Christmas Decorating and Design Services

The Little Rock Advertising and Promotion Commission dba Little Rock Convention & Visitors Bureau (LRCVB) is extending a request for proposals for the design, fabrication, and installation of a cohesive, unique set of holiday decorations for the Statehouse Convention Center, River Market, Cromwell Building, and Robinson Center.

LRCVB is seeking experienced professional Holiday Decorations Designer and installation services for its offices and public facilities.

LRCVB is seeking experienced professional Holiday Decorations Designer and installation services for its offices and public facilities.

The following locations are those that LRCVB are proposing to be decorated. The exact scope of locations will be decided annually with the winning bidder:

• Statehouse Convention Center: Atrium, Rotunda, Ballroom Area, Entry way facing Markham, Toltec Lobby
• Experience Center: Interior, Exterior
• Cromwell Building: Administrative offices
• Robinson Center: Exterior Entryway to Historic Lobby, Receptionist Office, Street Level Lobby, 2nd Floor Still Ballroom Pre-Function Area
• Finley Vinson Plaza

The designs and installations must be assembled and installed for safety in case of failure (i.e. no sharp, pointed edges, or excessively heavy hanging decorations). Outdoor decorations must be durable and made for outdoor use where applicable. The decorations shall be visible both day and night though lighting décor is acceptable. The decorations must also be contextually appropriate and family friendly.

All decorations must be removed from LRCVB’s offsite storage facilities and setup no earlier than the Monday before Thanksgiving and no later than the Monday after Thanksgiving unless instructed or mutually agreed upon otherwise. All decorations must be removed and placed into LRCVB’s offsite storage facilities no sooner than January 2nd and no later than January 4th each year unless instructed or mutually agreed upon otherwise. Scheduling the installation of decorations each year will be dependent on our building schedules and will need to be finalized with the Senior Director of Event Operations.

The selected vendor will meet with LRCVB annually during November/ December timeframe to discuss a plan and budget for replacement decorations needed for the following year to allow ample time to procure the needed inventory additions.

**Submission method:** A completed Request for Proposal response must be sealed and will be received in the AR Bid Ionwave Portal by the submission deadline. Responses received after the closing time and date will be returned to sender unopened.

All Responses are **required** to be signed by an authorized representative of the submitting person or entity on Attachment I. Responses received unsigned will be disqualified and not considered.

Contract Term is for two (2) years with option to renew for five (5) additional years. Initial year term will be 13 months from Jan 2027- Jan 2028 to allow time to purchase decorations for during market (January 2027), decorate spaces (November 2027), and remove decorations and plan for 2028 (January 2028).

Scoring

• Experience and Qualifications (20%)
• Approach & Process (40%)
• References (10%)
• Pricing (30%)

Pricing will include lump sum price for installation and removal of decorations. This information should be entered on the line items tab and NOT included with your proposal upload.

Insurance: Commercial General Liability $1,000,000 limit each occurrence and $2,000,000 limit aggregate; Automobile Liability – $1,000,000; Worker’s Compensation – $500,000; Umbrella/Excess – $1,000,000; Professional Errors and Omissions -- $1,000,000 required; $3,000,000 preferred; Employee Dishonesty -- $100,000 required.