Decision

1. 1

Members of the committee considered a report of the Executive Director Neighbourhood Services seeking approval from the Environmental Services and Regulation Committee to Initiate a tender process to procure and award a contract for the installation, maintenance, and removal of festive lighting displays over a four-year period.

1. 2

RESOLVED UNANIMOUSLY: That the Environmental Services and Regulation Policy Committee;

(a) Approve the commissioning of a competitive tender process to let a 4 year

contract for the city centre Christmas Illuminations contract through a

procurement process.

(b) Agree to maintain the set budget of £87,600 per year over the course of the

4-year contract period. This budget may increase with the rate of service cost

increases and inflation (This does not include the budget for Local Area

Committees or District Centres)

1. 3

Reasons for Decision

1. 3.1

The decision is required to ensure the continued delivery of a high-quality

Christmas lights programme across Sheffield, which plays an important role in

supporting the city centre economy, enhancing the visitor experience, and

contributing to the city’s festive offer.

1. 3.2

Entering into a 4-year contract provides value for money, stability of delivery, and the ability to plan and adapt the scheme in line with city centre regeneration and stakeholder expectations, while ensuring appropriate maintenance, safety, and operational standards are met.

1. 4

Alternatives Considered and Rejected

1. 4.1

Alternative Option 1: Do nothing

This option would involve discontinuing the provision of a coordinated

Christmas lights scheme across the city centre and associated locations.

This option has been rejected due to the significant negative impact it would

have on the city centre’s attractiveness, footfall, and economic activity during

the festive period. The Christmas lights programme forms a key part of

Sheffield’s seasonal offer, supporting local businesses and enhancing the

overall visitor experience.

Removing the scheme would also negatively impact public perception of the

city and reduce opportunities to support wider cultural and community events,

including the annual switch-on. Therefore, this option is not considered viable.

1. 4.2

Alternative Option 2: Deliver the service in-house

This option would involve the Council directly procuring, installing, maintaining, and storing the Christmas lights using internal resources. This option has been rejected due to the specialist nature of festive illuminations, including design, testing, installation at height, and ongoing maintenance requirements. Delivering the service in-house would require significant investment in equipment, infrastructure, and skilled personnel, as well as introduce additional health and safety risks and operational liabilities. It is also likely to result in increased costs and reduced flexibility compared to using an experienced external supplier with a proven track record in delivering similar city-scale schemes.

1. 4.3

Alternative Option 3: Short-term or annual procurement

This option would involve procuring the Christmas lights service on a yearly or

short-term basis rather than entering into a 4-year contract.

This option has been rejected as it would reduce the Council’s ability to

secure best value for money, limit opportunities for strategic planning and

design continuity, and increase procurement costs and administrative burden.

A longer-term contract enables the supplier to invest in higher quality assets,

plan effectively around city centre regeneration, and provide continuity of

service while still allowing flexibility to refresh elements of the scheme in later

years.