RFP- Christmas décor (outdoor)
Cherokee Nation Entertainment, LLC (“CNE”) is looking for an exterior lighting company for an outdoor holiday display for its Hard Rock Hotel and Casino Tulsa location. The company hired would be responsible for procuring all exterior LED lights with color advisement by marketing, arranging the displays off Cherokee Hills Golf Course along I-44, all trees along the circle drive (and throughout the parking lots), and both the grand lobby and hotel entrance porte-cochere. They will also be responsible for connecting the lights to a power supply while helping ensure guests safety with no exposed wiring or cords.
Objectives
CNE will contract with an exterior lighting display company to setup a holiday décor program. This winning bidder will be awarded a two year contract with the option to extend to an additional two (2) years, based off performance and design concepts. At the end of each years program once items have been put in storage scorecards will be filled out by the end-users involved and presented to the vendor for full review.
Budget
The budget for our full exterior display for the first year is $50,000.00. Subsequent years awarded on the contract will have altering budgets. Awarded company will be notified of the following years budgets when they are offered extension of the contract. Interested companies should have a representative at the pre-bid meeting to tour the property. Any questions asked during the pre-bid tours will be made public on the website for all bidders to review.
Expectations
The lighting company will be expected to purchase all the lights up front for re-imbursement via invoice against the contract and all lights will be owned by CNE. All light strands and features used in the display will be purchased by CNE for future use and stored in our warehouses. The lights should be in place and running by sunset on Thanksgiving Day. They will run on a timer to turn on at sunset each day and remain running until sunrise, the last night of the display will be Dec 31st. All décor is to be removed starting the day after New Years’ Day and prepared for storage until the display is ready to be re-installed for the following year.
*All decorations should be down no later than January 5th (weather permitting) and sent to storage in our warehouse no later than January 10th.
All damage to the strands or lights should be noted by the company when preparing lights for storage. This will help ensure we are prepared for additional purchases later in the year. When the lighting company is ready to begin testing for the following year they will inform the marketing department one week in advance for all previous decorations to be pulled from inventory and they will be given access to the lights as well as our inventory list. If new strands are required instead of new fuses or replacement light bulbs the marketing team and purchasing agent on the contract should be notified before a subsequent purchase is made.
The designer will be responsible for all setup and tear down of the events. Assistance will be given to the designer and team upon request with full understanding that if something is not completed on time the designer will be held responsible.
Schedule
Bid Posted 4/21/16 12:00 PM (CST)
Pre-Bid Meeting 4/28/16 2:00 PM (CST) Weather permitting- will be rescheduled if it’s raining.
Sealed Bids Due 5/5/16 2:00 PM (CST)