IFQ-26-39 Annual Contract - Outdoor Seasonal Decorations

The City of Winter Haven is soliciting quotes for an annual contract to supply outdoor seasonal patriotic decorations, including 350 linear feet of nylon bunting, 500 linear feet of patriotic ribbon, and 50 custom wired bows, all designed for durable outdoor use during events such as America’s 250th celebration. The solicitation, identified as IFQ-26-39, was released on April 29, 2026, with responses due by May 7, 2026, at 2:00 p.m. EST through the official Procurement Portal. All submissions must be consolidated into a single file and include a completed W-9 form, a procurement affidavit, a certificate of insurance, at least three vendor references or product samples, and a completed vendor questionnaire. The contract is structured as a firm-fixed-price arrangement and may be extended for up to three additional years, with a conditional month-to-month extension of up to six months if no successor contract is in place. Pricing is evaluated under a lowest price technically acceptable (LPTA) model, where offers must first meet mandatory technical criteria—material compliance with outdoor durability, weather resistance, and proven experience supported by references—before the award is made to the lowest-priced compliant bidder. Performance is required at the City’s Parks, Recreation and Culture Department located at 500 Third Street NW, Winter Haven, FL 33881, under F.O.B. Winter Haven terms, meaning title and risk transfer upon delivery at that location. All products must be UV-resistant, fade-resistant, and suitable for wind and prolonged outdoor exposure, with a pre-production proof required within one week of order placement and full delivery completed within three weeks of approval. Vendors must comply with Florida-specific legal mandates, including E-Verify participation, certification of no coercive labor use, and affirmation of no business ties with foreign countries of concern. Local vendors operating within Winter Haven’s utility service area receive preferential consideration. Payment will be processed based on the W-9 information submitted, though specific accounting codes or invoicing systems are not prescribed. The City retains the right to inspect and reject non-conforming materials, and all pricing remains valid for 90 days from submission. No formal FAR clauses apply, as this is a local government procurement governed by Florida statutes and administrative codes, with no mention of federal acquisition regulations, UEI/CAGE codes, or socioeconomic set-asides.