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Scope

Reference

P769 - PRJ_31074

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

Total value (estimated)

• £360,000 excluding VAT
• £432,000 including VAT

Above the relevant threshold

Contract dates (estimated)

• 14 September 2026 to 14 September 2030
• 4 years, 1 day

Main procurement category

Goods

CPV classifications

• 03452000 - Trees
• 31522000 - Christmas tree lights
• 45310000 - Electrical installation work
• 45316100 - Installation of outdoor illumination equipment

Contract locations

• UKI32 - Westminster

Participation

Legal and financial capacity conditions of participation

Please refer to the ITT Read me First document

Technical ability conditions of participation

Please refer to the ITT Read me First document

Particular suitability

• Small and medium-sized enterprises (SME)
• Voluntary, community and social enterprises (VCSE)

Submission

Enquiry deadline

30 June 2026, 12:00pm

Tender submission deadline

16 July 2026, 12:00pm

Submission address and any special instructions

/

Tenders may be submitted electronically

Yes

Languages that may be used for submission

English

Award decision date (estimated)

14 September 2026

Award criteria

Other information

Conflicts assessment prepared/revised

Yes

Procedure

Procedure type

Open procedure

Contracting authority

Westminster City Council

• Public Procurement Organisation Number: PJVD-6261-BPPJ

64 Victoria Street

London

SW1E 6QP

United Kingdom

Email: procurementteammailbox [at] westminster.gov.uk

Website: /

Region: UKI32 - Westminster

Organisation type: Public authority - sub-central government