Date

March 6, 2026

Solicitation Number

RFP 26-006

Solicitation Title

Town of Parker Holiday Lighting

Proposals will be received until 10:00 a.m. MST, March 27, 2026 Electronically through Bonfire:

https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities

For additional information please contact

Charles Ellis, Chief Procurement Officer Email: cellis@parkeronline.org 303-805-3188

Documents included in this package • Cover Sheet

• Solicitation Instructions

• Scope of Work

• Proposal Submittal Requirements

• Sample Services Agreement

The undersigned hereby affirms that 1) they are a duly authorized agent of the vendor, 2) they have read all terms and conditions and technical specifications which were made available in conjunction with this solicitation and fully understands and accepts them unless specific variations have been expressly listed in the offer, (3) that the offer is being submitted on behalf of the vendor in accordance with any terms and conditions set forth in this document, and (4) that the vendor will accept any awards made to it as a result of the offer submitted herein for a minimum of ninety (90) calendar days following the date of submission.

PRINT OR TYPE YOUR INFORMATION

Company Name: _______________________________________

Address: ______________________________________________ City/State/Zip: __________________________________________

Contact Person: ________________________________________ Title: __________________________________________________

Email: ________________________________________________ Phone: ________________________________________________

Authorized Representative’s Signature: __________________________________________________ Date: _____________________

Printed Name: _________________________________________ Title: _________________________________________________

Email: ________________________________________________ Phone: ________________________________________________

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 26-006

Town of Parker Holiday Lighting

Cover Sheet mailto:cellis@parkeronline.org

SUBMISSION OF OFFERS: The Town of Parker will accept electronic bid proposals submitted through the Bonfire/Euna Procurement bidding portal at: https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities.

SCHEDULE OF ACTIVITIES: The following activities and dates tentatively outline the process to be used to solicit vendor responses and to evaluate each vendor’s proposal.

Distribute Request for Proposal March 6, 2026

Pre-Proposal Teams Meeting March 16, 2026 @ 10:00 a.m. MST

Deadline for Submitting Questions March 19, 2026 @ 10:00 a.m. MST

Proposal Submission Deadline March 27, 2026 @ 10:00 a.m. MST

PRE-PROPOSAL MEETING:

The Teams meeting is located at the address below.

https://teams.microsoft.com/meet/25470820474676?p=DDipY3yh1EVgLOoyq2

RESPONSE TO QUESTIONS:

QUESTIONS REGARDING THIS SOLICITATION SHOULD BE SUMBITTED ELECTRONICALLY VIA

THE EUNA PROCUREMENT PORTAL ONLY.

Questions regarding issues this Solicitation should be entered electronically ONLY via the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities Q&A system. The Vendor submitting the question(s) shall be responsible for ensuring that the question(s) is received by the date and time listed above in the schedule of activities for submitting the question(s).

Any official interpretation of this Solicitation must be made by a representative of the Town’s Procurement Division who is authorized to act on behalf of the Town. The Town shall not be responsible for interpretations offered by other employees of the Town

SOLICITATION DOCUMENTS: The Town of Parker officially distributes solicitation documents through the Rocky Mountain E-Purchasing System and Euna Procurement. Copies of solicitations obtained from any other source are not considered official copies. Only those vendors who obtain solicitation documents from the https://parkeronline.bonfirehub.com/portal/?tab=openOpportunities portal will be in receipt of officially posted and relevant information regarding solicitations issued by the Town of Parker.

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 26-006

Solicitation Instructions https://teams.microsoft.com/meet/25470820474676?p=DDipY3yh1EVgLOoyq2

1. SPECIFICATIONS

The Town of Parker is soliciting responses from qualified Suppliers to furnish, install, maintain and remove holiday decorations as specified herein. The selected Supplier shall provide all decorations, personnel, equipment, tools, power cords, materials, supervision and other items services necessary to satisfactorily complete the project. Work is anticipated to be completed between October 1, 2026, and January 15, 2027.

It is expected that the supplier and their team members have significant experience with this type of project. It is expected that the individuals overseeing and managing this project will be licensed professionals. The successful Supplier shall be considered and shall remain an independent contractor throughout the term of any contract awarded pursuant to this Solicitation.

The successful Supplier shall be solely responsible for scheduling and coordinating work of the sub-contractors, suppliers, and other individuals or entities performing or furnishing any of the work under direct or indirect contract with the successful Supplier.

The successful Supplier shall provide and assume full responsibility for all services, materials, equipment, labor, transportation, equipment and machinery, tools, fuel, and all other facilities and incidentals necessary for performance, testing, start up, and completion of the services outlined in this Solicitation.

Although this Solicitation specifies the exact locations for these services, it is understood and agreed that the Town may, during the term of the contract, request additional lighting or decorations from the successful Supplier. This option, if exercised, is at the discretion of the Town and shall be honored by the Supplier throughout the contract period. No guarantees are made that additional services will be requested.

SCHEDULE OF WORK: The following list outlines the schedule for the installation and removal of holiday decorations during the holiday season; maintenance shall be on-going throughout this period.

Town of Parker Finance Department

20120 East Mainstreet Parker, Colorado 80138-7334

REQUEST FOR PROPOSAL RFP 26-006

SCOPE OF WORK

October 1, 2026 Begin installation of decorations

November 20, 2026 Complete installation of decorations and ensure that lights are fully operational

Between January 2 and 15, 2027 (per directive from the Town)

Deactivate lights and begin removing decorations

Two weeks after directive from the Town Complete removal of decorations

CONTRACT MANAGEMENT

The Town of Parker will designate a member of the Parks Division staff to act as the project manager for the contract resulting from this Solicitation. The Town’s project manager will be responsible for interacting with the supplier’s supervisor, inspecting the Supplier’s work and evaluating the Supplier’s performance under this contract.

SUPPLIER PERSONNEL

Supervisor. The Supplier shall provide a supervisor who shall be responsible for the performance of the work. The name of this person and an alternate or alternates who shall act for the Supplier when the supervisor is absent shall be provided, in writing, to the Town’s project manager prior to the contract start date.

The supervisor or alternate shall have full authority to act for the Supplier on all matters relating to daily operation of this contract.

The supervisor or alternate shall be available during normal business hours within thirty (30) minutes to meet at any site with personnel authorized by the Town’s project manager to discuss problem areas.

After normal business hours, the manager or alternate shall be available within two (2) hours.

The supervisor and alternate or alternates must be able to read, write, speak and understand the English language.

Supplier Employees. The Supplier shall not employ persons for work on this contract if such employee is a potential threat to the health, safety, security, general well-being of others. Personnel will be drug and alcohol free. Where reading, understanding and discussing safety and environmental warnings are an integral part of the contract employee’s duties, that employee will be able to understand, read, write and speak English.

The Supplier shall maintain a current listing of employees. The list will include employee names, social security numbers, addresses, and phone numbers. This list shall be available to the Town upon request.

The Supplier shall ensure employees are properly trained and qualified to safely operate equipment before assigning employees to tasks that require use of the equipment. The Supplier shall ensure employees have current, valid professional certifications to accomplish the services specified in this solicitation when necessary to comply with federal, state and local requirements or laws.

Supplier personnel shall present a neat appearance, complying with the following dress code requirement when on Town properties: No clothing or headwear with written or visual messages of the following types: Alcoholic beverage related, tobacco product related, sexually oriented, profane, gang related, or other message that would be socially inappropriate for people working on Town property.

SUPPLIER EQUIPMENT

Vehicles. The Supplier shall provide and maintain Supplier-owned or leased equipment necessary to meet the requirements of the contract.

Any Supplier vehicles used in the performance of this contract shall have the Supplier’s company name prominently displayed on both sides of the vehicle. All vehicles used in the performance of this contract shall meet the local, state and federal safety requirements. All vehicles shall be registered, licensed, insured and operated in a safe manner on Town property by licensed drivers.

Installation Equipment. The Supplier’s equipment shall be of commercial quality, size and type suitable for accomplishing the work specified. All electrical equipment used by the Supplier shall meet all safety requirements of this contract and shall be UL approved. It shall be the responsibility of the Supplier to provide a portable power source for any electrical equipment used by the Supplier’s employees. The Supplier’s equipment shall be in good repair and able to operate efficiently and safely.

2. SCOPE OF WORK

Town of Parker Responsibilities:

• Providing adequate power for display(s).

• Monitoring lighting function throughout the season.

Supplier Responsibilities:

• Furnish and install holiday decorations listed on the pricing form below.

• Provide maintenance of lights and displays throughout the installation period.

• Provide and set timers as needed for all lighting 4:30 a.m. to 7:30 a.m. and 4:30 p.m. to 2:00 a.m. daily throughout the installation period unless otherwise directed by the Town’s project manager.

• Installation shall be completed and lights operational on the day before Thanksgiving.

• Lights shall be activated at the Mayor’s tree lighting ceremony on the day after Thanksgiving

(lights shall not be turned on prior to the tree lighting ceremony except as required for testing).

• Lights shall be deactivated between January 2nd and 15th, at the discretion of the Town of Parker.

• All decorations shall be completely removed within two weeks after the lights are turned off.

• Remove and store decorations, or provide new decorations, at the beginning of each subsequent contracted holiday season.

FURNISH AND INSTALL REQUIREMENTS.

• All lights are to be clear/white.

• All lights and materials shall be of commercial grade and for outdoor use where applicable.

• Garland shall be (14) inches wide, as measured tip to tip, and full in appearance. Lit garland shall contain 8-10 mini lights per linear foot.

• All bows shall be (24) inches wide commercial structural 4-Loop red and gold outdoor bows, except on wreaths larger than (36) inches. Bows on wreaths shall be ½ the width of the wreath. (e.g. 72-inch wreath requires 36-inch bow). All double sided wreathes shall have two bows: one per side.

• Lights may be LED or incandescent at contractor’s discretion, except where LED lights are specified due to power constraints or their durability provides a distinct advantage.

• C-9 light standards are as follows:

o LED C-9 and C-7shaped bulbs shall be “warm white” or equivalent to avoid blue hue.

o All C-9 lights installed in trees shall be on 36-inch spaced stringer.

o All C-9 lights on buildings and structures shall be on 15-inch spaced stringer.

• Mini light standards are as follows:

o Incandescent shall be standard bulbs on 6-inch spacing.

o LED shall be 5mm lens on 6-inch spacing.

• When mini lights are wrapped on tree trunks and branches, bulbs on each strand of lights throughout all properties must be close enough to one another to create a uniform, tightly lit look as defined by the Town of Parker. The distance between strands shall not exceed 6 inches on 8-inch and larger trunks/branches. Strands shall be wrapped more closely than 6 inches to provide uniform continuous coverage on smaller trunks/branches. In all cases, strands shall be wrapped to provide a random appearance of individual light distribution, eliminating a spiral or “candy cane” light pattern.

• Where tree trunks are wrapped with mini lights and the canopy is lit with lights, but individual branches are not wrapped, the trunk shall be wrapped to a height to overlap the canopy’s lower lights, providing an uninterrupted transition.

• The Town reserves the right to request that any tree, structure, pole, or other decorated item be redecorated, or that additional lights be added, at no cost to the Town, if the Town’s project manager feels lighting is insufficient.

• Unless approved by the Town, all power cords shall be run aerially, above the ground at a minimum of (10) feet to minimize tripping hazards. Limited areas will be exempt from this, based on little to no pedestrian foot traffic.

• Samples of all garland and bows must be submitted to and approved by the Town’s project manager prior to installation.

• The Supplier is responsible for any damage incurred to the landscape, concrete, irrigation system, or structures during installation, maintenance, or removal of holiday decorations.

3. RESPONSE SUBMISSION & EVALUATION CRITERIA

A. GENERAL FORMAT: The respondent shall submit a response electronically via the Euna Procurement portal in the format detailed in Section 1. Schedule of Work above.

B. INITIAL REVIEW OF RESPONSES BY PROCUREMENT: Only a complete response with the listed required submittal documents and meeting minimum qualifications will be considered. Failure to meet the minimum qualifications and submit the required documents will result in a response being declared non-responsive.

C. EVALUATION COMMITTEE REVIEW: A Town evaluation committee comprised of Town staff will evaluate and score each response based on established criteria. Respondents shall not contact members of the evaluation committee. Responses will be evaluated according to the respondent’s ability to best satisfy Town requirements. Respondent’s submission is evaluated and scored on a weighted system to determine the best value as follows:

1. SUPPLIER EXPERIENCE AND QUALIFICATIONS (30%)

Proposers shall provide a detailed description of the company’s experience and qualifications regarding past performance either for the Town or another agency or entity.

2. REFERENCES (20%)

Proposer shall provide four to five references from entities that have been provided a similar scope of work. References should be of similar size and scope to the Town of Parker. References must include the following information:

a. Reference’s organization or company name.

b. Reference’s current address, phone number and email address.

c. Contact person.

d. Description and date of project and services provided for each reference.

3. OPERATIONAL CAPABILITY AND ABILITY TO MEET THE SCHEDULE OF WORK (20%)

Proposer shall provide information and describe their ability to provide the services completely while meeting the schedule of work detailed above. The following should be provided also:

• Number of employees

• Equipment list (e.g. trucks, lifts, boom trucks)

• Other assets associated with service delivery

4. PROJECT COSTS (30%)

See Holiday Lighting Pricing Form.

D. NEGOTIATIONS: The Town reserves the right to enter negotiations with one or more selected respondents.

E. BEST AND FINAL OFFER (BAFO): The Town reserves the right to request a BAFO from selected respondents.

The respondent(s) shall submit a final price and any added value. If more than one respondent reaches this level, the negotiated terms, references, BAFO and added values will be considered in the award.

F. AWARD: The Town reserves the right to award a contract(s) and purchase order(s) to the company that provides the best value in performance of this service. The Town will make the final determination on the best value and award.