Holiday_Lighting_and_Decorations_(Re-Solicitation).pdf

For more information, please visit our online supplier portal, located at https://procurement.opengov.com/portal/coopercity

CITY OF COOPER CITY

REQUEST FOR PROPOSAL

HOLIDAY LIGHTING AND DECORATIONS (RE-

SOLICITATION)

RFP2026-4

For information, contact the Purchasing Division:

The Purchasing Division

954-434-4300 Ext. # 268

Purchasing@CooperCity.gov

RELEASE DATE: August 4, 2026

RESPONSE DEADLINE: August 24, 2026, 3:00 pm

Please refer to the project timeline in this document for all important deadlines.

mailto:Purchasing@CooperCity.gov

Request For Proposal #RFP2026-4 Title: Holiday Lighting and Decorations (Re-Solicitation)

Table Of Contents

1. GENERAL INFORMATION / SPECIAL CONDITIONS

1.1. INTRODUCTION/NOTICE TO PROPOSERS

1.2. DEFINITIONS

1.3. GENERAL PROPOSAL INFORMATION

1.4. PRE-PROPOSAL MEETING

1.5. CONTRACT TERM

1.6. ELIGIBILITY AND COMPETENCY OF PROPOSERS

1.7. CONE OF SILENCE

1.8. COMMUNICATION WITH EVALUATION COMMITTEE MEMBERS

1.9. SITE INSPECTION

1.10. SUBCONTRACTING

1.11. LIQUIDATED DAMAGES

1.12. ACCIDENT PREVENTION, BARRICADES AND REGULATIONS

1.13. WRITTEN CONTRACT

1.14. PUBLIC ENTITY CRIMES

1.15. COLLUSION

1.16. CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN PROHIBITED

1.17. KIDNAPPING, CUSTODY OFFENSES, HUMAN TRAFFICKING AND RELATED OFFENSES

AFFIDAVIT

1.18. QUESTIONS, INFORMATION AND/OR CLARIFICATION

1.19. USE OF CONTRACT BY OTHER GOVERNMENTAL AGENCIES / PIGGYBACKING

2. SCOPE OF SERVICES

2.1. GENERAL INFORMATION

2.2. MINIMUM REQUIREMENTS

2.3. SCOPE OF SERVICES

3. RESPONSE REQUIREMENTS

3.1. FORMAT, CONTENTS AND DOCUMENTS

3.2. COMMUNICATIONS AND SUBMITTAL OF ADDITIONAL INFORMATION

3.3. SUBMITTAL REQUIREMENTS FOR INITIAL SUBMISSION AND SECOND TIER ADDITIONAL

INFORMATION, WHEN APPLICABLE

3.4. POSTPONEMENT/CANCELLATION/IRREGULARITIES

3.5. COSTS INCURRED BY PROPOSERS

4. EVALUATION PROCESS

4.1. REVIEW OF PROPOSALS

4.2. EVALUATION COMMITTEE

4.3. EVALUATION CRITERIA

4.4. ORAL PRESENTATIONS

4.5. PRICE PROPOSAL EVALUATION

4.6. NEGOTIATIONS

4.7. CONTRACT AWARD

4.8. PROTEST

5. GENERAL CONDITIONS

5.1. GENERAL TERMS & CONDITIONS

5.2. ACCEPTANCE/REJECTION/MODIFICATION TO PROPOSALS

5.3. ADDENDUM OR AMENDMENT TO SOLICITATION

5.4. ASSIGNMENT

5.5. AUDITS

5.6. BID/PROPOSAL ACKNOWLEDGEMENT

5.7. BID/PROPOSAL TABULATIONS

5.8. CANADIAN COMPANIES

5.9. COLLUSION

5.10. COMPLIANCE WITH APPLICABLE LAWS

5.11. CONFIDENTIALITY

5.12. CONTRACTOR'S COSTS

5.13. DAMAGE TO PUBLIC OR PRIVATE PROPERTY

5.14. DEFAULT

5.15. DEFAULT & EARLY TERMINATION

5.16. DISCLAIMER

5.17. DISPUTES

5.18. E-VERIFY

5.19. ELIGIBILITY

5.20. ESTIMATED QUANTITIES

5.21. EVIDENCE

5.22. FORCE MAJEURE (UNCONTROLLABLE CIRCUMSTANCES)

5.23. GOVERNING LAW AND VENUE

5.24. INDEMNIFICATION

5.25. INDEPENDENT CONSULTANT

5.26. INSURANCE

5.27. INVOICES/METHOD OF PAYMENT

5.28. LEGAL REQUIREMENTS

5.29. MISTAKES

5.30. MODIFICATION OF SERVICES

5.31. MODIFICATIONS

5.32. NO PARTNERSHIP OR JOINT VENTURE

5.33. NO PROPOSAL

5.34. NON-CONFORMANCE TO CONTRACT CONDITIONS

5.35. NON-DISCRIMINATION, EQUAL EMPLOYMENT OPPORTUNITY, & ADA

5.36. NON-EXCLUSIVE

5.37. OCCUPATIONAL SAFETY AND HEALTH ACT (OSHA)

5.38. ORGANIZATIONAL CONFLICT OF INTEREST

5.39. PATENTS AND ROYALTIES

5.40. PROHIBITION AGAINST CONSIDERING SOCIAL, POLITICAL, OR IDEOLOGICAL INTERESTS

5.41. PROHIBITION AGAINST LOBBYING

5.42. PROPERTY

5.43. PROPOSER DUE DILIGENCE AND PROFESSIONAL ADVICE

5.44. PROPRIETARY INFORMATION

5.45. PROTESTS, APPEALS AND DISPUTES

5.46. PUBLIC ENTITY CRIMES

5.47. PUBLIC RECORDS

5.48. RECORDS RETENTION

5.49. REQUESTS FOR ADDITIONAL INFORMATION BY CITY

5.50. SCRUTINIZED COMPANIES

5.51. SELLING, TRANSFERRING OR ASSIGNING CONTRACT

5.52. TAXES

5.53. TERMINATION

5.54. TERMINATION FOR DEFAULT

6. ATTACHMENTS & EXHIBITS

6.1. EXHIBITS AND ATTACHMENTS

7. PROPOSER INFORMATION

7.1. PROPOSAL SUBMITTAL FORM

Attachments:

A - Required Forms and Affidavits

B - RFP2026-2 - Reference Form

C - RFP2026-4 - Price Proposal

D - RFP2026-4 - Draft Agreement

1. GENERAL INFORMATION / SPECIAL CONDITIONS

1.1. INTRODUCTION/NOTICE TO PROPOSERS

NOTICE IS HEREBY GIVEN that the City of Cooper City, Florida, hereinafter referred to as the City, will be accepting sealed proposals until 3:00 pm (EST) on Monday, August 24, 2026, from qualified firms capable of providing Holiday Lighting and Decorations (Re-

Solicitation). Proposers shall comply with all rules and regulations for these services and follow the terms, conditions, and specifications contained in this solicitation. The Successful Proposer shall provide all labor, materials, insurance, and incidentals for the solution to the City of Cooper City.

Holiday Lighting and Decorations (Re-Solicitation) RFP RFP2026-4

The detailed solicitation shall be obtained online at https://procurement.opengov.com/portal/coopercity.

All questions must be submitted in writing via the OpenGov Procurement Portal by Friday, August 14, 2026at12:00 pm. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City's eProcurement Portal. Proposers may also click

“Follow” on this bid to receive an email notification when answers are posted. Proposers are responsible for checking the website for answers to inquiries. Changes to the solicitation, if any, will only be transmitted by written addendum. Proposals cannot be submitted via fax or e-mail.

Proposals must be submitted via the OpenGov Procurement Portal no later than 3:00 pm (EST), Monday, August 24, 2026.

The City Commission of the City of Cooper City reserves the right, for any reason, to reject any and all proposals/proposals and to make awards in the best interest of the City.

Request for Proposal Advertisement Date: August 4, 2026

Pre-Proposal Meeting (Non-Mandatory): August 12, 2026, 8:30am

City Hall Auditorium, 9090 SW 50th Place, Cooper

City, FL 33328

Questions & Answer Deadline: August 14, 2026, 12:00pm

Proposal Due Date: August 24, 2026, 3:00pm

Review of Proposals & Selection of Candidates for

Presentations:

August 28, 2026, 12:00pm

Presentations & Final Ranking: September 2, 2026, 12:00pm

Recommendation of Award/Agenda Item Request: September 4, 2026, 12:00pm

Anticipated Award of Contract by City Commission: September 8, 2026, 12:00pm

The Cone of Silence is hereby imposed, prohibiting communication regarding this Request for Proposal between a potential vendor, service provider, proposer, lobbyist, or; consultant and the City Commissioners, City’s professional staff including, but not limited to, the

City Manager, Staff, and any member of the City’s selection or evaluation committee. See Sec 2-269.5 of Cooper City Procurement

Code for further information about the Cone of Silence.

https://procurement.opengov.com/portal/coopercity/projects/285800

1.2. DEFINITIONS

The following words and expressions used in this Solicitation shall be construed as follows, except when it is clear from the context that another meaning is intended:

1. City - to mean City of Cooper City, a municipal corporation of the State of Florida.

2. Common Carrier/Contracted Carrier - to mean a person, firm, or corporation that undertakes for hire, as a regular business, to transport persons or commodities from place to place, offering their services to all such as may choose to employ the common carrier and pay their charges.

3. Contractor - to mean the Proposer that receives any award of a contract from the City as a result of this Solicitation, also to be known as “the prime Contractor”.

4. Cybersecurity Products - to mean software and hardware that include technologies, processes, and practices designed to protect information technology networks, devices, programs, and data from attack, damage, or unauthorized access.

5. Evaluation Committee - to mean the group of individuals who are tasked with reviewing, evaluating and scoring the

Proposals submitted in response to this solicitation.

6. Heightened Security Review - to mean any and all security screening conducted on City employees with access to

Cybersecurity Products or any other additional security screenings or reviews the City Manager or City Manager’s designee determines necessary to protect the security of the City’s information technology networks, devices, programs, and data.

7. Joint Venture - to mean an association of two or more persons, partnerships, corporations, or other business entities under a contractual agreement to conduct a specific business enterprise for a specified period with both sharing profits and losses. The Joint Venture must be a legally formed entity prior to Proposal submission.

8. Licensed Software - to mean the software component(s) provided pursuant to the Contract.

9. Produced in the United States - to mean, with respect to Cybersecurity Products, a product for which all development and production occurs in the United States.

10. Proposal - to mean the properly signed and completed written good faith commitment submitted by the Proposer in response to this Solicitation, as amended or modified through negotiations.

11. Program - See Work.

12. Project - See Work.

13. Proposer - to mean the person, firm, entity or organization, as stated on the Submittal Form, submitting a Proposal to this

Solicitation.

14. Responsible Proposer - shall refer to a Proposer that has the capability in all respects to fully perform the contract requirements and the integrity and reliability that will assure good faith performance.

15. Responsive Proposer - shall refer to a Proposer that has submitted a Proposal that conforms in all material aspects to the Solicitation.

16. Scope of Services - to mean Section 2.0 of this Solicitation, which details the work to be performed by the Contractor.

17. Services - See Work.

18. Solicitation - to mean this Request for Proposals (RFP) or Request for Qualifications (RFQ) document, and all associated addenda and attachments.

19. Subcontractor - to mean any person, firm, entity or organization, other than the employees of the Contractor, who contracts with the Contractor to furnish labor, or labor and materials, in connection with the Services to the City, whether directly or indirectly, on behalf of the Contractor.

20. Substantial Completion - shall mean that all holiday lighting, decorations, displays, electrical connections, and related work required under the Contract have been fully installed, tested, are operational, and have been inspected and approved by the City.

21. Work - to mean all matters and things that will be required to be done by the Contractor in accordance with the Scope of

Services, and the terms and conditions of this Solicitation. “Services”, “Program”, or “Project” mean the same.

1.3. GENERAL PROPOSAL INFORMATION

This solicitation may include the words "bid", "proposal" and “offer”. These words are used interchangeably in reference to all offers submitted by prospective respondents in response to Requests for Quotes, Requests for Qualifications, Requests for Proposals and

Invitations to Bid.

The City may, at its sole and absolute discretion, reject any and all or parts of any or all proposals; accept parts of any and all proposals; further negotiate project scope, terms, and fees; postpone or cancel at any time this Solicitation process; or waive any irregularities in this Solicitation or in the proposals received as a result of this process. In the event that a Proposer wishes to take an exception to any of the terms of this Solicitation, the Proposer shall clearly indicate the exception in its proposal. No exception shall be taken where the Solicitation specifically states that exceptions may not be taken. Further, no exception shall be allowed that, in the

City’s sole discretion, is deemed to constitute a material deviation from the requirements of the Solicitation. Proposals taking such exceptions may, in the City’s sole discretion, be deemed nonresponsive. The City reserves the right to request and evaluate additional information from any Proposer regarding Proposer’s responsibility after the submission deadline as the City deems necessary.

The Proposer’s proposal will be considered a good faith commitment by the Proposer to negotiate a contract with the City, in substantially similar terms to the proposal offered and, if successful in the process set forth in this Solicitation and subject to its conditions, to enter into a Contract or Lease substantially similar to the terms herein. Proposer’s proposal shall be irrevocable until

Contract award unless the proposal is timely withdrawn in accordance with the terms of this Solicitation. A proposal may be withdrawn in writing only, addressed to the City contact person for this Solicitation, and only prior to the proposal due date and time, or upon the expiration of one hundred eighty (180) calendar days after the opening of proposals.

As further detailed in the Submittal Form, Proposers are hereby notified that all information submitted as part of, or in support of proposals, will be available for public inspection after opening of proposals, in compliance with Article X of the Cooper City, Florida

Code of Ordinances and Chapter 119, Florida Statutes (the "Public Record Law”).

Any Proposer who, at the time of proposal submission, is involved in an ongoing bankruptcy as a debtor, or in a reorganization, liquidation, or dissolution proceeding, or if a trustee or receiver has been appointed over all or a substantial portion of the property of the Proposer under federal bankruptcy law or any state insolvency law, may be found non-responsible.

Pursuant to Florida Statutes Section 287.05701, Proposers are hereby notified that the City will not request documentation of, or consider, the social, ideological or political interests of a Proposer when determining if a Proposer is a responsible vendor nor will the

City give preference to a Proposer based on the Proposer’s social, ideological or political interests.

1.4. PRE-PROPOSAL MEETING

The City will hold a Pre-Proposal Conference and Site Visit for this solicitation on Wednesday, August 12, 2026 at 88:30 am. The Pre-

Proposal Conference will take place at City Hall Auditorium, 9090 SW 50th Place, Cooper City, FL 33328. The Site Visit will take place immediately after the Pre-Proposal Conference.

1.5. CONTRACT TERM

The term of the Contract resulting from this Solicitation shall commence on the date after the Contract is approved by the City

Commission, or designee, unless otherwise stipulated in the Contract Documents and/or Purchase Order issued by the City, and shall expire on the last day of the thirty-six-month (36) term. The City reserves the right to renew the resultant agreement for three (3) additional, one (1) year terms. The renewal options shall be exercised upon the same terms and conditions, or per changes mutually agreed to, at the sole discretion of the City.

The City reserves the right to extend the resultant Contract for up to one hundred-eighty (180) calendar days beyond the resultant

Contract period and will notify the Contractor in writing of the extension. The resultant Contract may be extended beyond the initial one hundred-eighty (180) day extension period upon mutual agreement between the City and the Awarded Bidder upon approval by the

City Commission or designee.

1.6. ELIGIBILITY AND COMPETENCY OF PROPOSERS

To be eligible for award of a contract in response to this solicitation, the Proposer must demonstrate that they, or the principals assigned to the project, have successfully completed services, as specified in the Scope of Services/Technical Specifications section of this solicitation, are normally and routinely engaged in performing such services and are properly and legally licensed to perform such work.

1.7. CONE OF SILENCE

Pursuant to Sec 2-269.5 of Cooper City Procurement Code:

A. Definitions: “Cone of Silence,” as used herein, means a prohibition on any communication regarding this Request for

Proposal/Invitation to Bid/Proposal between:

1. a potential vendor, service provider, Proposer, lobbyist, or consultant, and;

2. the City Commissioners, City’s professional staff including, but not limited to, the City Manager and his/her staff, any member of the City’s selection or evaluation committee.

B. Restriction; Notice: A Cone of Silence shall be imposed upon each solicitation after its advertisement. At the time of imposition of the Cone of Silence, the City Manager or his/her designee shall provide for public notice of the Cone of Silence by posting a notice at City Hall. Additional notice thereof shall be provided to the affected departments, and to each City Commissioner.

The City may include a statement disclosing the requirements of this section in any public solicitation for goods or services.

C. Termination of Cone of Silence: The Cone of Silence shall terminate at the beginning of the City Commission meeting

(whether regular or special meeting) at which the City Manager makes a written recommendation to the City Commission for the award of the Contract. However, if the City Commission refers back to the City Manager or staff for further information, the

Cone of Silence shall be re-imposed until such time as the Manager makes a subsequent written recommendation.

Exceptions to Applicability: The provisions of this section shall not apply to:

1. Oral communications at pre-solicitation meetings;

2. Oral presentations before selection or evaluation committees;

3. Public presentations made to the City Commissioners during any duly noticed public meeting; Communications in writing at any time with any City employee, unless specifically prohibited by the applicable solicitation documents; in which case the Proposer shall file a copy of any written communication with the City Clerk. The City Clerk shall make copies available to any person upon request;

4. Communications regarding a particular solicitation between a potential vendor, service provider, Proposer, lobbyist or consultant and the City’s Purchasing Division or City employee designated responsible for administering the procurement process for such solicitation, provided the communication is limited strictly to matters of process or procedure already contained in the corresponding solicitation document.

D. Penalties: Violation of this section by a particular Proposer shall render any award to said Proposer potentially void by the City

Commission or City Manager. Any person who violates a provision of this section may be prohibited from serving on a City selection or evaluation committee. In addition to any other penalty provided herein, violation of any provision of this section by a City employee may subject said employee to disciplinary action.

E. Clarification: Please contact the City’s Purchasing Division or the City employee designated responsible for administering the procurement process for this solicitation for any questions concerning “Cone of Silence” compliance.

1.8. COMMUNICATION WITH EVALUATION COMMITTEE MEMBERS

Proposers are hereby notified that direct communication regarding this Solicitation, written or otherwise, to individual Evaluation

Committee Members or, to the Evaluation Committee as a whole, are expressly prohibited. Any oral communications with Evaluation

Committee Members other than as provided in Sec 2-269.5 of the Cooper City Procurement Code are prohibited.

1.9. SITE INSPECTION

Proposers are encouraged to inspect the location(s) with respect to its current condition, its overall suitability for the solicitation, potential limitations, and proximity to other adjacent properties. Proposers shall visit the Premises during the scheduled Pre-Proposal

Conference/Site Visit (see front cover for date and time).

The submission of a proposal shall be considered evidence that the Proposer has either completed the preliminary inspection as described above or has otherwise independently determined that the inspection is not necessary and is satisfied as to each location's suitability for all elements of the solicitation and in connection with all matters and conditions that may be encountered in performing the services and requirements contemplated under this Solicitation.

1.10. SUBCONTRACTING

The Successful Proposer(s) shall perform all Work/Services with their own personnel. Successful Proposer(s) shall not subcontract, assign, transfer, convey, or otherwise dispose of any portion of the Work/Services to be performed under the resultant Contract. The

City may permit subcontracting for specialized grounds maintenance services that are not within the basic scope of this solicitation or resultant contract. The Successful Proposer(s) shall obtain written approval from the City, prior to utilizing subcontractors for specialized services, as may be determined within the City's sole discretion. Any violation of this provision shall constitute a material breach of the resultant Contract and may result in termination for cause, in addition to any other remedies available to the City.

1.11. LIQUIDATED DAMAGES

Liquidated damages in the amount of Two Hundred Fifty Dollars ($250.00) will be assessed for each calendar day that Substantial

Completion is delayed. Liquidated damages will be assessed beginning on the first calendar day following the required Substantial

Completion date and continuing until Substantial Completion is achieved.

For purposes of this provision, Substantial Completion shall mean that all holiday lighting, decorations, displays, electrical connections, and related work required under the Contract have been fully installed, tested, are operational, and have been inspected and determined by the City to have achieved Substantial Completion. The Project shall not be considered substantially complete if any material portion of the work remains incomplete, inoperable, unsafe, or requires corrective work that prevents the City from utilizing the holiday lighting display as intended.

The Proposer acknowledges and agrees that the liquidated damages set forth herein is a reasonable estimate of the damages the City is likely to incur as a result of delayed performance and is not intended to serve as a penalty. The Proposer also acknowledges that timely completion of all Work required under the resultant Contract is a material obligation and that completion of the Work prior to the

City's Holiday Lights event is time-sensitive. Delays in completing the installation, testing, repair, or other required services may result in disruption of scheduled holiday events, diminished public enjoyment, reputational harm to the City, increased administrative costs, and other damages that are difficult or impossible to accurately determine.

The City may deduct and withhold any liquidated damages assessed under this provision from any monies due or that may become due to the Proposer under the resultant Contract. Such assessment shall not preclude the City from exercising any other rights or remedies available under the Contract Documents or applicable law, nor shall it relieve the Proposer of its obligation to diligently prosecute and fully complete the Work in accordance with the Contract Documents.

1.12. ACCIDENT PREVENTION, BARRICADES AND REGULATIONS

Precautions shall be exercised at all times for the protection of persons and property. The Successful Bidder(s) and all Subcontractors shall conform to all OSHA, state, county and City regulations while performing under the terms and conditions of the Contract. Any fines levied by any of the above mentioned authorities because of inadequacies to comply with these requirements shall be borne solely by the Successful Bidder(s) responsible for same. Barricades shall be provided by the Successful Bidder(s) when Work is performed in areas traversed by persons, automotive traffic, or when deemed necessary by the City. In such cases, the Successful

Bidder(s) shall notify the City’s project manager at least seven (7) days prior to barricading.

1.13. WRITTEN CONTRACT

The contents of this solicitation (to include all addenda, exhibits, attachments, etc.), along with the Successful Proposer(s)' proposal and any subsequent task orders or change orders, will collectively become an integral part of the agreement between the City and the

Successful Proposer.

The Successful Proposer shall be required to enter into a written Contract with the City. The Draft Agreement shall be prepared by the

City and shall incorporate the terms of this solicitation, the accepted Proposal, and include a termination for convenience clause and other terms which may be required by the City and acceptable by the City Commissioners. No work shall be performed or payment due unless a written Contract is fully executed and approved by the City Commissioners.

1.14. PUBLIC ENTITY CRIMES

Pursuant to Paragraph 2(a) of Section 287.133 of the Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Proposal for a contract to provide any goods or services to a public entity; may not submit a Proposal on a contract with a public entity for the construction or repair of a public building or public work; may not submit Proposals on leases of real property to a public entity; may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity; and, may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 of the Florida Statutes for Category Two for a period of thirty-six (36) months from the date of being placed on the convicted vendor list.

1.15. COLLUSION

Where two (2) or more related parties, as defined herein, each submit a Proposal for any contract, such Proposals shall be presumed to be collusive. The foregoing presumption may be rebutted by the presentation of evidence as to the extent of ownership, control and management of such related parties in preparation and submittal of such Proposals. Related parties shall mean Proposer, the principals, corporate officers, and managers of the Proposer; or the spouse, domestic partner, parents, stepparents, siblings, children or stepchildren of a Proposer or the principals, corporate officers and managers thereof which have a direct or indirect ownership interest in another Proposer for the same contract or in which a parent company or the principals thereof of one Proposer have a direct or indirect ownership in another Proposer for the same contract. Proposals found to be collusive shall be rejected. Proposers who have been found to have engaged in collusion may be considered non-responsible, and may be suspended or debarred, and any contract resulting from collusive bidding may be terminated for default.

1.16. CONTRACTING WITH ENTITIES OF FOREIGN COUNTRIES OF CONCERN PROHIBITED

By submitting a proposal or otherwise entering into, a contract under this Solicitation, the Proposer affirms that it is not in violation of

Section 287.138, Florida Statutes (F.S.) titled Contracting with Entities of Foreign Countries of Concern Prohibited. Proposer further affirms that it is not giving a government of a foreign country of concern, as listed in Section 287.138, F.S., access to an individual’s personal identifying information if: a) the Proposer is owned by a government of a foreign country of concern; b) the government of a foreign country of concern has a controlling interest in the Proposer; or c) the Proposer is organized under the laws of or has its principal place of business in a foreign country of concern as is set forth in Paragraphs 2(a)–(c) of Section 287.138, F.S. This affirmation by the Proposer shall be on the form attached to this Solicitation as Foreign Country of Concern Affidavit.

1.17. KIDNAPPING, CUSTODY OFFENSES, HUMAN TRAFFICKING AND RELATED OFFENSES AFFIDAVIT

By entering into, amending, or renewing a contract under this Solicitation, the Proposer affirms that it does not use coercion for labor or services and complies with the provisions of Section 787.06, Florida Statutes (“F.S.”), “Human Trafficking. This attestation by the

Proposer shall be in the form attached to this Solicitation as the Human Trafficking Affidavit.

1.18. QUESTIONS, INFORMATION AND/OR CLARIFICATION

All questions must be submitted in writing via the OpenGov Procurement Portal by Friday, August 14, 2026at12:00 pm. Please note the deadline for submitting inquiries. All answers to inquiries will be posted on the City's eProcurement Portal. Proposers may also click

“Follow” on this bid to receive an email notification when answers are posted. Proposers are responsible for checking the website for answers to inquiries. Changes to the solicitation, if any, will only be transmitted by written addendum. Proposals cannot be submitted via fax or e-mail.

1.19. USE OF CONTRACT BY OTHER GOVERNMENTAL AGENCIES / PIGGYBACKING

It is hereby made a part of this solicitation and the resultant contract that other governmental entities may, at their option and subject to the Successful Proposer's agreement, utilize the resultant Contract under the same terms, conditions, specifications, and pricing contained herein, pursuant to their respective purchasing policies and procedures.

The City assumes no authority, liability, or obligation on behalf of any other governmental entity that may utilize the resultant contract.

Any purchases by other governmental entities shall be the sole responsibility of such entities and shall be made directly between the

Successful Proposer(s) and the participating entity. The City shall not be responsible for payment, performance, or dispute resolution relating to any agreement entered into between the Successful Proposer(s) and another governmental entity.

The Successful Proposer(s) agrees to extend the same pricing, terms, and conditions to any governmental entity electing to utilize the resultant contract, to the extent permitted by law.

2. SCOPE OF SERVICES

2.1. GENERAL INFORMATION

The City of Cooper City is seeking a qualified Contractor to furnish, install, maintain, remove, and store holiday lighting and decorations at designated City facilities. The Contractor shall provide all labor, supervision, equipment, vehicles, materials, electrical components, lifts, permits, transportation, storage, maintenance, repairs, and incidentals necessary to provide a complete turnkey holiday lighting program. The City intends to create a visually appealing holiday experience for residents and visitors throughout Memorial Park and may elect to expand decorations to additional municipal facilities and entrance monuments. The City shall provide:

• Electrical access where available

• A designated project representative

• Coordination assistance

The City shall pay for normal electrical consumption.

The City intends to retain a qualified Proposer for an initial term thirty six (36) month term, with three (3), one (1) year options to renew in the estimated amount of $23,500.00 per contract year, exclusive of any additional/optional goods and/or services, contingency and/or dedicated allowances, if applicable.

For your information, the links below contain photos of the holiday lighting/decorations from previous years.

2025 - https://flic.kr/s/aHBqjCDvWZ

2024 - https://flic.kr/s/aHBqjBUya7

2023 - https://flic.kr/s/aHBqjB6doJ

2022 - https://flic.kr/s/aHBqjAi1o5

2.2. MINIMUM REQUIREMENTS

Proposers shall satisfy each of the following requirements cited below. Failure to do so may result in the proposal being deemed non-responsive.

A. Minimum Qualifications

Proposers shall be regularly engaged in the business of providing holiday lighting and decorations.

a. Proposers Must be licensed to do business in the State of Florida. Proposer's shall demonstrate this requirement by providing proof of an active registration with Florida Department of State (Sunbiz).

b. The Proposer shall possess a minimum of three (3) years' experience successfully providing holiday decoration installation, maintenance, and removal services of similar size and scope for public agencies, commercial centers, or comparable facilities. Proposer shall demonstrate this experience by providing three (3) references within the last five

(5) years in which the Proposer successfully provided holiday lighting and decorations on schedule, within budget and to the customer's satisfaction. Proposers shall submit a Reference Form or a document which contains the same information as the City's Reference Form with their Proposal.

Before awarding a contract, the City reserves the right to require that a Proposer submit such evidence of qualifications as the City may deem necessary. Further, the City may consider any evidence of the financial, technical, and other qualifications and abilities of a firm or principals, including previous experiences of same with the City and performance evaluation for services, in making the award in the best interest of the City.

Firm or principals shall have no record of judgments, pending lawsuits against the City or criminal activities involving moral turpitude and not have any conflicts of interest that have not been waived by the City Commission. Neither firm nor any principal, officer, or stockholder shall be in arrears or in default of any debt or contract involving the City, (as a party to a contract, or otherwise); nor have failed to perform faithfully on any previous contract with the City.

2.3. SCOPE OF SERVICES

2.3.1. Scope of Services

The City of Cooper City is seeking a qualified Contractor to furnish, install, maintain, remove, and store holiday lighting and decorations at designated City facilities. The Contractor shall provide all labor, supervision, equipment, vehicles, materials, electrical components, lifts, permits, transportation, storage, maintenance, repairs, and incidentals necessary to provide a complete turnkey holiday lighting https://flic.kr/s/aHBqjCDvWZ https://flic.kr/s/aHBqjBUya7 https://flic.kr/s/aHBqjB6doJ https://flic.kr/s/aHBqjAi1o5 program. The City intends to create a visually appealing holiday experience for residents and visitors throughout Memorial Park and may elect to expand decorations to additional municipal facilities and entrance monuments. The City shall provide:

• Electrical access where available

• A designated project representative

• Coordination assistance

The City shall pay for normal electrical consumption.

2.3.2. DECORATION SERVICES AND LOCATION(S)

Proposers shall furnish all labor, supervision, materials, equipment, vehicles, tools, transportation, storage, permits, electrical components, installation, maintenance, repairs, removal, disposal, and incidentals necessary to provide a complete holiday lighting and decoration display program at the following location(s)

• Memorial Park: 9001 SW 51st Street, Cooper City, Florida.

The holiday display shall create a visually appealing, family-friendly, and cohesive holiday experience throughout Memorial Park and shall be suitable for public events, community gatherings, and photography opportunities. All decorations, lighting, displays, and features shall be commercial-grade and designed for outdoor public use. All components shall be maintained in safe operating condition throughout the display period.

The City reserves the right to add/remove locations as needed, as well as the right to approve all decorative themes, colors, display layouts, and installation locations prior to installation. Proposers shall coordinate all installation locations with the City's Project

Manager.

2.3.3. EVENT DATE(S)

For year 1 of the resultant Contract, the holiday lighting display shall be fully operational and available for public viewing no later than

3:00 PM on the first Monday in December for 2026. Future display dates will be coordinated and submitted in writing to the Successful

Proposer.

***Event date(s) are subject to change. The Successful Proposer will be advised at least SIXTY (60) days in advance of any date changes.***

2.3.4. ARTIFICIAL HOLIDAY TREE

Proposers shall furnish, install, maintain, and remove one (1) artificial holiday tree. The artificial holiday tree shall meet the following minimum requirements:

A. Minimum overall height of nineteen feet (19');

B. Commercial-grade construction designed for outdoor use;

C. Commercial-grade LED lighting system;

D. Shatter-resistant ornaments suitable for public environments;

E. Decorative bows and accent decorations;

F. Illuminated tree topper;

G. Decorative tree skirt or equivalent base treatment;

H. Internal support structure;

I. Wind-rated anchoring and stabilization system;

J. Electrical components listed and approved for outdoor use.

The holiday tree shall be decorated utilizing a coordinated theme incorporating red, green, gold, silver, white, or other colors approved by the City. The City may modify the holiday theme, colors, or decorative elements upon providing written notice to the Contractor.

2.3.5. NATURAL TREE LIGHTING

Proposers shall furnish, install, maintain, and remove decorative lighting on natural trees located throughout Memorial Park. At a minimum, the Proposers shall decorate approximately thirty-seven (37) trees. Tree species inventory includes:

• Royal Palms (5);

• Gumbo Limbo Tree (1);

• Oak Trees (21);

• Washingtonia Palms (3);

• Tamarind Trees (4);

• Mahogany Tree (1); and

• Miscellaneous Trees (2).

Lighting shall meet the following minimum requirements:

A. Warm white commercial-grade LED mini lights;

B. Green commercial-grade wiring;

C. Trunk wrapping at approximately five-inch (5") spacing;

D. Primary branch wrapping sufficient to provide uniform illumination;

E. Weather-resistant and waterproof connections;

F. No exposed wiring visible from primary public areas;

G. Installation methods that prevent damage to trees.

2.3.6. DECORATIVE LIGHT ARCH

Proposers shall furnish, install, maintain, and remove one (1) decorative walk-through illuminated arch. The arch shall meet the following minimum requirements:

A. Minimum width of twelve feet (12');

B. Minimum height of ten feet (10');

C. Commercial-grade frame construction;

D. Fully illuminated LED lighting system;

E. Holiday-themed decorative elements;

F. Structural stability suitable for public interaction;

G. ADA-compliant placement and accessibility;

H. Suitable design for public photography opportunities.

The final location shall be approved by the City.

2.3.7. HOLIDAY DISPLAYS

Proposers shall furnish, install, maintain, and remove a minimum of six (6) commercial-grade holiday displays throughout Memorial

Park. Acceptable display themes may include, but are not limited to:

• Santa Claus;

• Snowmen;

• Reindeer;

• Holiday trains;

• Gift displays;

• Nutcrackers;

• Gingerbread characters; and

• Other holiday-themed displays approved by the City.

Each display shall meet the following minimum requirements:

A. Minimum height of eight feet (8');

B. Commercial-grade construction designed for public display;

C. Internal illumination;

D. Wind-rated anchoring system;

E. GFCI-protected electrical connections;

F. Daily operational inspection and maintenance.

The City reserves the right to increase, decrease, or modify display quantities and locations.

2.3.8. ILLUMINATED HOLIDAY FEATURES

Proposers shall furnish, install, maintain, and remove various illuminated holiday features throughout Memorial Park. Illuminated holiday features may include, but are not limited to a minimum of:

• 8 - Illuminated gift boxes (Minimum 3’);

• 12 - Decorative ornament displays (Minimum 3’);

• 10 - Decorative light spheres (Minimum 3’);

• 20 - Illuminated candy canes (Minimum 3’);

• 1- Holiday pathway lighting (approximately 1,500–2,000 linear feet, as applicable);

• 20 - Decorative pole-mounted features; and

• 6 - Illuminated holiday characters (Minimum 5’) .

Proposers shall ensure all features are coordinated to create a consistent and cohesive holiday theme throughout the Memorial Park.

2.3.9. ENTRANCE FEATURE

Proposers shall furnish, install, maintain, and remove one (1) illuminated entrance feature at the primary event entrance designated by the City. Acceptable entrance features may include:

• Walk-through light tunnel;

• Decorative holiday gateway;

• Illuminated archway; and/or

• Custom-designed holiday entrance feature.

The entrance feature shall serve as a primary visitor arrival point, photo opportunity and shall be designed to accommodate anticipated pedestrian traffic.

2.3.10. PHOTO OPPORTUNITIES AREAS

Proposers shall furnish, install, maintain, and remove a minimum of three (3) designated holiday-themed photo opportunity areas throughout Memorial Park. Photo opportunity areas may include:

• Santa Chair;

• Illuminated sleigh;

• Oversized ornament displays;

• Lighted gift box seating areas;

• Holiday backdrop walls;

• Decorative holiday frames; and

• Other themed features approved by the City.

Each photo area shall be designed to encourage public interaction, family photography, and community engagement while maintaining public safety and accessibility.

2.3.11. INSTALLATION AND REMOVAL

For year 1 of the resultant Contract:

Installation activities shall begin no earlier than November 1, 2026. All decorations shall be fully installed, operational, and approved by the City no later than 3:00 PM on the first Monday in December for 2026. Removal activities may begin January 2, 2027. All decorations shall be removed and sites restored no later than January 22, 2027. All areas disturbed by installation or removal activities shall be restored to their original condition by the Proposers, at no additional cost to the City.

Subsequent Contract Terms:

The City shall coordinate and notify the Successful Proposal in writing as to installation activity date(s), and removal activity dates for subsequent years of the contract term.

2.3.12. MAINTENANCE REQUIREMENTS

Proposers shall:

• Respond to service calls the same business day;

• Repair failures within twenty-four (24) hours;

• Replace damaged bulbs/decorations at no cost to the City ;

• Conduct weekly inspections;

• Maintain a written inspection log; and

• Provide emergency call-out service.

2.3.13. EQUIPMENT

Proposers shall provide all equipment necessary to perform the work including, but not limited to:

• Bucket trucks

• Lifts

• Ladders

• Safety equipment

• Temporary power equipment

• Electrical materials

• Anchoring systems

• Protective ground coverings

2.3.14. EMPLOYEES OF THE PROPOSER

Proposers shall provide properly trained, licensed, and insured personnel. All work shall comply with:

• OSHA Standards

• National Electrical Code

• Florida Building Code

• Manufacturer installation requirements

Proposers shall provide emergency contact information for all supervisors assigned to the project.

2.3.15. OPTIONAL/ADDITIONAL SERVICES

The City reserves the right to authorize additional holiday lighting and decorations at municipal facilities and entrance monuments.

Proposers shall provide unit pricing for all optional services.

A. Additional Tree Lighting

1. The scope of services shall be the same as in the Natural Tree Lighting section. Proposers shall provide pricing based on height classifications.

B. Entrance Monument Uplighting

1. Proposers shall furnish, install, maintain, and remove decorative uplighting at City entrance signs and monument features. Uplighting shall be maintained daily. Uplighting may include color-changing red, green, blue (RGB) fixtures, warm white holiday uplighting, programmable holiday color themes, and temporary power infrastructure

2. Potential Locations may include, but are not limited to:

a. Flamingo Road Entrances

b. Griffin Road Entrances

c. Sheridan Street Entrances

d. Palm Avenue Entrances

e. Community Monument Signs

f. Other City-designated locations

3. Proposers shall provide pricing per sign.

C. City Facility Uplighting

1. Proposers shall furnish, install, maintain, and remove decorative architectural lighting at municipal facilities. City facility uplighting shall be inclusive of building uplighting, roofline lighting, landscape lighting, tree lighting, pole lighting and decorative displays.

2. Potential facilities include but are not limited to:

a. City Hall

b. Community Center

c. Pool and Tennis Center

d. Suellen H. Fardelmann Sports Complex

e. Bill Lips Sports Complex

f. Flamingo West Park

g. Other City facilities

3. Proposers shall provide pricing per facility.

D. Decorative Wreaths and Garland

1. Proposers shall provide all labor, materials, equipment, transportation, installation, maintenance, removal, and storage necessary to furnish and install decorative holiday wreaths and garland throughout designated City facilities, parks, entryways, and streetscapes.

a. Pole-Mounted Wreaths

i. Proposers shall furnish, install and remove pole-mounted wreaths which meet the following minimum requirements: commercial-grade artificial wreath; minimum diameter of 48 inches; UV-resistant materials suitable for outdoor use; decorated with weather-resistant ornaments, bows and greenery; integrated warm white

LED lighting; commercial-grade mounting hardware compatible with decorative streetlight poles; installation at heights ranging from 3 feet to 30 feet; electrical connections hidden from public view, where applicable; secured against wind loads;

ii. Proposers shall provide pricing per pole-mounted wreath installed

b. Building Wreath

i. Proposers shall furnish, install, maintain, and remove building wreaths which meet the following minimum requirements: commercial-grade artificial wreath; available sizes of 48-inches, 72-inches and/or 96 inches in diameter; UV-resistant construction; decorated with weather-resistant holiday accents; LED illumination included;

installation on building facades, entrance features, community centers, or recreation facilities.

ii. Installation shall include all mounting hardware and structural supports. Proposers shall be responsible for verifying mounting stability.

c. Decorative Garland

i. Proposers shall furnish, install, maintain, and remove building decorative garlands which meet the following minimum requirements: commercial-grade artificial garland; minimum diameter of 12 inches; UV-resistant outdoor-related materials; decorated with weather-resistant ornaments, ribbons, pinecones, or similar holiday accents.

ii. Decorative garlands may be installed on railings, fences, walls, entry features, or facility facades. Decorative garlands should be securely fastened to prevent movement during weather events.

d. Lighted Garland

i. Proposers shall furnish, install, maintain, and remove lighted garlands which meet the following minimum requirements: all the requirements of decorative garland; integrated commercial-grade warm white LED lighting;

outdoor-rated wiring and connections; power supplies and electrical accessories included; lighting spacing shall provide uniform illumination.

e. Entryway Garland

i. Proposers shall furnish, install, maintain, and remove entryway garlands which meet the following minimum requirements: minimum finished garland diameter 18 inches; fully decorated with bows, ornaments and LED lighting; custom fitted to entrance dimensions.

ii. Entryway garlands shall be installed around entrance monuments, gateways, building entrances, archways, and/or decorative structures.

iii. Installation shall include all structural supports and mounting hardware. Proposers are responsible for field verification of dimensions.

f. Holiday Light Tunnel

i. Proposers shall furnish, install, maintain, remove, and store temporary holiday light tunnel displays at City parks and facilities. Holiday light tunnels shall meet the following requirements: commercial-grade aluminum or steel frame construction; freestanding design capable of withstanding normal South Florida wind conditions;

engineered or manufacturer-certified structural system; modular construction allowing installation in various locations; anchoring systems appropriate for turf, concrete, asphalt or paver surfaces; minimum tunnel length 40 feet; minimum clear width 10 feet; minimum clear height 10 feet; be able to accommodate pedestrian traffic in both directions; be fully ADA accessible; have no trip hazards, exposed wiring or obstructions; maintain minimum

5 foot clear pedestrian path throughout display; fully illuminated using commercial-grade LED lighting; minimum

90% visible tunnel surface covered with lighting elements; warm white or RGB color-changing options;

programable lighting effects preferred; outdoor-rated electrical systems.

3. RESPONSE REQUIREMENTS

3.1. FORMAT, CONTENTS AND DOCUMENTS

Interested Proposers shall submit a Proposal Submittal Form and Technical Proposal. The Proposal Submittal Form must include the electronic acknowledgment and/or signature of the firm’s authorized representative. The execution of the Proposal Submittal Form constitutes the unequivocal offer of the proposer to be bound by the terms of its proposal. The Proposal Submittal Form is a Web-based form required to be filled out via OpenGov. It does not need to be included in the PDF Technical Proposal and is only required of the Prime consultant.

Proposer's Technical Proposal shall be submitted electronically through OpenGov in PDF format. Proposers should carefully follow the format and instructions outlined herein. The purpose of the technical proposal is to demonstrate the qualifications, competence, capacity and methodology of the firms seeking to provide the services in conformity with the requirements of this solicitation. The technical proposal should demonstrate the combined qualifications of the firm and of the particular staff to be assigned to this engagement. It should also specify an approach that will meet the solicitation requirements. The technical proposal should address all of the points outlined in this solicitation. The proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of the solicitation.

Every firm or team of firms, whether a sole respondent, a prime consultant firm, or a sub- consultant firm, must be responsive to all applicable items contained in this Solicitation. Proposers shall not modify any of the forms provided and shall submit the completed forms listed below in their proposal. Failure to provide all of the requested information may deem a respondent’s proposal non-responsive.

Technical Proposals shall consist of the following documents in the order noted below.

Cover Page

Proposer shall include a table of contracts…