Holiday Lights Program RFP 2024 Addendum 1

Agency:	Saint Louis Zoo
State:	Missouri
Type of Government:	State & Local
Category:	R - Professional, Administrative and Management Support Services
Posted:	Mar 22, 2024
Due:	Mar 27, 2024
Publication URL:	To access bid details, please log in.

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Project Name: Holiday Lights Program RFP 2024

Project Number: 2024-01-010

Issue for Bid

Project Manual

Date: March 6, 2024

Candace Bingham

Director of Procurement

Saint Louis Zoo

One Government Drive

St. Louis, MO 63110

cbingham@stlzoo.org

TABLE OF CONTENTS

INVITATION TO BIDDERS.............................................................................................................................. 3

SCOPE OF WORK........................................................................................................................................... 3

REQUEST FOR BID......................................................................................................................................... 7

APPENDIX A SAINT LOUIS ZOO STIPULATED SUM BID FORM ................................................................... 10

APPENDIX B SUPPLIER DIVERSITY UTILIZATION STATEMENT.................................................................... 14

APPENDIX C STATE OF MISOURI EXEMPTION FROM MISSOURI SALES AND USE TAX ON PURCHASES.... 17

APPENDIX D POLICY ON SUPPLIER DIVERSITY ON SAINT LOUIS ZOO CONTRACTS ................................... 18

INVITATION TO BIDDERS

PROJECT

Holiday Lights Program RFP 2024-

Boo at the Zoo and Wild Lights Design and Installation Services

SCOPE OF WORK

The Saint Louis Zoo (Zoo) is accepting proposals from design and installation services companies

to be the 2024 vendor of record for the Zoo’s Holiday Lights Program, which includes Boo at the

Zoo and Wild Lights. The design and installation services vendor of record will collaborate with

the Zoo’s Special Events and Marketing team to create and design exhibit areas for events. In

addition, the awarded vendor will work in tandem with the Zoo’s Facilities Management team

for installation.

1. Boo at the Zoo - The Zoo’s non-scary, kid-friendly Halloween experience.

• Open on select consecutive nights during October.

2. Wild Lights – For the holiday season, the Zoo transforms into a wonderland filled with

twinkling holiday light displays.

• Open on select nights through the holiday season in November and December,

including designated nights for private event rentals.

The scope of work required is as follows.

1. Inventory Control

a. Vendor will be responsible for the organization of lights, displays, and necessary

equipment, and always maintaining an up-to-date inventory list of items.

b. Vendor to suggest items from their rental inventory as needed (not required).

2. Transport - Vendor will be responsible for the transportation of all lights, displays, and

equipment from the storage facility to the designated staging area at the Zoo, and onto

Zoo grounds in accordance with all Zoo safety standards. After the event, the vendor

will be responsible for the transportation of all items back to the storage facility.

3. Maintenance of Displays

a. Vendor to be responsible for the maintenance and upkeep of all Zoo-owned

inventory including functionality, aesthetics, and general maintenance, and it is

to be approved by the Zoo’s representative for the event.

b. Vendor to communicate any maintenance needs on inventory items to the Zoo’s

representative for the event promptly, along with an estimated repair cost.

c. Vendor to provide a service level agreement to be mutually agreed upon as part

of the program contract.

4. Design and Source Recommendations

a. Vendor to provide the Zoo’s event representative with creative advice and

purchasing suggestions.

b. Vendor to negotiate special pricing/discounts at the yearly convention, as well as

with lighting, décor, and custom-creation companies throughout the year.

c. The Zoo will be responsible for all purchases.

5. Installation, On-Site Management and Decor Removal

a. Vendor will be responsible for the installation of all exhibit components

according to design, layout, and timeline agreed upon with the Zoo’s event

representative, as well as the subsequent dismantle of displays, and removal

from Zoo grounds.

b. The Zoo and Vendor must have a mutually agreed installation calendar for all

decor items before the vendor brings them onto Zoo grounds.

c. Vendor will be responsible for troubleshooting and installing exhibit components

to sustain operation for the entire duration of each event series. This includes

but is not limited to weatherproofing for precipitation and wind.

d. Vendor to provide services to keep the event running each night of each event

series, except in instances of inclement weather. The Zoo expects to host

outdoor events in rain or shine.

e. Vendor to provide an on-site contact for each event night to turn on,

troubleshoot, and turn off all exhibit areas.

f. Vendor to work with the Zoo’s Facilities Management team, including electric,

horticulture, irrigation, and site work.

g. Vendor to provide expertise on standard outdoor lighting practices.

h. Vendor to provide installation of temporary fencing in the exhibit display areas.

i. Vendor to install all exhibit components in accordance with the Zoo’s safety

protocols and standards. Vendor must comply with Zoo vehicle policy for on

grounds use as it relates to install, on-site management and decor removal.

6. Storage (Not required)

a. Storage of the Zoo’s lights, displays, and other equipment is not required,

however, if the vendor is able to provide storage of these items, the Zoo will

provide payment for the storage facility at an agreed upon monthly rate.

b. Vendor will need to supply equipment and staff to transport the inventory to

and from the storage facility.

ADDITIONAL BACKGROUND INFORMATION

1. The electrical outlets available are GFI protected. Not all areas have electric readily

available and some creativity will be necessary to string lighting to some areas.

Communication will be necessary with the Zoo’s electrician team.

2. The Zoo’s Animal Care team will have input around displays and animal welfare. Exhibits

deemed too bright/too loud which disrupt animal welfare will be moved to

accommodate animal needs.

3. The Zoo is a conservation organization and non-necessary electrical use is not wanted so

there is a desire to use timers.

4. Lifts are restricted to the kinds that you are trained to operate in accordance with OSHA

and ANSI standards, including adherence to all Zoo protocols for aerial lift operation,

including any requirements for barricades and pathway closures. Additionally,

companies should provide their own equipment and appropriately trained operators—

the Zoo will not lend out equipment or provide operators. The Zoo prefers no cranes for

normal decoration activities, with the exception of the deck crane required to erect the

Zoo’s topiary giraffe and 40-foot tree. These rentals will be coordinated by Zoo staff.

5. The Saint Louis Zoo supplies signage.

6. The Zoo’s food and beverage outlets and retail locations will be open during these

events.

7. Overhead décor on pathways must be at least 14-foot high to accommodate emergency

vehicle access.

8. Historical Event Timeline: In the past, the Zoo needed to wait until mid-end of August to

begin bringing items to the Zoo from the storage facility since the space we use to store

items on grounds is used for our Education team’s summer camp. In August, trees

usually begin to be wrapped with lights (double-wrapped with one strand for Boo and

the other for Wild Lights). After Labor Day is when décor may be set-up on grounds.

Target timeframe to have hay bales, cornstalks and pumpkins, as well as photo ops, and

other small decor out is the first two weeks of October for Zootoberfest (the Zoo’s

family-friendly Oktoberfest). As soon as the Boo series ends, the Zoo rapidly flips to Wild

Lights. The Zoo expects all items to be removed from the event footprint by the end of

January, and off Zoo grounds completely by mid-February.

ATTACHMENTS

1. 2023 Boo at the Zoo Exhibits Outline

2. 2023 Boo at the Zoo Event Program

3. 2023 Wild Lights Exhibits Outline

4. 2023 Wild Lights Event Program

5. Vendor Response Sheet- Holiday Lights Program RFP 2024

SELECTION CRITERIA

1. Scope of Work – Including two sample of designs for one of the events mentioned (25 points)

2. Pricing (25 points)

3. Vendor Response Sheet (10 points)

4. Two samples of other holiday lights programs (10 points)

5. Ability to start and timeline (10 points)

6. References (10 points)

7. Supplier Diversity Participation (5 points)

8. Tax Base/Focus Geography (5 points)

PROPOSAL DELIVERABLES

A completed Vendor Response Sheet- Holiday Lights Program RFP 2024 ( Attachment 5) should

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Holiday Lights Program RFP 2024 Addendum 1

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