City of Charlestown Lighting Installation and Decommissioning for Animated Lights Show RFP 2026
City of CharlestownCity · Charlestown, IN- Due
- Jul 2, 2026
- Deadline passed
- Posted
- Jun 8, 2026
- Duration
- 6 months
- Primary contact
- Brian Smith
The 30-second brief
The City of Charlestown is seeking proposals for the installation, technical support, and decommissioning of an animated light show synchronized to music for the annual Christmas City event. Proposals are due July 2, 2026.
Meetings with city staff, Installation of lights and equipment, Technical support, Decommission and removal of lights
Overall best value, quality, service, sustainability, price
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Summary
The City of Charlestown is seeking proposals for the installation, technical support, and decommissioning of an animated light show synchronized to music for the annual Christmas City event. Proposals are due July 2, 2026.
EVALUATION CRITERIA
5- Overall best value
- Quality
- Service
- Sustainability
- Price
REQUIRED DELIVERABLES
4- Meetings with city staff
- Installation of lights and equipment
- Technical support
- Decommission and removal of lights
REQUIRED ATTACHMENTS
Liability Insurance, Workers Compensation Coverage
REQUIRED STAFFING
3- Submit to
- Clerk Treasurer, City of Charlestown, 304 Main Cross Street, Charlestown, IN 47111
- Scope location
- Charlestown, IN
Questions about this RFP
How do I respond to this RFP from City of Charlestown?
Review the full solicitation document for submission requirements, evaluation criteria, and deadlines. The submission deadline is July 2, 2026. The solicitation specifies required deliverables that must be addressed in your response. Be sure to include all required attachments as outlined in the solicitation. Submissions should be delivered to: Clerk Treasurer, City of Charlestown, 304 Main Cross Street, Charlestown, IN 47111. For questions, contact Brian Smith.
Can small businesses or minority-owned firms bid on this RFP?
Most government agencies, including City of Charlestown in IN, encourage participation from small businesses, minority-owned, women-owned, and disadvantaged business enterprises (MBE/WBE/DBE). Check the full solicitation for any small business participation goals.
What happens after the RFP submission deadline?
After the deadline, the issuing agency reviews all submissions against the stated evaluation criteria. This typically includes a compliance check, technical evaluation, cost analysis, and may involve oral presentations with shortlisted vendors.
Can I ask questions about this solicitation before submitting?
Yes, most solicitations allow vendors to submit questions during a designated period. The primary contact is Brian Smith. Questions and answers are typically shared with all prospective bidders.
What staffing is required for this project?
This solicitation outlines specific staffing requirements. The required roles include: lighting consultant, light show programmer, key personnel. Proposers should demonstrate relevant qualifications and experience for each required role.
What are the key deliverables?
The solicitation specifies the following deliverables: Meetings with city staff, Installation of lights and equipment, Technical support, Decommission and removal of lights. Proposals should clearly address how each deliverable will be met.
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What are the evaluation criteria for this solicitation?
This solicitation includes specific evaluation criteria that will be used to score proposals. The criteria include: "Overall best value, quality, service, sustainability, price" Vendors should carefully align their proposals with each criterion to maximize their score.
Where can I find more RFPs from City of Charlestown?
All active and historical solicitations from City of Charlestown are tracked and searchable. As a city agency, City of Charlestown regularly publishes solicitations. Visit the agency profile to see current open bids, past contracts, vendor relationships, and decision-maker contacts.
What is the contract term for this solicitation?
The anticipated contract term is 6 months. Contract terms may include renewal options.
What documents are required to bid on this RFP?
Requirements vary by solicitation, but common documents include a technical proposal, cost/price proposal, proof of insurance, relevant certifications, past performance references, and any forms specified in the solicitation. This solicitation specifically requires the following attachments: Liability Insurance, Workers Compensation Coverage. Additionally, proposals should address staffing requirements as outlined in the solicitation. Review the full document from City of Charlestown for the complete list.
What is the scope of this project?
This solicitation defines a specific project scope. The scope covers the following locations: Charlestown, IN. Review the full solicitation for detailed scope requirements.