Winter Holiday Decorations

The Authority is seeking Responses from qualified Respondents to provide Winter Holiday Decorations.

Background

The Authority was created in 1945 and is an independent special district governed by the Hillsborough County Aviation Authority Act, Chapter 2022-252, Laws of Florida (Act). This Act provides that the Authority will have exclusive jurisdiction, control, supervision and management over all publicly-owned airports in Hillsborough County.

The Airport is a major economic driver for the Tampa Bay region and is the gateway to the west coast of Florida. The Airport is consistently ranked among the world’s most beloved airports, serving more than 25 million annual passengers with routes to more than 90 nonstop destinations. The Airport has received top awards at the state, national and international level, including being ranked the #1 Large Airport in North America by J.D. Power in 2022 and 2023, as well as the #1 Large Airport in USA Today’s 10Best Readers’ Choice Awards in 2024. The Airport has now completed several projects in the largest construction program in its history with a major Main Terminal renovation, 66 shops and restaurants, a 1.4-mile automated people mover extending to a multi-level rental car facility, award-winning Blue Express Curbsides for faster passenger drop-off and pick-up, a nine-story office complex and numerous new public art installations including a world-famous 21-foot pink flamingo sculpture in the Main Terminal. In late 2024, the Airport broke ground on a new 16-gate terminal, Airside D which is expected to be completed in 2028.

The Airport is served by more than twenty (20) commercial airlines operating from four (4) Airside Terminals: Airside Terminal A with sixteen (16) gates; Airside Terminal C with sixteen (16) gates; Airside Terminal E with thirteen (13) gates; and Airside Terminal F with thirteen (13) gates. During the Authority Fiscal Year ending September 30, 2025, the Airport served over twenty-five (25) million passengers and generated revenues totaling $483.1 million. The Authority expects to handle 24.5 million passengers in Fiscal Year 2026.

The Authority has rented Winter Holiday Decorations from Greenery Productions, Inc. since 2021. Greenery Productions, Inc. has been responsible for providing the Winter Holiday Decorations, for holidays including, but not limited to, Christmas, Hanukah and Kwanzaa. Greenery Productions, Inc. has delivered the Winter Holiday Decorations to the Airport, hung or placed the Winter Holiday Decorations throughout the Airport at the direction of the Authority the week prior to the Thanksgiving holiday, and removed the Winter Holiday Decorations immediately following New Year’s Day.

The Authority is a self-supporting organization and generates revenues from Airport users to fund operating expenses and debt service requirements. Capital projects are funded through the use of bonds, short-term financing, passenger facility charges, State and Federal grants and internally generated funds. Although empowered to levy ad valorem property taxes, the Authority has not collected any tax funds since the early 1970s.

The background information provided in this Section is intended only to give prospective Respondents a brief familiarization with the Authority and the Airport. All Airport data provided as part of this Solicitation is for informational purposes only and should not be construed as a guarantee of business. The information shown herein has been obtained from sources considered to be reliable. However, the Authority and its Board, officers, employees, agents, and contractors are not liable for the accuracy of the information or for its use by Respondent. Respondent must examine and inspect this Solicitation and all its appendices, attachments, and exhibits to be knowledgeable of the requirements and terms and conditions. Respondent must independently evaluate circumstances and conditions that may affect its Response and its ability to provide the required Work.

The Authority mission and vision statements, found on the Authority website at www.TampaAirport.com > Business & Careers > Business Opportunities > Supplier Resources > Working with Procurement, will serve as the platform to guide the Awarded Respondent in providing Work.

Project Details

• Department: Marketing
• Department Head: Jon Vaden (Director of Marketing)

Important Dates

• Questions Due: 2026-03-20T21:00:25.053Z
• Answers Posted By: 2026-03-27T21:00:42.219Z
• Pre-Proposal Meeting: 2026-03-17T14:00:50.806Z — In Person: Conference Room RCC - Rental Car Center or Microsoft Teams meeting Join: https://teams.microsoft.com/l/meetup-join/19%3ameeting_OWQxZDFhNTctZmFjYS00YjFmLWFlYjItYjJjMzY4MGE2NWZi%40thread.v2/0?context=%7b%22Tid%22%3a%22a167a14b-a6cc-4d14-802d-3de615710e8b%22%2c%22Oid%22%3a%22fde04b24-ac47-4343-bc68-dbcce07ca550%22%7d Meeting ID: 296 439 325 502 42 Passcode: oP6nr9he

Meetings & Milestones

Addenda

• Addendum #1 (released 2026-03-26T19:41:18.420Z)
• Official Notice #1: Notice of Public Meetings (released 2026-04-03T14:42:25.874Z)
• Addendum #2 (released 2026-04-03T14:33:52.719Z) —

  Please use the See What Changed link to view all the changes made by this addendum.

   

  Moved the Minimum Qualifications Evaluation meeting to May 7, 2026 at 9:00 AM.

Evaluation Criteria

• Respondent's Overall Experience and Background (15 pts) —

  The evaluation of the Respondent includes, at a minimum:

  1) Number of years that the Respondent has been in business providing Work;

  2) Explanation of the Respondent’s overall experience performing Work at facilities similar in size or larger than the Airport;

  3) Respondent’s organizational chart that includes the Respondent’s personnel structure as well as the various positions that are proposed to perform the required Work. Personnel should include the Project Manager and other proposed key personnel, and how each position relates to the other positions in the Respondent’s organization up to the corporate level. Include the title, name, and physical location of all listed personnel;

  4) Respondent’s experience in the placement and installation of Winter Holiday Decorations;

  5) Types of Winter Holiday Decorations that Respondent has provided on a rental basis;

  6) Respondent's failure to complete a contract or having been terminated early from any contract prior to the completion of the work; and

  7) Whether a surety has paid for completion or termination of a contract on the Respondent’s behalf.

  Additional consideration will be given for:

  a) Feedback from client references.

• Quality and Aesthetics of Winter Holiday Decorations (45 pts) —

  The evaluation of the Respondent includes, at a minimum:

  1) The visible quality of the proposed Winter Holiday Decorations;
  2) The aesthetics of the Winter Holiday Decorations, including but not limited to, pieces that match one another and the age of the Winter Holiday Decorations; and
  3) The visible quality of any proposed additional Winter Holiday Decorations.

   

• Methodology and Approach (10 pts) —

  The evaluation of the Respondent includes, at a minimum:

  1) Respondent’s proposed manner of delivery, installation and tear-down of the Winter Holiday Decorations to ensure minimal disruption to employees, customers and passengers;
  2)The number of staff members will the Respondent will utilize during delivery and installation of the Winter Holiday Decorations;
  3) Respondent’s approach for adhering to the required timelines for installation (before Thanksgiving Day) and removal (after New Year’s Day) of Winter Holiday Decorations. Include any safeguards Respondent has in place for remaining on schedule; and
  4)Respondent's utilization of subcontractor(s) during the installation of the Winter Holiday Decorations. Provide information on the method for acquiring the subcontractor(s) and description of the duties performed by the subcontractor(s) .

   

• Interviews (5 pts) —

  The evaluation of the Respondent includes, at a minimum:

  1) Knowledge demonstrated by the Respondent’s representatives who attend the interview; and

  2) Creativity of the conceptual ideas and vision for the Work.

  Additional consideration will be given for:

  1) Presentation style which includes interactions among Respondent’s representatives; and

  2) Communications with the technical evaluation committee.

  NOTE: Clarification of information submitted in the Response that is provided in the Interview can have an effect on the scores and rankings for other evaluation criteria previously scored.

• Fees (25 pts) —

  The fees proposed by the Respondent in the Cost Proposal will be based on a mathematical calculation to obtain scoring for each Response relative to the other Responses received. The focus will be on the Respondent's Proposed Fees for "Winter Holiday Decorations," as evaluated relative to the other proposed fees.

• Revenue (10 pts) —

  The revenue proposed by the Respondent in the Cost Proposal will be based on a mathematical calculation to obtain scoring for each Response relative to the other Responses received. The focus will be on the Respondent's <proposed hourly service rates>, as evaluated relative to the other proposed rates.

Submission Requirements

• Minimum Qualifications —

  Minimum qualifications have been established as a basis for determining the eligibility of each submitted Response. A submitted Response will be determined non-responsive and will not be considered unless sufficient documentation is provided to determine whether the Respondent meets the minimum qualifications listed below:

• Respondent is registered with the Florida Department of State, Division of Corporations to do business in the State of Florida. (www.sunbiz.org) (required)
• Respondent confirms that, if awarded by the Board, Respondent will register with PaymentWorks and select one of the Authority's electronic payment methods. (required)
• Respondent is NOT listed on the Florida Department of Management Services, Convicted Vendor List as defined in Section 287.133(3)(d), Florida Statutes. (https://www.dms.myflorida.com/business_operations/state_purchasing/state_agency_resources/vendor_registration_and_vendor_lists/convicted_vendor_list) (required)
• Respondent confirms it has the ability to obtain the insurance coverage and limits as required in Attachment A, Sample Contract. (required)
• Respondent confirms it has the ability to obtain the insurance coverage and limits as required in this Solicitation. (required)
• Respondent is NOT listed on the Scrutinized Companies with Activities in Sudan List or the Scrutinized Companies with Activities in the Iran Terrorism Sector List or is engaged in business operations in Cuba or Syria, as detailed in the Solicitation Documents. (https://www.sbafla.com/governance/global-governance-mandates/) (required)
• Since September 1, 2021, Respondent has contracted to provide similar Work to two (2) organizations similar in size to the Airport, such as a commercial airport, shopping mall, or other large facility. (required) —

  Please download the below documents, complete, and upload.

• Respondent meets the W/MBE requirements as stated in the Solicitation and has completed the W/MBE Assurance and Participation forms. (required) —

  Please download the below documents, complete, and upload.

• Respondent meets the ACDBE requirements as stated in the Solicitation and has completed the ACDBE Assurance and Participation form.* Please download the below documents, complete, and upload. (required) —

  Please download the below documents, complete, and upload.

• Respondent had a representative sign-in and attend the Mandatory Pre-Solicitation Conference or had a representative attend the Mandatory Pre-Solicitation Conference on-line via Microsoft Teams®. (required) —

  NOTE: To be considered as attending the Mandatory Pre-Solicitation Conference, the prospective Respondent must have signed in on a sign-in sheet prior to the start of the Mandatory Pre-Solicitation Conference or signed in to Microsoft Teams® and be identified by the Procurement Agent at the start of the Mandatory Pre-Solicitation Conference.

  Provide the name of Respondent’s representative who attended the Mandatory Pre-Solicitation Conference in-person or via Microsoft Teams®

• Respondent had a representative sign-in and attend the Mandatory Site Tour. (required) —

  NOTE: To be considered as attending the Mandatory Site Tour, a prospective Respondent must have signed in on a sign-in sheet prior to the start of the Mandatory Site Tour.

   

  Provide the name of Respondent’s representative who attended the Mandatory Site Tour.

• Respondent has submitted the Proposal Guaranty as detailed in the Solicitation. (required) —

  Please attach a copy of the original bank certified or cashier's check or a bid bond.

  The original bank certified or cashier's check or bid bond must be mailed to:

  Hillsborough County Aviation Authority, Attn: Procurement, P. O. Box 22287, Tampa, Florida 33622

• Respondent confirms Respondent will complete the Authority Information Technology Services security questionnaire within seven (7) calendar days upon request by the Authority. (required)
• Respondent has completed the Foreign Country of Concern Attestation and confirms that it will provide its latest System and Organization Control 2 Type 2 (SOC 2 Type 2) report prepared by a qualified, licensed, and independent CPA firm or agency accredited by the American Institute of Certified Public Accountants (AICPA) if recommended for award. (required) —

  Please download the below documents, complete, and upload.

• Required Forms —

  Respondent must complete and submit the information requested below.

• Respondent has completed and submitted the Respondent Information Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent proposes the following individual as the Project Manager. The Project Manager is the Respondent representative responsible for coordinating and overseeing the Work to include, but not be limited to, monitoring, interpreting and overseeing the Work with regard to the quality performed, the manner of performance, and Authority and customer satisfaction with performance levels. (required) —

  Provide the name, title, office mailing address, phone number and email address for the proposed Project Manager.

• Attest if the Respondent provides services to anyone related to or employed by the Hillsborough County Aviation Authority (Authority), including Authority Board members. (required)
• If yes, provide a detailed explanation.
• Attest if the Respondent employs any individual related to an employee of the Authority, including Authority Board members. (required)
• If yes, provide a detailed explanation.
• Has Respondent ever been involved in a bankruptcy or financial reorganization? (required)
• If yes, provide a detailed explanation.
• Is Respondent involved in any current or pending litigation? (required)
• If yes, provide a detailed explanation.
• Respondent has completed and submitted the Scrutinized Company Certification Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the Acknowledgement of Response Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the Signature Authority Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the SBE Assurance and Participation Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the ACDBE Assurance and Participation Form. (required) —

  Please download the below documents, complete, and upload.

• Respondent has completed and submitted the Affidavit of Compliance with Anti-Human Trafficking Laws. (required) —

  Please download the below documents, complete, and upload.

• Respondent has provided their W-9. (required)
• Evaluation Criteria - Respondent's Overall Experience and Background
• The number of years that the Respondent has been in business providing Work. (required)
• A brief, concise explanation of the Respondent’s overall experience performing Work to facilities similar in size or larger than the Airport. (required)
• Provide an organizational chart that includes the Respondent’s personnel structure as well as the various positions that are proposed to perform the required Work. Personnel should include the Project Manager and other proposed key personnel, and how each position relates to the other positions in the Respondent’s organization up to the corporate level. Include the title, name, and physical location of all listed personnel. (required)
• Describe Respondent’s experience with the placement and installation of Winter Holiday Decorations. (required)
• Describe the types of Winter Holiday Decorations that Respondent has provided on a rental basis. (required)
• Has the Respondent failed to complete a contract or been terminated early from any contract prior to the completion of the services? (required)
• If yes to the question above, please provide additional details.
• Has a surety paid for completion or termination of a contract on the Respondent’s behalf? (required)
• If yes to the question above, please provide additional details.
• Miscellaneous Documents —

  Respondent may use this area to attach miscellaneous pictures, documents, etc. to provide additional background information for this criterion.

   

   

• Evaluation Criteria - Quality and Aesthetics of Winter Holiday Decorations
• Provide a description of the proposed 36” decorated unlit teardrops. (required)
• Attach a photo(s) or sketch of the proposed 36” decorated unlit teardrops. (required)
• Provide a description of the proposed 36” decorated unlit wreaths. (required)
• Attach a photo(s) or sketch of the proposed 36” decorated unlit wreaths. (required)
• Provide a description of the proposed 18’ tower decorated lit tree. (required)
• Attach a photo(s) or sketch of the proposed 18’ tower decorated lit tree. (required)
• Provide a description of the proposed 15’ decorated lit tree. (required)
• Attach a photo(s) or sketch of the proposed 15’ decorated lit tree. (required)
• Provide a description of the proposed 6’ Alpine decorated lit tree. (required)
• Attach a photo(s) or sketch of the proposed 6’ Alpine decorated lit tree. (required)
• Provide a description of the proposed 7’ slim decorated lit trees. (required)
• Attach a photo(s) or sketch of the proposed 7’ slim decorated lit trees. (required)
• Provide a description of the proposed Menorah. (required)
• Attach a photo(s) or sketch of the proposed Menorah. (required)
• Provide a description of the proposed Kinara. (required)
• Attach a photo(s) or sketch of the proposed Kinara. (required)
• Provide the pieces that match one another and the age of the Winter Holiday Decorations proposed, if available. (required)
• Provide a description of any proposed additional winter holiday decoration items.
• Attach a photo(s) or sketch of the proposed additional winter holiday decorations.
• Miscellaneous Documents —

  Respondent may use this area to attach miscellaneous pictures, documents, etc. to provide additional background information for this criterion.

• Evaluation Criteria - Methodology and Approach
• Provide the Respondent’s proposed manner of delivery, installation and tear-down of the Winter Holiday Decorations to ensure minimal disruption to employees, customers and passengers. (required)
• How many staff members will the Respondent utilize during delivery and installation of the Winter Holiday Decorations? (required)
• Describe Respondent’s approach for adhering to the required timelines for installation (before Thanksgiving Day) and removal (after New Year’s Day) of Winter Holiday Decorations. Include any safeguards Respondent has in place for remaining on schedule. (required)
• Does Respondent utilize subcontractor(s) during the installation of the Winter Holiday Decorations? (required)
• If yes, identify the subcontractor(s) or provide information on the method for acquiring the subcontractor(s) and describe the duties performed by the subcontractor(s). (required)
• Miscellaneous Documents —

  Respondent may use this area to attach miscellaneous pictures, documents, etc. to provide additional background information for this criterion.

• Are we purchasing goods or services? (required)
• Will Purchase Orders or a Contract be utilized as part of ward? (required)
• Select from the below to include the appropriate W/MBE or ACDBE particpation. (required)
• If a W/MBE or ACDBE goal is required for this solicitation, enter the percentage. (required)
• Is a Pre-Solicitation Conference required? (required) —

  Select the appropriate response.

• Is there a site tour? (required)
• Does this solicitation require a Proposal Guaranty? (required)
• Is the Contract to be awarded in excess of $100,000? (required)
• Is this a Concessions Contract? (required)
• Type in the type of interview or presentation (required) —

  For example: Interview, Demonstration, Presentation, etc.

• Will the Respondent be required to provide a representative responsible to the contract? If so, please enter the title. (required) —

  i.e., Project Manager, Principal Consultant, etc.

• Will Work Orders be utilized for this contract/solicitation? (required)
• Scope of Services or Scope of Work (required) —

  Select from the options below.

• How will the contracting party be referred to? (required) —

  (i.e., Company, Concessionaire, Contractor, Airline, etc.)

  NOTE: By doing this, if will update throughout your documents and reference the supplier by "Company", "Concessionaire", or whatever other supplier title you type in the box.

• Does this contract include the Supplier having any personally identifiable information? (required) —

  The trigger for needing this language is when a supplier will:
  Process a credit card or payroll transaction on behalf of HCAA or will store any personally identifiable information (e.g., name, address, social security number or other identifying number or code, telephone number, email address, gender, race birthdate etc.) while performing the work. It may go beyond IT.

• Do these goods/services include a technology component? (required) —
  • Does someone else manage or control access to this solution or its data?
  • Do you need internet access or a special login to access or work with this solution?
  • Is the solution accessible on different devices, like a laptop, tablet, or phone?

Questions & Answers