RFP City of Midland 2026 Christmas Tree Lighting and Parade Live Broadcasting

The City of Midland, Texas is requesting proposals for live broadcasting of its 2026 Christmas events — the Downtown Tree Lighting on December 1 and the Christmas Parade on December 12 — with proposals due October 8, 2026 at 2:00 p.m., and an inquiry cutoff of October 2, 2026.

The scope requires in-kind professional services including pre-event advertising across regularly scheduled programming and digital outlets (website, social media, apps) for a minimum of two weeks before each event; live broadcast coverage of both events; emcee services for both occasions; and all necessary personnel, equipment, and materials. The sponsor receives logo inclusion in all advertising and marketing materials, Master of Ceremonies designation for both events, reserved broadcast space near the judges' stand, pre-event planning meetings, and a complimentary parade entry spot if desired. Proposals must include detailed descriptions of in-kind sponsorship value with line-item breakdowns, target audience demographics, technical requirements, platform justification, high-resolution logos, a minimum of three relevant project references preferably from city government or universities within the last five years, an executive summary of company experience, project team bios, and a statement of capacity to meet the scope of work.

Evaluation is based on the proposal itself (70%) and company qualifications (30%), with qualifications assessed on three project examples (5%), years in business (5%), project team experience (10%), and technical abilities (10%). The City will determine whether to award based on the best proposal or request best and final offers. Proposals must be submitted with tabs separating each section and signed Execution of Offer documents; unsigned or incompletely tabbed proposals will be rejected. All proposals represent irrevocable offers valid for a minimum of 120 days following the proposal deadline. The intended contract award date is October 2026. No late proposals will be accepted under any circumstances.