Holiday Lights and Decoration Display

The City of New Smyrna Beach, Florida is issuing Request for Proposals 14-26-LS to procure holiday lights and decoration display services for the New Smyrna Beach Sports Complex located at 1800 Turnbull Bay Road. The procurement seeks qualified and experienced contractors licensed to conduct business in Florida to design, install, maintain, and remove a winter wonderland-themed walk-through light display featuring exterior Christmas lights, tree lights, large light displays, tunnels, arches, wreaths, and holiday music on timers, with the display operating annually from December 18 through December 21. The contractor must be responsible for all installation, safety measures, inspections, maintenance, emergency response within 24 hours, and removal of decorations within seven days of display conclusion, and must carry Commercial General Liability insurance of $1,000,000 per occurrence, Automobile Liability of $1,000,000, and Workers' Compensation as required by Florida Statute 440. Evaluation will be conducted on a 100-point scale comprising Introduction and Letter of Interest (5 points), Project Approach and Safety Measures (20 points), Experience and Qualifications (25 points), Fee Proposal (25 points), References (5 points), and Financial Stability (20 points). The pre-proposal meeting is scheduled for April 21, 2026 at 10:00 a.m. (non-mandatory), the deadline for written questions is May 5, 2026 at 5:00 p.m., proposals must be submitted electronically through the City's eProcurement Portal by May 13, 2026 at 5:00 p.m., and the award recommendation to the City Commission is anticipated for July 14, 2026. The initial contract term is three years with one optional two-year renewal period, and pricing must remain fixed during the initial three-year term.

There are no specific set-asides or restrictions limiting participation to disadvantaged enterprises; however, the procurement documents require affirmative action in contracting with small businesses, minority-owned enterprises, and women-owned enterprises as outlined in the Federal Contract Provisions. No incumbent contractor or current vendor information is identified in the solicitation materials. The City has established an annual budget of $30,000 for this event, with pricing to remain fixed during the initial three-year contract term. Contractors may submit price increase requests 90 days prior to any renewal period with supporting documentation. All proposers must comply with federal contract provisions including Equal Employment Opportunity requirements, Davis-Bacon Act prevailing wage standards for applicable contracts, environmental compliance under the Clean Air Act and Federal Water Pollution Control Act, debarment and suspension verification through the System for Award Management, and Civil Rights Act compliance. The contractor must also execute a Human Trafficking Affidavit, provide proof of active Sunbiz registration, comply with E-Verify employment eligibility verification requirements, maintain drug-free workplace certification, and adhere to Florida's Clean Air Act tobacco use prohibition on City property.