Farnham Christmas Lights

Description

Farnham Town Council (FTC) is inviting quotes for the design and delivery of its annual Christmas Lights contract. It covers LED decorations throughout the centre of the town and a number of smaller population centres (see map at Appendix A; list of current locations and options for expanded coverage at Appendix B). The contract also includes installation and take down, annual testing of lights and fixings, and the provision of real Christmas trees, currently three large trees. Installation/testing of fixings will begin in August 2025 and installation of lights will start in October 2025. The aim is to award the contract before the end of July 2025 which will run for 5 years (2025 to 2030) with the option to extend (up to a further five years). Decorations will be switched on in the second week of November and remain in place until January each year. FTC is seeking a scheme that places strong emphasis on creativity and visual impact. Bidders are encouraged to propose imaginative lighting concepts that deliver a cohesive and memorable experience, enhancing Farnham's distinctive character during the festive season. Particular value will be placed on proposals that demonstrate originality, placemaking through lighting, and the ability to create a sense of occasion and wonder across the town centre and surrounding areas. Submissions should prioritise cost effective and thoughtful design over purely functional installation. Schemes should be elegant, inspiring, and contribute meaningfully to Farnham's festive atmosphere, whilst being straightforward to install and take down. The council is seeking bids for the supply of equipment and invites quotations on the basis of either a purchase or a lease arrangement. Suppliers may choose to submit a proposal for either pricing structure or both but must be explicit and unambiguous in stating which options their bid covers. Each pricing model must be presented separately with full cost breakdowns, any applicable servicing and maintenance provisions. This tender is in 4 parts. Bidders may bid for one or more part, and the preference is for one bidder to be awarded all parts. FTC is unable to give a breakdown of the value split between each part. Costs for the repair of lights and brackets must be contained within the value of part 3 (installation, take down and testing). Lot 1 - Supply of lights Part 2 - Annual supply of Christmas trees (number dependent on design, but must include a minimum of 3) Part 3 - Installation, maintenance, take down, and removal of lights and fixings (if necessary) . Include separate cost for annual testing. Part 4 - Storage of Lot 1 Full written paper or electronic submissions are invited for delivery to FTC by 10.30 am, on Monday 9th June. Electronic submissions may be made to the dedicated mailbox at: christmaslightstender@farnham.gov.uk NB this mailbox is for the submission of bids only and will not be opened prior to the above deadline. The contract will be awarded by the 31st July 2025, with the bulk of the lights being installed in October 2025 - the only exception being the Remembrance Day route - see Instructions section. Farnham Christmas Lights Switch-On event in Gostrey Meadow, will be held on Saturday 15th November 2025. All lights, trees and decorations must be installed, tested and fully operational in time for the switch-on event (excepting the Remembrance Day route as above). The event is supported by free live entertainment from schools, theatre groups, dance companies and local bands as well as fair ground rides and attractions. A named and agreed representative from the approved supplier to attend the Switch On event annually, in coordination with the FTC Events Manager or Business and Facilities Manager. Other switch on events will take place in other parts of the town after 15th November 2025 (eg. Rowledge, Hale and Badshot Lea). With other events held throughout the town, FTC will consider schemes which may be able to remain in place for longer than the Christmas period stated of October to January, so that they can be used for other events. Lighting must be installed in zones, to be controlled remotely by officers of FTC and their delegates. The following documents give full details of specifications, requirements and the bid submission process. Value of contract £250,000-£400,000 (excluding VAT) for a 5-year contract plus an optional extension for a further 5 years.