Cirencester Christmas Lights 2027-2031

Award Criteria

The contract will be awarded on the basis of the Most Advantageous Tender (MAT), assessed using the following criteria: Quality of Design & Creativity) • Originality and festive appeal of the proposed design • Suitability for location and demographics • Use of colour, themes, and focal points (e.g. town square tree, lampposts) • Inclusion of modern elements (e.g. interactive lighting, sustainable materials) • Visual impact in day/night conditions (renderings or mock-ups) Installation & Safety Methodology • Clear, practical installation schedule and methodology • Compliance with health & safety regulations (e.g. LOLER, PUWER) • Evidence of qualified personnel and equipment • Risk assessments and traffic/pedestrian management plans • Emergency repair strategy and 24/7 call-out process Experience and References • Relevant projects completed in the last 3-5 years • Positive client references/testimonials • Demonstrated ability to deliver similar scale and complexity • Evidence of long-term contracts or repeat clients Environmental Considerations • Use of LED or low-energy lighting • Minimisation of waste or recyclable materials • Carbon reduction initiatives in transport and operations • Proposal for sustainable storage or reuse of lighting • Environmental policies or accreditations (ISO 14001, etc.) Price • Total cost against budget • Value for money considering scope and quality • Transparent pricing breakdown (labour, materials, contingency) Full details of the evaluation methodology, weightings, and scoring will be provided in the tender documentation.

Framework agreement

Description

Cirencester Town Council oversees the Christmas light display throughout the town centre. We are inviting tenders for the design, supply, storage, annual maintenance and testing of high-quality Christmas lights. This contract will cover the festive light displays for the 2027to 2031 Christmas seasons, starting in November 2027 (5-year contract). The Town Council prefers that costs are distributed evenly across the duration of the contract. The display is expected to be attractive, reliable, and environmentally conscious and will be the highlight of the annual light switch-on event held on the last Saturday of November. The Town Council is also responsible for Christmas in Cirencester celebrations and holds the annual Advent Market & Light Switch-on and Christmas Markets to boost civic pride and stimulate local trade. We welcome proposals from experienced and innovative providers who can help deliver a high-quality festive experience for residents and visitors alike. Our primary objectives are as follows: • Deliver a safe and reliable lighting display that aligns with the design brief and specific locations. • Comply with the established timelines • Ensure the festive lights and safe and meet current legislations • Ensure that the scheme meets environmental and sustainability credentials. Key Requirements for 2027 Scheme Onwards Design style: o Highlight the historic and classic nature of Cirencester. o Warm, welcoming festive atmosphere rather than overly modern or commercial. Sustainability: o Use of low-energy systems (LED, efficient power use, durable materials). o Minimise environmental impact while delivering a high-quality festive display. Christmas tree: o Council arranges delivery and collection of a 40ft real tree. o Operator to design and install tree decorations within the lighting scheme budget o Work with sponsors, as required, in relation to additional tree decorations Coverage: o All streets must continue to be lit Site Overview Key Locations Include: • Market Place • Cricklade Street • Castle Street • Dyer Street • Silver Street • Town Centre Christmas tree - 40ft Budget £28,000 per annum (excl. VAT). Offers above this figure may be considered, but £28,000 is the working baseline. Prices must remain valid for the duration of the project timeline. Cost Clarity Tenderers should clearly specify what is included within each cost area. The Town Council will not make payments for costs that are not listed or for services that are ancillary to the main service provision. Service Requirements • Design and supply high quality Christmas lighting displays and decorations, subject to Town Council approval. • Install all lighting and supporting infrastructure across agreed town centre locations each November. • Provide ongoing maintenance and rapid emergency repairs throughout the festive period. • Remove all lighting and decorations by mid January each year. • Safely store all lighting and decorations following the festive season. • Ensure all installations are safe, weather resistant, and fully compliant with UK electrical and safety standards. • Include appropriate lighting for the town's Christmas tree (40ft). • Enhance and utilise existing infrastructure wherever possible. • Deliver energy efficient lighting designed to withstand UK winter weather conditions. • Use lighting styles that complement and respect the town's historic architecture. • Create a consistent, cohesive festive theme across the entire town centre. • Select lighting and design features that are suitable and considerate for neurodiverse visitors. • Maintain clear sightlines with non obstructive, safely positioned installations to support easy and safe navigation. • Where possible, use sustainable materials and repurposed or upcycled decorations. • Maintain clear space at the top of Cricklade Street and Dyer Street for placement of a sponsor's banner • To supply drop down switches or remote fobs to facilitate light switch on/off from ground level

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