Project Information

Bid Title

2026 Holiday Square Lighting Services RFP

Issuing Agency

City of Casper

Location

Wyoming

Published Date

Apr 15, 2026

Closing Date

May 29, 2026

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Description	Opening Date/Time	Closing Date/Time
2026 Holiday Square Lighting Services RFP Healing Park on Conwell	April 15, 2026 12:00 PM	May 29, 2026 4:00 PM

Attachment Preview

REQUEST FOR PROPOSALS

2026 HOLIDAY TREE LIGHTING SERVICES

AT HEALING PARK ON CONWELL FOR

THE CITY OF CASPER PARKS, RECREATION,

& PUBLIC FACILITIES DEPARTMENT

Date: April 15, 2026

Proposals are being requested from qualified contractors to Install & Remove Holiday

lights on trees at Healing Park on Conwell.

Such proposals will be received by the City of Casper Parks, Recreation, & Public

Facilities Department (email To: khallock@casperwy.gov and Cc: jdockendorf@casperwy.gov),

until 4:00 p.m., Local time, Friday, May 29, 2026.

PROJECT DESCRIPTION

The project consists of installing and removing holiday lights on trees at Healing Park on Conwell.

SCOPE OF SERVICES

The Scope of Services shall, as a minimum, include the following:

1. Contractor shall test and install holiday lights on at least one (1) and up to forty-five (45)

trees as depicted in Attachment A attached.

2. Contractor shall install the exact number and color of strands of holiday lights on the

designated trees as depicted in Attachment B attached. “Show Trees” have double strands,

which are two (2) strands already wrapped together.

3. Contractor shall have access to an electrical panel for testing lights prior to installation.

4. The City shall replace any light strands that are tested as defective.

5. The City shall provide and install all extension cords and cord protectors for each tree.

6. The City shall maintain the lights while lit from November 20, 2026, through January 2,

2027.

7. Contractor shall remove the lights the contractor installed beginning after January 5, 2027,

and be completely removed by March 1, 2027.

8. Only City-licensed Arborists may prune branches while installing/removing lights.

9. Contractor may store equipment overnight in the northwest corner of the park during

installation and removal of the lights.

FEE

In submitting a proposal for this project, the Contractor shall prepare and submit a FEE in an

email and attached as a PDF format To: khallock@casperwy.gov and Cc:

jdockendorf@casperwy.gov, one (1) detailed fee schedule with an upset amount for each fee

RFP – 2026 Holiday Tree Lighting Services at Healing Park on Conwell, City of Casper

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schedule as covered by the Scope of Services in this RFP. Selection of one (1) or more Contractors

for this RFP shall be based on professional qualifications and fee-based criteria.

The fee shall be based on estimated costs, time and material, including hourly rates for personnel,

and reimbursables, with an upset amount. If at any time during the term of this contract it appears

that the upset amount will be exceeded, the Contractor shall immediately notify the Casper Staff

and provide a complete statement justifying the anticipated change in the contract fee. An

amendment authorizing any increased fee can only be approved by the City Manager. The

amendment must be approved before the commencement of any additional work.

The Contractor shall be responsible and responsive to the City in its requests and requirements

within the scope of this proposal and shall confer with and be guided by the directives of the City

through the office of the City Manager or his designated representative.

TIMETABLE

Following is the tentative timetable for this RFP:

1. Proposal Due: May 29, 2026

2. Selection of Contractor(s) by City Manager: June 15, 2026

3. Pre-lighting installation meeting with City Staff: First day of installation.

4. Lighting installation completion: November 16, 2026

5. Lighting installation completion walkthrough: November 17, 2026

6. Lighting pre-removal meeting with City Staff: First day of removal.

7. Lighting removal completion: March 1, 2027

The submittal of a proposal will be an indication that the Contractor has no problem in

keeping this schedule.

MEETINGS

The Contractor shall attend any special meetings with the City Manager or City staff, relating to

the performance of this contract, and shall provide the City with weekly written progress reports.

Progress reports shall include personnel utilization and associated time applied to the project, and

which trees have been completed.

CONTRACT

The Contractor will be required to sign a contract with the City relating to the work to be

performed. Such contract shall include, but not necessarily be limited to, the following articles:

method of compensation, time of performance, subcontracts, duties of the Contractor, termination

of the contract, ownership of material, changes, EEO, ADA, submission of material, and

obligations of the City.

RFP – 2026 Holiday Tree Lighting Services at Healing Park on Conwell, City of Casper

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SELECTION.

The selection of the contractor(s) will be based upon qualifications, which include project team

qualifications, team management, ability to perform the work, and a demonstrated history of local

community performing similar field work.

Contractor(s) will be selected by City staff on the basis of the proposal submittals and

qualifications. Upon completion of these interviews, contractor(s) will be selected based on

qualifications and fee.

The procedure for considering the priced proposal will be based on selection of the proposal(s)

received that best meet the above qualifications-based criteria. No prospective proposer shall

withdraw their proposal for a period of sixty (60) days after the deadline for proposal submittals.

In making a proposal, the Contractor hereby certifies that he has reviewed this RFP and is familiar

with all conditions contained therein.

City staff will review all proposals. Final selection of the Contractor will be made by the City

Manager.

GENERAL.

A. Additional Information.

In addition to the items addressed in the Scope of Services, the following information

relating to the Contractor's qualifications is required. The Contractor shall submit one (1)

copy of the non-priced PROPOSAL via email and in PDF format To:

khallock@casperwy.gov and Cc: jdockendorf@casperwy.gov.

1. The contractor’s name, address, and telephone number.

2. Types of services which your business is qualified to provide.

3. Names of key personnel, the experience of each available for this project, each key

personnel’s proposed workload, and availability towards this project.

4. Names and addresses of outside Contractors or associates who will be retained for

assistance.

5. Number and type of current projects for which the contractor is the principal.

6. Recent list of completed projects most similar to this project, including key contacts

and references, approximate budget, and other pertinent information.

RFP – 2026 Holiday Tree Lighting Services at Healing Park on Conwell, City of Casper

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BOTH the FEE and PROPOSAL shall be labeled "2026 HOLIDAY TREE LIGHTING

SERVICES AT HEALING PARK ON CONWELL", and BOTH shall be signed by an

authorized representative of the Contractor offering the work.

B. Addendum or Supplement to Request for Proposal.

In the event that it becomes necessary to revise any of this Request for Proposal (RFP), an

Addendum to this RFP will be provided to each Contractor. The City reserves the right to

change submission date(s) for any reason, including an Addendum or Supplement to the

RFP.

C. Late Proposals.

Late proposals will not be accepted. It is the responsibility of the Contractor to ensure that

the proposal arrives prior to 4:00 p.m., Local Time, MAY 29, 2026.

D. Rejection of Proposals.

The City of Casper reserves the right to reject any or all submissions, to waive informalities

and minor irregularities in submissions received, and to accept any portion of a proposal

or all items if deemed in the best interest of the City of Casper.

E. Response Material Ownership.

All material submitted regarding this RFP becomes the property of the City of Casper and

will only be returned to the Contractor at the City's option. Responses may be reviewed by

any person after the final selection has been made. The City of Casper has the right to use

any or all ideas presented in reply to this request. Disqualification of a Contractor does not

eliminate this right.

F. Incurring Costs.

The City of Casper is not liable for any costs incurred by the Contractor prior to the

issuance of an agreement, contract, or purchase order.

G. Acceptance of Proposal Content.

The contents of the proposal of the successful Contractor may become contractual

obligations if the City of Casper wishes to execute a contract based on the submitted

proposal. Failure of the successful Contractor to accept these obligations in a purchase

agreement, purchase order, contract, or similar instrument may result in cancellation of the

award, and such Contractor may be removed from future solicitations.

RFP – 2026 Holiday Tree Lighting Services at Healing Park on Conwell, City of Casper

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H. Reference Checks.

The City of Casper reserves the right to contact any reference or any client listed in the

documents for information that may be helpful to the City in evaluating the Contractor's

performance on previous assignments.

RFP – 2026 Holiday Tree Lighting Services at Healing Park on Conwell, City of Casper

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Commodity Codes

• NAICS 238210Electrical Contractors and Other Wiring Installation Contractors

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