Holiday Lighting and Decor
Awarded State & local contract opportunity
- Solicitation number
- IRFQ 25/26-300
- State
- Florida
- Responses due
Opportunity facts
- Jurisdiction
- UNSPSC code
- Points of contact
-
- Maria A. Green purchasing@sanfordfl.gov (407) 688-5028
- Jerry Sullivan jerry.sullivan@sanfordfl.gov
- Lisa Jones lisa.jones@sanfordfl.gov
Updated .
About this opportunity
The City of Sanford, Florida, located in Seminole County, issued an Informal Request for Quote (IRFQ 25/26-300) for Holiday Lighting and Decor services covering multiple city locations including Veterans Memorial Park, Magnolia Square, Monroe Hall, Arches at First Street and French Avenue, Sanford Museum, Cultural Corridor, Paulucci Park, Artisan Square, and Civic Center. The procurement requires a comprehensive service provider to handle installation, maintenance, removal, and storage of commercial-grade holiday lighting and seasonal decorations. Specific deliverables include lighting 180 light sets across 18 palm trees, installing six Christmas trees, wrapping oak trees with candy cane-themed lighting, setting up garlands and wreaths, and implementing various lighted decorative elements. The project mandates custom electrical work using SPT-1 cord and plugs, digital timer controls, product testing, and programming. The response was due on November 4, 2025, at 2:00 P.M. local time, with all work to be completed by the installation deadline of November 15, 2025, and removal and storage to be finished by January 7, 2026. Bidders were required to conduct a site inspection and submit comprehensive documentation, including proof of insurance, business licenses, references, and various notarized affidavits.
Beacon Bay Construction Corp, doing business as Johannessen Lights, was awarded the contract with a total bid of $34,667.00, which was competitively selected from multiple submissions. The contract has an initial one-year term from November 18, 2025, to November 17, 2026, with options for up to four additional one-year renewals, not exceeding a total of five years. No specific set-aside designations or restrictions for disadvantaged enterprises were explicitly mentioned in the documents. The vendor must maintain a three-season warranty on all products and provide 24-hour repair or replacement response during the display season. Pricing can be adjusted annually based on the Consumer Price Index (CPI) if proposed 60-45 days before contract renewal. The City of Sanford is exempt from sales tax, and the successful bidder must store all items in an insured and secured warehouse. The contract requires minimum insurance coverage of $1,000,000 general aggregate and $1,000,000 per occurrence.
Opportunity text
2. Deliverables and Scope of Services. The successful Bidder shall provide all necessary material, goods, labor, etcetera to installation, maintenance, removal, and storage of holiday lighting and décor across multiple city locations. Services will include providing commercial-grade lighting, seasonal decorations, custom electrical work, testing, programming, and end-of-season removal and storage. 2.1 Veterans Memorial Park • Lighting of 18 palm trees with 5mm sealed light sets - warm/classic white (10 sets per tree; 180 total) • Installation of two 4` American flags, one on each side of the center monument • All lighting to be custom-wired using SPT-1 cord and plugs • Connection to a digital timer for auto on/off control • Product testing and programming post-installation 2.2 Magnolia Square • Wrapping of 4 living planter trees with warm white lights • Installation of Four (4) 8` Christmas trees with white, red, and gold ornaments • Installation of Two (2) 9` Christmas trees with same ornament pattern • Placement of Four (4) fiberglass ornaments (33" diameter: 2 red, 2 gold) • Installation of Six (6) 4` Sea Horse lighted tinsel motifs (3 per side, varying heights) • Setup of Six (6) light-up gift boxes around main tree • Clock Tower wrapped in garland and lighted decor 2.3 Monroe Hall • Candy Cane themed roofline lighting (120 ft across 3 visible sides) Color pattern: red-red-white-white • Wrapping of 1 center oak tree (approx. 8`-12` height), using: o 7 sets of red 5mm and 7 sets of pure white 5mm lights o 10 cascading icicle lights hung around canopy 2.4 Arches at First St. & French Ave. • Installation of Six (6) Mixed Noble Series Pre-Lit Garland sections (14" diameter x 9` length) with warm white 5mm bulbs • Mounting of Two (2) 36" Pre-Lit Mixed Noble Series Wreaths with warm white bulbs • Attachment of Two (2) 18" Pre-Lit Red Velvet Bows with gold trim 2.5 Sanford Museum • Candy Cane themed wrapping of Three (3) large oak trees (approx. 8`-12` height), including bottom branches • Installation of 21 spritzers (7 per tree canopy) 2.6 Cultural Corridor (Sanford Ave. & Sixth Street) • Warm White themed decor: o Two sections of 9` ornament garland on each side of walkthrough o 110 ft of warm white C9 roofline lighting on magnetic strip outlining spire 2.7 Paulucci Park • Candy Cane themed lighting in center circle island in front of mural: o 20 sets of lights o Installation of 4M (13.1`) Candy Walkthrough Hat 2.8 Artisan Square • Norman Rockwell themed decor: o 30 ft strand of C9 incandescent lights around tree canopy o Two (2) 9` garlands with red ribbon bows on restroom wall o One (1) 36" wreath with large red bow under garland o Smaller bows/ribbons added for detail 2.9 Civic Center • Wrapping of Five (5) large oak trees with red and white 5mm lights (20 sets per tree) 3.0 Electrical & Programming • All lighting to be custom wired using SPT-1 cord and plugs • Lights connected to digital timers set to client's preferred schedule • Timers include remotes and operation instructions provided to City • Final system check post-installation to ensure full functionality 3.1 Removal, Storage, and Documentation • All décor and lighting will be removed by January 7 • All items: o Labeled with City of Sanford name and address o Packed in boxes or totes o Sealed with tamper-proof tape or ties o Accompanied by diagrams, photos, and key notes • Vendor will store items in the city`s insured and secured warehouse for the season. 3.2 Warranty and Maintenance • All products are covered by a three (3) season warranty • Vendor is responsible for repair or replacement within 24 hours of problem notification 3.3 Deliverables • Complete installation and programming of all listed décor • Functional testing and troubleshooting • Timers programmed and remotes provided • Photo and video documentation of final installations • Secure removal, labeling, and storage of all items 3.4 General Requirements • Installation Deadline: November 15, 2025 • Custom wiring using SPT-1 cord and plugs • All lights to be connected to digital timers (provided by vendor) • Programming, testing, and remote controls with instructions included • On-call repair service within 24 hours during the display season • Removal and storage to be completed by January 7, 2026 • Vendor to label, pack, and store all materials in a secure, insured facility • Documentation (photos, diagrams, notes) to be submitted post-installation 3.5 Warranty Requirements • All products and workmanship to be warrantied for three (3) seasons • Vendor must respond and resolve any failures within 24 hours
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