Solicitation_Submittal_Checklist.pdf

This is a Bid Submittal Checklist for an Informal Request for Quote (IRFQ 25/26-300) issued by the City of Sanford, Florida, for Holiday Lighting and Decor services. The solicitation encompasses installation, maintenance, removal, and storage of commercial-grade holiday lighting and seasonal decorations across multiple city locations including Veterans Memorial Park, Magnolia Square, Monroe Hall, 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, wreaths, and various lighted decorative elements. The response deadline was November 4, 2025, at 2:00 P.M. local time, with installation required to be completed by November 15, 2025, and removal and storage finished by January 7, 2026. The contract was awarded to Beacon Bay Construction Corp, doing business as Johannessen Lights, with an initial one-year term from November 18, 2025, to November 17, 2026, and options for up to four additional one-year renewals not exceeding a total of five years.

Beacon Bay Construction Corp's winning bid totaled $34,647.00. The checklist confirms that the successful bidder submitted all required documentation in substantial form, including addendum acknowledgment, bid price schedule, insurance requirements, conflict of interest affidavits, non-collusion affidavits, Florida Public Entity Crime certifications, drug-free workplace affidavits, E-Verify compliance, references, and ADA affidavits. Additional required documentation included Certificate of Insurance, Sun Business records, new vendor documentation, business license, and W-9 forms. The contract requires minimum insurance coverage of $1,000,000 general aggregate and $1,000,000 per occurrence, a three-season warranty on all products, and 24-hour repair or replacement response during the display season. Annual pricing adjustments are permitted based on the Consumer Price Index if proposed 60-45 days before contract renewal. All holiday items must be stored in an insured and secured warehouse.