RFB - LIGHTS & COOLING FANS FOR THE 2026 CHEROKEE NATIONAL HOLIDAY

The Cherokee Nation is soliciting bids for the supply, installation, operation, and removal of outdoor lighting and evaporative cooling systems for the 2026 Cherokee National Holiday in Tahlequah, Oklahoma. The scope requires 30 towable light towers with 6kW diesel generators and 110V outlets, along with 24 portable evaporative cooling fans rated at 15,000 CFM, all to be delivered on August 24, 2026, positioned according to final site plans issued by August 11, 2026, and maintained throughout the event, which runs from September 4 to September 8, 2026. The contractor is responsible for continuous operation, restocking, and timely removal of all equipment. Bidders must comply with tribal-specific procurement requirements, including mandatory TERO certification, payment of a fee equal to half of one percent of the contract award, and adherence to the Davis-Bacon Act for prevailing wage rates. All materials must meet Buy American provisions, and contractors must carry minimum insurance coverage including $1 million general liability with lead abatement, $300,000 automobile liability, and statutory worker’s compensation with waiver of subrogation. The evaluation process prioritizes experience with similar projects, references, and staff capabilities—each weighted at 25 points—followed by cost at 15 points and Indian preference at 10 points, totaling 100 points. While cost is a factor, award is intended for the lowest most responsive and responsible bidder, with Indian preference playing a mandatory role in selection, indicating a trade-off approach rather than a strict lowest price technically acceptable model. Bids must be submitted by May 14, 2026, via email, online portal, or mail, using a mandatory bid response sheet and including proof of TERO certification, insurance certificates, and a drug-free workplace statement. Subcontractors require prior written approval, and all bidders must certify they are not debarred, suspended, or in default of prior contracts. Conflict of interest must be disclosed, and no verbal communication from Cherokee Nation personnel is binding. Bids received after the deadline will be returned unopened, and the National reserves the right to reject any or all proposals without explanation. The solicitation does not include federal contract clause numbering, formal inspection protocols, packaging standards, or detailed payment or accounting information, emphasizing instead compliance with tribal sovereign regulations.