and creativity with only minor gaps or repetition from previous years. 5 Points: Proposals meet basic expectations with some creative elements but limited originality or design variation. 3 Points: Proposals lack imagination, show limited variety, or are too similar to previous years. 0 Points: Proposals are generic, unsuitable, or do not address the specification adequately. Relevant Experience & References 20% 10 Points: Evidence of three or more completed contracts of similar scope and scale (preferably in public realm or town centre lighting), with strong references. 7 Points: Two similar projects completed with positive feedback or references. 5 Points: One similar project with satisfactory performance. 3 Points: Limited relevant experience with mixed feedback or no references. 0 Points: No demonstrated relevant experience or unsatisfactory reference history. Health & Safety & Methodology 15% 10 Points: Comprehensive Health & Safety Plan provided, including specific risk assessments, PPE, cherry picker/licensing approach, and detailed method statements. 7 Points: Mostly complete Health & Safety documents with only minor omissions. 5 Points: Acceptable level of documentation but lacking some detail or clarity. 3 Points: Incomplete or unclear documentation with some safety concerns. 0 Points: No Health & Safety plan or poor/inadequate documentation. Social Value & Environmental Impact 10% 10 Points: Strong commitment shown through use of low-energy LED lighting, recycling of components, minimal packaging, local workforce, and community benefit initiatives. 7 Points: Moderate sustainability plan with partial recycling, LED usage, and occasional local engagement. 5 Points: Some sustainability elements included but lacking a coherent plan. 3 Points: Minimal effort to address environmental or social responsibility. 0 Points: No evidence of environmental or social consideration.

Description

Crowborough Town Council organises an annual Christmas event, where the Christmas Lights are switched on. This tradition has been held in Crowborough for years and is seen as an important part of the Christmas event, as well as marking the beginning of the Christmas celebrations. The event itself attracts over 1000 people from all over Crowborough, covering all ages and backgrounds. The event also creates a great space for local business to showcase their products and services. The event is greatly valued by young families, and it really sets the scene for the beginning of the festive season. Crowborough Town Council is seeking quotes for the hire, installation/dismantling, and maintenance of the festive lights for the town. The contract will be awarded for a period of three years commencing in 2026. The installation of the lights will be in November before the light switch-on event. They will remain in place until January.

Links & Documents

About Crowborough Town Council

Published contracts in the last 12 months