RFP 2023-003 Holiday Lighting (1).pdf

REQUEST FOR PROPOSALS (RFP)

For

Holiday Lighting Installation & Related Services City of Douglasville - City Properties

RFP 2026-005

Issue Date: June 13, 2026

Due Date: August 12, 2026

1. Overview

The City of Douglasville is seeking qualified contractors to provide professional installation, maintenance, and removal of holiday lighting and décor throughout multiple city locations. The desired services include supplying labor, materials (where specified), equipment, lifts, cabling, and necessary accessories to complete all work outlined in this RFP.

2. Project Scope of Work

The selected contractor will provide all installation, inspection, and maintenance during the holiday season, and removal of lighting and décor for the following areas and items, and storage. All specifications below come directly from the City’s required holiday installation plan.

A. Jessie Davis Park

• Install warm white C7 string lights on the entire perimeter of all buildings and pavilions, including hips and ridges.

• Install two 9-ft strands of lighted garland with red bows on each new light pole.

• Install the following wreaths with red bows:

o 18 on the exterior of the gymnasium o 7 on the senior center o 7 on the community center o 2 on the restroom building o 2 on the Hawthorne Center o 1 on the announcer’s booth

• Install garlands with red bows on columns of:

o Restroom building (4) o Restroom pavilion (4) o Small pavilion (4) o Announcer’s booth railings (12)

• Install Christmas lighting on approx. 100 trees throughout paved areas.

• Install lighting on shrubs around Hawthorne Center, Senior Center, Gymnasium, and

Community Center.

• Install lights on 5 large trees in front of Hawthorne Center.

• RGB Mini Trees - Install one large RGB mini tree near the entrance using existing power

• Provide cabling, trenching, and wiring attachments throughout the park.

• Install warm white mini lights in 20 trees on Hwy 92 using newly installed pole power

Jordan, Miranda And storage?

Gordon, Alyssa Yes

• 2D & 3D Figures: Install various seasonal figures (stars, snowflakes, caricatures, holiday slogans) depending on available power at locations.

• Install warm white mini lights on the fence surrounding the retention pond near the left entrance.

B. Amphitheater & Downtown Greenspace

• Install pre-lit garland with warm white LED and red bows along rooftop bar railings and dining entrance.

• Wrap garland around with red bows (12) poles along Church St./Club Dr.

• Wrap trees (62) with warm white LED mini lights.

• Install large Christmas tree with ornaments at the concession stand deck.

• Install pre-lit garland with warm white LED and red bows over the arch at the corner of

Church St and Club Dr.

• Install warm white LED C7 string lights outlining the bridge and Douglasville lettering

C . Church Street Lighting

• Install pre-lit garland wrapping (7) light poles on each side of Church St. in front of police station, church and museum.

• Install mini string lights wrapping (2) Crape Myrtle trees along Church St. in front of police station and church, using stainless steel aircraft cable to secure wire in-between trees and light poles

• Install pre-lit garland and bows wrapping (8) light poles on each side of Church St. in front of fire station and national guard building

• Install mini string lights wrapping (9) Crape Myrtle trees on each side of Church St. in front of fire station and national guard building, using stainless steel aircraft cable to secure wire in between trees and light poles

• Install pre-lit garland wrapping (3) light poles along Church St. across from downtown greenspace

D. O’Neal Plaza – (note this section could be removed depending on the construction of City Hall)

• Install the stage ornaments and lighting

• Install lighting to the trees and shrubs around the plaza

• Install the garland with bows to all of the light poles in the plaza

• Tree lighting for (8) trees in the gaming area next to O'Neal Plaza

• Install a freestanding slim ornament ring with LED lighting to the front section of the plaza in front of the water fountain.

E. 8485 Courthouse Sq Building

• Install roofline lighting front and left side

• Install (4) medium and (1) large wreaths in select windows in front

• Install pre-lit garland wrapping entry pillars

F. Veterans Memorial (Hwy 78)

• Install pre-lit garland and red bows wrapping (9) poles along Veterans Memorial Hwy.

side of historic downtown

• Install mini string lights lighting Crape Myrtles and Holly shrubs along Veterans Memorial Hwy. side of historic downtown

• Install pre-lit garland swooping from post to post along the fence behind O’Neal Plaza

• Install (2) 9ft strands of lighted garland and a red bow at the top of each pole on (10)

Light Poles on West Strickland between McCarley St. and Chicago Ave.

• Install (2) 9ft strands of lighted garland and red bow at the top of each pole on (12) light poles on 78 between Courthouse Sq E and Rose Ave

• Install mini lights on (12) crape myrtles Courthouse Sq E and Rose Ave.

• Install (2) 9ft strands of lighted garland and a red bow at the top of each pole on (5) light poles on 78 between Campbellton to Adair St

• Install mini lights on (6) crape myrtles on 78 between Campbellton to Adair St

G. Douglasville Police Department Complex

1. Front of the Building

• Install Blue LED Christmas Mini Lights to illuminate Anchor Shrub to the far left of the front entrance

• Install Cool White LED Christmas Mini Lights to illuminate (multiple)shrubs in front of the building, left of the front entrance.

• Install Blue LED Christmas Mini Lights to illuminate Anchor Shrubs in front of the building, left of the front entrance.

• Install Blue LED Christmas Mini Lights to illuminate (multiple) Anchor Shrubs in front of the building, to the right of the front entrance

• Install Cool White LED Christmas Mini Lights to illuminate (multiple)shrubs in front of the building, to the right of the front entrance.

• Install Blue LED Christmas Mini Lights to illuminate (multiple) Anchor Shrubs in front of the building, on the right of the front entrance and to the right.

• Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) to the left from the front of the building.

• Install Cool White LED Christmas Mini Lights on each tree (8 total) to illuminate hardwood trees in the left front of the main building entrance.

• Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) to the left front of the building by the metal bicycle rack.

• Install Lighted Christmas Tree with Blue and White LED Lights

• Install Cool White LED Christmas Mini Lights on each tree (6 total) to illuminate hardwood trees in the right front of the main building entrance.

• Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) to the left front of building out by side parking lot and to the right of 6 crape myrtles

2. Front Entrance & Island

• Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) to the left front of building out by side parking lot.

• Install Cool White LED Christmas Mini Lights on each tree (6 total) to illuminate crape myrtles on the left as you come in the main entrance

• Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) to the left front of building out by side parking lot and to the right of 6 crape myrtles.

• Install Cool White LED Christmas Mini Lights to illuminate hardwood tree on the left as you come in the main entrance, behind the sign (City of Douglasville PS)

• Install Blue LED Christmas Mini Lights to illuminate hardwood tree as you come in the main entrance (left side), behind the sign (City of Douglasville PS)

• Install Cool White LED Christmas Mini Lights to illuminate hardwood trees as you come in the main entrance (left side), behind the sign (City of Douglasville PS)

• Install Pre-Lit Garland along the roof of the sign (City of Douglasville PS) and along the edge of the brick just above the ground on the front of the sign

• Install 24" lighted Christmas Wreath with blue LED lights on the front of the sign (City of Douglasville PS)

• Install Cool White LED Christmas Mini Lights to illuminate crape myrtle trees in small center island.

• Install Cool White LED Christmas Mini Lights to illuminate crape myrtle trees in large center island.

• Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) on the right just before the traffic circle with the fountain.

• Install Cool White LED Christmas Mini Lights on each tree (5 total) to illuminate crape myrtles on the right as you come in the main entrance near the traffic circle (fountain).

• Install Blue Christmas LED Mini Lights to illuminate Anchor Tree(hardwood) to the right front of building out by side parking lot and to the right of 6 crape myrtles, near the traffic circle.

• Install Cool White LED Christmas Mini Lights to illuminate hardwood tree on the right as you come in the complex

3. Contractor Requirements

Contractor must:

• Provide all labor, equipment, tools, lifts, and materials unless supplied by City.

• Provide multiple lifts as needed for tall installations, including rooflines above 20 feet.

• Provide storage for all materials

• At least five years of experience installing large-scale commercial holiday décor.

• Provide a safety plan and traffic control plan if required.

• Maintain installed items during the holiday season.

• Install all items by the deadline specified by the City.

• Remove all items by the deadline specified by the City.

• Restore all disturbed areas to original condition.

4. Proposal Submission Requirements

Vendors must submit:

• Company profile and experience

• Detailed project approach

• Itemized cost proposal by location

• Storage plan and cost for all items

• Detailed warranty for all items

• Schedule and installation timeline

• Personnel qualifications

• Proof of insurance

• References for at least three similar large-scale holiday lighting projects

5. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Relevant Experience and Qualifications of Firm and Project Team – 25 Points Evaluation of the contractor’s experience with large-scale commercial holiday lighting and décor installations, qualifications of key personnel, safety record, and experience performing similar municipal or public venue projects.

• Understanding of Project Scope and City Needs – 20 Points Evaluation of the proposer’s understanding of the City’s holiday lighting objectives, ability to manage multiple installation locations, coordination capabilities, and understanding of maintenance, storage, and removal requirements.

• Project Approach, Installation Plan, and Timeline – 20 Points Evaluation of the proposed installation methodology, staffing, equipment availability, safety procedures, maintenance response plan, project schedule, and ability to meet all City deadlines.

• Quality, Organization, and Completeness of Proposal – 15 Points Evaluation of the clarity, organization, responsiveness, and completeness of the proposal submission, including references, insurance documentation, warranty information, and required supporting materials.

• Cost Proposal and Overall Value to the City – 20 Points Evaluation of the overall cost-effectiveness of the proposal, including itemized pricing by location, storage costs, maintenance costs, and the value of services provided in relation to the City’s needs and expectations.

Total Possible Points: 100

The top-ranked 3 firms (based on the number of submissions) will be invited to participate in a virtual interview with the City’s selection committee. Based on these interviews, a final recommendation will be presented to the Mayor and Council for approval.

6. Estimated Timeline

Action Item Dates

RFP Issued July 13, 2026

Question Deadline July 20, 2026, by 4:00 PM EDT

Responses to Questions Posted July 27, 2026

Proposals Due August 12, 2026, by 4:00 PM EDT

7. Procurement Process and Information

a. Request for Proposal Documents

All RFP documents are available in electronic format at Bidnet Direct www.bidnetdirect.com.

a. Availability of Request for Qualifications The RFP is open to all qualified candidates and is available free of charge.

b. Request for Information All requests for information and clarifications regarding this project shall be submitted to Bidnet Direct (www.bidnetdirect.com) no later than July 20, 2026, at 4:00 PM EDT. Questions and answers will be issued in the form of an addendum http://www.bidnetdirect.com/ http://www.bidnetdirect.com/ Jordan, Miranda May want to limit to 3 firms based on timing and logistics to all interested and will be available on Bidnet Direct (www.bidnetdirect.com). It is the proposer’s responsibility to check the website for any addenda issued for this RFP.

c. Communication

From the issue date of this RFP solicitation until a successful proposer is selected and announced, proposers are forbidden to communicate about this solicitation or this project for any reason with any members of the City of Douglasville administration and government, except for submission of questions as instructed in the RFP. For violation of this provision, the City reserves the right to reject the proposal of the offending proposer. If additional assistance is needed, please contact Alyssa Gordon – Procurement Manager at gordona@douglasvillega.gov.

8. Submittal Date and Information

All bids must be submitted electronically in one (1)PDF file via Bidnet Direct (www.bidnetdirect.com) no later than 4PM EDT on August 12, 2026. Electronic submittals must include a reference to Holiday Lighting Installation & Related Services City of Douglasville - City Properties. Late proposals will not be accepted.

1. It is the sole responsibility of the Proposer to assure delivery by the specified deadlines to Bidnet Direct at www.bidnetdirect.com. The City cannot accept responsibility for incorrect or late deliveries, regardless of reason.

2. A list of firms submitting responsive Proposals will be available on Bidnet Direct (www.bidnetdirect.com) website after the stated deadline.

3. Proposals may not be withdrawn for a period of 60 days after the due date for receipt of proposals.

4. The selected Contractor must maintain the following insurance coverage for the duration of the project:

• General Liability Insurance: minimum $1,000,000 per occurrence

• Workers' Compensation Insurance as required by state law

• Automobile Liability Insurance: minimum $500,000 per accident

5. The Municipality is an Equal Opportunity Employer and encourages proposals from minority and women-owned businesses.

http://www.bidnetdirect.com/ mailto:gordona@douglasvillega.gov http://www.bidnetdirect.com/ https://www.bidnetdirect.com/ https://www.bidnetdirect.com/

6. Proposals may be withdrawn by written or email request, provided such withdrawals are received prior to the time and date of the bid closing.

Prior to beginning services, Consultant shall present a Liability Insurance Certificate naming the City of Douglasville as an Additional Insured.

7. All expenses for preparing and submitting responses are the sole cost of the party submitting the response. The City is not obligated to any party to reimburse such expenses. All submittals upon receipt become the property of the City. Labeling information provided in submittals “proprietary” or “confidential” or any other designation of restricted use will not protect the information from public view. Subject to the provisions of the Open Records Act, the details of the proposal documents will remain confidential until the final award.

8. Proposals must include realistic and representative lump sum pricing for the services requested. Proposals containing placeholders, nominal, unbalanced, or unrealistic pricing, including pricing such as one dollar ($1.00) or similar amounts that do not reasonably represent the cost of providing the required services, will be deemed nonresponsive and rejected.

9. The City of Douglasville reserves the right to waive all technicalities, formalities, or irregularities in proposals. The City may reject the proposal of any vendor that has previously failed to perform properly or complete contracts of a similar nature to the City of Douglasville on time.

10. The selected consultant will be required to prepare and enter into a written agreement with the City of Douglasville and comply with all applicable federal, state, and local laws and regulations. The City of Douglasville reserves the right to review and require amendments to the written agreement prior to its final acceptance.

11. The City reserves the right to accept or reject any or all proposals.

Proposals must remain valid for 60 days following submission. For questions or clarifications, submit inquiries via Bidnet Direct

(https://www.bidnetdirect.com) by July 20, 2026, at 4:00 PM EDT.

12. Exhibits Included

• Bidder Sheet

• Bidder’s Disclosure Statement

• Georgia Security and Immigration Compliance

• Contractor Affidavit

• Subcontractor Affidavit

• Certification Form

• Reference Sheets

• Fee Proposal Sheet (attached as a separate excel file)

BIDDER hereby submits this Bid as set forth above:

Bidder:

(typed or printed name of organization) By:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed) Date:

(typed or printed) If Bidder is a corporation, a partnership, a limited liability company, or a joint venture, attach evidence of authority to sign.

Attest:

(individual’s signature) Name:

(typed or printed) Title:

(typed or printed) Date:

(typed or printed) Address for giving notices:

Bidder’s Contact:

Name:

(typed or printed) Title:

(typed or printed) Phone:

Email:

Address:

BIDDERS’ DISCLOSURE STATEMENT

All bidders should be aware that the Project is a public project, and the City is a public agency. Pursuant to the laws, rules and Executive Orders of the State of Georgia, the City of Douglasville shall make every effort to avoid even the appearance of a conflict of interest or any impropriety in both the selection process for this project and the negotiation and performance of any resulting contract. As part of any submittal, you intend to make for this project, you must include a Disclosure Statement with your submittal which answers the following specific questions:

1. Describe any business transactions occurring within the prior two years between your firm and the City of Douglasville.

2. Describe any gift, hospitality, or benefit of any sort that your firm has provided to the City of Douglasville, within the prior one-year period.

3. A conflict of interest or potential conflict of interest is defined as any action, decision, or recommendation by a person acting in a capacity as a public official, the effect of which is or could be to the private monetary or financial benefit or detriment of the person, the person’s relative, or any business with which the person or a relative of the person is associated. The potential conflict of interest is viewed from the perspective of a reasonable person who has knowledge of the relevant facts. Based upon this definition, describe any conflict of interest or potential conflict of interest that your firm has with the City of Douglasville.

This Disclosure Statement should be dated and signed by an authorized signer for the bidder and submitted with the Bidder’s submittal.

Name of Firm

Authorized Signature Date

Printed Name and Title of Authorized Agent

Georgia Security and Immigration Compliance.

Compliance with the requirements of O.C.G.A. 13-10-91 and Georgia Department of Labor Rule 300-10-1-.02 are conditions of this contract. Contractor certifies that it has the following number of employees (check one appropriate box):

_____500 or more employees, or

_____100 or more employees, or

_____fewer than 100 employees, as identified in O.C.G.A. 13-10-91. In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from the subcontractor(s) such subcontractor(s’) indication of the employee-number category applicable to the subcontractor. The contractor’s compliance with the requirements of O.C.G.A. 13-10-91 and Rule 300-10-1-.02 is attested by the execution of the contractor affidavit as shown in Rule 300-10-1-.07, or a substantially similar contractor affidavit, which document is attached to this Contract, and is a part of this Contract.

In the event the Contractor employs or contracts with any subcontractor(s) in connection with this contract, the Contractor will secure from such subcontractor(s) attestation of the subcontractor’s compliance with O.C.G.A. 13-10-91 and Rule 300-10-1-.02 by the subcontractor’s execution of the subcontractor affidavit shown in Rule 300-10-1-.08 or a substantially similar subcontractor affidavit, and maintain records of such attestation for inspection by the City at any time. Such subcontractor affidavit shall become a part of any contractor/subcontractor agreement.

CONTRACTOR AFFIDAVIT AND AGREEMENT REGARDING GEORGIA SECURITY AND

IMMIGRATION COMPLIANCE.

By executing this affidavit, the undersigned contractor verifies its compliance with O.C.G.A. 13- 10-91, stating affirmatively that the individual, firm, or corporation which is contracting with the City of

Douglasville has registered with and is participating in a federal work authorization program* [any of the electronic verification of work authorization programs operated by the United States Department of Homeland Security or any equivalent federal work authorization program operated by the United States Department of Homeland Security to verify information of newly hired employees, pursuant to the Immigration Reform and Control Act of 1986 (IRCA), P.L. 99- 603], in accordance with the applicability provisions and deadlines established in O.C.G.A. 13-10- 91.

The undersigned further agrees that, should it employ or contract with any subcontractor(s) in connection with the physical performance of services pursuant to this contract with the City of Douglasville, contractor will secure from such subcontractor(s) similar verification of compliance with O.C.G.A. 13-10-91 on the Subcontractor Affidavit provided in Rule 300-10-01-.08 or a substantially similar form. Contractor further agrees to maintain records of such compliance and provide a copy of each such verification to the City of Douglasville at the time the subcontractor(s) is retained to perform such service.

Company ID Number: EEV/Basic Pilot Program* Authorization Date

Name of Contractor Name of Project

Name of Public Employer

Signature by Authorized Officer or Agent Date

Printed Name of Authorized Officer/Agent of Contractor

Title of Authorized Officer/Agent of Contractor

SUBSCRIBED AND SWORN BEFORE ME ON THIS

THE ___ DAY OF ______________________, 20____

Notary Public

My Commission Expires: ________________

* As of the effective date of O.C.G.A. 13-10-91, the applicable federal work authorization program is the “EEV / Basic Pilot Program” operated by the U. S.

Citizenship and Immigration and Immigration Services Bureau of the U.S. Department of Homeland Security, in conjunction with the Social Security Administration (SSA).

Subcontractor Affidavit under O.C.G.A. § 13-10- 91(b)(3)

By executing this affidavit, the undersigned subcontractor verifies its compliance with O.C.G.A. § 13-10-91, stating affirmatively that the individual, firm or corporation which is engaged in the physical performance of services under a contract with (name of contractor) on behalf of City of Douglasville has registered with, is authorized to use and uses the federal work authorization program commonly known as E-Verify, or any subsequent replacement program, in accordance with the applicable provisions and deadlines established in O.C.G.A. § 13-10-91.

Furthermore, the undersigned subcontractor will continue to use the federal work authorization program throughout the contract period, and the undersigned subcontractor will contract for the physical performance of services in satisfaction of such contract only with sub-subcontractors who present an affidavit to the subcontractor with the information required by O.C.G.A. § 13-10-91(b).

Additionally, the undersigned subcontractor will forward notice of the receipt of an affidavit from a sub-subcontractor to the contractor within five business days of receipt. If the undersigned subcontractor receives notice that a sub-subcontractor has received an affidavit from any other contracted sub-subcontractor, the undersigned subcontractor must forward, within five business days of receipt, a copy of the notice to the contractor. Subcontractor hereby attests that its federal work authorization user identification number and date of authorization are as follows:

Federal Work Authorization User Identification Number

(This is a 4 ,5, 6, or 7-digit number, referred to as the E-Verify company ID number. It is NOT the Tax ID or SS Number.) Enroll at https://www.e-verify.gov/employers/enrolling-in-e-verify. The site guides you through the process, lists requirements, and provides a Federal Work Authorization User ID Number and Date of Authorization.

Date of Authorization

Name of Subcontractor

Name of Project

Name of Public Employer

I hereby declare under penalty of perjury that the foregoing is true and correct.

https://www.e-verify.gov/employers/enrolling-in-e-verify

Executed on , , 20 in (city), (state).

Signature of Authorized Officer or Agent (Subcontractor Name)

Printed Name and Title of Authorized Officer or Agent

SUBSCRIBED AND SWORN BEFORE ME ON THIS THE DAY OF

, 20

Affix notary seal or stamp here:

Signature of Notary Public Date Commission Expires

*Document MUST be signed by an individual identified on, and authorized by, Corporate Resolution (for Non-Profit) or Authorization (for a Public Entity).

** Record name and title of officer or name and title of individual as it appears on Authorization (for Public Entity).

CERTIFICATION FORM

I, , being duly sworn, state that I am

(title) of (firm) and hereby duly certify that I have read and understand the information presented in the attached bid and any enclosure and exhibits thereto.

I further certify that to the best of my knowledge the information given in response to the request for bids is full, complete and truthful.

I further certify that the bidder and any principal employee of the bidder have not, in the immediately preceding five years, been convicted of any crime of moral turpitude or any felony offense, nor has had their professional license suspended, revoked or been subjected to disciplinary proceedings.

I further certify that the bidder has not, in the immediately preceding five years, been suspended or debarred from contracting with any federal, state or local government agency, and further, that the bidder is not now under consideration for suspension or debarment from any such agency.

I further certify that the bidder has not in the immediately preceding five years been defaulted in any federal, state or local government agency contract, and further, that the bidder is not now under any notice of intent to default on any such contract.

I acknowledge, agree and authorize, and certify that the bidder acknowledges, agrees and authorizes, that the City of Douglasville may, by means that the City of Douglasville deems appropriate, determine the accuracy and truth of the information provided by the bidder and that the City of Douglasville or their agents may contact any individual or entity named in the RFB for the purpose of verifying the information supplied therein.

I acknowledge and agree that all the information contained in the RFB is submitted for the express purpose of inducing the City to award a contract.

A materially false statement or omission made in conjunction with this bid is sufficient cause for suspension or debarment from further contracts, or denial of rescission of any contract entered into based upon this bid thereby precluding the firm from doing business with, or performing work for, the State of Georgia. In addition, such false statement or omission may subject the person and entity making the bid to criminal prosecution under the laws of the State of Georgia of the United States, including but not limited to O.C.G.A. §16-10-20, 18 U.S.C. §§1001 or 1341.

Signature

SWORN AND SUBSCRIBED BEFORE ME

This (day) of (month), 20 (year)

NOTARY PUBLIC SIGNATURE

My Commission Expires:

NOTARY SEAL

List of Similar Projects:

1. Project Name: _________________________________________________ Project Location: __________________________________________________

Project Owner: ___________________________________________________

Owner Contact (Name and Phone): ___________________________________

Project Contract Amount: ___________________________________________

Description of Project: ______________________________________________

2. Project Name: _________________________________________________ Project Location: __________________________________________________

Project Owner: ___________________________________________________

Owner Contact (Name and Phone): ___________________________________

Project Contract Amount: ___________________________________________

Description of Project: ______________________________________________

3. Project Name: _________________________________________________ Project Location: __________________________________________________

Project Owner: ___________________________________________________

Owner Contact (Name and Phone): ___________________________________

Project Contract Amount: ___________________________________________

Description of Project: ______________________________________________