Christmas Illuminations 2024

Portsmouth City Council, ('the Council') is inviting tenders from suitably experienced and qualified Suppliers for the provision, service, maintenance, installation and storage of Christmas Illuminations and associated items to enhance the festive season in a number of key retail centres in Portsmouth.

The Council will provide, and pay for, the necessary power supply for illuminations.

Illuminations should therefore favour lower power consumption whilst maintaining the effectiveness of the seasonal illumination.

The successful supplier will be required to put up Christmas Illuminations at various locations across the city, maintain them whilst in situ, take down and then store them.

Whilst in storage, it is the responsibility of the supplier to check and repair/replace as necessary prior to installation.

The successful supplier will be required to work in partnership with the Council on an open book basis to review the illuminations offer on a yearly basis, to ensure that funds are used to effectively maintain, improve, replace, and add to the inventory.

The existing inventory and additions agreed over the contract period will remain the property of the Council, unless the Council opts at its discretion to switch to a partial or full hire scheme with the supplier over the term of the contract. .

The current contract expires on 30th August 2024.

Should there be a change in provider through the procurement process, the incumbent supplier requires a minimum of one week notice and the completion of a RAMS assessment prior to illumination collection.

Any incoming supplier must collect all of the council's equipment in full from the incumbent contractor no later than August 30th 2024.

The budget set for Christmas illuminations is ?63,000 per annum and is not subject to inflationary increases currently.

Payments will be invoiced by the Supplier following the completion of tasks within each of the 3 phases - o Post Take-down o Pre installation o Post installation The Council is targeting to award the contract by Friday 9th August 2024 with a subsequent commencement date of Friday 30th August 2024.

The Council has an available revenue budget of ?61,000 (excluding VAT) for the 1st year of the contract with an additional ?14,000 (excluding VAT) of CIL funding which can be used for new equipment purchases.

The revenue budget per annum for future years of the contract is ?63,000 and there is currently no provision for inflationary increases.

Beyond any potential impacts of inflation the budget could also be impacted by any decisions to increase or reduce the size and scope of Christmas illuminations within the city - e.g. addition or removal of sites.

The initial Contract period will be for four years and 7 months with possibility of extending the term by five years in increments to be agreed of no less than one [1] year and no more than five.

The maximum total term of n...