RFP-25-024-RS_Addendum_No._1.pdf

RFP-25-024-RS

HOLIDAY DÉCOR SERVICES (RE-BID)

Addendum No. 1

DATE: February 25, 2025 TO: All Interested Bidders and Other Interested Parties FROM: Krisha Yurkiewicz, Procurement Specialist

The City makes the following changes, additions, deletions, information, and/or clarifications and now considers the addendum a part of the Request for Proposal (RFP) Document. Bidders must acknowledge receipt of this addendum by indicating receipt in the space provided on the Proposal Bid Form. If the bidder has already submitted the Proposal Bid Form to the City’s Procurement Division, the Bidder should sign and return this addendum in a sealed envelope or revise their electronic submission to include this addendum. The envelope should include the company name and address, the bid number, opening date and time, and "Addendum No: 1". In any case, the submission of a bid is acknowledgment of receipt of the addendum. The City will construe all bids received as though the Bidder has received and acknowledged the addendum.

Below is the City’s reply to RFIs (Request for Information – a/k/a bid inquiries or questions) submitted by interested parties by the posted deadline to submit RFIs.

Q1: Can you provide a map or list of all available power sources at each installation site?

A1: This is not necessary as the City will have an electrical contractor to power the décor.

Décor can go anywhere throughout the park itself.

Q2: Are there specific mounting restrictions for lighting on buildings (e.g., no drilling, adhesive requirements)?

A2: - At Cranes Roost Park: No décor should be attached to any fixtures. Decorations are either secured into the ground, pole mounted, or attached via cabled ties, etc.

- For City Buildings: A high-quality, heavy-duty adhesive back cable tie mounting base is required for securing lights. Mounting services will very per building.

Q3: What is the exact installation location for the 50-60 ft holiday tree?

A3: The holiday tree will go inside the middle planter located between the Plaza Tower and overlooking the lake.

Q4: If we encounter unforeseen issues (e.g., power outages, mounting restrictions), what is the protocol for requesting City assistance?

A4: Any issues with the light fixtures related to the décor are the responsibility of the awarded vendor. Any power issues outside of the décor are the responsibility of the electric company. If there is an electrical issue affecting the decorations, a City staff member will contact the electric company and/or the City’s electrical vendor.

Q5: Are there restrictions on working hours or noise levels during installation?

A5: Yes, times and dates will need to be confirmed by the City.

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Q6: Of the $170,000 budget, is there a specific allocation for lighting vs. décor, or is it flexible?

A6: No, all holiday lighting and decorations come from the same budget line. All power needs for the holiday décor are a separate budget.

Q7: Do you intend to purchase decor or lease? Or potentially both?

A7: The City intends to lease the décor.

Q8: In the event of winning the bid, is it possible to obtain the bottom ring layer of the tree for any fabrication or test fitting needed prior to install season.

A8: The City can arrange for the vendor to see the tree ring base, but it may not be removed from City property.

Q9: Does the city provide a lift for work needed on tower if decor is decided for install?

A9: It is the responsibility of the awarded vendor to bring their own lifts for installing decorations. However, if the awarded vendor needs assistance with decorating the Plaza Tower, the City can assist due to its height.

Q10: Does the city own any decor that will be installed?

A10: Yes, the sponsor of the event has a display that will need to be assembled and installed by the awarded vendor.

Q11: How was the public perception of the project in 2024? Were there any items missing or desired by the public or management?

A11: In 2024, the public perception of the project was positive. While feedback was largely favorable, we are committed to continuously improving. We are actively considering ways to elevate and enhance the holiday decorations further, should the need arise, to ensure our City’s holiday décor continues to meet the expectations of residents.

Q12: Please provide any image and photos of the 2024 holiday installation for these areas that the city has.

A12: The City does not take operational photos of the displays.

Q13: Of the locations listed, can the city specify an order of importance using a basic numbering system with 1 being the most important and 10 being the least?

A13: The City expects all locations to maintain the same consistent standards.

Q14: Were there any installation or service issues with the display in 2024?

A14: In regards to this RFP, it is important that our awarded vendor offer reliable and responsive customer service, with a strong emphasis on efficiency and quality to guarantee the smooth installation and maintenance of all displays.

Q15: Was the city satisfied with the project design and components? If not, what can be improved?

A15: Yes, the City was satisfied with most of the displays in 2024. However, we are always looking for opportunities to innovate and take things to the next level. Our commitment is to continue improving and elevating experiences for our residents.

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Q16: How does the city believe the project can be improved for 2025?

A16: For 2025, the City believes the project can be improved by focusing on enhancing the visual impact and interactivity of the displays, while ensuring it aligns with the standards outlined in the RFP. This includes maintaining high-quality materials, expanding the scope of the design to incorporate innovative lighting effects, and integrating sustainable solutions where possible.

Q17: Is the City willing to amend the contract term to a 3 year initial term with two 1 year renewal options if that term lends better pricing?

A17: No. The term and potential renewals will remain as listed in the RFP document.

Q18: Are there any nearby cities that have displays that Altamonte Springs find as inspirational for this project?

A18: No

ACKNOWLEDGMENT - Addendum No. 1

RFP-25-024-RS

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