Report - Contract Authorisation Report for Festive Lighting (RC-CPU-25-246)
Renfrewshire Council · 11 June 2026
Back to Finance, Resources and Customer Services Policy Board — 11 June 2026 and its agenda
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PUBLIC ___________________________________________________________________ To: Finance, Resources and Customer Services Policy Board On: 11 June 2026 ___________________________________________________________________ Report by: The Director of Finance and Resources and the Director of Environment, Housing & Infrastructure Services ___________________________________________________________________ Heading: Contract Authorisation Report for Festive Lighting (RC-CPU-25-246) ___________________________________________________________________ 1. Summary 1.1 The purpose of this report is to seek the approval of the Finance, Resources and Customer Services Policy Board to award a Contract for Festive Lighting (RC-CPU-25-246) to Field and Lawn Limited. 1.2 The recommendation to award this Contract follows a procurement exercise conducted using the Open procedure under the Public Contracts (Scotland) Regulations 2015, as amended, and the Renfrewshire Council Standing Orders Relating to Contracts for an above Threshold Services Contract. 1.3 A Contract Strategy was approved by both the Corporate Procurement Manager and the Head of Climate, Public Protection & Roads on 09 April 2026. ___________________________________________________________________ 2. Recommendations It is recommended that the Finance, Resources and Customer Services Policy Board: 2.1 Authorises the Head of Corporate Governance to award a Contract for Festive Lighting (RC-CPU-25-246) to Field and Lawn Limited (Co. No. SC100165)
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PUBLIC 2.2 Authorises a maximum contract value of up to £740,000 excluding VAT. This figure includes £80,000 excluding VAT to cover re- measurable works for the three (3) year service period. 2.3 Authorises the service period of three (3) years with the Council having the option to extend the service period for up to a further 12 months, subject to contract performance. The anticipated starting date is 26 September 2026. The actual starting date will be confirmed in the Council’s Letter of Acceptance to Field and Lawn Limited. _________________________________________________________ 3. Background 3.1 The Council requires a contract with a suitably qualified and experienced Contractor to provide the storage, repair, maintenance, timely installation and removal of the Council’s Festive Lights. 3.2 A contract notice for this tender was dispatched to Find a Tender Service via the Public Contract Scotland advertising portal on 09 April 2026 and the tender documentation available for downloading from the Public Contract Scotland – Tender platform on this date. 3.3 During the live tendering period, seven organisations expressed an interest in the Contract. By the closing date set for return of electronic tenders of 12 noon on Friday 8 May 2026, one organisation (tenderer) had submitted a response. 3.4 The tender submission received, contained a completed Single Procurement Document (SPD) as required by the Invitation to Tender and was evaluated against the pre-determined set of criteria in the SPD by representatives from the following Council services: Environment & Infrastructure, the Corporate Procurement Unit, Corporate Risk and Corporate Health and Safety. 3.5 The tenderer met the requirements of the SPD and progressed to evaluation of the Tender Submission against the published Award Criteria of 30% Quality and 70% Price. 3.6 The scores relative to the Award Criteria for the organisation that provided a Tender Submission are noted below: Price (70%) Quality (30%) Total (100%) 1 Field and Lawn Limited (co.no.SC100165) 70.00% 28.13% 98.13%
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PUBLIC 3.7 The Tender Submission received by Field and Lawn Limited met the criteria set out in the procurement documents and was within the Council’s set budget and was therefore deemed to be value for money. 3.8 The Contract is formed from NEC3 Term Service Short Contract April 2013 with Z Clauses. 3.9 Community Benefits were requested as part of the procurement process and Field and Lawn Limited confirmed that the following would be delivered as part of this Contract: Community Benefit Description No of People / Activity Financial Support for a Social Enterprise or other approved community initiative 6 Non-financial support for a Social Enterprise or other approved community initiative 4 ___________________________________________________________________ Implications of the Report 1. Financial - The costs for this Contract will be met by Environment Housing and Infrastructures Revenue budget with a maximum approved contracts value of up to £740,000 for the service period including extension. 2. HR & Organisational Development – None directly arising from this report. 3. Community/Council Planning – Place - Delivering those strong universal services we all receive, and all rely on - like safe roads, clean and well-lit streets, efficient waste and recycling - making Renfrewshire a great place to live. The contract is for the Festive Lighting to ensure our neighbourhoods are safe, vibrant, and attractive places to live. 4. Legal - The procurement of this Services Contract has been conducted as an above Threshold Open Procedure in accordance with Public Contracts (Scotland) Regulations 2015, as amended, and Renfrewshire Council Standing Orders Relating to Contracts.
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PUBLIC 5. Property/Assets – All features and fittings remain the property of Renfrewshire Council. 6. Information Technology - None directly arising from this report. 7. Equality & Human Rights – None directly arising from this report. 8. Health & Safety – Field and Lawn Limited health and safety standards have been assessed and by Corporate Health and Safety and met the Council’s minimum requirements regarding health and safety. 9. Procurement – The procurement procedures outlined within this report shall ensure that the Council meets its statutory requirements in respect of procurement procedures, efficiency and modern Government. 10. Risk – Field and Lawn Limited insurances assessed and evaluated to confirm that they meet the minimum requirement regarding insurance risk. 11. Privacy Impact - None directly arising from this report. 12. Climate Risk – The level of impact associated with provision of this service using the Scottish Government Sustainability Test and is low risk. 13. Children’s Rights – This report does not cover a new policy, function or strategy nor a substantive change to an existing policy, function or strategy which will have an impact on children’s rights. 14. Cosla Policy Position – None directly arising from this report. _______________________________________________________ List of Background Papers None. ___________________________________________________________________ Author: Andrew Green, Procurement Advisor (andrew.green@renfrewshire.gov.uk)