Holiday Lighting, Decorations, and Related Services

The City of Buckeye is requesting proposals for holiday lighting, decorations, and related services across multiple municipal locations, with proposals due August 28, 2026 and a pre-submittal conference on August 6 at 10:00 a.m. via Microsoft Teams. The contract carries a not-to-exceed value of $4 million, spans one year with automatic renewal options for up to four additional one-year terms, and permits partial awards by bid schedule, individual line item, or group of line items at the City's discretion.

The scope encompasses five distinct lots: Sundance Park (custom themed displays for nine ramadas, floating lighted lake display, entrance features, and programmed soundtrack); Downtown Buckeye (30-foot RGB tree installation and maintenance, decorations for six city facilities, three walk-through displays, line lighting on five buildings, and thirty lighted pole decorations); Sundance Crossings (large themed lighted display with interactive photo opportunities); Skyline Park (desert-themed lighted displays); and other city locations with add-on capabilities. The contractor must submit a comprehensive Holiday Lighting & Decoration Plan for city approval, complete all installations by the Wednesday of Thanksgiving week, and provide a representative at the City's Tree Lighting Event on the Saturday following Thanksgiving. Pricing shall be submitted as hourly rates for labor (installation/removal, maintenance/repairs, design, and electrician services) and annual storage rates for city-owned decorations; all other materials and services not listed must be quoted on a per-need basis. Pricing must remain firm for the initial contract term; extension pricing is subject to change order unless renewed, in which case pricing may be adjusted at renewal.

Evaluation criteria are weighted: Company Profile and Relevant Experience (40 points), Method of Approach for Providing Services (40 points), References for Similar Services (10 points), and Pricing and Available Decorations (10 points). The contractor must maintain Commercial General Liability coverage ($2 million general aggregate / $1 million each occurrence), Umbrella Coverage ($2 million), Automobile Liability ($1 million combined single limit), and Workers' Compensation at statutory limits. Questions are due August 20 at 3:00 p.m. local time.