Decorating Services for Holidays and Events

The City of Austin, Texas (IFQ 7500 HAW1000) is soliciting qualified vendors to provide holiday decorating and event setup services at various City facilities. The scope of work encompasses installation and removal of City-supplied decorations and event materials, maintenance during display periods, and care of all decorative items at multiple sites throughout the year. The vendor must install holiday-themed decorations at City of Austin buildings, maintain them during display periods, and remove decorations within two business days of the display period ending or at a mutually agreed time. Expected work volumes include approximately 30-40 hours during normal business hours (Monday-Friday, 6:00 AM to 5:00 PM) and 5-10 hours during after-hours and weekends, with one to two sites potentially requiring lift equipment capable of reaching heights up to 20 feet. Vendors must submit hourly labor rates for installation and removal services, along with pricing for materials markup (not to exceed 25% on annual expenditures of approximately $5,000) and equipment rental markup (not to exceed 10%). Key qualifications require a minimum of five years of experience performing similar decorating services, a full-time permanent business address, and availability Monday through Friday from 8:00 AM to 5:00 PM. The contractor must acknowledge decoration service requests within one business day and provide quotes within two business days of notification, respond to maintenance requests during display periods within one business day, and return all decorations to onsite storage locations. The initial contract term is 12 months with options for two additional 12-month renewals at the City's sole discretion. The solicitation was posted on February 24, 2026, with a due date of March 4, 2026.

The solicitation documents do not indicate any set-aside designations, disadvantaged enterprise restrictions, or preferences for local or small vendors, suggesting the opportunity is open to all qualified bidders. No incumbent vendor or current contractor is listed, as there was no previous contract for this service. The City will supply all decorations and event materials, eliminating the need for vendor sourcing of decorative goods. Holiday decorations are generally installed after Thanksgiving and removed after New Year's Day, though specific installation and removal dates vary by site and building managers may provide photos of previous setups upon request during the scheduling phase. Bidders must acknowledge receipt of Addendum 1 by signing and returning one copy with their quote. While no explicit award values or budget ranges are provided, the estimated annual expenditure for minimal decorative goods purchases through the contract is approximately $1,000, with labor costs and equipment charges to be determined based on individual project scoping and quoted hours.