2651RFP - Holiday & Special Event Decoration, Rental, Installation, and Removal

The City of Daytona Beach is hereby soliciting responses from qualified Consultants to provide the rental, installation, and removal of holiday & special event decorations at various locations throughout the City, as requested.

Project Details

• Reference ID: 2651RFP
• Department: Public Works
• Department Head: David Waller (Public Works Director)

Important Dates

• Questions Due: 2026-08-06T21:00:00.000Z
• Pre-Proposal Meeting: 2026-07-24T15:00:00.000Z — Join: https://teams.microsoft.com/meet/289937006504013?p=PiIDCItTH3DyT32BH5 Meeting ID: 289 937 006 504 013 Passcode: Ey6WY3m2 Dial in by phone +1 312-667-7230,,710833770# United States, Chicago Phone conference ID: 710 833 770# https://teams.microsoft.com/l/meetup-join/19%3ameeting_MWY2MDFhOWEtMWVhOC00ZGE1LTg0ZTctNTM2NTY3MWNhNTJi%40thread.v2/0?context=%7b%22Tid%22%3a%22112fe1e2-c356-4b5a-885a-669fa41090ef%22%2c%22Oid%22%3a%22c87eed15-230f-4ec1-9c22-f6810ed3a341%22%7d

Meetings & Milestones

Evaluation Criteria

• Qualifications and Experience (30 pts) —

  Proposers shall prepare written response to the following:

  • Familiarity and years of service to public agencies of relative size and asthetic.
  • Indicate specifically the personnel who will have primary responsibility and oversight of this contract.
  • Organizational chart with team member resumes. The Proposers shall provide an organizational chart depicting the proposed project team and each team member's role on the project. The Proposer shall identify all subconsultants or possible subconsultants.
  • Professional staff (name, project role, business address, phone number and email address) including total years of experience and years of experience with the current firm.
  • Identify any subconsultants who are to participate in providing services. This must include their name, project role, business address, phone number and email address. 
  • Current and projected workload. Provide a list of your current and projected workload, addressing the addition of the City of Daytona Beach as a client.
• Project Understanding and Proposed Approach (30 pts) —

  Proposer shall include a proposed approach for providing the services requested and outlined in the Scope of Services. Proposer shall include: any possible conflicts of installation timelines, and/or possible delays in servi

  • Proposed approach for providing services requested and outlined in the Scope of Services.
  • Proposed installation timeline for project.
  • Any possible conflicts of installation times.
  • List any possible delays in services.
  • Provide proposed maintenance schedule.
• Similar Projects (30 pts) —

  The Proposer shall demonstrate experience and success in conducting similar work, by providing a minimum of three (3) similar projects that best illustrate the proposed team's qualifications for the scope of services indicated. This information should include project name, project start and completion date, client name and contact information, identify project staff involved as listed from the current organizational chart, and a detailed description of the project, to include a minimum of 4-5 photos depicting final project delivery. Project references should not include the City of Daytona Beach.

• Price Proposal (10 pts) —

  The proposed fees shall include all fees anticipated to be incurred for the RFP Holiday decorations. Fees for Special Events will be negotiated on an as-needed or as-requested basis.

Submission Requirements

• ACKNOWLEDGEMENT (required) —
  • Proposer has completed the information required in this solicitation truthfully.
  • Proposer has had the opportunity to examine the facilities where the Services are to be performed and is fully informed regarding all conditions pertaining to the site(s), if applicable.
  • The solicitation documents have been thoroughly examined, and Bidder is sufficiently knowledgeable of the Services to be performed and/or Commodities to be provided.
  • Proposer hereby agrees to furnish all labor, materials, and equipment required to perform the Services/Commodities in strict accordance with the solicitation and for the fees/pricing as stated in this Bid Submission.
  • Proposer understands that if the attached Pricing Proposal includes extended unit prices, the use of extended unit quantities will not be construed to be a guarantee that the City will purchase such quantities if a Contract is awarded; and that, subject to the terms and conditions of the Contract, the Bidder will be entitled to payment based upon the number of units purchased or Services performed and accepted, as specified in the Contract Documents.
  • Proposer acknowledges that the Offer may be accepted by the City’s issuance of a Contract to the Bidder, and that if a Contract is issued to Bidder, Bidder will be fully bound by all Contractual terms and conditions set forth therein; provided, however, that if the Solicitation Documents call for alternative Offers, any alternative Offer not specifically accepted the City in the notice of award will not be a part of the Contract.
• TYPE OF ENTITY (required) —

  The Proposer submitting this proposal is: (Select One)

   

• DESIGNATED REPRESENTATIVE (required) —

  Please provide the name, address, cell phone and email address of person who will serve as the designated representative of the Proposer if this RFP is awarded to the Proposer.

   

• INSURANCE (required) —

  Proposer agrees to the insurance requirements stated in the solicitation and if selected will provide a Certificate of insurance within 10 days of receiving a Notice of Intent to Award. Failure to provide stated coverage will result in a non-responsive proposal.

• W-9 (required) —

  Please upload the current W-9 form

• CONFLICT OF INTEREST (required) —

  The award of this solicitation is subject to Chapter 112, Florida Statutes. All Proposers must disclose with their response the name of any officer, director, or agent who is also an employee of the City of Daytona Beach.

  Further, all Proposers must disclose the name of any City employee who owns, directly or indirectly, an interest of the Bidder's organization or any of its subsidiaries associated with this project.

  By selecting "NO", Proposer certifies that this bid submission is made without prior understanding, agreement or connection with any corporation, firm or person submitting a proposal for the same services and is in all respects fair and without collusion or fraud.  Proposer confirms that conflict of interest as defined in this question does NOT exist.

  Proposer shall select 'YES' if a conflict of interest as defined in this question may exist and shall be further described in the explanation below.  Potential conflicts of interest will be subject to futter internal review.  

• CONFLICT OF INTEREST CONTINUED (required) —

  If "NO" was selected for Question No. 6, please write Non-Applicable, or N/A in the space below. 

  If "YES" was Selected for Question No. 6, please provide explanation in the space below.  

• NON-COLLUSION AFFIDAVIT OF THE PRIME PROPOSER (required) —

  The Proposer that has submitted this Proposal certifies under penalty of perjury that:

  • The Proposer is fully informed respecting the preparation and contents of the attached Bid and of all pertinent circumstances respecting such Bid;
  • Such Bid is genuine and is not a collusive or sham Bid;
  • Neither the said Proposer nor any of its officers, partners, owners, agent, representatives, employees or parties in interest, including this affiant, has in any way colluded, conspired, connived or agreed, directly or indirectly with any other Bidder, firm or person to submit a collusive or sham Bid in connection with the Contract for which the attached Bid has been submitted or to refrain from Bidding in connection with such Contract, or has in any manner, directly or indirectly, sought by agreement or collusion or communication or conference with any Bidder, firm or person to fix the price or prices or cost element of the proposal price or the proposal price of any other Proposer, or to secure through any collusion, conspiracy, connivance or unlawful agreement any advantage against the City of Daytona Beach, FL (Local Public Agency) or any person interested in the proposed Contract;
  • The price or prices quoted in the attached Bid are fair and proper and are not tainted by any collusion, conspiracy, connivance or unlawful agreement on the part of the Bidder or any of its agents, representatives, owners, employees, or parties in interest, including this affiant.
   

  By checking the box below, the Proposer acknowledges and agrees to the above statement.

• PUBLIC ENTITY CRIME (required) —

  Public Entity Crimes - Pursuant to Section 287.133(12)(a) of the Florida Statutes, a person or affiliate who has been placed on the convicted vendor list following a conviction for a public entity crime may not submit a Submittal Package (Response) on a contract to provide any goods or services to a public entity, may not submit a bond on a contract with a public entity for the construction or repair of a public building or public work, may not submit Submittal Package (Bid Response) on leases of real property to a public entity may not be awarded or perform work as a contractor, supplier, subcontractor, or consultant under a contract with any public entity, and may not transact business with any public entity in excess of the threshold amount provided in Section 287.017 for Category Two ($25,000) for a period of 36 months from the date of being placed on the convicted vendor list. Proposer should read carefully all provisions of 287.133 and 287.134, Florida Statutes (2005).

  By checking the box below, the Proposer represents and certifies under penalty of perjury that the submission of its response/proposal does not violate Section 287.133, Florida Statutes (2005), nor Section 287.134, Florida Statutes (2005) or their successor. In addition to the foregoing, the Proposer represents and warrants that Proposer, Proposer's subcontractors and Proposer's implementer, if any, is not under investigation for violation of such statutes.

• SCRUTINIZED COMPANIES CERTIFICATION (required) —

  Per State of Florida Statute s. 287.135(5) Suppliers (companies) must acknowledge and agree to the 'Certification Regarding Prohibition Against Contracting with Scrutinized Companies' paragraph listed below. Proposers shall agree by marking the option below. Proposers neglecting to respond may be disqualified from consideration of award and deemed non-responsive.

  I hereby certify that neither the responding entity, nor any of its wholly owned subsidiaries, majority-owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit have been placed on the Scrutinized Companies That Boycott Israel List created pursuant to s. 215.4725 of the Florida Statutes, or are engaged in a boycott of Israel.

  In addition, if this solicitation is for a contract for goods or services where the total contract value is one million dollars ($1,000,000) or more, I hereby certify that neither the responding entity, nor any of its wholly owned subsidiaries, majority- owned subsidiaries, parent companies, or affiliates of such entities or business associations, that exists for the purpose of making profit are on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, created pursuant to s. 215.473 of the Florida Statutes, or are engaged in business operations in Cuba or Syria as defined in said statute.

  I understand and agree that the City may immediately terminate any contract resulting from this Solicitation upon written notice if the responding entity (or any of those related entities of Proposer as defined above by Florida law) are found to have submitted a false certification or any of the following occur with respect to the company or a related entity: (i) it has been placed on the Scrutinized Companies that Boycott Israel List, or is engaged in a boycott of Israel, or (ii) for any contract for goods or services of one million dollars ($1,000,000) or more, it has been placed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Petroleum Energy Sector List, or it is found to have been engaged in business operations in Cuba or Syria.

  By checking the box below, the Proposer acknowledges and agrees to the 'Certification Regarding Prohibition Against Contracting with Scrutinized Companies.'

• ECONOMIC INCENTIVES TO FOREIGN ENTITIES OF CONCERN (required) —

  Per State of Florida Statute s. 288.0071, Bidder must acknowledge and agree to 'Prohibition on Providing Economic Incentives to Foreign Entities of Concern' paragraph listed below.

  Bidder shall agree by marking the option below. Bidders neglecting to respond may be disqualified from consideration of award and deemed non-responsive.

  Prohibition on Providing Economic Incentives to Foreign Entities of Concern: I affirm that Business is not a foreign entity, as defined in Section 288.0071, Florida Statutes.

• PERSONAL IDENTIFYING INFORMATION TO FOREIGN ENTITIES OF CONCERN CERTIFICATION (required) —

  Per State of Florida Statute s. 287.138, Bidder must acknowledge and agree to 'Prohibition on Providing Personal Identifying Information to Foreign Entities of Concern' paragraph listed below.

  Bidder shall agree by marking the option below. Bidders neglecting to respond may be disqualified from consideration of award and deemed non-responsive.

  Prohibition on Providing Personal Identifying Information to Foreign Entities of Concern: I affirm that Business is not owned by a foreign country of concern, a foreign country of concern does not have a controlling interest in Business, and that Business is not organized under the laws of nor does it have its principal place of business in a foreign country of concern, as defined in Section 287.138, Florida Statutes.

• DRUG-FREE WORKPLACE CERTIFICATION (required) —

  In order to have a drug-free workplace program, a business will:

  1. Publish a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession, or use of a controlled substance is prohibited in the workplace and specifying the actions that will be taken against employees for violations of such prohibition.
  2. Inform employees about the dangers of drug abuse in the workplace, the business’s policy of maintaining a drug-free workplace, any available drug counseling, rehabilitation, and employee assistance programs, and the penalties that may be imposed upon employees for drug abuse violation.
  3. Give each employee engaged in providing the Commodities or contractual Services that are under Offer a copy of the statement specified in subsection 1.
  4. In the statement specified in subsection 1), notify the employees that, as a condition of working on the Commodities or contractual Services that are underbid, the employee will abide by the terms of the statement and will notify the employer of any conviction of, or plea of guilty or nolo contendre to, any violation occurring in the workplace no later than five days after such conviction.
  5. Impose sanction on or require the satisfactory participation in a drug abuse assistance or rehabilitation program if such is available in the employee’s community, by any employee who is so convicted.
  6. Make a good faith effort to continue to maintain a drug-free workplace through implementation of this section.

  By checking the box below, the Proposer acknowledges and agrees to the 'Drug Free Workplace Certification.'

• REVISIONS / ADDENDA / QUESTIONS AND ANSWERS (required) —

  All answers to questions of substance will be publicly published.

  Participants are required to review all revisions and answers to questions published.

  Revisions within the Solicitation as well as answers to questions posed through the 'Question & Answer' feature are authoritative and shall be considered an addendum to the Solicitation.

  All information in this Solicitation, including that provided through the 'Question and Answer' feature are incorporated into the Solicitation or any Contract resulting from this Solicitation.

  By checking the box below, participants are confirming that they have reviewed revisions and all answers to questions published and any Addenda up until the bid closing date and have given consideration to all information in preparing your response to this solicitation.

  Selecting YES will serve as your electronic signature of acknowledgement.

• E-VERIFY (required) —

  The Contractor (and its subcontractors) have an obligation to utilize the U.S. Department of Homeland Security's (DHS) E-Verify system for all newly hired employees. By confirming, the Contractor certifies that it is registered with, and uses, the E-Verify system for all newly hired employees. The Contractor must obtain an affidavit from its subcontractors in accordance with paragraph (2)(b) of section 448.095, F.S., and maintain a copy of such affidavit for the duration of the Contract.

  The City has the obligation to terminate the Contract if it has a good faith belief that the Contractor has knowingly violated section 448.09(1), F.S. If terminated, the Contractor will not be eligible for award of a public contract for at least one year after the date of such termination. The City reserves the right to order the immediate termination of any contract between the Contractor and a subcontractor performing work on its behalf should the City develop a good faith belief that the subcontractor has knowingly violated section 448.095(1), F.S.

• HUMAN TRAFFICKING (required) —

  Execution of this Contract shall require the Contractor to attest, under penalty of perjury, that the Contractor does not use coercion for labor or service as defined in Section 787.06(2), F.S. The Contractor shall execute a Human Trafficking Affidavit as a condition of the Contract. 

• SAM.gov (required) —

  Do you have an active registration with Sam.gov?

  Note: For projects resulting in payment from Federal Funds, a Sam.gov registration is required.

• SAM.gov (Continued) —

  If yes to question above, please upload Sam.gov credentials HERE.

• BID SECURITY CONFIRMATION (required) —

  I understand this submission will be deemed non-responsive, and this response will be disqualified, if a Bid Security is not received in the Purchasing office PRIOR to the Bid Submission deadline.

• SUBMISSION (required) —

  UPLOAD RFP RESPONSE HERE! 

• Short Description of Scope (required) —

  Please provide a short scope description for the project to be inserted into the following sentence:

  The City of Daytona Beach is hereby soliciting responses from qualified firms to provide _________________.

• Pre-Proposal Conference (required) —

  Please select from the options below:

• Term Contract (required) —

  Will this Project result in a Term Contract?

• Initial Contract Term (required) —

  Please enter the initial term of the contract per the formatting examples below.

  Format example: "six (6) months" or "two (2) years"

• Price Redetermination (required) —

  Will this Term Contract include a Price Redetermination Clause?

• Producer Price Index —

  Please enter the Producer Price Index (PPI) for the goods or services being purchased per the formatting example below.

  Format example: "Measuring, dispensing, and other pumping equipment mfg, Domestic water systems – PCU333914333914111"

• Renewal Options (required) —

  Will this Contract contain options to renew the Contract after the initial term?

• Number of Renewal Options (required) —

  Please enter the number of the renewal options per the formatting example below.

  Format example: "two (2)"

• Renewal Option Term (required) —

  Please enter the term of each renewal per the formatting examples below.

  Format examples - "one (1) year" "two (2) years"

• Applicable Bonds (required) —

  Please select the required bonds applicable to this Project below. If bonding is not required, please select N/A.

• Florida Department of Transportation (FDOT) (required) —

  Are Florida Department of Transportation (FDOT) special terms applicable to this Project?

• LAP Agreement Number (required) —

  Please provide the applicable LAP Agreement Number to enable the Vendor to complete the Equal Opportunity Compliance (EOC) Bidders Opportunity List (BOL). If not applicable, type N/A.

• Local Preference (required) —

  Is Local Preference applicable for this Project?