2026 4 21 Regular Session PACKET

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Agenda Item 
VIII. A. Reject Bid Proposal RFP 26-02 for a Drive-Thru Christmas Light Show at Regional 
Park  
 
Overview 
The City Council is wanting to have a drive-thru Christmas Light Show at Regional Park . To that 
end, the city prepared bid documents last year and selected a company to conduct the light show. 
However, due to many circumstances, the selected company failed to perform. Therefore, another 
bid was prepared and distributed to locate another company to conduct the drive -thru light show. 
On the bid deadline date of March 26, 2026, only one  bid w as received. A memo 
from the 
Purchasing Assistant detailing the bid response was included in the April 13 Work Session packet.  
 
In general, the RFP document was written to have a vendor provide, staff, and operate a Christmas 
light show and recover its investment through the collection of gate fees with no direct /minimal 
involvement from the city. However, the  bid submitted by Outdoor Lighting Perspectives from 
Lenoir City  deviated from the RFP document and was designed to have them provide /lease a 
synchronized light show with interactive elements and themed sections for a cost of $678,295 to be 
paid by the city and city staff would have substantial involvement with operating the event.  
 
City staff and the city budget are not equipped to conduct this large of an event and is 
recommending City Council reject  the bid and discontinue the search for a vendor  to host a 
Christmas light show at Regional Park. An alternative could be to purchase a variety of Christmas 
decorations to install on utility poles along Decatur Pike and Congress Parkway, the main travel 
ways in the city.  
 
Following discussion during the April 13, 2026 work session, the consensus was to place this item 
on the April 21, 2026 regular session consent agenda to reject the submitted bid.  
 
Action to Consider 
Motion, second, and majority vote are needed to reject RFP 26-02.  
 
Affected Departments 
Parks & Recreation  
 
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