Holiday Lights and Decoration Display

The City of New Smyrna Beach, Florida (the “City”) is accepting proposals from qualified and experienced Contractors to provide a spectacular holiday light and decoration display as listed in the City's specifications.  Awarded Contractor must be licensed to do business in the State of Florida in accordance with all specifications, terms, and conditions contained herein.

If an award is made it shall be made to the best overall proposer(s) whose proposal is most advantageous to the City, taking into consideration the evaluation factors set forth in this document. The City shall not use any other factors or criteria in the evaluation of the proposals received.  The successful proposer will hereinafter be referred to as the "Contractor".

Background

The City serves an area of 41.6 square miles in size and serves a population of approximately 32,852. It is located off of Florida’s East Coast, in the County of Volusia, just north of Cape Canaveral with easy access to both Interstate 95 and Interstate 4. The City’s fiscal year begins on October 1st and ends on September 30th.

The City was created in 1887 by adoption of its first charter, which was replaced through Chapter 224.08, Special Acts of Florida, 1943, and subsequently amended, with the most recent update taking effect January 1, 2021.

The legislative branch of the City is composed of an elected five-member City Commission consisting of the Mayor and four Commissioners. The City Commission is governed by the City Charter and by state and local laws and regulations. The City Commission is responsible for the establishment and adoption of policy. The execution of such policy is the responsibility of the Commission-appointed City Manager.

More detailed information on the government and can be found in City of New Smyrna’s Comprehensive Annual Financial Report (CAFR). This report may be viewed on https://www.cityofnsb.com/105/Financial-Reports.

The City of New Smyrna is exempt from any and all state, local and federal taxes.

Project Details

• Reference ID: 14-26-LS
• Department: Purchasing
• Department Head: Janet Vivian (Purchasing Agent)

Important Dates

• Questions Due: 2026-05-05T21:00:00.000Z
• Pre-Proposal Meeting: 2026-04-21T14:00:00.000Z — New Smyrna Beach Sports Complex 1800 Turnbull Bay Road, New Smyrna Beach, Florida 32168

Meetings & Milestones

Evaluation Criteria

• Introduction and Letter of Interest (5 pts)
• Project Approach and Safety Measures (20 pts)
• Experience and Qualifications (25 pts)
• Fee Proposal (25 pts)
• References (5 pts)
• Financial Stability (20 pts)

Submission Requirements

• Public Records (required) —

  Applicant must respond confirming they have received a copy of the Public Records Act, located in the attachment section.

• Company Name and Address (required) —

  By submitting this response, you hereby designate the company name and address listed here as the office to which notices may be delivered or mailed.

• Title of Position (required) —

  Provide the title of the Prime Proposer.

• Employer Identification Number* (required) —

  Please provide the Employer Identification Number.

• Proposer's Certification (required) —

  I have carefully examined this solicitation in its entirety, including but not limited to the qualifications, scope of services, and all other documents accompanying or made a part of this document.

  I hereby propose to furnish the services specified herein at the prices, rates or discounts quoted in my proposal. 

  I agree that my proposal will remain firm for a period of up to one hundred eighty (180) days in order to allow the City adequate time to evaluate the proposals.

  I agree to abide by all conditions of this proposal and understand that a background investigation may be conducted by the City of New Smyrna Beach Police Department prior to award.

  I certify that all information contained in this proposal is truthful to the best of my knowledge and belief. I further certify that I am duly authorized to submit this proposal on behalf of the consultant as its act and deed and that the consultant is ready, willing and able to perform if awarded the contract.

  I further certify, under oath, that this proposal is made without prior understanding, agreement, connection, discussion, or collusion with any other person, firm or corporation submitting a proposal for the same product or service; no officer, employee or agent of the City of New Smyrna Beach or of any other Proposer interested in said proposal; and that the undersigned executed this Proposer's Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.

• Agreement (required) —

  Proposer acknowledges, that the selected Contractor shall be required to sign a standard City contract within fourteen (14) days of Notice of Selection for Award.

• Potential Conflict of Interest (required) —
  • Upload any documentation/information which may be a potential conflict of interest due to other clients, contracts, or property interest for this project
  • Or, on company letterhead, upload a statement that no potential conflicts exist.  
• Acknowledgment of Insurance Requirements (required) —

  By submitting a response to this solicitation, the Proposer acknowledges the required insurance conditions listed herein.

  The proposer shall be required to submit their Certificate(s) of Insurance to the City of New Smyrna Beach no later than 24 hours following the selection of the recommended consultant(s). Failure to do so shall be just cause for forfeiture of the proposal guaranty.

• Conflict of Interest Disclosure (required) —

  PROJECT NUMBER: 14-26-LS - Holiday Lights and Decoration Display

  The award of this contract is subject to the provisions of Chapter 112, Florida Statutes. All respondents must disclose within their submittal: the name of any officer, director, or agent who is also an employee of the City of New Smyrna Beach, Florida. Furthermore, all respondents must disclose the name of any City employee who owns, directly, or indirectly, an interest of more than five percent (5%) in the respondent’s firm or any of its branches.

  The purpose of this disclosure statement is to give the City the information needed to identify potential conflicts of interest for screening evaluation team members and other key personnel involved in the award of this contract.

  The term “conflict of interest” refers to situations in which financial or other personal considerations may adversely affect, or have the appearance of adversely affecting, an employee’s professional judgment in exercising any City duty or responsibility in administration, management, or other professional activities. The bias such conflicts could conceivable impart may inappropriately affect the goals of the City. The City must be free of the undue influence of outside interests.

  The mere appearance of a conflict may be as serious and potentially damaging as an actual conflict of interest. Reports of conflicts based on appearances can undermine public trust in ways that may not be adequately restored even when the mitigating facts of a situation are brought to light. Apparent conflicts, therefore, should be disclosed and evaluated with the same vigor as actual conflicts.

• Complete Copy of Submittal (required) —

  Upload as one (1) PDF document a complete copy of the proposal. 

  Proposal must be in a professional format and signed by an authorized officer of your organization.

  Proposals shall be clear and concise. In order to maintain comparability and to facilitate the review process, proposals shall be organized in the manner specified below.  Documents for each section shall be combined into one (1) document with blank pages/tabs separating each section. 

  • Cover page with company logo
  • Table of contents
  • Tab 1: Introduction and Letter of Interest
  • Tab 2: Project Approach and Safety Measures
  • Tab 3: Experience and Qualifications
  • Tab 4: Fee Proposal 
  • Tab 5: References and Financial Stability Statement
  • Tab 6: City Required Forms 
• Type of Work (required) —

  Please provide a short statement of the type of work for this project. For example: perform a Classification and Compensation Study and other related services

• Introduction (required) —

  Please confirm that you have REVIEWED and UPDATED the Summary Section under "Introduction" prior to releasing solicitation.

• Requirement of Pre-Proposal Conference (required) —

  Is this Pre-Proposal Conference:

• Pre-Proposal Site Visit Location (required) —

  If a site visit is required, please provide the location/address of the site visit for the Pre-Proposal Conference. If a site visit is not required, please type N/A.

• Pre-bid Meeting Link (required) —

  Click on the link to join the meeting:  Join the meeting

• Pre-Bid Meeting - ID Number, add # on end (required) —

  or dial in by phone:  786-636-1338.  Phone ID:  

• Link for opening (required) —

  Click on the link to join the meeting:  Join the meeting

• ID Number, add # on end (required) —

  or dial in by phone:  786-636-1338.  Phone ID:  

• Contract Length (required) —

  What is the length of time for the awarded contract? Please use the following format:

  three (3) years

• Optional Extensions (required) —

  Will this project allow for optional extensions? If yes, please provide the information in the following question.

• Optional Extensions Time Frame —

  If you answered yes to the Optional Extensions, the please provide how many options and for how long of a period for this project? Please use the following format:

  three (3) optional one (1) year periods

• Awards (required) —

  Will this have multiple awards?

• Professional Services Agreement (required) —

  Please confirm that you have UPDATED and ATTACHED Attachment B - Professional Services Agreement to this Request for Proposal.

• Federal Conditions (required) —

  Is this a federally funded project?

• Executive Order (required) —

  Is this a federally funded project? 

• Fee Proposal (required) —

  Is the fee proposal required?

Questions & Answers