Festive Lighting and Christmas Trees

Tender description

Westminster City Coucmil is looking to appoint a supplier for the provision of festive lighting and real Christmas tree services across multiple sites within Westminster. The objective is to secure a high-quality, reliable, and cost-effective service that meets ward-level requirements and budget constraints. The contract will be structured as a menu-based Schedule of Rates, allowing ward councillors to select products and services in line with available ward budgets. The service menu will include, but not be limited to: • Project management • Site surveys and feasibility assessments • Installation and de-installation • Electrical testing and safety checks • In-season maintenance and fault response • Storage of equipment where applicable • End-of-season removal and disposal or recycling 3. Christmas Trees The provision of free-standing Christmas trees will be limited to real trees only, available in the following sizes: 15ft, 20ft, and 25ft. The core service for Christmas trees will include: • Supply of real trees • Delivery and haulage • Secure installation, including stand/base and ballast • Testing and safety checks • In-season maintenance • Removal at the end of the display period • Responsible disposal or recycling, supported by appropriate evidence Decoration of trees will not form part of the core service and must be priced separately as optional add-on packages, for example: • Lights only • Lights and topper • Full decorative dressing 4. Festive Lighting Equipment All column-mounted festive lighting motifs must be new items only. The use of ex-rental, ex-display, or refurbished equipment will not be permitted. 5. Procurement Route The procurement will be undertaken using the Open Procedure, in accordance with the Procurement Act 2023 (PA23). 6. Contract Value and Duration The estimated total contract value is £360,000 exclusive of VAT (£432,000 inclusive of VAT) over the full four-year term. The proposed contract will be let on a 1 + 1 + 1 + 1 year basis, with the option to extend annually, subject to satisfactory contractor performance, continued service need, and ongoing value-for-money assessment. This structure provides the Council with flexibility to review the arrangement at the end of each year and determine whether continuation of the contract remains appropriate. Sites Included in the Contract The following Westminster City Council sites are proposed to be included within the scope of this contract for the supply of festive lighting and Christmas trees: 1. St John’s Wood High Street, NW8 2. Westbourne Grove and Queensway, W2 3. Hallfield Estate, W2 4. Maida Hill Market, W9 5. Warwick Avenue, W9 6. Glasgow House, Lanark Road, W9 7. Wyndham Place, Marylebone, W1H 8. Warwick Way / Wilton Road / Tachbrook Market, SW1 9. Churchill Gardens Estate, SW1V 10. Barrow Hill Estate, NW8 11. Dorset Square, NW1 12. Westminster Academy, Harrow Road, W2 13. Harrow Road and Queen’s Park Canalside 14. Millbank Gardens Tender submissions will be evaluated across Qualification, Technical (Quality) and Commercial (Price) criteria. Qualification will be assessed on a pass/fail basis to confirm minimum standards (e.g. insurance, policies, exclusions, and relevant experience). The award will be made to the Most Advantageous Tender (MAT). Evaluation approach: Evaluation area Weighting Quality (Technical) 40% Price (Commercial) 60% Responsible Procurement (within Quality) Minimum 10% of overall score