Decorating Services for Holidays and Events Rebid

The City of Austin is conducting a rebid Invitation for Quotation (IFQ 7500 HAW1001) for holiday decorating and event setup services at various City facilities on an as-needed basis. The procurement seeks qualified vendors to provide installation, removal, and maintenance of City-supplied holiday decorations and event materials, including seasonal decorations, artificial trees and garlands, decorative lighting on interior fixtures, and setup and breakdown services for City-sponsored indoor meetings and events. Contractors must demonstrate a minimum of five years of experience performing similar services in commercial, governmental, or institutional settings. Services are anticipated to occur approximately three to four times per year, with no guaranteed minimum work quantity. Compensation is structured as fully loaded hourly crew rates for standard business hours (Monday through Friday, 8:00 a.m. to 5:00 p.m.) and separate after-hours rates for work outside these times, with all labor, supervision, overhead, profit, travel, equipment, tools, and incidental costs included in the quoted rates; the City may authorize limited reimbursement for replacement or rental items at actual cost plus an agreed-upon markup not to exceed 25 percent for materials and 10 percent for rental equipment. The bid due date is March 13, 2026, at 5:00 p.m., with submissions required via email to Harley Wilson at Harley.Wilson@AustinTexas.gov. Award will be made to the lowest responsive offer meeting all minimum qualifications, with evaluation prioritizing price comparison on individual line items or aggregate pricing as most advantageous to the City. The initial contract term is 12 months with the option for automatic extension for up to two additional 12-month periods at the City's sole discretion.

No specific set-aside designations or restrictions on respondent types are indicated in the available solicitation documents. Respondents must comply with multiple certifications including non-discrimination and non-retaliation policies, wage theft compliance, and debarment verification. Insurance requirements include Commercial General Liability with minimum limits of $500,000 per occurrence, Workers' Compensation coverage, and Business Automobile Liability of $500,000. The City of Austin is exempt from Federal Excise and State Sales Tax, so taxes must not be included in quoted prices, and all pricing must be quoted on an FOB Destination basis with freight charges included. Upon receipt of a service request, the contractor must acknowledge within one business day, provide a written quote within five business days, and respond to maintenance requests within one business day. Payment terms allow thirty days from receipt of properly documented invoices upon satisfactory delivery of services. No specific award value or budget range is provided in the solicitation materials.