Fantasy of Lights Event Services

The County of Santa Clara Parks and Recreation Department is seeking proposals for Fantasy of Lights Event Coordination Services, a comprehensive event management contract for an annual holiday celebration at Vasona Lake County Park in Los Gatos, California. The solicitation requires vendors to provide full event coordination, including equipment management, technical support, and operational logistics for a drive-through and walk-through holiday light attraction featuring over 50 themed and animated displays, illuminated tunnels, and a 90-foot lighted tree. Proposers must supply all necessary equipment such as generators, power distribution systems, reach lifts, light towers, heaters, and support vehicles, with the County providing county-owned displays, radios, sound systems, and security personnel. The evaluation criteria total 100 points, with 40 points for technical and business requirements, 25 points for implementation and project management, 20 points for pricing, and 15 points for corporate strength and experience. Key dates include a mandatory site visit on December 29, 2025, a pre-proposal conference on December 17, 2025, a question submission deadline of January 9, 2026, and proposal submissions due by February 13, 2026, at 3:00 PM Pacific Time through the County's E-sourcing platform.

The solicitation includes a local preference policy that provides an additional 5 points to businesses with meaningful production capability within Santa Clara County. Proposers must submit independently audited financial statements from the most recent four years, at least three client references (preferably from the public sector), and insurance documentation. While no specific incumbent vendor is mentioned, the County intends to award a single five-year contract, with anticipated contract execution in May 2026 and project commencement in June 2026. Proposers must disclose any contract defaults, pending litigation, and comply with County terms and conditions. The RFP includes provisions for potential multiple awards and allows for annual quantity adjustments. Although no specific budget range is provided, the 2024 event cost estimates included approximately 70 personnel resources totaling 6,706 hours, 1,000 gallons of diesel fuel, and multiple generators ranging from 45 to 75 kilowatts. Successful vendors must demonstrate comprehensive event management capabilities, technical expertise, and the ability to coordinate a complex holiday light attraction.