IFQ_7500_HAW1001_SOW_v1.pdf

Scope of Work Revised 03/02/2026

SCOPE OF WORK

SOLICITATION NO. IFQ 7500 HAW1000

Decorating Services for Holidays and Events

1.0 Purpose

The City of Austin (“City”) is seeking bids from qualified bidders (“Contractor”) to provide indoor holiday decorative services and indoor meeting and event setup and breakdown services at various City-owned facilities on an as-needed basis. All services shall be performed indoors unless otherwise authorized by the City.

2.0 Term of Contract

This Contract shall remain in effect for an initial term of 12 months, or until the City terminates the Contract. This Contract may be extended automatically beyond the initial term for up to two additional 12-month periods at the City’s sole option.

3.0 Tasks/Requirements

The Contractor shall have a minimum of five (5) years of experience performing indoor holiday decorating services and meeting and event setup services consistent with the Scope of Work. The Contractor shall demonstrate relevant experience providing similar services in commercial, governmental, or institutional settings.

3.1 Holiday Decorative Services

The Contractor shall provide all labor necessary to install, maintain, adjust, and remove seasonal holiday decorations at City facilities, including but not limited to:

• Install and remove indoor holiday decorations

• Setup and takedown of Christmas trees and seasonal décor

• Assemble and disassemble artificial trees, wreaths, garlands, and similar décor

• Install garland, wreaths, and decorative lighting on interior fixtures

• Place and secure decorations in offices, lobbies, and common areas

• Make minor adjustments and upkeep during the display period

3.2 Meeting and Event Setup Services

The Contractor shall provide setup and breakdown services for City-sponsored indoor meetings and events, including but not limited to:

• Setup and breakdown tables and chairs

• Carry out room configuration and post-event reset

• Place nameplates, signage, or materials provided by the City

• Do minor layout adjustments prior to event starts

• Assist with related indoor setup support as directed by the City

The City will provide job-specific details prior to the performance of services, which may include written instructions, floor layouts, diagrams, or photographs of the applicable space and decorations.

Some jobs may require the Contractor to perform setup and breakdown activities involving access to elevated areas up to approximately twenty (20) feet.

Scope of Work Revised 03/02/2026

4.0 Materials and Performance Requirements

The City shall provide primary holiday decorative materials. The Contractor shall be responsible for the proper handling and protection of City-furnished materials while in its possession and shall leave all work areas clean and restored to their original condition upon completion. The contractor is also responsible for:

• Coordinating all work with City-designated personnel

• Performing services during City-approved times

• Providing sufficient staffing to complete services within required timeframes

• Complying with all applicable City policies, safety requirements, and facility access procedures

• Performing other related indoor setup and breakdown tasks reasonably consistent with the services described herein

The City may authorize a limited amount of funding for incidental, replacement, or rental items necessary to complete a specific job, in accordance with the markup provisions identified in the Bid Sheet.

Reimbursement for approved purchases shall be limited to the actual cost of materials plus the agreed-upon markup, unless otherwise specified in the Contract.

One (1) to two (2) sites per year may require the use of a lift to perform the authorized services.

5.0 Service Authorization

Services are anticipated to occur approximately three to four (3–4) times per year; however, additional services may be requested as needed. The City makes no guarantee of a minimum quantity of work. All work shall be performed only upon prior authorization by the City, and specific job requirements shall be confirmed at the time of request. Upon receipt of a service request, the Contractor shall:

• Acknowledge receipt of a request for decoration services or event setup by email within one (1) business day and schedule an on-site inspection, if required.

• Provide a written quote, including anticipated setup and takedown timeframes, within five (5) business days of acknowledgment or completion of the site inspection, as applicable.

• Respond to requests for maintenance or adjustment of decorations during the display period within one (1) business day of notification.

6.0 Pricing

Services shall be provided on an as-needed basis. The City makes no guarantee of any minimum quantity of work, number of service requests, or minimum compensation under this Contract.

6.1 Hourly Crew Rate

Bidders shall provide a fully loaded hourly crew rate on the Bid Sheet provided. The crew rate shall include all labor necessary to complete the assigned task, regardless of the number of personnel assigned. Compensation shall be based solely on the total actual time required to complete the authorized work. Billable hours shall not be multiplied by the number of personnel assigned. Rates shall be inclusive of supervision, overhead, profit, travel (if applicable), equipment, tools, and all incidental costs necessary to perform the services.

6.2 After-Hours Rate

Bidders shall provide a separate fully loaded hourly crew rate for after-hours services on the Bid Sheet provided. After-hours services are defined as work performed outside the City’s standard business hours (Monday through Friday, 8:00 a.m. to 5:00 p.m., excluding City-recognized holidays), unless otherwise authorized by the City. After-hours compensation shall be based on total time required to complete the work and shall not be multiplied by the number of personnel assigned.