Holiday Lights, Displays, and Decorations

The City of Clearwater is seeking qualified vendors to provide leased or rental holiday lighting, décor, and themed display solutions, along with optional related services such as design consultation, installation, maintenance, removal, storage, and program support. Contracts may be awarded to multiple vendors based on discounted catalog pricing to provide the City with flexible access to a variety of holiday lighting and décor options for use at multiple public locations.

Project Details

• Reference ID: 41-26
• Department: Parks & Recreation
• Department Head: Art Kader (Department Director)

Important Dates

• Questions Due: 2026-08-01T14:00:00.000Z

Evaluation Criteria

• Experience and Qualifications (25 pts)
• Approach and Methodology (20 pts)
• Design and Creativity (20 pts)
• Staffing and Capacity (10 pts)
• Pricing and Value (15 pts)
• References and Past Performance (10 pts)

Submission Requirements

• Exceptions (required) —

  Proposers shall indicate any and all exceptions taken to the provisions or specifications in this solicitation document.  Exceptions that surface elsewhere and that do not also appear under this section shall be considered invalid and void and of no contractual significance.

  Do you have any exceptions to the provisions or specifications?

• Exceptions Taken (required) —

  **Special Note – Any material exceptions taken to the City’s Terms and Conditions may render a Proposal non-responsive.

  Upload a copy of any exceptions taken to the provisions or specifications in this solicitation.

• Additional Materials (required) —

  Have you included any additional materials?

• Description of Additional Materials (required) —

  Provide a brief description of the additional materials included.

• Certified Business (required) —

  Are you a Certified Small Business or a Certified Minority, Woman or Disadvantaged Business Enterprise?

• Certified Business Type (required) —

  Pick one of the following.

• Certifying Agency (required) —

  List the Agency that provided your certification.

• Certification Documentation (required) —

  Provide a copy of your certification.

• Vendor Certification (required) —

  By submitting this response, the Vendor hereby certifies that:

  1. It is under no legal prohibition on contracting with the City of Clearwater.
  2. It has read, understands, and is in compliance with the specifications, terms and conditions stated herein, as well as its attachments, and any referenced documents.
  3. It has no known, undisclosed conflicts of interest.
  4. The prices offered were independently developed without consultation or collusion with any of the other vendors or potential vendors or any other anti-competitive practices.
  5. No offer of gifts, payments or other consideration were made to any City employee, officer, elected official, or consultant who has or may have had a role in the procurement process for the commodities or services covered by this contract. The Vendor has not influenced or attempted to influence any City employee, officer, elected official, or consultant in connection with the award of this contract.
  6. It understands the City may copy all parts of this response, including without limitation any documents or materials copyrighted by the Vendor, for internal use in evaluating respondent’s offer, or in response to a public records request under Florida’s public records law (F.S. Chapter 119) or other applicable law, subpoena, or other judicial process; provided that the City agrees not to change or delete any copyright or proprietary notices.
  7. It hereby warrants to the City that the Vendor and its subcontractors will comply with, and are contractually obligated to comply with, all federal, state, and local laws, rules, regulations, and executive orders.
  8. It certifies that Vendor is not presently debarred, suspended, proposed for debarment, declared ineligible, voluntarily excluded, or disqualified from participation in this matter from any federal, state, or local agency.
  9. It will provide the commodities or services specified in compliance with all federal, state, and local laws, rules, regulations, and executive orders if awarded by the City.
  10. It is current in all obligations due to the City.
  11. It will accept all terms and conditions as set forth in this solicitation if awarded by the City.
  12. The signatory is an officer or duly authorized representative of the Vendor with full power and authority to submit binding offers and enter into contracts for the commodities or services as specified herein.
• E-Verify System Certification (required) —

  PER FLORIDA STATUTE 448.095, CONTRACTORS AND SUBCONTRACTORS MUST REGISTER WITH AND USE THE E-VERIFY SYSTEM TO VERIFY THE WORK AUTHORIZATION STATUS OF ALL NEWLY HIRED EMPLOYEES.

  The affiant, by virtue of confirming below, certifies that:

  1. The Contractor and its Subcontractors are aware of the requirements of Florida Statute 448.095.
  2. The Contractor and its Subcontractors are registered with and using the E-Verify system to verify the work authorization status of newly hired employees.
  3. The Contractor will not enter into a contract with any Subcontractor unless each party to the contract registers with and uses the E-Verify system.
  4. The Subcontractor will provide the Contractor with an affidavit stating that the Subcontractor does not employ, contract with, or subcontract with unauthorized alien.
  5. The Contractor must maintain a copy of such affidavit.
  6. The City may terminate this Contract on the good faith belief that the Contractor or its Subcontractors knowingly violated Florida Statutes 448.09(1) or 448.095(2)(c).
  7. If this Contract is terminated pursuant to Florida Statute 448.095(2)(c), the Contractor may not be awarded a public contract for at least 1 year after the date on which this Contract was terminated.
  8. The Contractor is liable for any additional cost incurred by the City as a result of the termination of this Contract.
• Vendor's Proposal (required) —

  Upload a copy of your proposal with the information requested as detailed in the solicitation titled 41-26 Holiday Lights, Displays, and Decorations.

• Scrutinized Company Certification (required) —

  Please download the below documents, complete, notarize, and upload.

• Compliance with Anti-Human Trafficking Laws (required) —

  Please download the below documents, complete, and upload.

• Vendor Pricing Sheet (required) —

  Please download the below documents, complete, and upload.

• W-9 (required) —

  Upload your current W-9 form.  (available at  https://www.irs.gov/pub/irs-pdf/fw9.pdf)

• Vendor Conference (required) —

  Select from the Options below.

• Price Proposal (required) —

  Do you want to use OpenGov's Electronic Price Proposal or have the vendor upload a price proposal.

• Proposal Firm Time (required) —

  How many days from Bid Opening will proposals remain firm? Enter whole numbers.

• Proposal Security (required) —

  Do you require a Proposal Security (Bid Bond)?

• Security Amount (required) —

  Enter the amount of the proposal security. (i.e. $10,000.00) include the "$".

• Performance Security (required) —

  Will the contract require a Performance Security?

• Performance Bond (required) —

  Enter the amount of the performance bond. (i.e., $1,000,000.00) include the "$".

• Term Start (required) —

  What is the start date of the initial term?

• Term End (required) —

  What is the end date of the initial term?

• Renewals (required) —

  Will the contract have extensions/renewals?

• Renewal Terms (required) —

  ____________ year renewal(s) are possible at the City’s option.

  Update the length and number of renewals using the following format.

• Price Adjustments (required) —

  Will you be using the Consumer Price Index or the Producer Price Index for acceptable price adjustments?

• Insurance Requirments (required) —

  Select all that apply