Holiday Lighting Installation & Related Services City of Douglasville

REQUEST FOR PROPOSALS (RFP)
For
Holiday Lighting Installation & Related Services
City of Douglasville - City Properties
RFP 2026-005
Issue Date: June 13, 2026
Due Date: August 12, 2026

1. Overview
The City of Douglasville is seeking qualified contractors to provide professional installation,
maintenance, and removal of holiday lighting and decor throughout multiple city locations. The
desired services include supplying labor, materials (where specified), equipment, lifts, cabling,
and necessary accessories to complete all work outlined in this RFP.
2. Project Scope of Work
The selected contractor will provide all installation, inspection, and maintenance during the
holiday season, and removal of lighting and decor for the following areas and items, and
storage. All specifications below come directly from the City's required holiday installation plan.
A. Jessie Davis Park
* Install warm white C7 string lights on the entire perimeter of all buildings and pavilions,
including hips and ridges.
* Install two 9-ft strands of lighted garland with red bows on each new light pole.
* Install the following wreaths with red bows:
18 on the exterior of the gymnasium
o
7 on the senior center
o
7 on the community center
o
2 on the restroom building
o
2 on the Hawthorne Center
o
1 on the announcer's booth
o
* Install garlands with red bows on columns of:
Restroom building (4)
o
Restroom pavilion (4)
o
Small pavilion (4)
o
Announcer's booth railings (12)
o
* Install Christmas lighting on approx. 100 trees throughout paved areas.
* Install lighting on shrubs around Hawthorne Center, Senior Center, Gymnasium, and
Community Center.
* Install lights on 5 large trees in front of Hawthorne Center.
* RGB Mini Trees - Install one large RGB mini tree near the entrance using existing power
* Provide cabling, trenching, and wiring attachments throughout the park.
* Install warm white mini lights in 20 trees on Hwy 92 using newly installed pole power
2

* 2D & 3D Figures: Install various seasonal figures (stars, snowflakes, caricatures, holiday
slogans) depending on available power at locations.
* Install warm white mini lights on the fence surrounding the retention pond near the left
entrance.
B. Amphitheater & Downtown Greenspace
* Install pre-lit garland with warm white LED and red bows along rooftop bar railings and
dining entrance.
* Wrap garland around with red bows (12) poles along Church St./Club Dr.
* Wrap trees (62) with warm white LED mini lights.
* Install large Christmas tree with ornaments at the concession stand deck.
* Install pre-lit garland with warm white LED and red bows over the arch at the corner of
Church St and Club Dr.
* Install warm white LED C7 string lights outlining the bridge and Douglasville lettering
C . Church Street Lighting
* Install pre-lit garland wrapping (7) light poles on each side of Church St. in front of
police station, church and museum.
* Install mini string lights wrapping (2) Crape Myrtle trees along Church St. in front of
police station and church, using stainless steel aircraft cable to secure wire in-between
trees and light poles
* Install pre-lit garland and bows wrapping (8) light poles on each side of Church St. in
front of fire station and national guard building
* Install mini string lights wrapping (9) Crape Myrtle trees on each side of Church St. in
front of fire station and national guard building, using stainless steel aircraft cable to
secure wire in between trees and light poles
* Install pre-lit garland wrapping (3) light poles along Church St. across from downtown
greenspace
D. O'Neal Plaza - (note this section could be removed depending on the construction of City Hall)
* Install the stage ornaments and lighting
* Install lighting to the trees and shrubs around the plaza
* Install the garland with bows to all of the light poles in the plaza
* Tree lighting for (8) trees in the gaming area next to O'Neal Plaza
* Install a freestanding slim ornament ring with LED lighting to the front section of the
plaza in front of the water fountain.
E. 8485 Courthouse Sq Building
3

* Install roofline lighting front and left side
* Install (4) medium and (1) large wreaths in select windows in front
* Install pre-lit garland wrapping entry pillars
F. Veterans Memorial (Hwy 78)
* Install pre-lit garland and red bows wrapping (9) poles along Veterans Memorial Hwy.
side of historic downtown
* Install mini string lights lighting Crape Myrtles and Holly shrubs along Veterans Memorial
Hwy. side of historic downtown
* Install pre-lit garland swooping from post to post along the fence behind O'Neal Plaza
* Install (2) 9ft strands of lighted garland and a red bow at the top of each pole on (10)
Light Poles on West Strickland between McCarley St. and Chicago Ave.
* Install (2) 9ft strands of lighted garland and red bow at the top of each pole on (12) light
poles on 78 between Courthouse Sq E and Rose Ave
* Install mini lights on (12) crape myrtles Courthouse Sq E and Rose Ave.
* Install (2) 9ft strands of lighted garland and a red bow at the top of each pole on (5) light
poles on 78 between Campbellton to Adair St
* Install mini lights on (6) crape myrtles on 78 between Campbellton to Adair St
G. Douglasville Police Department Complex
1. Front of the Building
* Install Blue LED Christmas Mini Lights to illuminate Anchor Shrub to the far left of the
front entrance
* Install Cool White LED Christmas Mini Lights to illuminate (multiple)shrubs in front of
the building, left of the front entrance.
* Install Blue LED Christmas Mini Lights to illuminate Anchor Shrubs in front of the
building, left of the front entrance.
* Install Blue LED Christmas Mini Lights to illuminate (multiple) Anchor Shrubs in front of
the building, to the right of the front entrance
* Install Cool White LED Christmas Mini Lights to illuminate (multiple)shrubs in front of
the building, to the right of the front entrance.
* Install Blue LED Christmas Mini Lights to illuminate (multiple) Anchor Shrubs in front of
the building, on the right of the front entrance and to the right.
* Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) to the left
from the front of the building.
* Install Cool White LED Christmas Mini Lights on each tree (8 total) to illuminate
hardwood trees in the left front of the main building entrance.
4

* Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) to the left
front of the building by the metal bicycle rack.
* Install Lighted Christmas Tree with Blue and White LED Lights
* Install Cool White LED Christmas Mini Lights on each tree (6 total) to illuminate
hardwood trees in the right front of the main building entrance.
* Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) to the left
front of building out by side parking lot and to the right of 6 crape myrtles
2. Front Entrance & Island
* Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) to the left
front of building out by side parking lot.
* Install Cool White LED Christmas Mini Lights on each tree (6 total) to illuminate crape
myrtles on the left as you come in the main entrance
* Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) to the left
front of building out by side parking lot and to the right of 6 crape myrtles.
* Install Cool White LED Christmas Mini Lights to illuminate hardwood tree on the left as
you come in the main entrance, behind the sign (City of Douglasville PS)
* Install Blue LED Christmas Mini Lights to illuminate hardwood tree as you come in the
main entrance (left side), behind the sign (City of Douglasville PS)
* Install Cool White LED Christmas Mini Lights to illuminate hardwood trees as you come
in the main entrance (left side), behind the sign (City of Douglasville PS)
* Install Pre-Lit Garland along the roof of the sign (City of Douglasville PS) and along the
edge of the brick just above the ground on the front of the sign
* Install 24" lighted Christmas Wreath with blue LED lights on the front of the sign (City of
Douglasville PS)
* Install Cool White LED Christmas Mini Lights to illuminate crape myrtle trees in small
center island.
* Install Cool White LED Christmas Mini Lights to illuminate crape myrtle trees in large
center island.
* Install Blue LED Christmas Mini Lights to illuminate Anchor Tree(hardwood) on the right
just before the traffic circle with the fountain.
* Install Cool White LED Christmas Mini Lights on each tree (5 total) to illuminate crape
myrtles on the right as you come in the main entrance near the traffic circle (fountain).
* Install Blue Christmas LED Mini Lights to illuminate Anchor Tree(hardwood) to the right
front of building out by side parking lot and to the right of 6 crape myrtles, near the
traffic circle.
* Install Cool White LED Christmas Mini Lights to illuminate hardwood tree on the right as
you come in the complex
5

3. Contractor Requirements
Contractor must:
* Provide all labor, equipment, tools, lifts, and materials unless supplied by City.
* Provide multiple lifts as needed for tall installations, including rooflines above 20 feet.
* Provide storage for all materials
* At least five years of experience installing large-scale commercial holiday decor.
* Provide a safety plan and traffic control plan if required.
* Maintain installed items during the holiday season.
* Install all items by the deadline specified by the City.
* Remove all items by the deadline specified by the City.
* Restore all disturbed areas to original condition.
4. Proposal Submission Requirements
Vendors must submit:
* Company profile and experience
* Detailed project approach
* Itemized cost proposal by location
* Storage plan and cost for all items
* Detailed warranty for all items
* Schedule and installation timeline
* Personnel qualifications
* Proof of insurance
* References for at least three similar large-scale holiday lighting projects
5. Evaluation Criteria
Proposals will be evaluated based on the following criteria:
* Relevant Experience and Qualifications of Firm and Project Team - 25 Points
Evaluation of the contractor's experience with large-scale commercial holiday lighting
and decor installations, qualifications of key personnel, safety record, and experience
performing similar municipal or public venue projects.
* Understanding of Project Scope and City Needs - 20 Points
Evaluation of the proposer's understanding of the City's holiday lighting objectives,
ability to manage multiple installation locations, coordination capabilities, and
understanding of maintenance, storage, and removal requirements.
* Project Approach, Installation Plan, and Timeline - 20 Points
Evaluation of the proposed installation methodology, staffing, equipment availability,
6

safety procedures, maintenance response plan, project schedule, and ability to meet all
City deadlines.
* Quality, Organization, and Completeness of Proposal - 15 Points
Evaluation of the clarity, organization, responsiveness, and completeness of the proposal
submission, including references, insurance documentation, warranty information, and
required supporting materials.
* Cost Proposal and Overall Value to the City - 20 Points
Evaluation of the overall cost-effectiveness of the proposal, including itemized pricing by
location, storage costs, maintenance costs, and the value of services provided in relation
to the City's needs and expectations.
Total Possible Points: 100
The top-ranked 3 firms (based on the number of submissions) will be invited to participate in a
virtual interview with the City's selection committee. Based on these interviews, a final
recommendation will be presented to the Mayor and Council for approval.
6. Estimated Timeline
Action Item Dates
RFP Issued July 13, 2026
Question Deadline July 20, 2026, by 4:00 PM EDT
Responses to Questions Posted July 27, 2026
Proposals Due August 12, 2026, by 4:00 PM EDT
7. Procurement Process and Information
a. Request for Proposal Documents
All RFP documents are available in electronic format at Bidnet Direct www.bidnetdirect.com.
a. Availability of Request for Qualifications
The RFP is open to all qualified candidates and is available free of charge.
b. Request for Information
All requests for information and clarifications regarding this project shall be
submitted to Bidnet Direct (www.bidnetdirect.com) no later than July 20, 2026, at
4:00 PM EDT. Questions and answers will be issued in the form of an addendum
7

to all interested and will be available on Bidnet Direct (www.bidnetdirect.com). It
is the proposer's responsibility to check the website for any addenda issued for
this RFP.
c. Communication
From the issue date of this RFP solicitation until a successful proposer is selected and
announced, proposers are forbidden to communicate about this solicitation or this project for
any reason with any members of the City of Douglasville administration and government, except
for submission of questions as instructed in the RFP. For violation of this provision, the City
reserves the right to reject the proposal of the offending proposer. If additional assistance is
needed, please contact Alyssa Gordon - Procurement Manager at gordona@douglasvillega.gov.
8. Submittal Date and Information
All bids must be submitted electronically in one (1)PDF file via Bidnet Direct
(www.bidnetdirect.com) no later than 4PM EDT on August 12, 2026. Electronic
submittals must include a reference to Holiday Lighting Installation & Related Services
City of Douglasville - City Properties. Late proposals will not be accepted.
1. It is the sole responsibility of the Proposer to assure delivery by the
specified deadlines to Bidnet Direct at www.bidnetdirect.com. The City
cannot accept responsibility for incorrect or late deliveries, regardless of
reason.
2. A list of firms submitting responsive Proposals will be available on
Bidnet Direct (www.bidnetdirect.com) website after the stated
deadline.
3. Proposals may not be withdrawn for a period of 60 days after the due
date for receipt of proposals.
4. The selected Contractor must maintain the following insurance
coverage for the duration of the project:
* General Liability Insurance: minimum $1,000,000 per
occurrence
* Workers' Compensation Insurance as required by state law
* Automobile Liability Insurance: minimum $500,000 per accident
5. The Municipality is an Equal Opportunity Employer and encourages
proposals from minority and women-owned businesses.
8

6. Proposals may be withdrawn by written or email request, provided such
withdrawals are received prior to the time and date of the bid closing.
Prior to beginning services, Consultant shall present a Liability Insurance
Certificate naming the City of Douglasville as an Additional Insured.
7. All expenses for preparing and submitting responses are the sole cost of
the party submitting the response. The City is not obligated to any party to
reimburse such expenses. All submittals upon receipt become the property
of the City. Labeling information provided in submittals "proprietary" or
"confidential" or any other designation of restricted use will not protect
the information from public view. Subject to the provisions of the Open
Records Act, the details of the proposal documents will remain
confidential until the final award.
8. Proposals must include realistic and representative lump sum pricing for
the services requested. Proposals containing placeholders, nominal,
unbalanced, or unrealistic pricing, including pricing such as one dollar
($1.00) or similar amounts that do not reasonably represent the cost of
providing the required services, will be deemed nonresponsive and
rejected.
9. The City of Douglasville reserves the right to waive all technicalities,
formalities, or irregularities in proposals. The City may reject the proposal
of any vendor that has previously failed to perform properly or complete
contracts of a similar nature to the City of Douglasville on time.
10. The selected consultant will be required to prepare and enter into a
written agreement with the City of Douglasville and comply with all
applicable federal, state, and local laws and regulations. The City of
Douglasville reserves the right to review and require amendments to the
written agreement prior to its final acceptance.
11. The City reserves the right to accept or reject any or all proposals.
Proposals must remain valid for 60 days following submission. For
questions or clarifications, submit inquiries via Bidnet Direct
9

(https://www.bidnetdirect.com) by July 20, 2026, at 4:00 PM EDT.
12. Exhibits Included
* Bidder Sheet
* Bidder's Disclosure Statement
* Georgia Security and Immigration Compliance
* Contractor Affidavit
* Subcontractor Affidavit
* Certification Form
* Reference Sheets
* Fee Proposal Sheet (attached as a separate excel file)
10