Project Information

Bid Title

2026-07: Christmas Lighting RFP

Issuing Agency

City of Covington

Location

Georgia

Published Date

Apr 3, 2026

Closing Date

Apr 21, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

2026-07: Christmas Lighting RFP

Bids are due by 10:00 a.m. on Tuesday, April 21, 2026

Documents

• RFP PACKET

Attachment Preview

REQUEST FOR PROPOSAL

CITY OF COVINGTON, GEORGIA

2194 EMORY STREET N.W.

COVINGTON, GEORGIA 30014

Downtown Christmas Lighting

RFP#2026-07

Objective

The City of Covington invites sealed proposals to create a festive downtown atmosphere

for the holiday season. The lighting display will be completed and in working order a

minimum of five (5) days prior to our Annual Holiday lighting on the Square which occurs

the third (3rd) Thursday of November each year, as directed by the City of Covington. All

lighting shall be removed on or about the second (2nd) weekend in January. This is an

optional three (3) year contract beginning with installation in November 2026 for seasonal

programs in 2026/2027, 2027/2028 and 2028/2029

Scope of Work

All lighting shall be installed and in working order a minimum of five (5) days prior to our

Annual Holiday lighting on the Square which occurs the third (3rd) Thursday of

November each year. Lighting shall be removed on or about the second (2nd) weekend

of January. Contractor is responsible for removal and storage. Bidder shall be

responsible for replacement, maintenance and upkeep of lighting display for the

duration of this period.

The selected contractor is responsible for the design, lease of materials, labor to install

the product, service of the product (Holiday Lighting on the Square, Pace Street, Cricket

Frog Tail and Legion Field) throughout the holiday season, and takedown and removal

of all products. Calls for service for the Square, Pace Street, Cricket Frog Trail and

Legion Field during this time should be addressed and corrected within 24 hours.

- Roof Lighting using LED C9 lights (no less than 3,400 C9 LED Lights)

- Street Tree Lighting on the Square using LED mini lights (no less than 55,000

Mini LED Lights)

- Street Tree Lighting on Pace Street from Floyd Street to Hwy 278 using LED mini

lights

- One Large Magnolia’s C9 Trunk and branch wrap of lower limbs and install a

movement affect in each tree – Provide your design.

- All power requirements must be included in the bid.

- Provide a City of Covington Christmas Tree. Provide assembly, maintenance,

lighting, and storage 25-28 ft pre-lit tree.

- Lighting arches on the Cricket Frog Trail from Pace Street to Floyd Street and the

walking track around Legion Field.

- Provide power for approximately 175 live Christmas trees at Legion Field for our

Lights at Legion Event which takes place the first Saturday in December of each

year and ends the second weekend in January

- Electrical outlets for tree lights located on the square will be provided by the City

of Covington and are at the base of the trees. Outlets will be controlled via a

timer to be provided by the selected vendor

- Timers will be located at the control box for each block

- Installation will be operational 5 days prior to the third Thursday in November

each year

- Insurance certificates will be provided prior to installation

- Lights to be turned off on the buildings by the 2nd weekend in January each year

- Lights in magnolia tree will be installed last and need to be removed by January

15 of each year.

Requirements

A. General:

1. The contractor’s personnel shall have the qualifications,

knowledge, and experience to properly and reliably perform

the Services described herein.

2. The contractor shall always provide sufficient qualified

personnel to perform the services required in a timely,

accurate, and professional manner.

3. The contractor shall perform all work in coordination with the

City’s schedule and/or other contractors engaged by the City.

a Contractor shall take necessary precautions to protect any

adjacent facilities and/or environment during the course of

installation.

b Contractor must clean up site after completion of the work

and must dispose of all trash, materials, packaging, etc.

4. Contractor shall maintain the following minimum insurance, (a) comprehensive

general liability, including blanket contractual, covering bodily injuries with limits of

no less than $1,000,000 per occurrence; and (b) commercial automobile liability,

including blanket contractual, covering bodily injuries with limits of no less than

$1,000,000 per occurrence, and property damage with no limits of no less than

$1,000,000 per accident, (c) statutory worker’s compensation insurance, including

$1,000,000 employer’s liability insurance.

Contractor shall include in their bid, a certificate or policy of insurance evidencing

Contractor’s compliance with this paragraph with the City of Covington listed as

the certificate holder. Contractor shall abide by all terms and conditions of the

insurance and shall do nothing to impair or invalidate the coverage.

Submission Requirements & Deadlines

Applicants should submit a proposal containing the following:

1. Bid quotation and all required attachments enclosed in a sealed envelope and

a. Marked with an RFP number and RFP title

b. Marked with the name of the bidder

c. Marked with due date of the bid

2. Proposal cover page

3. Statements of qualifications and relevant experience

4. Proposed scope of services and design

5. Project pricing with pricing breakdowns of areas denoted in the Scope of work

6. Proposed work schedule fee for services – must include fee for each seasonal

year

7. Any addenda issued to this bid

Proposals must be in a sealed package and marked on the outside with the Proposers

name, address, RFP number and the RFP Title.

The following information must be submitted in the proposal package:

• 3 color copies of the proposal

• 1 USB drive of the proposal

Proposals must be submitted to City of Covington Purchasing Dept. Attn: Scott Cromer

2194 Emory St NW Covington, GA 30014 or mailed (USPS) to P.O. Box 1527

Covington, Ga 30015 no later than 10:00AM on Tuesday, April 21, 2026.

Attn: Scott Cromer

2026-07 Downtown Christmas Lighting RFP

Proposals received after this time and date will not be considered. It is the sole

responsibility of the proposer to ensure that his or her proposal reaches the Purchasing

Department. The City of Covington assumes no responsibility for delays caused by any

delivery service. Postmarking by the due date will not substitute for actual proposal

receipt by the City of Covington.

City’s Reservation Rights

The City reserves the right to take any course of action the City deems appropriate at

the City's sole and absolute discretion, which may include:

1. Waiving any defects or informalities in any proposal or proposing procedure.

2. Accepting or rejecting any or all proposals or any part of any or all proposals.

3. Awarding a contract by individual line items, by group, all or none, or any other

combination most advantageous to the City.

4. Canceling the RFP in part or its entirety.

5. Reissuing the RFP with or without modification.

6. Negotiating with any qualified entity.

7. Extending the deadline for proposals; or

8. Requesting additional information from any or all proposers.

9. After agreement is made and installation is complete, if the requirements

stipulated in the contract are not met by the vendor, the City of Covington

reserves the right to terminate the contract.

Contact Information

Any questions regarding this project should be directed to Allen Martin, at

amartin@cityofcovington.org

The deadline to submit a question is 3:00 P.M. local time Wednesday, April 15,

2026. The City will post “Response to Questions and/or Addenda”, if applicable,

on the City website,

https://www.cityofcovington.org/index.php?section=businessopportunities,

by 5:00 P.M. on Friday, April 17, 2026. It is the responsibility of each proposer to

verify the response to questions/addenda before submitting their proposal.

Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors

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