Brixham Town Council TENDER SPECIFICATION - Christmas Lighting Contractor
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Brixham Town Council
TENDER SPECIFICATION
Christmas Lighting Contractor
2020 – 2022
1
Brixham Town Council
Invitation to Tender for the supply and installation of Christmas Light displays
for a 3 year period starting in 2020 in Brixham
Brixham Town Council (BTC) is inviting tenders from suitably qualified contractors who
are registered with the National Inspection Council for Electoral Installation
Contracting (NIC EIC) and Highways Electrical Registration Scheme (HERS) for the
design and supply of Brixham’s Christmas lighting scheme.
Background
BTC is responsible for the provision of festive lighting in Brixham and has established
a successful Christmas Lights Switch On Event ‘Lanterns, Lights & ‘luminations’ held
on the last Saturday of November. The culmination of the event is the switching on of
the towns Christmas Lights which coincides with a spectacular fireworks display.
In recent years BTC has upgraded its displays from filament lights to LED and during
this process opted to rent decorations rather than purchase them. Brixham’s current
display is a combination of both rental and council owned decorations. Our display is
enhanced by Lighting Up Brixham, a community fundraising group who’s aim is to
make Brixham a Christmas tourist destination and ensure Brixham has the best lights
in the South West.
Decoration positions and permissions have been established over the years including
installation of infrastructure fixings which are the property of the BTC and should be
tested as part of the contract. 2019 concludes the current rental period which provides
an opportunity for new rental options and design.
Tender information
This tender includes the following information to enable tenderers to produce a
scheme for submission.
1. Invitation to Tender
2. Background
3. Tender information
4. Technical data
5. Contract objective
6. Methodology
7. Timescales
8. Cost & Payment schedules
9. Health & Safety and Insurance
10. Reporting procedure
11. Tender requirements & weighting
12. Locations map
Technical
2There are several anchor fixing points, catenary wires and converted streetlights
electric points located around the main display. Tenderers are required to carry out a
site visit to familiarise themselves with current infrastructure/ fixing points and be
prepared to service or replace where required. All current decoration locations are
listed on the map included on page 8.
Contract objective
BTC are looking to develop a partnership with a Christmas lighting Supplier who can
bring innovation, inspiration and flair to ensure that Brixham’s Christmas lights are a
tourist destination.
A complete package including:
• Supply & Design
• Installation
• Pre-season inspection and testing
• Infrastructure inspection and testing
• Repair & technical support (including pre-season repairs and repairs occurring
during display)
• Switch off and Removal
• Engineer support at the annual Lanterns, Lights & ‘luminations event each year.
Methodology
The successful contractor will undertake the work in two stages:
Stage one
Design: The successful contractor will meet with a representative of BTC and Lighting
Up Brixham to discuss design requirements before submitting a set of designs for
consideration. It is expected the successful bidder to bring innovative new ideas to the
table.
Stage two
Installation: The successful contractor will provide and install the lights to an agreed
timescale (draft programme submitted at tender stage) to ensure that installation is
complete in time for the Lanterns, Lights & ‘luminations event with minimal disruption
to highways.
3Provisional Timescales
This timescale is indicative and may be subject to change by BTC. As part of the
submission please provide a programme of work for the weeks leading up to the switch
on and for the period in January when the lights will be taken down.
2020 Target Date Task
17th January 2020 Issue Tender Pack
24th February 2020 Deadline for return of Tender
10th March 2020 Final selection of successful supplier and notify
unsuccessful tenderers
Date to be agreed First planning and site meeting with Deputy Town Clerk or
Town Clerk in her absence
11th May 2020 To attend Community Services Committee and present/
discuss outline ideas
September Present final design to Community Services Committee
Date to be agreed
28th November 2020 Christmas lights switch on event
6th January 2020 Lights to be switched off
th
15 January 2021 Display to be removed
BTC reserves the right to request additional information from a tenderer to clarify their
proposal, which is to be supplied at the expense of the tenderer.
Cost
We are offering the opportunity for a three-year contract. However, due to the way
BTC sets the budget annually in January we are unable to confirm the budget
allocation for Seasonal Displays for the year 2021 and 2022. The successful contractor
will be expected to meet with the Deputy Clerk or Town Clerk in her absence in
February/ March to discuss design and budget. The successful contractor will be
required to work with BTC to establish opportunities for savings and ensure best value
is achieved.
Payment schedule
Annually, 50% of the contract fee will be made available before Switch On with the
other 50% made available after removal. As part of submissions, a breakdown must
also be provided of the intended annual invoice values.
Health, Safety & Insurance
All Health & Safety is the responsibility of the contractor. Any contract resulting from
this invitation will be with the successful contractor as an independent contractor, and
as such will be required to arrange and evidence appropriate insurance cover. A site
management plan and risk assessment will be required prior to work commencing on
site. It will be the responsibility of the contractor to provide and maintain adequate PPE
for the duration of the contract.
4Reporting procedure
A preliminary meeting will be held between BTC and the selected contractor to fine
tune and finalise designs and to ensure that all are fully aware and in agreement with
what needs to be done to fulfil the terms of the contract. Day to day contact between
BTC and the contractor will be with the Deputy Town Clerk or Town Clerk in her
absence. The contractor will be required to notify BTC in advance of any works
commencing and finishing on site and to provide regular progress updates.
BTC may examine the outputs of the contract and the contractor may be called upon
to correct any errors, provide missing information, or answer queries regarding any of
the outputs at their own cost.
Tender requirements
BTC is inviting tender submissions which include the following information:
1. A set of drawings/ photo mock-ups of the proposed lighting designs.
2. A specification of materials to be used.
3. A proposed programme of works (installation and removal).
4. A completed breakdown sheet for the work as detailed and within the
indicative budget. Call out rates should be clearly expressed. Should you
identify or recommend any additional spend or savings please itemise these
separately.
5. Evidence of the experience, technical capability and qualifications of key
personnel.
6. Examples of similar work that you have undertaken.
7. Details of relevant insurance policies: health & safety policy and a sample risk
assessment.
8. Tenders that fail to meet these requirements maybe considered incomplete.
Each compliant tender will be judged against the following criteria:
Experience 10%
• Evidence of the experience, capability and qualification of key
personnel
• Technical capability
• Demonstration of understanding of brief
• Evidence of previous displays
Local context 20%
• Supply time (ability to deliver on time)
• Design in keeping with the Town
• Evidence of site visit
5The Harbour 10%
• Particular emphases on the design for the Harbour as this is the main
location for the Lanterns, Lights & ‘luminations event.
Technical suitability 25%
• Quality, fit for purpose, ability to deliver to the required standard
• Subject matter knowledge
• Creativity and innovation of the proposal and its fit within the Town
• Technical competence of tender (free of error)
Cost 25%
• Value for money
• Compliance with payment and delivery schedules
• Affordability
• Compliance to invitation to tender requirements
• Acceptance of terms
Climate change 10%
• Evidence of environmental practices i.e. Evidence of sustainability,
Single use plastics policy, LED lighting or equivalent.
• Figures to be provided for project.
Brixham Christmas Lights Inventory
Christmas light decorations and locations in 2017 to 2019
Decoration Location Owned or Notes
leased
Welcome to Fabulous Bolton Street Owned
Brixham
Curtain of lights Town Hall Owned
8 x Icicles Cross Street Fore Street Rental Rental period
displays expired 2019
5 x Wall/ column Middle Street Owned
5 x Wall/ column Middle Street Rental Rental period
expired 2019
3 x Christmas Tree banner Fish Quay railings Rental Rental period
expired 2019
3 x Sailing Ships Pontoon Owned Display retired
in 2019
4 x Christmas tree banner Kings Street Wall Rental Rental period
expired 2019
Icicles Old Fish Market Rental Rental period
expired 2019
Christmas Tree lights Kings Quay Owned Contractor will
be required to
dress the tree
6Ex display
BTC has retained a stock of ex display frames. Dependant on cost it is hoped that
some of the displays can be refurbished and form part of the new display.
Lighting Up Brixham - additional lights
The successful contractor should be aware of ‘Lighting Up Brixham’, a local
community group who fundraise to purchase additional lights to supplement the
Christmas light display provided by BTC.
In 2019 Lighting Up Brixham successfully provided 7 new lights for Brixham, listed
below. The successful contractor will be required to liaise with Lighting Up Brixham
and BTC in respect of any new displays the group are aiming to install.
Decoration Location Owned by
Octavia Octopus New Fish Market building Lighting Up Brixham
Brixham Harbour of Lights Kings Street Wall Lighting Up Brixham
Pride In Brixham Mayflower Garden Pride In Brixham
Merry Brixhamas MTS Building Lighting Up Brixham
Ice Cream I Scream Shop I Scream
Lady Jaqueline Mermaid Private property Lighting Up Brixham
Available positions for 2020 to 2022
These positions may be subject to change.
Decoration Location
Welcome to Fabulous Brixham Bolton Street
Curtain of lights Town Hall
Vacant Fore Street
5 x Column lights Middle street
Vacant Middle Street
Vacant Fish Quay Railings
Vacant Pontoon
Vacant Old Fish Market
Vacant Kings Street Wall frame 1
Vacant Kings Street Wall frame 2
Vacant Kings Street Wall frame 3
Christmas Tree (dress/ undress tree) Kings Quay
7Map of current Christmas light locations A. Bolton Cross
B. Town Hall
C. Fore Street
D. Middle Street
E. Old Fish
Market
F. Fish Quay
railings
G. Kings Street
Wall 1
H. Kings Street
Wall 2
I. Kings Street
Wall 3
J. Pontoon
K. Christmas
Tree
8Instructions and information for submitting a proposal
• BTC owns a stock of Christmas lights which are supplemented with rental lights
to provide a festive display in key areas of the Town as indicated on page 8.
• BTC hosts an event on the last weekend in November to mark the annual
switching on of the Town’s festive lights and to start the festive season in
Brixham.
• Lights in Fore Street, Middle Street and Bolton Cross are switched on at 16:45
to illuminate the route for the Lantern Parade procession. Lights located on the
Quay and Harbour bowl area are traditionally switched on at 18:00 by Father
Christmas and to coincide with the Fireworks display. Christmas Lights Timers
to be set from 15:30 to 23:30 thereafter until the 6th January annually.
• The Christmas lights and infrastructure undergoes an annual pre-season
inspection and testing prior to installation in late October/ early November to
allow time for any repairs. The lights must be installed no later than two weeks
prior to the event to allow for any issues to be resolved.
• Provisional dates for the lights to be switched on are:
Saturday 28th November 2020
Saturday 27th November 2021
Saturday 26th November 2022
• Display to be switched off by the 12th day of Christmas and removed by the
15th January annually.
• To arrange a meeting with the Town Clerk or Deputy Town Clerk annually in
March to discuss rental requirements for the new year’s display.
• Lighting repairs require a 24-hour response and fix time and the tender should
cover all works including call outs.
• Provision of an engineer to provide support throughout the Christmas lights
switch on event.
• BTC are seeking a professional and qualified company who can deliver an
exceptional value for money service to tender for the testing, installation and
event support for the Christmas Lights in Brixham. Tenders should include
delivery, testing, installation and dismantle times, accommodation and
transport costs.
• BTC is seeking to agree a three-year contract. If BTC deems any part of the
contract unsatisfactory, unsafe or there is a failure to meet BTC expectations
the contract will be terminated early.
• The details of this document and all associated documents are to be treated as
private and confidential for use only in connection with the Invitation to Tender
and contract process.
• To provide a full inventory to BTC of all light displays including:
o Location
o Type of display
o Power supply and output
9o Fixings
Experience, skills and knowledge
In order to fulfil the criteria, the following experience skills and knowledge are
expected:
• Previous experience in Seasonal Displays of this scale.
• Strong communication skills.
• Industry experience, skills and knowledge.
• National Inspection Council for Electoral Installation Contracting (NIC EIC).
• Highways Electrical Registration Scheme (HERS).
• Public Liability Insurance (minimum of £5 million).
• Qualified Personnel with technical ability to fix all festive decorations in a wide
range of locations, including displays located on water!
• All operatives working with electrical connections City & Guilds current Edition
wiring regulations certificate.
• IPAF (International Powered Access Federation) or equivalent trained.
• G39 Electrical safety in the planning, installation, commissioning and
maintenance of public lighting and street furniture.
• Chapter 8 Street Works modules.
• Ideally Safe Contractor accredited or equivalent.
• Management of work including comprehensive programme of works scheduled
before each festive season with all relevant dates agreed with BTC.
Tender submission
The tender submission should be no more than six pages of A4 describing how
tenderers intend to meet the brief and the costs involved. Any tenders received after
the date and time specified will not be considered.
Tenderers must submit one bound copy of the completed tender and any supporting
documentation and a further copy which should be loose leaf to facilitate ease of
copying for evaluation purposes.
BTC does not bind itself to accept the lowest bid or quotation. BTC reserves the right
to withdraw any part of the quotation document prior to the award of contract and
reserves the right to withdraw any part of the quotation process at any time.
Once the proposal has been submitted, no alterations to the text will be permitted.
Failure to complete any part of the quotation may also incur rejection to the proposal.
As part of the tender process tenderers may be invited to give a presentation to the
Community Services Committee. The successful bidder will be expected to present
design ideas to the Committee.
10Selection Criteria
Contractors must demonstrate relevant experience and clearly identify a list of three
similar works carried out in the last three years giving descriptions of these works with
dates and the names and addresses and email address of persons to whom reference
can be made.
Contactors must agree to all areas specified with the specification and contractors
must state their agreement to all these areas within the tender return.
Arithmetic Accuracy
It is the responsibility of the tenderer to check that all costs have been identified and
are accurate. Any area of costs that are not identified and not included with the
submission will be treated as free of charge.
If arithmetic mistakes are found after the contract has been awarded, they will not be
taken account of. The figure agreed at the time of contract will prevail. The tenderer
shall be deemed to have satisfied itself before submitting its tender as to the accuracy
and sufficiency of the rates and prices stated in their tender which shall (except in so
far as is otherwise provided in the contract) cover all the contractors obligations under
the contract and the contractor shall be deemed to have obtained for itself all
necessary information as to risks and any other circumstances which might reasonably
influence or affect the contractors tender. The contractor who submits a tender will be
held to have by his/her own independent observations and enquiries fully informed
and satisfied himself as to the nature and extent and practicability of the works and as
to access to the site and/or storage facility and all points and conditions which can in
any way affect the prices upon which this tender is based. The prices for the tender
shall include all charges for profits and transport and cartage and labour materials
plant and insurance and all other expenses.
Period of acceptance of the submitted tender
The potential supplier is required to hold their tender open for acceptance for a period
of up to six months from the closing date.
Final Submission and checklist
BTC does not bind itself to accept the lowest or any quote and will not accept
responsibility for any expense or loss which may be incurred by any potential tenderer
in the preparation of the tender. BTC reserves the right not to award any contract as
a result of this tender process.
Tenderers must supply all details and certificates requested as part of this tender.
Lack of Information may deem the tender unacceptable and will result in the failure of
the submission.
11Tenders must be submitted in accordance with these instructions
and a failure to comply will result in a tender being rejected by BTC.
BTC will not accept incomplete nor non-specific/generic submissions.
Unless specifically and clearly stated by tenderers, they will be required to meet all the
requirements specified within the tender price submitted.
Tenderers should treat the tender documents as private and confidential between the
tenderer and BTC.
The submissions are to be submitted by 12 noon Monday 24th February 2020.
The tender should be placed in a sealed envelope marked “Do not open – tender for
Brixham Town Council Christmas Lights.
and return to:
Deputy Town Clerk, Brixham Town Council, Town Hall, New Road, Brixham,
Devon TQ5 8TA
The envelope must not bear any indication of the tender’s name and address. Where
Courier services are used, the Courier should be instructed accordingly.
The use of subcontractors requires the approval of BTC prior to the commencing of
works
Tenderers must check through all the documents enclosed with the invitation to tender,
for missing or duplicated document, sections or pages.
Tenderers shall be held to have examined the tender documents carefully and must
during the tender period notify the contact listed in the invitation for Tender
submissions of any discrepancies.
Tenderers shall be deemed to be satisfied by any resulting corrections and have
covered all obligations, under the contract within the tender price.
Before tendering the tenderer is advised to inspect any documents referred to but not
enclosed within the invitation to tender, and to visit the site for the proposed works. No
claim will be entertained in respect of any want of knowledge, which could have been
satisfied by site inspection visit.
Tenderers who failed to resolve the above or any other points during the tender period
and submit qualified tenders or separate letters containing qualifications advise at
such a tender to be rejected without consultation.
12Enquiries
For matters related to the this tender and the works involved please contact:
Linda McGuirk
Deputy Town Clerk
info@brixhamtowncouncil.gov.uk
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