REQUEST FOR PROPOSAL (RFP)

2026-RFP-036

REQUEST FOR PROPOSALS FOR SEASONAL AND YEAR ROUND

LIGHTING AND DECOR SERVICES

City of Lake Forest

100 Civic Center Dr.

Lake Forest, CA 92630

RELEASE DATE: August 18, 2026

DEADLINE FOR QUESTIONS: August 31, 2026

RESPONSE DEADLINE: September 8, 2026, 5:00 pm

RESPONSES MUST BE SUBMITTED ELECTRONICALLY TO:

https://secure.procurenow.com/portal/lakeforestca https://secure.procurenow.com/portal/lakeforestca

City of Lake Forest

REQUEST FOR PROPOSAL (RFP)

Request for Proposals for Seasonal and Year Round Lighting and Decor

Services

I. Introduction II. General Information

III. RFP - Proposal Requirements IV. Scope of Work V. Evaluation Details

VI. Evaluation Phases VII. General Provisions

VIII. Pricing Proposal IX. Vendor Questionnaire

Attachments:

A - Attachment A - Seasonal_Decor_Civic_Center

B - Attachment B - Seasonal_Decor_El_Toro_Blvd

C - Attachment 2 - Seasonal Decor Sports Park and Alton Road

D - Attachment D - Year_Round_Lighting_the_Arbors_and_Civic_Center_Tree

E - LAKE FOREST_ MODEL Professional Consultant Services Documents 2022

Request for Proposal (RFP) #2026-RFP-036 Title: Request for Proposals for Seasonal and Year Round Lighting and Decor Services

1. Introduction

1.1. Summary

Request for Proposal for Seasonal and Year-Round Lighting and Decor Services

The City of Lake Forest is seeking qualified firms to perform Seasonal and Year-Round Lighting and Decor

Services. The Scope of Services includes provisions for the installation, maintenance, removal, and storage of Seasonal and Year-Round Lighting and Decor in a variety of locations throughout Lake Forest.

1.2. Background

About the City

The City of Lake Forest is located in southern Orange County, California, in the area commonly referred to as the Saddleback Valley, with a population of approximately 85,000. It is the County's thirty-first city and the second largest city within the Saddleback Valley, encompassing 16.6 square miles. The City of

Lake Forest's fiscal year begins on July 1 and ends on June 30.

The City was incorporated in 1991, operates under the Council/Manager form of government and is considered a contract city. The five members of the City Council are elected by district. They serve staggered four-year terms, with the Mayor being selected annually from among the Council Members.

The Council meets on the first and third Tuesdays of each month.

City Hall is located at 100 Civic Center Drive, Lake Forest, California 92630. The telephone number is

(949) 461-3400, and the fax is (949) 461-3511. The City website address is http://www.lakeforestca.gov.

Project Description

The City is seeking Seasonal and Year Round Lighting and Decor Services.

The services are expected to be completed within three years from contract award. The City anticipates awarding a contract with an initial term of of November 3, 2026 to November 2, 2029. The City will have the option, at it's sole discretion to extend the agreement for up to two (2) additional one year terms. If the parties are unable to reach an agreement, the City, at its sole discretion, will not move forward with the renewal option and shall re-procure the work.

1.3. Contact Information

Victoria Blethen

Recreation Manager

100 Civic Center Dr

Lake Forest, CA, CA 92630

Email: vblethen@lakeforestca.gov

Phone: (949) 461-3453

Department:

Management Services - Community Services http://www.lakeforestca.gov/ mailto:vblethen@lakeforestca.gov tel:(949)461-3453

1.4. Timeline

The following timeline shows the anticipated schedule for the RFP. The City expects, but does not guarantee, the the contract award will be made by the City Council on the date indicated below. All schedules and timelines are subject to related and required approvals.

Release Project Date August 18, 2026

Pre-proposal Requests for Clarification August 31, 2026, 12:00pm

Proposal Submission Deadline September 8, 2026, 5:00pm

Anticipated Final Selection/ City Council

Meeting

November 17, 2026

Anticipated Project Start November 17, 2026

2. General Information

2.1. GENERAL REQUIREMENTS

The City of Lake Forest ("City") seeks proposals ("Proposals") from qualified firms ("Respondents") for

Request for Proposals for Seasonal and Year Round Lighting and Decor Services.

Responses must conform with the requirements of this Request for Proposal ("RFP"). The City reserves the right to waive any irregularity in any proposal or to reject any proposal which does not comply with this RFP. Modifications to the RFP, including, but not limited to the scope of work, can be made only by written addendum issued by the City. Selection of the proposer will be made solely by the City on criteria determined by the City.

The successful Respondent will be required to enter into an Agreement (incorporated herein as

Attachment A) which will include the requirements of this RFP as well as other requirements. By submitting a Proposal, the Respondent agrees to all of the terms of the RFP and Agreement. The City reserves the right to reject any proposal(s) exceptions or changes to the Agreement or Request for

Proposal.

2.2. PROJECT DESCRIPTION

Project Description

The City is seeking Seasonal and Year Round Lighting and Decor Services for the Lake Forest Seasonal and Year Round Lighting and Decor project.

The services are expected to be completed within three years from contract award. The City anticipates awarding a contract with an initial term of November 3, 2026 to November 2, 2029. The City will have the option, at its sole discretion, to extend the agreement for up to two (2) additional one year terms. If the parties are unable to reach an agreement, the City, at its sole discretion, will not move forward with the renewal option and shall re-procure the work.

2.3. PRE-PROPOSAL MEETING

No Pre-Proposal Meeting

There will be no pre-proposal meeting for this RFP.

2.4. REQUESTS FOR CLARIFICATIONS

All questions, requests for interpretations or clarifications, either administrative or technical must be requested via the City's eProcurement Q&A feature.

All written questions will be answered in writing and conveyed to all interested firms. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received before 12:00 pm on Monday, August 31, 2026.

2.5. SCOPE OF REQUIRED SERVICES

Scope of Work

A detailed Scope of Work is provided under the Scope of Work section. The Respondent will be expected to fulfill, at a minimum, the services and technical requirements described in the Scope of Work. Upon final selection, the Scope of Work may be modified and refined during negotiations with the City.

https://procurement.opengov.com/portal/lakeforestca/projects/246589/document?section=2354918 https://procurement.opengov.com/portal/lakeforestca/projects/246589/document?section=2354918

3. RFP - Proposal Requirements

3.1. PROPOSAL CONTENT

Respondent's Proposal shall be clear, accurate, and comprehensive. Excessive or irrelevant materials will not be favorably received. The content and sequence of the information contained in each copy of the proposal shall be as follows:

1. Summary Sheet o Include a fully-completed copy of the Summary Sheet included with this RFP (To be completed as part of the Vendor Questionnaire).

2. Table of Contents o Include a clear identification of the material by section and by page number.

3. Letter of Transmittal o Identify Respondent's legal name and contact information, including corporate office and local office address, telephone number, fax number, web site address, and e-mail address.

o Summarize key elements of the proposal. The letter must stipulate that the cost proposal will remain valid for a period of at least 180 days. The letter shall be signed by an individual or individuals authorized to execute legal documents on behalf of the Respondent.

4. Key Personnel o Identify the names and specific qualifications, experience, and appropriate licenses held, if applicable, of the primary staff to be assigned to the project. Include a resume for all primary staff. Include any subconsultants which Respondent proposes to use for any portion of the services.

o Respondent shall also identify a Management Contact (Representative authorized to sign an agreement for your firm) and a Project Manager (person responsible for day-to-day management of he project). The successful Respondent may only change the Management

Contact, Project Manager, and other supporting staff and specialists with prior written permission of the City.

5. Project Management/Schedule o Provide a conceptual plan for services to the City that you believe are appropriate for the

City. Indicate features, skills and/or services which distinguish your firm and make it the better choice for the City. Indicate how the resources of your firm (e.g., number and type of personnel allocated by hours) will be allocated for this project. An example of an Allocation of Resources is provided below. A proposer may customize the resource allocation accordingly. Submittal of a project schedule is required as part of the Allocation of

Resources.

6. Scope of Work o Provide a detailed scope of services which reflects the Scope of Work described in this RFP.

Proposals must address all items set forth in Scope of Work section. Additional information which, in your opinion, should be included must be clearly identified.

7. Experience

1. List of Representative Projects - List of representative projects undertaken by Respondent in the last 5 years demonstrating experience in each category of the project. Identify the names of organizations, and names and telephone numbers of persons who can be contacted with regard to the services you have provided.

2. Current City Contracts - Identify all previous and current contracts with the City of Lake

Forest. Include a contact name, description of services, and dates of services performed.

3. Terminated Contracts - List all public agencies (not to include the City of Lake Forest) for which contracts were terminated in the last three years. Show names of organizations and names and telephone numbers of persons who can be contacted. Firms may provide a brief explanation of the reason(s) for termination(s).

8. Certificate of Proposal o Include a fully-completed copy of the Certificate of Proposal included with this RFP (To be completed as part of the Vendor Questionnaire).

9. Cost Proposal o Include a detailed cost proposal for each phase of work inclusive of all hourly rates, anticipated travel, and other incidental costs and charges. The cost proposal shall be submitted in a separate, sealed manner and marked "Cost Proposal” with Respondents name and shall be submitted electronically using the Cost Proposal submission feature using the City’s eProcurement site as identified in the Proposal Format Instructions below . If requested, the successful Respondent may be required to submit an electronic copy of the cost proposal using the eProcurement site Pricing Table feature, MS Word, Excel, or other format acceptable to the City.

Proposal Format

Proposals shall be organized, tabbed, and numbered in the order presented above. Proposals must include page numbers for all pages in the proposal.

3.2. SUBMITTAL INSTRUCTIONS

Proposals must be received via the City's eProcurement Portal at https://procurement.opengov.com/portal/lakeforestca no later than 5:00 pm on Tuesday, September

8, 2026.

https://procurement.opengov.com/portal/lakeforestca

4. Scope of Work

4.1. Scope of Work

The Contractor shall provide all labor, equipment, materials, supplies, transportation, and other resources necessary for the installation, removal, maintenance, and operation of seasonal and year-round lighting and decorations at various City locations.

A. Seasonal Lighting and Decorations

The Contractor shall provide seasonal lighting and decoration services at the following locations:

1. Lake Forest Civic Center Campus: Installation, removal, and maintenance of seasonal decorations throughout the Civic Center Campus, including City-owned swags, wreaths, and other décor as directed by the City.

2. El Toro Road: Seasonal lighting on trees along El Toro Road from the freeway to Cornelius

Drive/Jutewood Place, and installation of pre-lit garland on the structures located at the corners of El

Toro Road and Rockfield Boulevard.

3. Lake Forest Sports Park: Installation of seasonal pre-decorated garland on monument signs at the

Sports Park entrances located at Portola Parkway, Rancho Parkway, and Vista Parkway.

4. Alton Park: Installation of seasonal pre-decorated garland and wreath(s) on the Alton Park monument sign.

B. Year-Round Lighting

The Contractor shall provide year-round lighting services at the following locations:

1. El Toro Road and Rockfield Boulevard: Year-round lighting on the arbor structures located at the corners of El Toro Road and Rockfield Boulevard.

2. Lake Forest Civic Center Campus: Year-round lighting on the signature tree located within the roundabout at the Civic Center Campus.

C. General Installation, Removal, and Equipment Requirements

The following requirements shall apply to the installation and removal of seasonal and year-round lighting and decorations, as applicable:

1. The Contractor shall furnish all labor, tools, equipment, and incidental supplies necessary to perform the work, including, but not limited to, ladders, fasteners, and other installation materials. Additional equipment requirements specific to each location are identified below.

2. The Contractor shall securely install all lighting and décor and connect all electrical components to designated power sources, as applicable. Upon removal, the Contractor shall disconnect all electrical components and safely remove the lighting and décor.

3. The Contractor shall take appropriate precautions during installation and removal to prevent damage to City facilities, landscaping, trees, structures, electrical systems, and City-owned decorations.

4. Upon completion of each installation, and prior to leaving the project site, the Contractor shall test all installed lighting and illuminated décor and confirm with designated City staff that all items are properly installed, secured, connected, and operational.

5. The Contractor shall provide all necessary traffic control equipment and measures when work is performed adjacent to or within roadways, parking areas, or other areas where traffic control is required.

6. The Contractor shall maintain installed lighting and décor throughout the applicable display period and shall repair, replace, or correct non-operational, damaged, loose, or improperly secured components as required by the City.

Seasonal Lighting and Decorations

1. Lake Forest Civic Center Campus: Seasonal Décor Installation (See attachment A)

Time Frame: Installed the week after Thanksgiving and removed by the end of January.

• The installation, plugin, and removal of City owned and currently stored on site seasonal decorations.

• The contractor shall supply all equipment needed to install the City owned swags (34) and the wreaths (4) to include but not limited to a lift, ladders, and zip ties.

• A lift will be needed for the installation of the wreaths above City Hall, the Community Center, Conference Center and The Clubhouse, as the install area is approximately 15 feet high.

• All electrical outlets and plugins for decorations are installed and ready for use; City staff will test all items prior to installation to confirm that they are in working order.

• The contractor will need to secure and plug-in décor, as well as unplug and take down décor.

• Upon installation, and prior to leaving the project site, the contractor will need to confirm that all items are lit with City staff.

2. El Toro Road: Seasonal Lighting and Pre-Lit Garland. (See attachment B)

Time Frame: Lighting shall be operational by the weekend following Thanksgiving, remain operational through the holiday season, be disconnected during the first week of January, and be removed by the end of January.

Location: El Toro Road and Bridger Road from the freeway to Cornelius Dr/Jutewood Place. Arbor

Structures corner of El Toro and Rockfield.

• Per the Seasonal Lighting Site Map the contractor will install and maintain lights on trees and pre-lit garland on the structures.

• The contractor will work with City of Lake Forest' choice of electricians if needed to complete the project.

• The Contractor shall obtain the required encroachment permit and submit a traffic control plan to

City staff prior to commencing work.

• The contractor will coordinate the installation dates and times with the Project Manager.

• The Project Manager will be the person in charge of all management and maintenance concerns during the months that the service is rendered.

• The contractor shall provide the necessary staff to ensure efficient and timely installation, maintenance, and removal of lights.

• The contractor will provide all necessary operating equipment to install, maintain and remove lights.

• The contractor shall use LED lights.

• Calls for service will be completed within 48 hours of notice.

• Contractor will notify the project manager in email when the installation and/or maintenance has been completed.

3. Lake Forest Sports Park: Seasonal pre-decorated garland. (See Attachment C)

Time Frame: Installed the week after Thanksgiving and removed by the end of January.

Location: Lake Forest Sports Park Monument Entrance Signs (Portola, Rancho and Vista Parkways).

• The contractor will install and remove pre-decorated garland on the Lake Forest Sports Park

Monument Entrance Signs.

• The contractor will meet with staff to familiarize them with the project area and site plan.

• The contractor will pull an encroachment permit.

• The contractor will coordinate the installation dates and times with the Project Manager.

• The Project Manager will be the person in charge of all management and maintenance concerns during the months that the service is rendered.

• The contractor shall provide the necessary staff to ensure efficient and timely installation, maintenance, and removal of decor.

• Calls for service will be completed within 48 hours of notice.

• Contractor will notify the project manager in email when the installation and/or maintenance has been completed.

4. Alton Park Median: Seasonal pre-decorated garland and wreath on Alton Parkway Monument Sign.

(See Attachment C)

Time Frame: Installed the week after Thanksgiving and removed by the end of January.

Location: Alton Parkway median.

• The contractor will install and remove pre-decorated on the Alton Parkway Monument sign.

• The contractor will meet with staff to familiarize them with the project area and site plan.

• The contractor will pull an encroachment permit.

• The contractor will coordinate the installation dates and times with the Project Manager.

• The Project Manager will be the person in charge of all management and maintenance concerns during the months that the service is rendered.

• The contractor shall provide the necessary staff to ensure efficient and timely installation, maintenance, and removal of decor.

• Calls for service will be completed within 48 hours of notice.

• Contractor will notify the project manager in email when the installation and/or maintenance has been completed.

Year-Round Lighting

1. Arbor Structures located at the corners of El Toro Road and Rockfield Boulevard. (See Attachment D).

Time Frame: Year Round

• Per the Seasonal Lighting Site Map the contractor will install and maintain lights year-round on the

Arbor Structures.

• The contractor will provide the Project Manager with a maintenance schedule for the year-round lighting displays.

• The Project Manager will be the person in charge of all management and maintenance concerns for the year-round lighting displays.

• The contractor shall use LED lights with magnetic adherents for the Arbor.

• Calls for service will be completed within 48 hours of notice.

• Contractor will notify the project manager in email when the installation and/or maintenance has been completed.

2. Lake Forest Civic Center: Large Signature Tree in roundabout with the ability to change colors for a variety of yearly themes via remote control.

Time Frame: Year Round

Location: Lake Forest Civic Center – Roundabout

• Per the Civic Center Site Map the contractor will maintain color changing lights on the large signature tree in the roundabout

• The color-changing lighting shall maintain the ability to change colors for various holidays, events, and other City-designated themes through remote operation.

• The Project Manager will be the person in charge of all management and maintenance concerns for the year-round lighting displays.

• The contractor shall use LED lights for any light strands that may need to be replaced.

• Calls for service will be completed within 48 hours of notice.

• Contractor will notify the project manager in email when the installation and/or maintenance has been completed.

• The contractor will provide the Project Manager with a maintenance schedule for the year-round lighting displays.

Optional Services

Optional Storage of City-Owned Seasonal Décor

The City may elect to have the Contractor provide off-site storage of the City's thirty-four (34) swags and four

(4) wreaths during the period in which the seasonal décor is not displayed.

If elected by the City, the Contractor shall:

1. Transport the City-owned swags and wreaths from the Lake Forest Civic Center Campus to the

Contractor's storage facility following seasonal removal.

2. Store the City-owned swags and wreaths in a secure, clean, dry, and protected indoor storage area suitable for seasonal decorations.

3. Exercise reasonable care when handling, transporting, loading, unloading, and storing the City-owned decorations.

4. Notify the City's Project Manager of any damaged or deteriorated items identified during removal, transportation, or storage.

5. Maintain the City-owned decorations in storage until they are required for the following seasonal installation.

6. Transport and deliver the City-owned decorations to the Lake Forest Civic Center Campus in sufficient time to complete installation in accordance with the City's required installation schedule.

7. Provide separate annual pricing for transportation and storage of the City-owned swags and wreaths.

Storage services shall be considered an optional service and shall only be performed upon authorization by the City.

5. Evaluation Details

5.1. Evaluation Criteria

Selection Committee comprised of City staff will evaluate and rank the proposals. Proposals will be evaluated according to the Evaluation Phases.

5.2. Respondent Presentations/Interviews

The City may, at its discretion, invite a shortlist of Respondents to participate in a panel interview to be held at the City. To be considered for an interview, a Respondent must receive an average score of 60 points (60%) or higher on the qualitative proposal portion of the evaluation. The City may require that

Respondents prepare a presentation as part of the interview. No Respondent shall be entitled to or otherwise guaranteed an interview.

5.3. Contract Award

If awarded, the contract will be awarded on the basis of the evaluation criteria set forth herein. The City reserves the right to reject all proposals and to contract for services in the manner that most benefits the City including awarding more than one contract if desired.

5.4. Protests

In order to be considered, a protest must satisfy the following requirements: Protests based on the content of the RFP shall be submitted to the City Representative no later than ten (10) calendar days prior to the scheduled proposal submittal deadline. If necessary, the proposal submittal deadline may be extended pending a resolution of the protest.

Any respondent protesting the recommended award on any ground not based upon the content of the request for proposals must file a protest with the City within three (3) calendar days after the issuance of a notice of recommendation for award. Any protest shall contain a full and complete written statement specifying in detail the grounds of the protest and the facts supporting the protest.

The procedure and time limits set forth in this section are mandatory and are the sole and exclusive remedy in the event of a protest of this procurement. Failure to comply with these protest procedures shall constitute a failure to exhaust administrative remedies and a waiver of any right to further pursue the protest, including filing a Government Code Claim or legal proceedings.

6. Evaluation Phases

EVALUATION PROCEDURES

1. Selection Committee o Proposals submitted will be evaluated by a Selection Committee, appointed by the City

Manager.

2. Review of Proposals o The Selection Committee will use a weighted point formula during the review process to individually score Project Proposals, as outlined in the “Project Proposal Evaluation

Criteria” and the Evaluation Phases below. The Selection Committee will then be convened to review and discuss these evaluations and combine the individual scores to arrive at an average composite Project Proposal score for each firm. Firms that do not meet “Mandatory

Elements” listed in Section C1 below will be eliminated from further consideration.

o After the composite Project Proposal score for each firm has been established based upon the “Qualitative Evaluation” criteria listed in Section C2, the Selection Committee may request oral presentations from those firms with a minimum average score of 60 points

(60%). The Selection Committee may also schedule a site visit, if applicable. The oral presentation will be evaluated based upon the “Oral Presentation/Interview Evaluation” criteria listed in Section C3. The sealed Cost Proposal of firms receiving a minimum average score of 60 points on the qualitative review will be opened to ensure that the Cost Proposal is reasonable. A summary of all Project Proposals, qualifying on the basis of the qualitative review, interview, and Cost Proposal evaluation as calculated in Section C4 will be submitted to the City Council for final determination.

3. Project Evaluation Criteria - Proposals will be evaluated using three (3) sets of criteria.

1. Mandatory Elements (Pass/Fail)

▪ Firms meeting the mandatory elements will have their proposals evaluated and scored. The following represent the principal selection criteria which will be considered during the evaluation process.

2. Qualifying Proposal Evaluation (Pass/Fail; Maximum Points = 100, Minimum average of 60% of points or 60 points required to proceed to Interview)

▪ In order to be considered for an oral interview/presentation the proposer must achieve at least a minimum average of 60 points from the Qualitative Evaluation. Scores are calculated using weighted criteria.

3. Presentation/Interview Evaluation (Maximum Points =160, 80%) and Cost Proposal

Evaluation (Maximum Points = 40, 20%)

▪ During the evaluation process, the Selection Committee may request oral presentations from firms with a minimum average score of 60 points (60%). Oral presentations will provide firms with an opportunity to answer any questions the Selection Committee may have on a firm’s Project Proposal. The oral presentation will be scored using weighted criteria.

▪ At the conclusion of each of the interviews, the Purchasing Coordinator shall offer each interviewed firm the opportunity to submit a “revised” cost proposal. The intent of this step is not to require the Project Manager to enter into contract negotiations but rather is intended to provide each firm an opportunity to refine its cost proposal subsequent to oral presentations. Each firm will have three to five (3-5) calendar days from the date of the interview to submit a “revised” cost proposal, or indicate in writing that its original cost proposal is to be opened and reviewed.

▪ The interview process is a valuable tool to assess the communication skills and professional demeanor of proposed project personnel. The interview score is arrived at independently from the qualitative proposal score and the two may differ significantly.

The interview portion allows staff greater flexibility to choose a qualified firm with strong communication skills and technical expertise.

4. Rating Definitions o The rating scale establishes standards by which points are assigned to the proposals and oral interviews and it ensures the Selection Committees evaluate each proposal with consistency.

o The following table is a rating scale that is utilized based on a 0-10 scale:

5. Final Selection o The Selection Committee scoring will be provided to the Department Director. The firm must fully execute the Agreement prior to staff recommendation of the contract award to

City Council. The City, through the Department Director, reserves the right to negotiate the price, terms, and scope of work with the successful proposer prior to making a recommendation to the City Council.

6.1. Mandatory Elements

No. Evaluation Criteria Scoring Method Weight (Points)

1. The firm is independent and properly licensed to practice in California.

Pass / Fail 1

(25% of Total)

2. The firm has no scope conflict with regard to any other work performed by the firm for the

City.

Pass / Fail 1 (25% of Total)

3. The firm adheres to the instructions in this

RFP on preparing and submitting the proposal.

Pass / Fail 1 (25% of Total)

4. The firm included a Letter of Transmittal in the Project Proposal.

Pass / Fail 1

(25% of Total)

6.2. Qualifying Technical Proposal Evaluation

No

Evaluation Criteria Scoring

Metho d

Weight

(Points

1. Key Personnel

1. The quality of the firm’s professional personnel assigned to the engagement and the quality of the firm’s management support personnel to be available for technical consultation.

2. References relative to personnel assigned to the engagement.

0-10

Points

(20% of

Total)

2. Project Management/Schedule

1. Firms allocation of resources to the project and project schedule

2. Project management tools/resources utilized by the firm to ensure accurate and timely delivery of project

(15% of

3. Scope of Services

1. Understanding of work to be done and detailed scope of work.

2. Appropriateness of services to the requirements of the City.

3. Distinguishing features, skills and/or services.

(40% of

4. Experience

1. The firm’s past experience and performance on comparable private/government engagements.

Firm’s statement on why it believes itself to be best qualified.

(15% of

5. Proposal Quality

1. Firm’s thoroughness and accuracy in the proposal document including presentation of information, grammar, spelling, and other errors.

(10% of

6.3. Presentation/ Interview Evaluation and Cost Proposal Evaluation

No

Evaluation Criteria Scoring

Metho d

Weigh t

(Points

1. Vendor’s Communication

1. Ability of firm’s assigned team to clearly communicate information to the Selection

Committee

2. Interpersonal communication between firm members and the Selection Committee

3. Vendor team thoroughly and completely answers questions asked by the Selection

Committee

(16% of

2. Project Understanding

1. Demonstration of understanding of the project by key personnel

2. Demonstration of relevant experience to RFP requirements beyond the written proposal

(20%

3. Technical Knowledge

1. Demonstration and communication of technical understanding of the required services related to the project

2. Demonstrate ability to convey technical information without use of jargon or overly specialized language

3. Assigned vendor staff has sufficient subject matter knowledge to complete project

(16%

4. Key Personnel

1. Communication and interpersonal skills of key personnel including thoroughness in answering questions and demonstration of problem solving skills

2. Attendance of key personnel assigned to the project at the interview

(20%

5. Meeting Preparation

1. Firm’s preparedness to answer questions and present relevant information

2. Research of the City or the project

3. Adhering to meeting timeline instructions, good time management of interview

(8% of

6. Cost Proposal Evaluation

The Cost Proposal, either the originally submitted proposal or “revised” proposal, is opened for each firm who has received an average score of at least 60 points after the qualitative review and participated in the oral presentation. The Cost Proposal is valued at 40 points for the firm with the lowest responsive cost. The remaining firms will earn a percentage of the 40 available points based on their cost relationship to the lowest cost proposal. This is calculated by dividing the lowest cost proposal by the cost of the proposal being rated, and then multiplying the results by the maximum points. The result is the awarded points. Cost proposals remain confidential and are not disclosed to proposers during the proposal process.

The Purchasing Coordinator calculates the points for the cost proposal which are included in the final point summary provided to the Department Director to recommend a vendor for contract award.

Points

Based

(20%

7. General Provisions

7.1. Amendments to RFP

The City reserves the right to amend the RFP or issue to all Respondents a Notice of Addendum to answer questions for clarification.

7.2. No Commitment to Award

Issuance of this RFP and receipt of proposals does not commit the City to award a contract. The City expressly reserves the right to postpone the RFP process for its own convenience, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Respondent concurrently, or to cancel all or part of this RFP.

7.3. Right to Request Additional Information

During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from proposers, or to allow corrections of errors or omissions. At the discretion of the City, firms submitting proposals may be requested to make oral presentations as part of the evaluation process.

7.4. Amendments to Proposals

Unless specifically requested by the City, no amendment, addendum or modification will be accepted after the deadline stated herein for receiving Proposals. Respondent may modify or amend its Proposal only if the City receives the amendment prior to the deadline stated herein for receiving Proposals.

7.5. Non-Responsive Proposals

A Proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the

Proposal.

7.6. Late Proposals

The City expects proposals to be submitted via the City's eProcurement Portal at:

https://procurement.opengov.com/portal/lakeforestca. However, the Ctiy will not be responsible for

Proposals that are delinquent, lost, incorrectly marked, sent to an address other than that given herein, or sent by mail or courier service and not signed for by the City.

7.7. Costs for Preparing

The City will not compensate any Respondent for the cost of preparing any Proposal, and all materials submitted with a Proposal shall become the property of the City. The City will retain all Proposals submitted and may use any idea in a Proposal regardless of whether that Proposal is selected.

7.8. Alternative Proposals

Only one final proposal is to be submitted by each Proposer. Multiple proposals will result in rejection of all proposals submitted by the Respondent.

https://procurement.opengov.com/portal/lakeforestca

7.9. Public Documents

All Proposals and all evaluation and/or scoring sheets shall be available for public inspection at the conclusion of the selection process.

7.10. No Exceptions

Submission of a Proposal constitutes acceptance by Respondent of the conditions contained in this RFP and the Professional Services Agreement (attached as Attachment A), should Respondent be selected.

7.11. Conflict of Interest

By submitting a Proposal, the Respondent declares and warrants that no elected or appointed official, officer or employee of the City has been or shall be compensated, directly or indirectly, in connection with the award of the Agreement or any work for the proposed project. For the term of the Agreement, no elected or appointed official, officer or employee of the City, during the term of his/her service with the City and for two (2) years following his/her termination of office or employment with the City, shall have any direct interest in the Agreement, or obtain any present, anticipated or future material benefit arising therefrom.

7.12. Confidential Information

Those elements of each Proposal that are trade secrets, as the term is defined in Civil Code Section

3426.1(d) or otherwise exempt by law from disclosure and which are prominently marked as TRADE

SECRET, CONFIDENTIAL or PROPRIETARY may not be subject to disclosure ("Proprietary Information").

This may include private financial information about a Respondent, but does not include the proposed price submitted as part of the Proposal. The City will refrain from releasing Respondent's Proprietary

Information unless the City's legal counsel determines that the release of the Proprietary Information is required by the California Public Records Act or other applicable state or federal law, or order of a court of competent jurisdiction, in which case the City shall notify Respondent of its intention to release

Proprietary Information. Respondent shall have five (5) working days after receipt of such notice to give

City written notice of Respondent's objection to the City's release of Proprietary Information.

Respondent shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney's fees) arising out of a legal action brought to compel the release of Proprietary Information.

8. Pricing Proposal

SEASONAL AND YEAR ROUND LIGHTING AND DECOR SERVICES - YEAR 1

Line Item Description Quantity Unit of

Measure Unit Cost Total

Seasonal Decor Installation, Removal and Hardward on the Civic Center Campus

1 Installation and Removal of City-

Owned Seasonal Swags 34 Each

2 Installation and Removal of City-

Owned Seasonal Wreaths 4 Each

3 Supplies and Materials for Installation of City-Owned Seasonal Swags and

Wreaths (including applicable sales tax)

1 Not-to-

Exceed

Seasonal Lighting and Decor on El Toro Road

4 Installation, Removal, and

Maintenance of Seasonal Tree

Lighting

72 Each

5 Installation, Maintenance, and

Removal of Seasonal Pre-Lit Garland on Arbor Structures

2 Each

6 Supplies and Materials for Installation of Seasonal Lighting and Decor

(including applicable sales tax)

Seasonal Decor at the Lake Forest Sports Park and Recreation Center

7 Installation, Removal, and

Maintenance of Seasonal Pre-

Decorated Garland on Monument

Entrance Signs

4 Each

8 Supplies and Materials for Seasonal

Pre-Decorated Garland on Monument

Entrance Signs (including applicable sales tax)

Seasonal Decor at Alton Parkway

Line Item Description Quantity Unit of

Measure Unit Cost Total

9 Installation, Removal, and

Maintenance of Seasonal Pre-

Decorated Garland and Wreath on

Alton Parkway Monument Sign

1 Each

10 Supplies and Materials for Seasonal

Pre-Decorated Garland on Garland and Wreath on Alton Parkway

Monument Sign (including applicable sales tax)

11 Installation and Year-Round

Maintenance of Lighting on Arbor

Structures at El Toro Road and

Rockfield Boulevard

2 Each

12 Installation and Maintenance of Year-

Round Maintenance of Color-

Changing Lighting on Civic Center

Signature Tree

1 Each

13 Supplies and Materials for Lighting on

Arbor Structures at El Toro Road and

Rockfield Boulevard and Civic Center

Signature Tree (including applicable sales tax)

Optional Services - Storage of City owned Swags and Wreaths

14 Year-round storage of City owned

Swags and Wreaths in-between per year.

TOTAL

SEASONAL AND YEAR ROUND LIGHTING AND DECOR SERVICES - YEAR 2

Measure Unit Cost Total

Seasonal Decor Installation, Removal and Hardward on the Civic Center Campus

Unit Cost Total

1 Installation and Removal of City-

Owned Seasonal Swags 34 Each

2 Installation and Removal of City-

Owned Seasonal Wreaths 4 Each

3 Supplies and Materials for Installation of City-Owned Seasonal Swags and

Wreaths (including applicable sales tax)

Maintenance of Seasonal Tree

Lighting

72 Each

5 Installation, Maintenance, and

Removal of Seasonal Pre-Lit Garland on Arbor Structures

2 Each

6 Supplies and Materials for Installation of Seasonal Lighting and Decor

(including applicable sales tax)

Maintenance of Seasonal Pre-

Decorated Garland on Monument

Entrance Signs

4 Each

8 Supplies and Materials for Seasonal

Pre-Decorated Garland on Monument

Entrance Signs (including applicable sales tax)

9 Installation, Removal, and

Maintenance of Seasonal Pre-

Decorated Garland and Wreath on

Alton Parkway Monument Sign

1 Each

Unit Cost Total

10 Supplies and Materials for Seasonal

Pre-Decorated Garland on Garland and Wreath on Alton Parkway

Monument Sign (including applicable sales tax)

Maintenance of Lighting on Arbor

Structures at El Toro Road and

Rockfield Boulevard

2 Each

12 Installation and Maintenance of Year-

Round Maintenance of Color-

Changing Lighting on Civic Center

Signature Tree

1 Each

13 Supplies and Materials for Lighting on

Arbor Structures at El Toro Road and

Rockfield Boulevard and Civic Center

Signature Tree (including applicable sales tax)

Swags and Wreaths in-between per year.

SEASONAL AND YEAR ROUND LIGHTING AND DECOR SERVICES - YEAR 3

Measure Unit Cost Total

Seasonal Decor Installation, Removal and Hardward on the Civic Center Campus

1 Installation and Removal of City-

Owned Seasonal Swags 34 Each

Unit Cost Total

2 Installation and Removal of City-

Owned Seasonal Wreaths 4 Each

3 Supplies and Materials for Installation of City-Owned Seasonal Swags and

Wreaths (including applicable sales tax)

Maintenance of Seasonal Tree

Lighting

72 Each

5 Installation, Maintenance, and

Removal of Seasonal Pre-Lit Garland on Arbor Structures

2 Each

6 Supplies and Materials for Installation of Seasonal Lighting and Decor

(including applicable sales tax)

Maintenance of Seasonal Pre-

Decorated Garland on Monument

Entrance Signs

4 Each

8 Supplies and Materials for Seasonal

Pre-Decorated Garland on Monument

Entrance Signs (including applicable sales tax)

Maintenance of Seasonal Pre-

Decorated Garland and Wreath on

Unit Cost Total

10 Supplies and Materials for Seasonal

Pre-Decorated Garland on Garland and Wreath on Alton Parkway

Monument Sign (including applicable sales tax)

Maintenance of Lighting on Arbor

Structures at El Toro Road and

Rockfield Boulevard

2 Each

12 Installation and Maintenance of Year-

Round Maintenance of Color-

Changing Lighting on Civic Center

Signature Tree

1 Each

13 Supplies and Materials for Lighting on

Arbor Structures at El Toro Road and

Rockfield Boulevard and Civic Center

Signature Tree (including applicable sales tax)

Swags and Wreaths in-between per year.

SEASONAL AND YEAR ROUND LIGHTING AND DECOR SERVICES (FIRST OPTIONAL ONE YEAR

EXTENSION - YEAR 4)

Line Item Description Quantity Unit of

Measure Unit Cost Total

Seasonal Decor Installation, Removal and Hardward on the Civic Center Campus

1 Installation and Removal of City-

Unit Cost Total

2 Installation and Removal of City-

Owned Seasonal Wreaths 4 Each

3 Supplies and Materials for Installation of City-Owned Seasonal Swags and

Wreaths (including applicable sales tax)

Maintenance of Seasonal Tree

Lighting

72 Each

5 Installation, Maintenance, and

Removal of Seasonal Pre-Lit Garland on Arbor Structures

2 Each

6 Supplies and Materials for Installation of Seasonal Lighting and Decor

(including applicable sales tax)

Maintenance of Seasonal Pre-

Decorated Garland on Monument

Entrance Signs

4 Each

8 Supplies and Materials for Seasonal

Pre-Decorated Garland on Monument

Entrance Signs (including applicable sales tax)

Maintenance of Seasonal Pre-

Decorated Garland and Wreath on

Unit Cost Total

10 Supplies and Materials for Seasonal

Pre-Decorated Garland on Garland and Wreath on Alton Parkway

Monument Sign (including applicable sales tax)

Maintenance of Lighting on Arbor

Structures at El Toro Road and

Rockfield Boulevard

2 Each

12 Installation and Maintenance of Year-

Round Maintenance of Color-

Changing Lighting on Civic Center

Signature Tree

1 Each

13 Supplies and Materials for Lighting on

Arbor Structures at El Toro Road and

Rockfield Boulevard and Civic Center

Signature Tree (including applicable sales tax)

Swags and Wreaths in-between per year.

SEASONAL AND YEAR ROUND LIGHTING AND DECOR SERVICES (SECOND OPTIONAL ONE YEAR

EXTENSION - YEAR 5)

Line Item Description Quantity Unit of

Measure Unit Cost Total

Seasonal Decor Installation, Removal and Hardward on the Civic Center Campus

1 Installation and Removal of City-

Unit Cost Total

2 Installation and Removal of City-

Owned Seasonal Wreaths 4 Each

3 Supplies and Materials for Installation of City-Owned Seasonal Swags and

Wreaths (including applicable sales tax)

Maintenance of Seasonal Tree

Lighting

72 Each

5 Installation, Maintenance, and

Removal of Seasonal Pre-Lit Garland on Arbor Structures

2 Each

6 Supplies and Materials for Installation of Seasonal Lighting and Decor

(including applicable sales tax)

Maintenance of Seasonal Pre-

Decorated Garland on Monument

Entrance Signs

4 Each

8 Supplies and Materials for Seasonal

Pre-Decorated Garland on Monument

Entrance Signs (including applicable sales tax)

Maintenance of Seasonal Pre-

Decorated Garland and Wreath on

Unit Cost Total

10 Supplies and Materials for Seasonal

Pre-Decorated Garland on Garland and Wreath on Alton Parkway

Monument Sign (including applicable sales tax)

Maintenance of Lighting on Arbor

Structures at El Toro Road and

Rockfield Boulevard

2 Each

12 Installation and Maintenance of Year-

Round Maintenance of Color-

Changing Lighting on Civic Center

Signature Tree

1 Each

13 Supplies and Materials for Lighting on

Arbor Structures at El Toro Road and

Rockfield Boulevard and Civic Center

Signature Tree (including applicable sales tax)

Swags and Wreaths in-between per year.

9. Vendor Questionnaire

9.1. Technical Proposal *

Please upload your Technical Proposal WITHOUT ANY cost information.

*Response required

9.2. Cost Proposal *

Please upload your Cost Proposal here.

*Response required

9.3. Proposer Summary Information

Please complete the following questions to submit key information about your business and relevant to your proposal submission.

9.3.1. Business Name*

Include complete business name including DBA name

*Response required

9.3.2. Business Firm Parent or Ownership*

Please include the name of the parent company and list any relevant ownership information.

It is also appropriate to list the structure of your business and state of incorporation ( e.g. a California sole-proprietorship, a Minnesota corporation, a Florida Limited Partnership, etc.)

*Response required

9.3.3. Business Address*

Please include your primary place of business.

*Response required

9.3.4. Business Telephone Number*

*Response required

9.3.5. Business Fax Number

9.3.6. Number of Years in Existence*

*Response required

9.3.7. Management Contact*

Please provide the full name and title of the person responsible for direct contact with the City and the services required for this Request for Proposals.

*Response required

9.3.8. Management Contact Email*

*Response required

9.3.9. Management Contact Telephone Number*

9.3.10. Management Contact Fax

9.3.11. Project Manager*

Please provide the full name and title of the person responsible for day-to-day services in this Request for Proposals.

*Response required

9.3.12. Project Manager Email*

*Response required

9.3.13. Project Manager Telephone Number*

*Response required

9.3.14. Project Manager Fax

9.3.15. Types of Services Performed by the Business*

Please provide a brief description for the type of services performed by the business entity.

*Response required

9.4. Confirmation and Certifications

Please complete the following required certifications below to complete your proposal submission.

9.4.1. Certification of Proposal to the City of Lake Forest *

1. The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), dated and issued Tuesday, August 18, 2026, and to be bound by the terms and conditions of the RFP.

2. This firm has carefully reviewed its proposal and understands and agrees that the City is not responsible for any errors or omissions on the part of the proposer and that the proposer is responsible for them.

3. It is understood and agreed that the City reserves the right to accept or reject any or all proposals and to waive any informality or irregularity in any proposal received by the City.

4. The proposal includes all of the commentary, figures and data required by the Request for Proposal, dated and issued Tuesday, August 18, 2026, including any addenda issued thereafter.

5. This firm has carefully read and fully understands all of the items contained in Section titled: General

Requirements. This firm agrees to all of the general requirements except for those disclosed by the firm in project proposal, listed on an attachment.

6. The proposal shall be valid for 180 days from the date submitted to the City.

☐ Please confirm