1 CITY OF SIGNAL HILL
REQUEST FOR PROPOSAL (RFP)
Outdoor Holiday Decorations and Lights Installation, Maintenance, Removal, and Storage Services
PURPOSE
The City of Signal Hill is seeking a qualified vendor for professional installation, maintenance, and removal of vendor provided lights and decorations for the holiday season. The City is looking to lease all lights and decorations, and anticipating the vendor would store the lighting and décor when not in use.
The City of Signal Hill desires to highlight the architecture and public spaces to create a well-lit, festive and attractive atmosphere for residents, visitors and businesses. The City is also looking for vendor that can provide an artificial tree that will be used as the official tree (appropriate height to be determined) for the Tree Lighting Ceremony. The minimum tree height should be 15 feet. The City is open to the bidder making recommendations on the height of the tree based on cost, as well as on the surrounding environment including the height of City Hall.
The Tree Lighting Ceremony takes place on Wednesday, November 20, 2024. If feasible, it is the goal of the City to have the RGB Tree used for the Tree Lighting Ceremony to have a coordinated lighting sequence that can be done to music.
The successful responder must demonstrate the ability to utilize creativity and cohesiveness in regard to both lighting and holiday decorations.
PROJECT LOCATION AND SCOPE
Signal Hill City Hall (building and surrounding landscape (trees) with ornamental decorations)
2175 Cherry Avenue
Signal Hill, CA 90755
Signal Hill Park (surrounding landscape (trees) with ornamental decorations) 2175 Cherry Avenue
Signal Hill, CA 90755
Power is available at the band shell/amphitheater, electrical box off Jessie Nelson Attachment B
2 Circle to the west of the stairs, electrical outlet off Jessie Nelson Circle to the east of the stairs, City Hall, Library Zinnia Courtyard, and Community Center. Please see map on page 16.
An approximate number of trees listed in and around Signal Hill Park can be seen on page 17. The trees the City would like to prioritize in Signal Hill Park are indicated on the map by a yellow circle.
Signal Hill Public Library (Trim lighting on building with possible décor on landscape around building)
1800 E. Hill Street
Signal Hill, CA 90755
Signal Hill Community Center (Trim lighting on building with possible décor on landscape around building)
1780 E Hill Street
Signal Hill, CA 90755
Signal Hill Police Department Building (Trim lighting on building with possible décor on landscape around building)
2745 Walnut Ave.
Signal Hill, CA 90755
Lighting and possible décor on Cherry Ave. between the Pacific Coast Highway to the south and Spring Street to the north along including the median as well as trees in the public right of way. The City is open to vendor creating different possible scenarios including both more and less robust options of lighting, décor, and other decorative items along Cherry Ave. Exact locations of both lighting and décor along Cherry will be decided on by the City upon a walk-through with the vendor.
Regarding the median along Cherry Ave:
Between E. 29th St. to E. Spring St. there are 6 palm trees and power is available at each tree.
Between E. Hill St. to E. Burnett St. there are 17 Trees and a possible 110 power source. Possible lighting would need to be low voltage to remain above ground.
All other medians along Cherry Ave. from Spring St. to Pacific Coast Highway (PCH) do not have any trees or power.
Large artificial tree to be installed in front of City Hall as City’s official tree for lighting ceremony with decoration (appropriate height of tree to be determined). The minimum tree 3 height should be 15 feet. The City is open to the bidder making recommendations on the height of the tree based on cost, as well as on the surrounding environment including the height of City Hall.
SUBMITTAL PROCESS
All interested vendors will need to submit proposals via the City’s electronic bid system, PlanetBids. Located at:
https://pbsystem.planetbids.com/portal/36746/bo/bo-search Interested proposers may participate by selecting “Bid Opportunities” on the home page.
Questions regarding the proposal should be submitted via the PlanetBids website May 14, 2024 by 4:00 p.m.
4 REQUEST FOR PROPOSAL
OUTDOOR HOLIDAY LIGHT AND DECORATION VENDORS
OVERVIEW
The City of Signal Hill (“City”) is requesting proposals from qualified vendors for the provision, installation, maintenance, removal, and storage of holiday lights and decorations, including an artificial tree that can be used for the City’s tree lighting ceremony. Holiday lights and decorations will be placed out of doors at the Signal Hill City Hall (2175 Cherry Avenue, Signal Hill, CA 90755); Signal Hill Community Center (1780 E Hill Street Signal Hill, CA 90755); Signal Hill Public Library (1800 E. Hill Street Signal Hill, CA 90755); Signal Hill Police Station (2745 Walnut Ave., Signal Hill, CA 90755); Signal Hill Park (2175 Cherry Avenue, Signal Hill, CA 90755); and along Cherry Ave. between the Pacific Coast Highway to the south and Spring Street to the north along including the median as well as trees in the public right of way.
All of these sites and facilities are located in Signal Hill, CA 90755.
This request for proposal (“RFP”) is released with the intention of retaining a vendor that can provide reliable equipment, quick maintenance response times, and outstanding customer service. The successful vendor must have the knowledge, expertise, staff, and availability to perform all the work as specified within this RFP and the ability to provide technical assistance and knowledge on best practices related to holiday decoration installation and maintenance. Additionally, the vendor must be available for a site walkthrough for each location to acquire specific vision from City staff, while also providing professional input for the best visual presentation. Installation of all lights and decor must be completed the week of November 11-15, 2024 so testing can be performed in advance of the City’s Tree Lighting Ceremony on Wednesday, November 20, 2024. Complete removal of all lights and decorations to be completed no earlier than January 6, 2025, but no later than Friday, January 10, 2025.
Please see images of the installation sites on pages 14-29. In addition, on pages 29-45 please see some examples of displays in which we are interested.
The City staff will review complete RFP submittals and award one vendor the contract to provide, as well as execute the installation, maintenance, and removal holiday lights and decor.
The deadline for the RFP submissions is 4:00 p.m. May 29, 2024.
PROJECT OBJECTIVE
The work includes the design, provision, installation, maintenance/service, removal, packaging, transport of seasonal lighting and decorations. The lighting and decorations will be installed in six (6) public outdoor locations that are more fully described below and shown on pages 14-29 of this document. Electricity is available at each site and the power cost will be paid by the city. Lighting and decorations shall be securely fastened to reduce the likelihood of damages and outages due to wind and other inclement weather. All extension cord connections should be wrapped to help protect against moisture and all cords must be 5 secured or trenched to prevent tripping hazards. For the trees identified by the City and the vendor, the style of light wrapping and décor will be mutually decided by the vendor and the City.
Considerations associated with the selection process may include:
Safety
Insurance
Quality and design
Customer service
The final vendor selected by the City for the project will be paid $60,000. The City is open to the vendor providing alternate recommendations in terms of creativity to work within the budget. The selected vendor must have the ability to complete the project in a time period to be agreed upon by the City and the vendor. Refer to section V, part B for work schedule.
ELIGIBILITY
This opportunity is open to professional light and decoration installation vendors.
The vendor awarded the contract will be required to comply with the City of Signal Hill’s insurance and liability requirements.
PRELIMINARY SCOPE OF SERVICES
The preliminary scope of services below is the minimum scope of services intended to be completed by the vendor. Each proposer should elaborate on scope items to further define the scope, and to demonstrate the proposer’s understanding and experience in the performance of similar services. It is anticipated that the City and selected vendor will work together to craft a more defined and final scope of services upon award of contract.
A. Meet with City staff to review the holiday light and décor installation and design plan, as well as the inventory of lights and decorations to be used at each site.
Perform a walk-through with City staff at each site that seasonal lights and decorations will be installed.
B. Customize the holiday lighting and decorations, as well as personalize design and logistics using feedback provided and specific requests from City staff.
C. Selected vendor must be available to attend, in person, the City Council meeting in July 2024. If the date of the City Council Meeting changes or is delayed, the vendor must be available to attend.
E. Identify the inventory of all items that are to be installed, a detailed plan of what items will be installed at which site, as well as incorporate any feedback into a final plan that will be presented to the City on a date to be determined by City staff.
F. Installation of all lights and decor must be completed the week of November 11-15, 2024 so testing can be performed in advance of the City’s Tree Lighting 6 Ceremony on Wednesday, November 20, 2024.
G. Complete removal of all lights and decorations to be completed no earlier than January 6, 2025, but no later than Friday, January 10, 2025.
I. VENDOR’S RESPONSIBILITY
The selected proposer will provide the following services (“vendor”):
o The vendor is responsible for the provision, design, installation, maintenance, removal, packaging, storage, and transport of all seasonal lighting features and vendor-owned decor.
o The vendor shall provide all necessary personnel, transportation, equipment, and materials to perform the described services. o Vendor is responsible to provide storage for lighting and decorations during the terms of this Agreement. All lighting and decorations remain the property of the vendor.
o Vendor shall be responsible for all related maintenance to ensure the display is operating as intended.
o Vendor must have personnel available to guarantee next day service, including weekends, for repair or replacement of damaged lights and/or decorations. The vendor must respond to the designated City contact within 24-hours of call and be on-site within that time for service. o Vendor’s next-day service to repair and replace damaged lights and extension cords shall be for any reason, including, but not limited to, damage from vandalism, weather or other acts of God.
o Vendor shall repair or replace lights at no cost to the City for lights and extension cords that contain a manufacturer’s defect or are improperly installed.
o Obtain and/or maintain any necessary licenses or permits required from Local, State and Federal agencies, and provide copies of all such licenses and permits to the City of Signal Hill.
o The vendor shall notify the City should it become apparent that tree trimming is necessary for any reason.
o Vendor shall provide automatic timers for lights except as discussed with the City. Timers are to be set in accordance with the City’s current light schedules.
o Vendor shall maintain the display after installation from the Monday, November 11, 2024 prior to Thanksgiving through Friday, January 6, 2025.
o Vendor shall begin removal of lights beginning Monday January 6, 2025, but must complete removal no later than Friday, January 10, 2025. o Vendor is responsible for disposal of debris and leaving the areas clean and back to their original state of cleanliness or better. 7 II. CITY’S RESPONSIBILITY
1. The City will attend site walk-throughs and custom design meetings with the vendor to provide feedback and final approval.
2. Provide sufficient access to the sites for vendor to setup, execute, and remove equipment and materials;
3. The City is responsible for any necessary tree trimming. Vendor shall not, unless having received written permission from the City, trim any trees. The City will provide a trimming schedule.
4. The City shall pay the cost of necessary replacement lights and extension cords due to vandalism on a time and material basis.
5. The City shall pay for the power costs associated with the lights and displays.
III. SCHEDULE
The vendor will provide a timeline for preparing and completing items outlined in the Scope of Work. The estimated timeline will be as follows:
RFP Release Thursday, May 9, 2024
Written Comments Due Tuesday, May 14, 2024 by 4:00 p.m.
Optional Virtual Pre-Bid Meeting Wednesday, May 22, 2024 at 10:00 a.m.
Reply to Comments Friday, May 24, 2024
Proposals Due Wednesday, May 29, 2024 by 4:00 p.m.
Evaluations & Interviews**
**(Interviews will only be conducted if
necessary)
May 30-June 14, 2024
Final Selection (on or before) Monday, June 18, 2024
City Council - Award of Contract July 2024
*All dates tentative and subject to change as necessary.
IV. PROPOSAL SUBMITTAL
Electronic copies of the proposal may be submitted via PlanetBids, no later than 4:00 p.m. on Wednesday, May 29, 2024.
Proposers solely are responsible for the timeliness of their submittals. As such, proposers are cautioned to budget adequate time to ensure that their proposals are electronically delivered (not just sent) before the deadline set forth above. 8 By submitting a proposal, proposers certify that such proposal constitutes their full and complete written response to the RFP and evidences their acknowledgement that additional written material outside of such proposal shall not be considered by the City in connection with this RFP, unless the City provides a written request that they submit additional written materials. Absent such written request, proposers are instructed to not submit to the City written or other materials outside of the proposal, either in a subsequent interview or otherwise.
By submitting a proposal, vendors agree to all of the terms of the RFP and Agreement.
The City reserves the right to reject any proposal(s) exceptions or changes to the Agreement or Request for Proposal.
V. PROPOSAL REQUIREMENTS
A. Required Proposal materials include:
o Cover Letter - Provide a narrative which introduces the company and team, highlighting the special strengths of the company to perform the work requested in this RFP. It should also include the name, address, city, state, zip code, contact number, website (if available) and email address of the company/vendor. The letter should be signed by an authorized principal of the proposing company.
o References – Provide at least three client references, with contact names and information (including email address). Provide list of references from past and current clients within the last five years. Public sector clients are preferred, but not required. Please verify accuracy of contact information.
o Firm Qualifications and Experience – Describe the company’s qualifications to perform the project work, including past (relevant) experience with municipalities in Southern California or municipalities that could be considered “beach cities”. Describe your experience with planning and producing these types of outdoor installation and how your production style would work well for the City of Signal Hill. • You must include copies in your proposal of any relevant local, State or Federal certificates, permits or licenses held by your company and/or staff.
• Provide photographs of at least three (3) similar, outdoor largescale lighting and decoration projects; with a preference for projects that were performed for a municipality in Southern California and/or a municipality near the coast.
o Personnel and Staffing – Provide information on the experience and qualifications of the company’s management team in providing similar services. Identify key personnel that will be assigned to perform the work should the company be selected.
9 • Please include a single point of contact for the entire planning and execution of the project.
• Proposers are advised that it is a proposer’s obligation to determine whether any conflicts of interest exist for their team members and the extent to which those conflicts need to be resolved or disclosed prior to engaging in business with the City of Signal Hill
o Project Approach, Timeline, and Work Plan – Identify appropriate assumptions and considerations that could impact the scope and/or timeline for performing the requested services, such as strong winds and other inclement weather, or other unforeseen events. Include a preliminary schedule for the work. Unless specified otherwise, the City desires to have the lights installed no earlier than Monday, November 11, 2024 and removed no later than January 10, 2025.
• Discuss your company’s ability to respond to malfunctions and repairs.
o Project Management – Describe how your company intends to manage all aspects of the work to be performed, including schedules for completion of tasks/subtasks. Include a written description of the lighting and decorations proposed for each area, including bulb/light counts, installation methods/attachments, etc.. Provide any additional information or suggestions for lighting and decorations that are beyond what is outlined. Include graphic representations of designs and ideas for the City in this section .
o Pricing - Include a proposed price for each site identified previously, as well as the price of different items proposed for installation at those sites.
If there are project whose costs cannot be defined, provide an explanation and include a contingency in the pricing proposal. Include any unforeseen or additional charges that are not included in contract pricing. It is the City’s intent that the prospective bidder present an itemized list of lighting and décor options for each site, so that the project maximizes as many elements of the RFP as possible.
B. Work Schedule
The Request for Proposal must include a schedule for the work to be accomplished to complete the project. The schedule must be compatible with staff availability. All holiday lighting and decorations must be installed and tested no later than Friday, November 15, 2024. Vendor shall maintain the display from Monday, November 11, 2024 through the Friday, January 6, 2025.
C. Rates and Fees
Provide information as indicated below, and identify related considerations 10 and assumptions, if applicable:
Provide a fee schedule as a separate document, with a total fee for the work contemplated on the project by the vendor. Fees must include all reimbursable items, consideration of all expected deliverables outlined in the RFP and an hourly rate for all additional work.
For each site listed please provide an itemized cost list for each feature (lights, décor items, etc.) being recommended for that site. Identifying scenarios for both a more and less robust list of features which present the opportunity to scale at each site is encouraged.
Pricing for the inclusion of music or a soundtrack, if that is an additional cost; and
Include hourly rates for all proposed team members, if applicable. Discuss how fees/prices are determined.
Also provide pricing for any proposed equipment, software, or hardware costs and any other related expenses for the project that are expected to be paid for by the City of Signal Hill
Final fee schedule must be comprehensive in scope and provide fees for any and all possible and related services including hardware, customization, permits, etc.
VI. CONTRACT CONDITIONS
The selected vendor must agree to enter into a General Services Agreement (Exhibit A – sample attached) with the City of Signal Hill which will contain hold harmless and indemnification provisions and will require the vendor to secure and maintain the following coverage.
A. Vendor shall maintain Workers’ Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at least $1,000,000).
B. Vendor shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees and volunteers.
General liability insurance. Vendor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted. 11 C. Automobile liability insurance. Vendor shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of the Vendor arising out of or in connection with Work to be performed under this Agreement, including coverage for any owned, hired, non-owned or rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
D. Additional Insurance. Policies of such other insurance, including professional liability insurance, as may be required in the Special Requirements.
E. Vendor must name the City of Signal Hill, its officers, agents, employees and volunteers as an additional insured and endorsements must be approved by the City Attorney’s Office and Risk Management before the Agreement between the City and consultant to perform the work product in the proposal will be submitted for consideration by the Signal Hill City Council.
VII. PROJECT CONTACTS
Questions regarding the proposal should be submitted via the PlanetBids website by 4:00 p.m. Tuesday, May 14, 2024.
VIII. VENDOR SELECTION
All proposals meeting the requirements of this RFP shall be reviewed and rated by an evaluation committee according to the following criteria:
1. Firm qualifications and experience;
2. Personnel and staffing;
3. Project approach, work plan, and project management;
4. Rates and fees;
5. Cover letter and references/recommendations
6. Clarity and comprehensiveness of the proposal and ability to meet custom requests by the City.
Selected proposers may be contacted to arrange interviews with the evaluation committee.
The evaluation committee will make the final recommendation for selecting the vendor. All recommendations are subject to the final contract approval by the City Council.
The evaluation committee will review and evaluate all proposals.
Vendors are being solicited through open call and by invitation. The evaluation committee will review proposals and make a recommendation to the City Council for award of contract. The City reserves the right to reject any or all proposals, waive any errors or omissions in any proposals received and to modify or terminate this RFP for any reason and without prior notice.
12 Proposers are advised that all documentation submitted in response to this RFP will be considered property of the City of Signal Hill and may become available to the public as a public record and be released without further notification. Any information that the proposer considers confidential should not be submitted with the proposal. The right to reject any and all proposals shall, in every case, be reserved, as shall the right to waive any informality in the proposal when to do so would be to the advantage of the City.
The vendor proposals will be scored using the criteria shown in the table below:
CRITERIA POINTS POINTS
Firm Qualifications and Experience How long has the company been in business? Has the
company done similar work?
Level of expertise in subject
matter areas?
20 Personnel and Staffing Qualification and experience
of proposed personnel for
requested services?
Availability of team if issues
arise? Single project
manager? One identified point
of contact for entire planning
and execution of project?
10 Project Approach, Work Plan and
Project Management
Quality of proposed work plan
to meet project requirements?
Quality of project management
and timeline? Customized
design, installation & removal
schedule?
15 Rates and Fees Are the proposed budget
management, fees and staff
hours proposed and clearly
defined? Is a detailed and
itemized listing included, which
creates an ease and flexibility,
to amend as necessary to fit
within budget allocation?
15 Cover Letter &
References/Recommendations
Provide a narrative which
introduces the company and
team & three client references,
preferably municipalities in the
Southern California region.
15 Clarity and Comprehensiveness of
the Proposal
The ability to provide clear and
detailed information, as well as
providing specifics on the
ability to meet customized
requests and timelines issued
25 13
in the RFP.
TOTAL 100
Based on this criteria, City staff will recommend one vendor for City Council consideration.
The selected vendor will be required to enter into an agreement with the City of Signal Hill for the agreed-upon service. A sample of the City’s standard General Services Agreement is attached. Upon selection, the firm and City will finalize the scope of work, time schedule and fee.
The City retains the right to reject any late or incomplete submissions, and all proposals for whatever reason.
14 Signal Hill Police Department Bird’s Eye View - 2745 Walnut Ave.
Street View of Police Department
15 Bird’s Eye View of 2175 Cherry Ave; 1800 E. Hill St.; 1780 E. Hill St. 16 Map of Signal Hill Park Power
17 Map of Signal Hill Park Approximate Tree Count
**Yellow Circle Indicates Priority Signal Hill Park Trees 18 City Hall View from Jessie Nelson Circle
City Hall View from E. Hill Street
19 City Hall View from Cherry Ave.
20 Signal Hill Park Bird’s Eye View
Signal Hill Park View from Cherry Ave.
21 Signal Hill Park View from Jessie Nelson Circle
Signal Hill Public Library View from Parking Lot
Signal Hill Public Library View from E. Hill Street
22 Signal Hill Public Library View from Jessie Nelson Circle Signal Hill Community Center View from Parking Lot
23 Bird’s Eye View of Cherry Ave.
24 25
Street View Shots of Cherry Ave.
26 27
28 29
30 Examples of Light Displays of Interest
31 32
33 34
35 36
37 38
39 40
41 42
43 44
45