Notice_of_Intent_to_Award.pdf

This Notice of Intent to Award from the City of Sanford, Florida Purchasing Division announces the intended award of Informal Request for Quote (IRFQ 25/26-300) for Holiday Lighting and Decor services to Beacon Bay Construction Corp, doing business as Johannessen Lights, dated November 5, 2025. The project encompasses installation, maintenance, removal, and storage of commercial-grade holiday lighting and seasonal decorations across nine city locations including Veterans Memorial Park, Magnolia Square, Monroe Hall, the Arches at First Street and French Avenue, Sanford Museum, Cultural Corridor, Paulucci Park, Artisan Square, and Civic Center. Specific deliverables include lighting 180 light sets across 18 palm trees, installing six Christmas trees, wrapping oak trees with candy cane-themed lighting, setting up garlands and wreaths, installing lighted decorative elements, and providing custom electrical work using SPT-1 cord and digital timer controls. The solicitation response deadline was November 4, 2025, at 2:00 P.M. local time, with installation completion required by November 15, 2025, and removal and storage to be finished by January 7, 2026. The contract has an initial one-year term commencing November 18, 2025, through November 17, 2026, with options for up to four additional one-year renewals, not exceeding a total of five years.

The successful bidder, Beacon Bay Construction Corp, submitted a total bid of $34,667.00 and was competitively selected from multiple submissions. The vendor must maintain a three-season warranty on all products and provide 24-hour repair or replacement response during the display season, with annual pricing adjustments permissible based on the Consumer Price Index if proposed 60-45 days before contract renewal. The contractor is required to store all items in an insured and secured warehouse and maintain minimum insurance coverage of $1,000,000 general aggregate and $1,000,000 per occurrence. The City of Sanford is exempt from sales tax. This Notice does not constitute a final agreement and is subject to final departmental approval and execution of written agreement terms acceptable to the City; the City reserves the right to cancel this award at any time prior to written agreement execution or to proceed to the next lowest, responsive, and responsible bidder if the apparent successful bidder fails to accept and execute the agreement.