RFP Holiday Lighting Decor Installation, Maintenance, & Removal

The City of Sedona, Arizona is requesting proposals for holiday lighting and decor design, installation, maintenance, and removal at ten designated parks and public facilities across the city, with proposals due October 7, 2026 and a three-year contract term with annual service delivery.

The scope spans design, installation beginning immediately following Thanksgiving, maintenance through the first week of January, and removal within 10 calendar days thereafter at Sunset Park Entry Sign, Posse Grounds Hub, Posse Grounds Park, Uptown Sedona, Uptown Chapel, Sedona City Hall, Long Walkway Garland, Military Service Park, SR179/Tlaquepaque Underpass, and Greyback Park. The contractor must respond to reported outages or damage within a 48-hour window. Respondents must provide a complete fee schedule with cost breakdowns by location, samples of previous holiday lighting work, at least three municipal or commercial references, site-specific design proposals, and evidence of qualifications and experience. The contractor must maintain commercial general liability insurance of $1,000,000 per occurrence and $2,000,000 aggregate, worker's compensation insurance, and automobile liability insurance of $1,000,000, and must be registered and in good standing with the Arizona Corporation Commission.

The estimated budget is approximately $75,000 to $100,000 per season, with all costs including labor, materials, equipment rental, maintenance, and removal included in proposal pricing. The City reserves the right to award any combination of locations or amounts within the estimated budget range or to not award the project at all. Evaluation is weighted as Experience & Qualifications of Firm (30 points), Project Understanding & Approach (40 points), and Cost Proposal (30 points), with the lowest-cost proposal receiving all available price points and others receiving proportional points. Proposals must be submitted via the City's eProcurement system and remain valid for 90 calendar days from submission. No formal site visit is planned, though respondents are encouraged to visit sites as needed.