IFQ-26-39 Annual Contract - Outdoor Seasonal Decorations

The City of Winter Haven is seeking Quotes for IFQ-26-39 Annual Contract - Outdoor Seasonal Decorations. Quotes are to be submitted through the Procurement Portal no later than 2:00 pm on Thursday, May 7, 2026.

Project Details

• Reference ID: IFQ-26-39
• Department: Parks, Recreation, and Culture
• Department Head: Julie Adams (Department Director)

Important Dates

• Questions Due: 2026-05-07T18:00:00.000Z

Evaluation Criteria

• Specifications —

  The City of Winter Haven wishes to establish an annual contract, with options to renew, for the design, fabrication, and delivery of outdoor patriotic decorations in support of America’s 250th celebration and related seasonal programming.  The intent is to establish unit prices for the categories as outlined in the IFQ pricing table.  It is anticipated the successful contractor(s) will be utilized on a project-by-project basis.

   

  • Patriotic Bunting (Pleated Fan Style)
  • • Total Coverage Required: 350 linear feet
    • Material: Heavy-duty nylon
    • Style: Pleated fan bunting (Stars & Stripes style)
    • Dimensions (each unit):
      • 4 feet in height
      • 8 feet in width
    • Construction:
      • Sewn pleats with reinforced stitching
      • Integrated grommets or mounting points
    • Finish:
      • UV-resistant dyes
      • Fade-resistant
    • Use: Building facades, stages, railings, and event structures

   

  • Patriotic Ribbon
  • Total Coverage Required: 500 linear feet
  • Width: 18 inches to 36 inches
  • Material: Outdoor-rated fabric (nylon or polyester blend)
  • Features:
    • Reinforced edges to prevent fraying
    • Suitable for draping, wrapping poles, railings, and structures
  • Color Scheme:
    • Red, white, and blue (striped or solid coordination)
    •  
  • Custom Decorative Bows
  • Quantity Required: 50 bows
  • Size:
    • 36 inches in overall width
    • Includes extended tails
  • Construction:
    • Wired frame for shaping and durability
    • Multi-loop bow design with trailing ribbon tails
  • Material:
    • Outdoor-rated fabric (nylon or equivalent)
  • Mounting:
    • Must include attachment mechanism (wire ties, brackets, or equivalent)

   

  Must maintain structural integrity in wind and outdoor conditions. Selected Contractor must provide pre-production proof within one week of receipt of order and delivery of completed project within three weeks of receiving approved pre-production proof.  Prices are to include creative and custom layout services.

• Period of Performance —

  The initial period of performance for this contract is for one year. The contract, if awarded, may be extended an additional three (3) years with the written mutual consent of the City and the vendor.  Pricing for any Renewal Terms will be negotiable only after the initial period and only if increases in the industry can be documented. However, unless very unusual and significant changes have occurred in the industry, such increases may not exceed 5% per year.

  In the event the City provides written notice to the Vendor at least thirty (30) days prior to the expiration of the contract that a replacement solicitation has not been finalized, the contract may be extended on a month-to-month basis under the same terms and conditions. The extension shall continue until terminated by written notice from the City’s Procurement Division or upon execution of a successor contract, whichever occurs first, but shall not exceed six (6) months beyond the original expiration date.

• Bid Award —

  The City of Winter Haven Contract for the production of materials will be awarded based on the lowest overall prices of each bid.

  In evaluating responses, the City will consider compliance with all material specifications for outdoor decorative products, including durability, weather resistance, and suitability for repeated outdoor use, as well as pricing for the furnishing and delivery of decorative materials such as bunting, ribbon or swag, and custom bows. The City will also consider demonstrated experience in providing similar outdoor or large-scale decorative materials, supported by a minimum of three (3) references and/or product samples or photos.

  The City reserves the right to reject any or all bids, to waive any informalities or irregularities in the bids received, and to accept the bid(s) that are determined to be in the best interest of the City. The City further reserves the right to award by item, group of items, or in total, to split awards among multiple vendors, and to make modifications to quantities or specifications prior to award. The City also reserves the right to request clarification of bid information and to make award to the lowest responsive and responsible bidder(s) as determined by the City.

• Delivery —

  Please deliver all items to the following address:

   

  Parks, Recreation and Culture Department

  500 Third Street NW

  Winter Haven, FL 33881

Submission Requirements

• Delivery/Completion can be made in ______ from receipt of order. (required) —

  Example: 10 days

• Procurement Affidavit (required) —

  Please download the affidavit below, complete, and upload.

• Please provide your W9. (required)
• Please provide a minimum of 3 references and/or product samples/photos (required)
• Please provide a summary of this request: (required)
• Does this involve custodial services? (required)
• Is a Pre-Bid/Proposal needed? (required)
• Is the Pre-Bid/Proposal Mandatory or Non-Mandatory? (required)
• Is a site visit needed? (required)
• Is your site visit Mandatory or Non-Mandatory? (required)
• Is this a one-time purchase? (required)
• Will you need an annual contract? (required)
• Please state the number of renewals desired? (required)
• Escalator clause at renewal? (required) —

  CPI or stated %

• What is your desired start date? (required) —

  Example: April 5, 2026

• What is your desired end date? (required)
• Do you anticipate your project cost to be OVER $30,000? (required)
• Have you received quotes? (required)
• Please indicate if you have attached qutoes: (required)
• Is a specific brand/model desired? (required)
• Would a sole source apply? (required)
• Location of Project or Delivery Address of Product? (required)
• Do you have a completion deadline? (required)
• Do you want to Award to Multiple Vendors (required)
• Budget or project cost? (required) —

  Example: $150,000

• Please indicate who should be invited to this bid and include their email address: (required)
• Do we have a current contract you could use? (required)
• Have you checked if this is available through State Contract or Co-Ops? (required)
• Have we previously bid this out or is there a similar project? (required)
• Please provide information: (required)
• Have you informed your vendor this will go out to bid and they must bid on it to be considered? (required)