Holiday Lighting and Decorations (Re-Solicitation)

Background

The City of Cooper City is a metropolitan municipality serving more than 34,000 residents and encompassing an area of 8 square miles.

Project Details

• Reference ID: RFP2026-4
• Department: Parks & Recreation
• Department Head: Stacie Weiss (Director)

Important Dates

• Questions Due: 2026-08-14T16:00:00.000Z
• Pre-Proposal Meeting: 2026-08-12T12:30:00.000Z — City Hall Auditorium, 9090 SW 50th Place, Cooper City, FL 33328

Addenda

• Addendum #1 (released 2026-08-05T13:00:50.040Z) —

  Please review and acknowledge this addendum. 

Evaluation Criteria

• Proposer’s Experience, Past Performance and Expertise of Firm's Personnel (25 pts) —

  This criterion evaluates the Proposer's qualifications, experience, and demonstrated ability to successfully perform projects of similar size, complexity, and scope. Proposer's shall provide evidence of experience providing holiday lighting and decorative display services for municipalities, parks, commercial districts, or similarly scaled facilities. Proposers should identify their proposed project manager, designers, installation supervisors, and key personnel assigned to the project, as well as provide the experience and qualifications of each. Proposer shall demonstrate a record of successfully completing comparable projects on schedule and within budget, customer satisfaction, quality of workmanship, safety record, responsiveness, and references from previous clients.

• Approach, Resources and Methodology Proposed To Deliver The Scope of Services, Including Ability to Adhere to Timeline (30 pts) —

  The Proposer shall provide a detailed project approach describing how it will successfully perform all required services from initial design through removal and storage. At a minimum, the proposal should include:

  • A detailed work plan describing each phase of the project, including design, procurement, fabrication (if applicable), installation, maintenance, removal, inventory management, and storage.
  • A proposed project schedule identifying key milestones and demonstrating the ability to meet the City's required installation and removal deadlines.
  • A staffing plan identifying personnel assigned to each phase of the project.
  • An inventory of equipment, vehicles, lifts, tools, and other resources available to perform the work.
  • Procedures for coordinating with City staff throughout the project.
  • Quality assurance and quality control procedures.
  • Safety procedures for installation, maintenance, and removal activities.
  • Emergency response procedures for repairing damaged or malfunctioning decorations during the holiday season, including expected response times.
  • Procedures for protecting City property, utilities, landscaping, traffic, and pedestrians during installation and removal.
• Proposed Design Concepts and Products to Be Used (25 pts) —

  The Proposer shall submit conceptual holiday lighting and decoration designs that reflect the City's vision of creating an attractive, festive, and cohesive holiday display throughout designated City locations. The proposal should include:

  • Conceptual renderings, sketches, or digital illustrations depicting the proposed holiday displays.
  • A narrative describing the overall design theme and how the displays will enhance the City's public spaces.
  • Proposed color schemes, decorative themes, and display concepts.
  • Identification of all proposed lighting products, decorations, hardware, mounting systems, and related materials.
  • Product specifications including manufacturer information, product warranties, expected service life, energy efficiency, and durability.
  • Description of LED lighting systems, animated displays, interactive elements, specialty décor, or other unique features, if proposed.
  • Description of how the proposed decorations can be reused, expanded, or modified in future holiday seasons.
  • Identification of any sustainable or environmentally friendly products and practices incorporated into the proposal.
• Price Proposal (20 pts) —

  Proposers are encouraged to submit a comprehensive proposal that maximizes value while maintaining pricing at or near the City's established budget. Proposals that significantly exceed the City's budget without providing sufficient justification or added value may be determined to provide less value to the City.

  The Price Proposal shall be submitted using the forms provided and shall include all costs necessary to furnish a complete turnkey solution, including, but not limited to:

  • Design and project management services;
  • Labor, supervision, and installation;
  • Holiday lighting, decorations, displays, and related materials;
  • Equipment, vehicles, lifts, tools, and supplies;
  • Maintenance, repairs, and emergency service during the display period;
  • Removal, inventory management, and storage;
  • Transportation, mobilization, and demobilization;
  • Permits, licenses, fees, and all incidental expenses necessary to complete the work.

  If the Proposer's recommended design exceeds the City's established budget, the Proposer shall provide one or more alternate design options that maintain the overall aesthetic and program objectives while reducing costs to a level that is within or near the City's budget. Proposers are encouraged to identify optional enhancements or additive alternates separately from the base proposal so the City may consider them based on available funding.

Submission Requirements

• Proposer Identification
• Legal name of entity and Federal Employer Identification Number (FEIN): (required)
• Provide the address to your firm's principal place of business, if different than the address in your firm's vendor profile.
• Provide your firm's operating address. (required)
• Indicate your firm's organizational structure. (required)
• List the names of subcontractors/subconsultants which will be to provide the requested goods and/or services. (required)
• Provide the name, title, phone number and email address for your firm's primary contact for this solicitation. (required)
• List all owners and/or partners of the entity. Ensure to include the percentage of ownership for each owner/partner. (required)
• Are any of the owners/partners listed above owners/partners of other entities? If yes, identify the name of the owner/partner, other company names and percentage of ownership. (required)
• Provide the name, title, telephone number and email address for your firm's Authorized Signatory Contact. (required)
• Provide the total number of employees of your entity. (required)
• Will a Labor Force Company be used to provide any workers? (required)
• Are any owner(s)/principal(s)/person(s) with ownership interest in the company a City of Cooper City Elected Official, Agency Board Member or Employee? (required)
• Are any immediate family members of your entity's owner(s)/principal(s)/person(s) with ownership interest in the company a City of Cooper City Elected Official, Agency Board Member or Employee? (required)
• Have any lawsuits been file against your company in the past 5 years? (required)
• If yes, in a separate attachment, identify each lawsuit and its current disposition. For each lawsuit provide its case number, venue, the year the suit was filed, the basis for the claim or judgment, its current disposition and, if applicable, the settlement unless the value of the settlement is covered by a written confidentiality agreement.
• To the best of your knowledge, is your company or any officers of your company currently under investigation by any law enforcement agency or public entity. (required)
• If yes, in a separate attachment, provide details including the identity of the officer and the nature of the investigation.
• Have any Key Staff or Principals (including stockholders with over 10% ownership) of the company been convicted by a Federal, State, County, or Municipal Court of or do any Key Staff or Principals have any pending violations of law, other than traffic violations?
• If yes, in a separate attachment, provide an explanation of any convictions or pending action including the name of the Key Staff member or Principal involved and the nature of the offense.
• Has your company been assessed liquidated damages or defaulted on a project in the past five (5) years? (required)
• If yes, in a separate attachment provide an explanation including the name of the project, the circumstances of default or assessed damages, and the ultimate disposition of the issue.
• Has the entity or its principals failed to qualify as a responsible offeror, refused to enter into a contract after an award has been made, failed to complete a contract during the past five (5) years, or been declared to be in default in any contract in the last five (5) years? (required)
• If yes, in a separate attachment provide an explanation including the year, the name of the awarding agency, and the circumstances leading to default.
• Has the Bidder or any of its principals ever been declared bankrupt or reorganized under Chapter 11 or put into receivership? (required)
• If yes, in a separate attachment provide the date, court jurisdiction, action taken, and any other explanation deemed necessary.
• Technical & Price Proposal
• Technical & Price Proposal (required) —

  Proposer's Technical Proposal shall be submitted in PDF format under this subsection. Proposers should carefully follow the format and instructions outlined within the solicitation.

  The purpose of the technical proposal is to demonstrate the qualifications, competence, capacity and methodology of the firms seeking to provide the services in conformity with the requirements of this solicitation. The technical proposal should demonstrate the combined qualifications of the firm and of the particular staff to be assigned to this engagement. It should also specify an approach that will meet the solicitation requirements.

  The technical proposal should address all of the points outlined in this solicitation. The proposal should be prepared simply and economically, providing a straightforward, concise description of the proposer’s capabilities to satisfy the requirements of the solicitation. 

  The price proposal will be evaluated subjectively in conjunction with the technical proposal, including an evaluation of how well it matches Proposer’s understanding of the City’s needs described in this Solicitation, the Proposer’s assumptions, and the value of the proposed services. The price evaluation is used as part of the evaluation process to determine the highest-ranked Proposer. The City reserves the right to negotiate the final terms, conditions and pricing of the contract as may be in the best interest of the City.

  Notes:

  1. The proposer is advised to consider any inflation expected during the term of the contract.
  2. Alternate proposals will not be considered unless authorized in the RFP document.
• Submitter's Authorized Representative's Signature & Date:
• THE EXECUTION OF THIS FORM CONSTITUTES THE CONSENT OF THE BIDDER TO BE BOUND BY THE TERMS OF ITS SUBMITTAL AND THE SOLICITATION. FAILURE TO SIGN WHERE INDICATED BELOW BY AN AUTHORIZED REPRESENTATIVE MAY RENDER THE SUBMITTER NON-RESPONSIVE. THE CITY MAY, HOWEVER, IN ITS SOLE DISCRETION, ACCEPT ANY RESPONSE THAT INCLUDES AN EXECUTED DOCUMENT WHICH UNEQUIVOCALLY BINDS THE SUBMITTER TO THE TERMS OF ITS SUBMITTAL AND THE SOLICITATION. (required)
• Date of Signature. (required)
• Brief Description of Service(s) (required)
• Bonding (required) —

  Are Bonds applicable for this project?

• Bond Types (required) —

  Select which bonds apply:

• Insurance Requirements (required) —

  Select which insurance(s) are required for your project.

• Does your project require Specialized Coverages (Insurance) (required)
• Select which Specialized Coverages are applicable to your project: (required)
• Federal/Grant Funding (required) —

  Are you using Federal or Grant funding for this project?

• Funding Type (required) —

  What type of funding are you using?

• Pricing (required) —
  • Choose Option 1 when you have set line items, for example: 
    • This is a quote for goods or commodities.
    • This is a public works bid, with a pricing table that can be uploaded into OpenGov Procurement from an Excel spreadsheet.
    • Seeking services for hourly rate schedules.
  • Choose Option 2 when you need vendors to provide you with the line items.
• Pre-Bid Meeting (required) —

  Will there be a Pre-Bid meeting for your project?

• Pre-Bid Meeting Type (required) —

  Select whether it is mandatory or non-mandatory.

Questions & Answers