IFB05142026 - Garvan Woodland Gardens Holiday Lights Assembly and Disassembly

The University of Arkansas is soliciting bids for the assembly and disassembly of the Holiday Lights display at Garvan Woodland Gardens in Hot Springs, Arkansas. The contract is for a term of one year with the option to renew for up to six additional years. The successful bidder will be responsible for assembling and disassembling the light display, which consists of approximately 20 acres of decorated areas, including pole trees, wrapped trees, shrubs, and set pieces. Key details of the RFP include: * Bid release date: May 14, 2026 * Bid due date: June 3, 2026 * Bid opening event: June 3, 2026, at 2:30 PM CST via Microsoft Teams * Assembly of the light display is expected to begin on September 14, 2026, and be completed by November 17, 2026 * Disassembly of the light display is expected to begin on January 4, 2027, and be completed by February 5, 2027 * The University will pay 50% of the total bid upon completion of assembly and the remaining 50% upon completion of disassembly * The successful bidder will be required to provide all necessary equipment, tools, and materials for installation, including ladders, wire cutters, and work gloves * The University will provide the lights and displays, which are housed on property in the gardens' barns The University is looking for a qualified contractor with experience in assembling and disassembling large-scale light displays. The successful bidder will be expected to provide a professional composition and ensure that the display is installed and removed in a safe and efficient manner. The evaluation criteria for the bids will be based solely on price and/or discount, and the University reserves the right to reject any or all bids, or to request a "Best and Final Offer" from bidders. The contract will be awarded to the bidder whose proposal best meets the University's goals and financial objectives.