Holiday Lights and Decoration Display

This solicitation issued by the City of New Smyrna Beach, Florida, seeks proposals for the installation, maintenance, and removal of large-scale holiday lights and decorative displays within the City’s jurisdiction, which covers approximately 41.6 square miles and serves a population of about 32,852. The contract, identified as RFP 14-26-LS and posted on April 13, 2026, is structured to include a three-year base period with a potential two-year renewal option. The City operates under a locally governed commission structure with a City Manager executing policy decisions. Contractors must ensure compliance with all applicable federal, state, and local laws, including Florida Statutes and federal regulations such as the Energy Policy and Conservation Act, ADA, and Executive Order 11246 regarding civil rights. Specific contractor responsibilities encompass providing qualified personnel for electrical and lighting systems, conducting regular inspections, responding to emergencies 24/7, and ensuring safety protocols are rigorously maintained. The evaluation of proposals will be conducted using a weighted scoring methodology emphasizing experience and qualifications and fee proposal equally at 25%, followed by project approach and safety measures and financial stability both at 20%, with smaller allocations for introduction and letters of interest and references. A trade-off approach will be used to select the most advantageous proposal, rather than simply the lowest price. Submissions must be comprehensive and organized into six clearly defined tabs compiled into a single PDF file uploaded before the May 13, 2026 deadline via the City’s procurement portal. Mandatory certifications include non-collusion, conflict of interest, drug-free workplace, human trafficking affidavit, and compliance with lobbying prohibitions and insurance requirements, among others. Insurance must meet strict A.M. Best ratings, and contractors are subject to audit and records access by City officials. The place of performance is the City of New Smyrna Beach Sports Complex and surrounding public areas, with inspections conducted on-site post-installation. The contract allows for termination with 30 days’ notice for convenience, requires disclosures to prevent organizational conflicts of interest, and mandates submission of all required documents including corporate registration, insurance, and forms verifying bidder compliance with statutory regulations.