City of Conroe Sealed Solicitation
Title: 2025-0528 RFP Christmas in Candy Cane Park
Deadline: 6/26/2025 2:00 PM (UTC-06:00) Central Time (US & Canada)
Status: Deadline Expired
Solicitation Number: 2025-0528
Description: This project involves the full installation and removal of all lighting, decorations, character displays, and staging components for the Candy Cane Park Drive-Thru Christmas Celebration. The selected contractor(s) will provide all labor, materials, tools, equipment, lights, backdrops, displays, and transportation required to successfully execute the outlined elements of the event as shown on the plans.
Documents:
Documents as of 5/30/2025 |
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RFP_Candy_Cane_Celebration.pdf |
CANDY_CANE_PARK_CHRISTMAS_LIGHTING_TRAIL_EXHIBIT.pdf |
Addition 1
Posted: 6/23/2025
Type of Addition: Question & Answer
Overview: Working through the RFP for Candy Cane Park's holiday lighting, and had a few questions below that will assist in creating a display that achieves the vision, budget, while a positive public reception.
1. Aside from creating a drive-thru holiday lighting display, what is the overarching goal of the installation? Will it be a monetized experience or free for public enjoyment? / This is undecided at this time.
2. Is there an estimated budget for the display? / We do not have an estimate budget at this time.
3. Do the stages for the Carolers need to be available throughout the entirety of the display, or only on specific dates/events? Through out the course of the display dates.
4. Are there any plans to distribute power closer to where the holiday lighting and individual features will be installed? Currently the electrical is marked on the plans. The bid does state generators may be needed.
1. Can you further explain the current power distribution? For example, does 100A (7 Spare) indicate that only 7 amps of available power are left on that circuit? / We are asking the vendors to submit a plan on how to "Daisy-Chain" some of the electrical displays for a neat aesthetics and less potential for road crossings, and reduce electrical connections. However, The City is reviewing a proposed plan to expand electric components in the park.
Deadline: 6/26/2025 2:00 PM
Question 1
Posted: 6/9/2025
Question: Are there any minimum light density or pixel spacing requirements for the tunnels?
Response: Not at this time.
Question 2
Posted: 6/9/2025
Question: Should all trees shown on the map be fully wrapped up to the canopy, or can height be adjusted depending on size and safety? Are specific light colors or patterns preferred for the tree wrapping?
Response: We have already responded to this question. Answer in question 6
Question 3
Posted: 6/9/2025
Question: Is there a target budget range the city is hoping to stay within for this contract?
Response: We have already responded to this question. Answer in question 6.
Question 4
Posted: 6/9/2025
Question: For the 1-year contract with 4-year renewals, will pricing adjustments be allowed annually based on inflation or material costs?
Response: This will be discussed at contract renewal time.
Question 5
Posted: 6/9/2025
Question: Are the installation dates of November 28–29 flexible? Specifically, would the City allow certain elements such as tree wrapping or overhead lighting infrastructure to be installed earlier if it does not interfere with park operations?
Response: Yes, The City has the right to work with the awarded vendor to installation and clean up.
Question 6
Posted: 6/17/2025
Question: 1. Are you looking to own or lease the decor? 2. Do you already have the "candy cane lawn ornaments" that run the length of the drive thru or do they need to be included in the bid? 3. What is vehicular clearance height requirement? 4. What is the total annnual budget for the drive thru? 5. Do you also want the canopies of the trees wrapped, or just want the trees wrapped up TO the canopies? 6. What numbers do you need for progression through the show? The RFP says 1 to N, but we need clarification on which numbers and which letters are needed, and how many in total. 7. For the village, do you want scenic displays, like flats & hard scenery, or lit decor pieces? 8. What size is desired for the village, or what size is the footprint for the scene? 9. What is meant by "cut out" characters? Do you have examples? Do you mean 2D lit LED wire frames? 10. What size stages are needed for the 20-person caroler choirs? 11. Is lighting and sound needed for each stage, and if so, what are the required elements? The RFP says "if needed," but we need clarification. 12. The RFP notes some generators may be needed. Are these supposed to be included in the pricing or will the city provide them? 13. How long is the entire route? 14. Is this the first year for the light show? 15. What size is the footprint for Santa area & elf area? 16. The map has an area noted as "lights on fence," but this is not itemized in the RFP - what is needed here and what is the height and width of the fence? 17. What is the footprint size for grinch display area? 18. What goes in the "light display" area of the map? Is this where the cut out characters go? 19. What goes in the "display" area after the entrance and what is the size footprint of that area?
Response: 1) Lease the decor 2) We currently do not have any decorations. 3) 9 ft. 4) This is our first year, so a budget has not been set for this project. 5) Trunks and canopies wrapped. 6) Unknown at this time 7) Provide photographs and pricing for the decor that you currently have available. 8) Provide measurements of the existing decor you have. The drawing is a 1" to 60' scale. 9) These can be wooden or hard plastic painted and/or lighted. Provide Photos or brochures with your bid. 10) The document says how many people the stage should hold. 11) Lighting, spot lighting 12) Provide a price for generators. The City may choose to provide them. 13) Unknown 14) Yes, this is the first year. 15) Provide your proposed ideas with pricing. 16) Provide your proposed ideas and pricing. Fencing is approximately 5 ' tall. 17) Provide your proposed ideas and pricing for this area. 18) Provide a proposed theme for this area with pricing. 19) Provide your proposed ideas and pricing.
Question 7
Posted: 6/17/2025
Question: Does the responsive bidder need to bid every item listed, or can we bid only portions of the RFP?
Response: The City's preference is to award to one vendor. However, the City does reserve the right to award to multiple vendors if necessary.
Posted: 6/23/2025
Type of Addition: Question & Answer
Overview: Working through the RFP for Candy Cane Park's holiday lighting, and had a few questions below that will assist in creating a display that achieves the vision, budget, while a positive public reception.
1. Aside from creating a drive-thru holiday lighting display, what is the overarching goal of the installation? Will it be a monetized experience or free for public enjoyment? / This is undecided at this time.
2. Is there an estimated budget for the display? / We do not have an estimate budget at this time.
3. Do the stages for the Carolers need to be available throughout the entirety of the display, or only on specific dates/events? Through out the course of the display dates.
4. Are there any plans to distribute power closer to where the holiday lighting and individual features will be installed? Currently the electrical is marked on the plans. The bid does state generators may be needed.
1. Can you further explain the current power distribution? For example, does 100A (7 Spare) indicate that only 7 amps of available power are left on that circuit? / We are asking the vendors to submit a plan on how to "Daisy-Chain" some of the electrical displays for a neat aesthetics and less potential for road crossings, and reduce electrical connections. However, The City is reviewing a proposed plan to expand electric components in the park.
Deadline: 6/26/2025 2:00 PM
Posted: 6/9/2025
Question: Are there any minimum light density or pixel spacing requirements for the tunnels?
Response: Not at this time.
Posted: 6/9/2025
Question: Should all trees shown on the map be fully wrapped up to the canopy, or can height be adjusted depending on size and safety? Are specific light colors or patterns preferred for the tree wrapping?
Response: We have already responded to this question. Answer in question 6
Posted: 6/9/2025
Question: Is there a target budget range the city is hoping to stay within for this contract?
Response: We have already responded to this question. Answer in question 6.
Posted: 6/9/2025
Question: For the 1-year contract with 4-year renewals, will pricing adjustments be allowed annually based on inflation or material costs?
Response: This will be discussed at contract renewal time.
Posted: 6/9/2025
Question: Are the installation dates of November 28–29 flexible? Specifically, would the City allow certain elements such as tree wrapping or overhead lighting infrastructure to be installed earlier if it does not interfere with park operations?
Response: Yes, The City has the right to work with the awarded vendor to installation and clean up.
Posted: 6/17/2025
Question: 1. Are you looking to own or lease the decor? 2. Do you already have the "candy cane lawn ornaments" that run the length of the drive thru or do they need to be included in the bid? 3. What is vehicular clearance height requirement? 4. What is the total annnual budget for the drive thru? 5. Do you also want the canopies of the trees wrapped, or just want the trees wrapped up TO the canopies? 6. What numbers do you need for progression through the show? The RFP says 1 to N, but we need clarification on which numbers and which letters are needed, and how many in total. 7. For the village, do you want scenic displays, like flats & hard scenery, or lit decor pieces? 8. What size is desired for the village, or what size is the footprint for the scene? 9. What is meant by "cut out" characters? Do you have examples? Do you mean 2D lit LED wire frames? 10. What size stages are needed for the 20-person caroler choirs? 11. Is lighting and sound needed for each stage, and if so, what are the required elements? The RFP says "if needed," but we need clarification. 12. The RFP notes some generators may be needed. Are these supposed to be included in the pricing or will the city provide them? 13. How long is the entire route? 14. Is this the first year for the light show? 15. What size is the footprint for Santa area & elf area? 16. The map has an area noted as "lights on fence," but this is not itemized in the RFP - what is needed here and what is the height and width of the fence? 17. What is the footprint size for grinch display area? 18. What goes in the "light display" area of the map? Is this where the cut out characters go? 19. What goes in the "display" area after the entrance and what is the size footprint of that area?
Response: 1) Lease the decor 2) We currently do not have any decorations. 3) 9 ft. 4) This is our first year, so a budget has not been set for this project. 5) Trunks and canopies wrapped. 6) Unknown at this time 7) Provide photographs and pricing for the decor that you currently have available. 8) Provide measurements of the existing decor you have. The drawing is a 1" to 60' scale. 9) These can be wooden or hard plastic painted and/or lighted. Provide Photos or brochures with your bid. 10) The document says how many people the stage should hold. 11) Lighting, spot lighting 12) Provide a price for generators. The City may choose to provide them. 13) Unknown 14) Yes, this is the first year. 15) Provide your proposed ideas with pricing. 16) Provide your proposed ideas and pricing. Fencing is approximately 5 ' tall. 17) Provide your proposed ideas and pricing for this area. 18) Provide a proposed theme for this area with pricing. 19) Provide your proposed ideas and pricing.
Posted: 6/17/2025
Question: Does the responsive bidder need to bid every item listed, or can we bid only portions of the RFP?
Response: The City's preference is to award to one vendor. However, the City does reserve the right to award to multiple vendors if necessary.