27000019 RFP City of Midland 2026 Christmas Tree Lighting and Parade Live Broadcasting

The City of Midland, Texas is requesting proposals for live broadcasting of its 2026 Christmas Tree Lighting (tentatively December 1) and Christmas Parade (tentatively December 12) under RFP 27000019, with proposals due October 8, 2026 at 2:00 P.M. This is an in-kind sponsorship arrangement, not a traditional procurement with monetary cost to the City.

A local-vendor preference under Texas Local Government Code 271.9051 applies: vendors with principal places of business within Midland city limits may receive award consideration if their proposal falls within five percent of the lowest bid, provided the City Council determines in writing that the local bidder offers the best combination of price and additional economic development opportunities. Qualifying vendors must complete and submit an Affidavit of Eligibility.

The scope encompasses pre-event advertising for a minimum of two weeks before each event across regularly scheduled programming, digital outlets including websites and social media; live broadcast coverage from both events; emcee services for both events; and all necessary personnel, equipment, and materials. The successful offeror will be responsible for all work as prime contractor and must list any subcontractors subject to City approval. The City will provide the sponsor's logo inclusion in all advertising and marketing materials and a reserved broadcast space near the judges' stand for the parade.

Proposals must include a detailed breakdown of sponsorship value with line-item values for pre-event advertisements, on-site coverage, emcee services, and promotional services; three examples of similar projects; years in business; project team information; and technical abilities. Evaluation criteria weight proposal content at 70 percent and company qualifications at 30 percent (project examples 5%, years in business 5%, project team credentials 10%, technical abilities 10%). Questions are due October 2, 2026. Award is anticipated in October 2026. Vendors must comply with Texas conflict-of-interest and ethics requirements, maintain commercial general liability insurance of at least $1 million per occurrence, and submit executed bonds and proof of workers' compensation insurance within 21 days of award.