2651RFP - Holiday & Special Event Decoration, Rental, Installation, and Removal

The City of Daytona Beach is requesting proposals for the rental, installation, and removal of holiday and special event decorations at various citywide locations under RFP 2651, with proposals due August 11, 2026 at 2:00 p.m. and a non-mandatory pre-proposal meeting on July 24, 2026 at 11:00 a.m. Qualified proposers must have been in active operation for a minimum of five years with office or permanent staff located within 50 miles of the City.

The scope includes Christmas tree installation (two 25-foot trees with warm white LED lights and LED star toppers), large-scale animated holiday display units (15'x24', 30'x15', and 15'x15'), holiday lighting for hedges and palm trees, architectural and roofline lighting at City Hall and Tarragona Arch Tower (approximately 800 yards total), and 268 pole installations of 8-foot wreaths and 24-inch glitter-bow wraps across Beach Street, Main Street CRA, Mid-Town CRA, Downtown CRA, and Seabreeze Boulevard. Installation for architectural work must begin no earlier than October 1, 2026; general decorations no earlier than November 1, 2026; completion is required by November 15, 2026. Removal must occur between January 2 and January 20. Holiday decoration fees must be included in the proposal; special event decoration fees are to be negotiated on an as-needed basis.

Evaluation criteria are qualifications and experience (30 points), project understanding and proposed approach (30 points), similar projects with minimum three references (30 points), and price proposal (10 points). A 10% bid security bond is required. Questions are due August 6, 2026 at 5:00 p.m. Proposals must be submitted electronically through OpenGov; paper submissions will not be accepted. Proposers must comply with E-Verify requirements, provide drug-free workplace certification, submit W-9 forms, and certify compliance with Florida Statutes regarding convicted vendors, discriminatory vendors, and scrutinized companies. Selection committee meetings are anticipated August 21, 2026, with City Commission approval to follow negotiation with the highest-ranked proposer(s). The City reserves the right to award the contract to the CRA instead of directly to the City.