24-135-IFB_Attachment_A_-_Installation_Instructions.pdf

24-135-IFB – Attachment A - Installation Instructions

24-135-IFB Holiday Decorations – Attachment A – Installation Instructions

1. REPAIR/REFURBISH/REFRESH:

a. All existing Holiday Decoration display items are currently stored in the Beachline Warehouse Facility (“Warehouse”) located at 7317 East McCoy Road. It is expected that all pre-setup activities shall take place at this facility. This is also the location to which all display items will be returned after takedown activities have commenced. Refurbishment is done during the July-September time frame on a schedule approved by the

AAR.

b. The Contractor shall unpack each display item and prepare it for display as follows:

i. All lighted items shall be inspected and tested. Any lamps or wiring strands that are not functional shall be repaired or replaced.

ii. All greenery items, such as trees, wreaths, and arches, shall be restored or “freshened” to ensure there are no voids in the branches or visible surfaces.

iii. All display items shall be otherwise inspected, cleaned, and tested as needed, to ensure that the item will exhibit the intended display appearance.

c. The Contractor shall take additional care with the following electrified holiday items as follows:

i. Fifty-Two Foot (52’) Tall Ring Tree:

(1) The Contractor shall inspect the entire length of each light strand to ensure that the strands are wrapped in a manner in and on the tree branches so that the wiring is concealed.

(2) The light strand wiring shall be attached to the tree branches and shall be attached in such a manner that allows the tree to be setup and taken down without having to remove any of the lights strands during the set-up or take-down activities.

(3) The Contractor shall check the branches and support structures and make any necessary repairs as needed.

ii. Forty Foot (40’) Tall Ring Tree:

strand to ensure that the strands are wrapped in a manner in and on the tree branches so that the wiring is concealed.

(2) The light strand wiring shall be attached to the tree branches

(3) The Contractor shall check the branches and support structures and make any necessary repairs as needed.

iii. Twenty-Five Foot (25’) Tall Ring Tree:

(1) The light strand wiring shall be attached to the tree branches

(2) Contractor shall check the branches and support structures and make any necessary repairs as needed.

iv. 48” Lighted Wreaths:

strand on the wreath to ensure that the strands are wrapped in a manner in and on the wreath so that the wiring is concealed.

(2) Contractor shall replace any non-functional lights with new lights provided by the Aviation Authority.

v. 48” Lighted Wall Trees:

(1) Contractor shall inspect the entire length of each light strand and replace any non-functional lights with new lights provided by the Aviation Authority.

vi. Decorated Office Trees (6 ½ ‘ to 9’ Tall):

(1) Contractor shall inspect the entire length of each light strand and replace any non-functional lights with new lights provided by the Aviation Authority.

2. SET UP/TAKE DOWN:

a. The Contractor shall transport display items under cover to the following locations, based on a schedule approved by the AAR as follows: *subject to change

b. Contractor shall commence set-up activities and completion within the week prior to Thanksgiving. The Aviation Authority reserves the right to change the setup dates.

ITEM DESCRIPTION QTY DISPLAY

LOCATION*

52’ Tall Tree, w/platform and fence 1 C Terminal

40’ Tall Tree, w/platform and fence (Re-Lamp with Aviation Authority provided light strands during Year One of the Contract only)

Hyatt Atrium

25’ Tall Tree, w/lighted base 4

A/S 4 Hub A/S 3 Hub A/S 1 Hub Train Station

9 ½’ Tall Tree 1 Lobby of Aviation Authority Offices on 3rd Level

ITEM DESCRIPTION QTY DISPLAY

LOCATION

60” Decorated Wreaths TBD TBD

48” Lighted Wreaths TBD L2, “A” Baggage L2, “B” Baggage

36” Wreaths TBD L1, “A” Rental Car L1, “B” Rental Car

Wall Trees TBD Various Locations

Decorated Office Trees (range 6 ½” to 9” tall) TBD Various Locations

Centerpiece 75 TBD

Escalator Display - TBD L3, “B” Atrium Escalator

Escalator Display - TBD L3, “A” Atrium Escalator

Escalator Display - TBD L3, “A” Great Hall Escalator

Escalator Display - TBD L3, “B” Great Hall Escalator

c. The Contractor shall decorate the Decorated Office Trees with decorations provided by the Aviation Authority ensuring that the decorations are balanced in appearance with no holes showing through the branches of the tree.

d. The Contractor shall be responsible for installing and removing the platform for the 40’ tall ring tree on top of the fountain located in the atrium of the hotel facility.

e. The Contractor shall provide safety harnesses for each contractor and utilize the bucket and scissor lift to set up and take down of holiday decorations as needed. Contractor shall ensure that this equipment is used in a safe and responsible manner at all times. Operators shall comply with all Aviation Authority requirements and regulations and comply with OSHA requirements.

f. The Contractor shall transport, set up, take down, and transport back centerpieces on the same day as the function for which they are needed at the direction of the AAR.

g. The Contractor shall be responsible for ensuring that each Holiday decorated item and/or display is consistent in appearance with no voids in greenery or lights and that all items in the installed display are functioning for the term of the display period.

i. The Contractor shall be required to respond to lighting issues within twelve (12) hours of notice.

ii. The Contractor shall be required to respond to emergency or safety issues within two (2) hours of notice.

h. The Contractor shall commence take-down activities within the first two weeks of January at direction by the AAR.

i. The Contractor shall ensure that each display location is returned to its regular appearance. The Contractor shall be responsible for cleaning the area and removing any debris.

j. Any work required beyond that which is specified herein, shall be reported in advance to the AAR. At no time shall work beyond the scope be performed without prior written authorization from the AAR or designee.

k. Contractor shall familiarize itself with access to various Aviation Authority facilities and shall be responsible for delivery of all equipment, tools and materials to display locations.

l. The Contractor shall advise the Aviation Authority of any defect or condition that may adversely affect the work, including any defect or condition that is not covered under the scope of work of this Specification.

m. The Contractor shall be liable for the Aviation Authority’s property while in their Care, Custody and Control.

3. STORAGE/PACKING UP:

a. The Contractor shall be responsible for transporting all decorating items back to the Warehouse, preparing the items and any decorative elements for storage, and packing all items up.

b. The Contractor shall ensure all items are protected and kept clean while in storage.

c. The Contractor shall ensure that the area used in the Warehouse is free from accumulation of waste and other debris. In addition the Contractor shall keep area organized and free of hazards.

d. The Contractor shall dispose of all debris offsite, according to applicable laws and regulations. The Contractor shall complete storage activities by no later than February 15.

4. RENTAL HOLIDAY DÉCOR:

The Aviation Authority will notify the Contractor when rental services are needed.

Contractor shall commence the work on a schedule negotiated between the Aviation Authority and the Contractor. The Contractor shall have received a written Aviation Authority work order prior to commencing any rental holiday décor services.

a. The Contractor and the Aviation Authority shall conduct a walk-through of the area, after which the Contractor shall submit a written estimate which includes, but not limited to, design, labor hours, installation/take-down, holiday decors, materials, and rental equipment required.

b. Contractor shall not commence work until the Aviation Authority has approved the estimate. Contractor shall not perform services other than as authorized by the Aviation Authority without prior approval.

c. Unless specified otherwise by the Aviation Authority, all estimate requests shall be completed and provided to the AAR or designee within forty-eight

(48) hours of walk-through.

d. Contractor shall provide the Aviation Authority with a design for themes such as Christmas, Hanukkah, and Kwanzaa; an efficient installation;

proactive in-season maintenance; and a timely post-season removal that accentuate the Aviation Authority’s unique features of holiday lighting and decorating plans.

e. Contractor shall install premium quality lights and greenery that will create a warm and comfortable holiday environment.

5. RENTAL OF HOLIDAY DÉCOR DESIGN:

Contractor shall submit the design plan for confirmed areas to be decorated seven (7) months prior to installation dates unless earlier date is more advantageous to the Aviation Authority. These shall include, but are not limited to:

a. Conceptual drawing indicating which trees, garlands, wreath and/or other holiday décor will have featured lighting to produce the most dramatic effect.

b. Style of décor and lights and decoration of holiday décor decorations.

c. Number of strands needed and types of decorations to be used.

d. Prices for additional lights and extension cords, if applicable.

e. Methods of installation in relation to type of the holiday décor.

f. Creative approach utilized, for example, color usage when allowed, new technology being used, orientation of strands, additional decorations for purchase, etc.

g. Examples of design approach for different types of holiday décor.

h. Installation and removal timeframe.